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Home My WebLink AboutBy-law 8223/26 - Records Retention By-lawThe Corporation of the City of Pickering By-law No. 8223/26 Being a by-law to establish retention periods for records of The Corporation of the City of Pickering. Whereas Section 254(1) of the Municipal Act, 2001, S.O. 2001, c.25, (the “Act”) provides that a municipality shall retain and preserve the records of the municipality and its local boards in a secure and accessible manner; And Whereas Section 255(1) of the Act provides that except as otherwise provided, a record of a municipality or local board may only be destroyed in accordance with Section 255 of the Act; And Whereas Section 255(2) of the Act provides that a record of a municipality or local board may be destroyed if a retention period for the record has been established and the retention period has expired or the record is a copy of the original record; And Whereas Section 255(3) of the Act provides that a municipality may establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved in accordance with Section 254; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.Definitions a)“Active Retention” means the internal departmental storage of Records that are in regular day-to-day use by a Department; b)“City” means The Corporation of the City of Pickering; c)“City Clerk” means the Clerk of The Corporation of the City of Pickering (or their designate); d)“Classification” means the Records category where records are organized based on their content, purpose, and business activities to facilitate efficient management, retrieval, and Disposition; e)“Constituency Records” means Records pertaining solely to the political activities and constituency business of an elected official but does not include Records pertaining to City business. The Mayor, as Head of Council, is considered an “officer” of the City. The Mayor’s Records that relate to mayoral duties, as opposed to constituency or personal papers, may be considered to be in the City’s custody or control and therefore subject to the Act; f)“Disposition” means the documented process that changes the status of a Record including: retention, destruction, loss or transfer of custody or ownership; g)“Inactive Retention” means the Records stored in the City’s Archives that are referred to infrequently by a Department; h)“Record” means any information, however recorded, whether in printed form, on film, by electronic means or otherwise as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and documents City’s By-law No. 8223/26 Page 2 business functions, activities, transactions, rights, obligations or responsibilities or records information that was created, received, distributed or maintained by the City, and is in compliance with legal obligations; i)“Records Retention Schedule” means a document that describes the City’s Records by series and indicates the length of time that Records classified within each series shall be retained before their final Disposition; j)“Responsible Department” means the office or Department with primary responsibility for retaining a Record; k)“Retention Period” means the period, expressed in years, in which a Record shall be retained and stored by the City; and, l)“Transitory Record” means a Record having only temporary value which is not required to meet statutory obligations, policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of legal, financial, operational or other decisions pertaining to the City. 2.General 2.1. The Classification and Retention Periods of all Records under the custody and control of the City, are hereby established and adopted in accordance with Schedule “A”, attached hereto, and forming part of this By-law. 3.Disposition of Records 3.1. The following principles shall govern the disposition of Records: a)Records are disposed of at the end of a total retention period, subject to their final disposition; b)all Records shall be destroyed in a manner that preserves the confidentiality of any information contained in such Records; c)any Record pertaining to pending or actual litigation, or investigation or a request under any privacy legislation, shall not be destroyed until such Record is no longer required for such purpose; d)Records Disposition may be postponed at the discretion of the City Clerk pending receipt of a written request from the Department Director outlining the rationale for the postponement and a revised timeline for Disposition; and, e)copies of Records may be destroyed at any time if the original Records are being retained in accordance with Schedule “A” of this By-law. 4.Duties and Responsibilities 4.1. City Clerk or their designate shall: a)determine the appropriate classification of Records, considering the legal, financial, administrative, operational, and historical values of each Record; b)ensure that all reasonable measures are implemented to promote the preservation, security, and destruction of Records in accordance with this By-law and any legislative requirements; and, c)ensure that reasonable measures are implemented to protect the City’s Records from inadvertent destruction or damage, considering the nature of the Record to By-law No. 8223/26 Page 3 be protected, including the creation of new classification codes and retention periods as may be required. 4.2. All City staff shall: a)comply with the Classification and Retention Periods as specified in Schedule “A” of this By-law; b)ensure that Records in their custody and control are protected from inadvertent destruction or damage; and, c)ensure that Transitory Records in their custody and control are destroyed when they are no longer needed for short-term reference. 5.Delegated Authority 5.1. Authority for establishing or amending the City’s Retention Periods contained in Schedule “A” is hereby delegated to the City Clerk who may make changes to Schedule “A” as required and without the need for Council approval. 6.Exemption 6.1.This By-law shall not apply to Constituency Records. 7.Short Title 7.1.This By-law shall be referred to as the Records Retention By-law. 8.Repeal of By-law 8.1. By-law No. 7347/14 is hereby repealed. 9.Approval of By-law 9.1. This By-law shall come into force and take effect upon passing. By-law passed this 26th day of January, 2026 Original Signed By ________________________________ Kevin Ashe, Mayor Original Signed By ________________________________ Susan Cassel, City Clerk C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 4 Schedule A - Corporate Records Retention Schedule Retention Value Codes C = Current Year Refers to January 1st to December 31st. This means that the record series is kept for the current year plus the additional years outlined in the retention period. For example, C + 2 means the record is retained in the current year, plus two additional years. D = Destroy Requires that upon expiration of the total retention period the record is destroyed – shredded, recycled, and deleted in the proper manner. P = Permanent Retention Permanent records are considered to be so valuable or unique in documenting the history of an organization that they are preserved indefinitely. Permanent records tend to derive their value primarily from legal or legislative-based value. S = Superseded Superseded records are kept for an indefinite period until they are replaced by an updated record and then discarded. Most records of this nature tend to be used for reference purposes. T = Termination of Event Records that, as a part of the retention process, have a retention period calculated from the conclusion, or termination, of an action or event. C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 5 Security Classification (All subject to MFIPPA) Low All information within these records may be shareable with the public. This information may be fit for distribution via public channels such as email and websites. Disclosure of public information in not expected to adversely impact the City of Pickering, its employees, its stakeholders, its business partners, or its customers. Medium These records contain general information intended or appropriate for approved internal audiences or a restricted external audience such as identified stakeholders. Access is based on a business need-to-know basis. High These records contain the most sensitive business information that is intended for a limited audience. Its authorized disclosure could seriously and adversely impact the City of Pickering, its employees, its stakeholders, its business partners, or its customers. Records that are designated as high are accessible only by a defined sub-group of the City. Access permissions may be given to staff based on their membership to a specific group or individually as City management deems appropriate. C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 6 File Code Record Class Description Security Level Active Inactive Total Disposition Administration A-1000- 001 Administration - General Records relating to general correspondence, administration and routine administrative functions which cannot be classified elsewhere. Low C+1 5 C+6 D A-1100- 001 Policies and Procedures – General Correspondence Records relating to general correspondence during the development of policies and procedures. Low 2 N/A 2 D A-1110- 001 Policies and Procedures Approved City Policies, Interdepartmental Procedures, Standard Operating Procedures and Fire Services Standard Operating Guide. Low S+2 N/A S+2 D A-1200- 001 Strategic Plans - Corporate Records relating to the planning of corporate strategies, initiatives, goals and objectives for departments, divisions, programs and services. Low S+1 5 S+6 D A-1300- 001 Staff Committees and Meetings Records relating to staff committees and meetings other than Council appointed Advisory Boards and Committees. (Examples of sub categories that may be created for this classification.) - 002 Pay It Forward Committee Low C+1 5 C+6 D A-1400- 001 Municipal Council and Standing Committees – General Records relating to general correspondence regarding the City of Pickering Council and standing committees. Also includes meeting videos of City of Pickering Council Low C+1 7 C+8 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 7 and standing committees. (Examples of sub categories that may be created for this classification.) - 002 Meeting Videos A-1410- 001 Advisory Committees, Boards, and Taskforces of Council - General Records relating to Advisory Committees, Boards, and Taskforces of Council which could include applications for appointments, appointment lists, and correspondence to committees. (Examples of sub categories that may be created for this classification.) - 002 Appointment Management - 003 Meeting Schedule High C+1 5 C+6 D A-1411- 001 Advisory Committees, Boards, and Taskforces of Council Agendas and minutes of Advisory Committees, Boards, and Taskforces of Council. (Examples of sub categories that may be created for this classification.) - 002 Accessibility Advisory Committee - 003 Heritage Pickering Advisory Committee Low C+1 P P P A-1420- 001 Agendas Records relating to agendas for Council and Standing Committees. (Examples of sub categories that may be created for this classification.) - 002 Executive - 003 Planning & Development - 004 Council - 005 Statutory Public Meeting Low C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 8 A-1430- 001 Minutes Records relating to original meeting minutes of Council and Standing Committees. Also includes inaugural Council meeting videos. (Examples of sub categories that may be created for this classification.) - 002 Planning & Development - 003 Executive - 004 Council - 005 Inaugural Meeting Videos Low C+1 P P P A-1440- 001 Department Reports Records relating to original department reports prepared for Council and Standing Committees. (Examples of sub categories that may be created for this classification. Also includes City Development Information Reports.) - 002 Corporate Services - 003 City Development Low C+1 P P P A-2000- 001 Elections - Administration Records include working papers relating to the administration of elections as well as information supplied to candidates, forms, polling station locations, ward boundaries, school permits, ballot information, ordering of all supplies and equipment, voter notification records, etc. (Examples of sub categories that may be created for this classification.) - 002 Nomination Papers - 003 Voter Notification Cards - 004 List of Polling Locations Medium C+1 7 C+8 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 9 A-2010- 001 Election - Results Records relating to the results of municipal elections. T = End of Election Low T+120 Days N/A T+120 days D A-2020- 001 Ward Boundaries Records relating to the ward boundary reviews. Low C+1 P P P A-2100- 001 Regional Municipality of Durham Records relating to the government of the Regional Municipality of Durham. (Examples of sub categories that may be created for this classification.) - 002 Regional Finance Committee - 003 Durham Region Police Services Low C+1 5 C+6 D A-2200- 001 Provincial Government (Ontario) Records relating to the government of the Province of Ontario. (Examples of sub categories that may be created for this classification.) - 002 Premier and MPP’s - 003 Ministry of Municipal Affairs and Housing Low C+1 5 C+6 D A-2201- 001 Lobbyist Registry Records relating to the municipal lobbyist registry. Low C+1 P P P A-2202- 001 Accountability & Transparency Records relating to Council Code of Conduct complaints and related investigations, conflict of interest, Integrity Commissioner appointments and reports, closed meeting investigations and initiatives, conflict of interest forms, etc. High C+4 2 C+6 D A-2203- 001 Strong Mayoral Powers and Duties Records related to mayoral decisions and directions made pursuant to the Municipal Act, 2001. Low C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 10 A-2210- 001 Vital Stats Records relating to birth, death and marriage registration. (Examples of sub categories that may be created for this classification.) -002 Births -003 Deaths -004 Marriages High C+1 P P P A-2211- 001 Vital Stats- General General records relating to birth, death and marriage registration, which cannot be classified elsewhere. Low C+1 5 C+6 D A-2212- 001 Vital Stats- Marriage Licence Applications Marriage Licence Applications (Duplicate record) High 2 N/A 2 D A-2300- 001 Federal Government (Canada) Records relating to the Federal government of Canada. (Examples of sub categories that may be created for this classification.) - 002 Prime Minister and MPP’s - 003 Federal Agencies Low C+1 5 C+6 D A-2400- 001 Other Municipalities Records relating to other municipalities. (Examples of sub categories that may be created for this classification.) - 002 Municipal Resolutions/By- laws - 003 Town of Ajax - 004 GTA Low C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 11 A-2500- 001 Associations Records relating to the activities of an association, society or organization in which an employee of the City has a membership, interest or official capacity. (Examples of sub categories that may be created for this classification.) - 002 AMO - 003 AMCTO Low C+1 5 C+6 D A-2600- 001 External Authorities/Boards/Co mmissions Records relating to external authorities, boards and commissions. (Examples of sub categories that may be created for this classification.) - 002 School Boards - 003 TRCA/CLOCA - 004 Local Planning Appeals Tribunal (LPAT) - 005 OPG Low C+1 5 C+6 D A-2700- 001 Public Relations/Ceremonies /Receptions Records relating to hosting, attending and the performance of official business at special ceremonies and events. Low 2 N/A 2 D A-2710- 001 Advertising Records relating to advertising to the public using any variety of available media. (Examples of sub categories that may be created for this classification.) - 002 News Releases - 003 Newsletters Low C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 12 A-2720- 001 Publications Records relating to organization publications which could include pamphlets, guides, brochures, tourism information, trade show events, directories and publications of interest to the organization. Low C+1 5 C+6 D A-3100- 001 Customer Care - General Records relating to customer care which cannot be classified elsewhere. High C+1 5 C+6 D A-3110- 001 Complaints, Concerns, Issues – (Street/Property Files) Records relating to customer/resident complaints, concerns, issues. High C+1 5 C+6 D A-3120- 001 Promotional Products Records relating to sales and issuance of City of Pickering promotional products. Includes inventory spreadsheets, correspondence and reports. Low C+1 5 C+6 D A-3130- 001 Forms Management Records relating to the design, production and review of forms used by the municipality. Low S N/A S D A-3200- 001 Website Records relating to the corporate website. Low C+1 5 C+6 D A-3300- 001 Historical/Heritage Conservation Records of general historic nature, which do not pertain to a specific record class and records relating to the identification, regulation and preservation of historically designated buildings, archaeological areas and artefacts. (Examples of sub categories that may be created for this classification.) - 002 Heritage Permit Application 01/07 Low C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 13 A-3400- 001 Cemeteries Records relating to the administration, management, identification, regulation and preservation of local cemeteries. Medium C+1 P P P A-3500- 001 Records Management Records relating to the records management program. This includes general records management, operational standards and procedures, development, adoption and implementation of file classification systems, procedures and techniques for management of records systems. (Examples of sub categories that may be created for this classification.) - 002 File Classification schedule Low S N/A S D A-3501- 001 Records Disposition Records relating to the disposition of municipal records. Includes destruction certificates, departmental sign offs, and any other related documentation. Low C+1 P P P A-3510- 001 Records Disaster Plan Recovery Records relating to recovery plans for potential loss of vital records during unforeseeable incidents such as fires, natural disasters, terrorism and theft. Low S N/A S D A-3520- 001 Freedom of Information Records relating to the general issues of access to information. Includes all requests made under the Municipal Freedom of Information and Protection of Privacy Act, working papers, copy of the reply and correspondence with the Commissioner’s Office. T = Closure of File High T+1 5 T+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 14 A-3530- 001 Protection of Privacy Records related to the protection of personal privacy in the day-to-day operations of the City. Records include requests to correct personal information, privacy complaint investigations, privacy statements, and privacy impact assessments. High C+1 5 C+6 D A-3540- 001 Routine Disclosure Records related to the routine disclosure of information as part of the routine disclosure program. High C+1 5 C+6 D A-3600- 001 Courier/Mail/Postage Records relating to postal rates and services, courier rates and services and the interoffice mail system. Low 2 N/A 2 D A-3610- 001 Printing and Reproduction Records relating to internal and external printing and reproduction. Low 2 N/A 2 D A-3620- 001 Trademarks, Patents, Copyrights and Visual Identity Records relating to the copyright, patent and trademark protection of municipal logos, and products used for visual identity. This record series may include the logo, coat-of-arms, letterhead design, emblem, vehicle identification and seals of office. Low C+1 P P P A-3700- 001 Information Technology - General Records relating to service request forms for repairs, user hardware and software requests, up-grades, modifications and maintenance, user authorization and approval, troubleshooting information, conversions, connections, support records, user logs and security issues. General information relating to research, development, design and implementation of information system projects which may include feasibility studies and needs High C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 15 analysis research, system development methodologies and system architecture which cannot be classified elsewhere. A-3710- 001 Computers - Hardware Records relating to the purchase of computer hardware, including equipment evaluations, user specifications, issues, maintenance and repairs. Including research, history, problems and maintenance files. (Examples of sub categories that may be created for this classification.) - 002 Hardware research files - 003 Hardware history files - 004 Hardware problems & maintenance T=Hardware no longer in use High T+1 N/A T+1 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 16 A-3720- 001 Computers – Software Records relating to the purchase of computer software, including software evaluations, user requirements, issues, maintenance and repairs. Including research, history, problems and maintenance files. (Examples of sub categories that may be created for this classification.) - 002 Software research files - 003 Software history files - 004 Software problems & maintenance T=Software no longer in use High T+1 N/A T+1 D A-3800- 001 Telecommunications Records relating to the purchasing, installation, maintenance, operation and issuance of telecommunication systems. (Examples of sub categories that may be created for this classification.) - 002 Telephones - 003 Voice Mail - 004 Cell Phones T=Telecommunication device/system no longer in use High T+1 N/A T+1 D A-4000- 001 Human Resources - General Records relating to the general administration of Human Resource management activities which cannot be classified elsewhere. Low C+1 5 C+6 D A-4010- 001 Consultants Records relating to report of services provided by arbitrators, arbitration nominees, legal firms, benefits consultants and employment consultants. High C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 17 A-4020- 001 Human Rights Records relating to human rights, may include investigations and other information on the Charter of Rights. T=Closure of human rights investigation file High T+1 N/A T+1 D A-4040- 001 Succession Planning Records relating to succession planning including records relating to the inventory and analysis of management and leadership within the corporation. Medium C+1 5 C+6 D A-4050- 001 Training and Development/Career Counseling Records relating to external seminars, workshops, and conferences for career and professional development offered to employees. Low 2 N/A 2 D A-4100- 001 Employment/Job Postings/Recruitment Records relating to job postings, advertisements, competition records, applications and resumes. This record series may include grading forms, applicant interviews and correspondence to unsuccessful candidates and notice of employment. (Examples of sub categories that may be created for this classification.) - 002 Seasonal Hiring - 003 Applications/Resumes High 2 2 4 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 18 A-4200- 001 Employee Records Records relating to City employees, including applications/resumes, history, skills, education levels, classification, union status/seniority, benefits information, pension plan information and beneficiary name, special testing reports, probationary evaluations, and salary increases. (Examples of sub categories that may be created for this classification.) - 002 Criminal Reference Checks - 003 Employee Driver Abstract - 004 Exit Interviews Note: Upon cessation of employment, the employee file is reclassified as either a terminated employee file or a retired employee file. High P N/A P P A-4230- 001 Temporary/Contract Employment Records relating to contract jobs for the hiring of temporary, casual and part time employees. T=Termination of Employment High T+1 5 T+6 D A-4240- 001 Elected Officials Human resource records related to elected officials. High C+1 P P P A-4250- 001 Retired Employees Retired employee files are reclassified employee files upon cessation of employment. T = Death of Beneficiary High T+1 P P P A-4260- 001 Terminated Employees Terminated employee files are reclassified employee files upon termination of employment. T = Termination of Employment High T+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 19 A-4300- 001 Employee Benefits – General Records relating to the administration of employee benefits, including Canada Pension Plan, group life insurance, extended health, dental, medical and pension etc. High C+1 5 C+6 D A-4310- 001 Attendance Records relating to attendance, absences from work, may also include sick credits, shift scheduling, vacation, hours of work statistics and absences due to other reasons. (Examples of sub categories that may be created for this classification.) - 002 Statutory Holidays - 003 Vacation Requests/Approvals - 004 Sick Leave - 005 Leave of Absence High C+1 5 C+6 D A-4400- 001 Employee Insurance Records relating to insurance, including correspondence and information about alternative health care plans. (Examples of sub categories that may be created for this classification.) -002 Health Insurance -003 OMERS -004 AD&D -005 Long Term Disability High S N/A S D A-4420- 001 Pensions - General Records relating to pension plans including remittance, statutory forms, and government annuities. High 2 N/A 2 D A-4430- 001 Employee & Family Assistance Program (EFAP) Records relating to internal and/or external Employee & Family Assistance programs. High S N/A S D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 20 A-4500- 001 Compensation/Classifi cation/Employment Equity Records relating to the administration and planning of salary schedules by job evaluations, classifications, surveys and plans. This record series may include information relating to pay equity, acting appointments, minimum wage history, management and non-union salary reviews and market adjustments. - 002 Job Classification - 003 Employment Equity - 004 Compensation (excludes salary negotiations) High C+1 9 C+10 D A-4510- 001 Job Descriptions Records relating to the description of job duties, specifications, experience and education requirements. Low S N/A S D A-4550- 001 Surveys – Human Resources Records relating to employment and salary surveys. High C+1 5 C+6 D A-4560- 001 Performance Management – General Records relating to performance management programs and related activities. (Examples of sub categories that may be created for this classification.) - 002 Vision Awards -003 PREP High C+1 5 C+6 D A-4600- 001 Labour Relations - General Records relating to labour relations of a general nature that cannot be classified elsewhere. High C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 21 A-4610- 001 CUPE 129 Records relating to agreements and contracts between municipal and union officials. Records may include collective bargaining issues, employment contracts, union contracts, correspondence, negotiated agreements, amendment records and certification. (Examples of sub categories that may be created for this classification.) - 002 Collective Agreements - 003 Negotiations - 004 Grievances - 005 Seniority Lists High C+1 P P P A-4620- 001 Pickering Professional Firefighters Association (PPFA)- Local 1632 Records relating to agreements and contracts between municipal and union officials. Records may include collective bargaining issues, employment contracts, union contracts, correspondence, negotiated agreements, amendment records and certification. Examples of sub categories that may be created for this classification.) - 002 Collective Agreements - 003 Negotiations - 004 Grievances - 005 Seniority Lists High C+1 P P P A-4630- 001 Non-Union Records relating to agreements and contracts between municipal and non-union officials. High C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 22 A-4700- 001 Health & Safety – General Records relating to hazardous materials, safety footwear, WHMIS, first aid, fire and emergency. (Examples of sub categories that may be created for this classification.) - 002 Safety Footwear - 003 WHMIS - 004 First Aid Training - 005 Hazardous Materials Low C+1 5 C+6 D A-4710- 001 Occupational Health & Safety Records relating to policies established under Occupational Health and Safety Act. Low S N/A S D A-4720- 001 Incident/Accident Reports Records relating to all incident/accident reports reported to Human Resource Department. T = Return to work or settlement of case. Medium T+1 5 T+6 D A-4760- 001 Designated Substances Records include list of City facilities and a list of designated substance found, background information on designated substance program management and implementation and may contain correspondence to the unions, notices to staff, contractor and notes on staff health surveillance records. High C+1 P P P A-4770- 001 Workplace Inspections Records relating to inspections carried out in the workplace and includes findings, recommendations and any corrective action taken. Includes inspections conducted by the Ministry. Medium C+1 5 C+6 D A-4780- 001 Safety Audits Records relating to the safety audits of staff. Medium C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 23 A-4810- 001 WSIB Claims Records include Form 7, attending physician reports, benefits history, current injury/accident details, accident investigation reports, WSIB reports, correspondence and return to work certifications, may also include Health and Safety statistics reports. (Examples of sub categories that may be created for this classification.) - 002 Joint Health and Safety Committee - 003 WSIB Summary Management High C+1 9 C+10 D A-4820- 001 Long-Term Disability Claims Records include copy of the original OMERS application form, medical updates, prognosis reports, prior claims, case history summary sheet, notes and correspondence. High C+1 9 C+10 D A-4900- 001 Training & Education - General Records relating to internal training and education programs in general. (Examples of sub categories that may be created for this classification.) - 002 Courses & Programs - 003 Professional Development Program Low C+1 9 C+10 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 24 Development D-1000- 001 City Development – General Records relating to City Development and planning that cannot be classified elsewhere. Low C+1 5 C+6 D D-1100- 001 Planning Studies/Research/Po licy Documents Records relating to studies, research and policy documents in support of planning and development functions, activities and issues. Low C+1 P P P D-1200- 001 Community Development/Improv ement Records relating to community improvement planning, including studies, reports, and projects. T=Completion of community improvement project Low T+1 P P P D-1210- 001 Downtown Initiatives Records relating to improvements to the downtown (e.g. streetscape, lighting, and beautification). Low C+1 9 C+10 D D-1220- 001 Urban Design Records relating to urban design, including issues and general concepts of planning the urban environment (i.e. urban intensification, streetscapes, urban art and architecture). Low C+1 9 C+10 D D-1230- 001 Rural Area Records relating to rural areas, including issues and general concepts of planning in rural areas. Low C+1 19 C+20 D D-1240- 001 Smart Growth Records relating to smart growth development planning. T=Completion of smart growth development plan Low T+1 19 T+20 D D-1300- 001 Housing Records relating to the availability of housing and housing issues, including general assessments of the need for affordable housing, occupancy rates, housing cost statistics, related studies and CMHC reports. Low C+1 19 C+20 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 25 D-1310- 001 Housing Programs Records relating to Federal and Provincial housing agencies, programs, and policies. T=Termination of housing program Low T+1 5 T+6 D D-1320- 001 Group Homes Records relating to group homes. Low C+1 5 C+6 D D-1400- 001 Statistics and Data Records relating to statistical, demographic and other information that are used for planning purposes (i.e. population/census information, land use, commercial and industrial floor space, land inventories, employment/unemployment trends, composition of the workforce and social statistics etc. ). Low 2 38 40 D D-1500- 001 Economic Development Records relating to promotion and marketing of the City including strategic alliance that cannot be classified elsewhere. Low C+1 5 C+6 D D-1510- 001 Small Businesses Records relating to the development of small businesses within the City of Pickering. Low C+1 5 C+6 D D-1520- 001 Business Records Records relating to all Pickering based businesses. Low C+1 5 C+6 D D-1521- 001 Investment Enquiries Records relating to parties interested in locating to Pickering. Low C+1 5 C+6 D D-1530- 001 Tourism Records relating to the encouragement and attraction of tourism related activities to the area and the tourism industry. Low S N/A S D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 26 D-2000- 001 Official Plan Records relating to the statement of long term goals and objectives for the development of the community, including the consolidated copy of the City of Pickering Official Plan prepared by the City Development Department and the original signed Official Plan adopted by Council and approved by the Region of Durham. Low C+1 P P P D-2010- 001 Official Plan - General Records related to official plan working files and other records relating to the official plan that cannot be classified elsewhere. Low C+1 5 C+6 D D-2100- 001 Pickering District Plan Records relating to the statement of long term goals and objectives for the development of the community, including the consolidated copy of the City of Pickering District Plan prepared by the City Development Department and the original signed District Plan adopted by Council and approved by the Region of Durham. Low C+1 P P P D-2200- 001 Compendium Records relating to the preparation of the Official Plan Compendium that provide a more detailed land use plan than the Official Plan Low C+1 P P P D-3000- 001 Development Applications & Amendments – General Records relating to developments which cannot be classified elsewhere. Low C+1 5 C+6 D D-3100- 001 Official Plan Amendments Records relating to applications to amend the Official Plan, including development applications necessary to execute the amendment. T=Amendment application file closed Medium T+1 49 T+50 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 27 D-3200- 001 Draft Plan of Subdivisions Records relating to applications for draft plan of subdivision including application, background reports, staff reports, draft plan conditions, resolutions and approvals. Records include any related applications including zoning amendments, local and/or Regional Official Plan Amendment. T=Application for draft plan of subdivision closed Medium T+1 49 T+50 D D-3300- 001 Zoning By-law Amendments Records relating to applications to amend a Zoning By-law to execute rezoning. T=Zoning By-law amendment application file closed Medium T+1 29 T+30 D D-3400- 001 Condominiums Records relating to applications for condominiums, including applications, background reports, staff reports draft plan conditions, resolutions and approvals. Records include related applications including zoning amendments, local and/or Regional Official Plan Amendment. May contain copies of Condominium agreement. T=Application for condominiums file closed Medium T+1 49 T+50 D D-3500- 001 Consent/Severances (Land Division) Records relating to the severance and other consents of individual parcels of land, including applications, surveys, decisions, clearance letters, deed page and copies of OLT order. T=OLT decision issued Medium T+1 49 T+50 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 28 D-3600- 001 Crown Rights Records relating to the Memorandum of Understanding between the Province of Ontario, the Region of Durham and the City of Pickering regarding the severance of individual parcels of land, including applications, surveys, decisions, and clearance letters. T=Memorandum of Understanding issued Low T+1 49 T+50 D D-3700- 001 Variances (Committee of Adjustment) Records relating to applications to the Committee of Adjustment for a variance to the Zoning By-law, including application, correspondence, reports, minutes and decisions. T=Committee of Adjustment decision issued Medium T+1 19 T+20 D D-3710- 001 Decisions of Committee of Adjustment Committee of Adjustment decisions. Low C+1 P P P D-3800- 001 Ministers Zoning Order Records relating to applications and reports to Council regarding applications from the Ministry of Municipal Affairs and Housing for amendments to a Provincial Zoning Order. T=Application to amend a Provincial Zoning Order file closed Low T+1 19 T+20 D D-3810- 001 Ministers Zoning Order Regulations Regulation from applications submitted by the Ministry of Municipal Affairs and Housing for amendments to a Provincial Zoning Order. Low C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 29 D-3900- 001 Site Plans Records relating to approvals regarding the layout of buildings and locations and provisions of services to individual properties. May contain copies of site plan agreements. T = Security released or application denied P = Copies of agreements and signed plans are retained permanently under L-4100 Legal Documents Medium T+1 14 T+15 D D-4000- 001 Development Services – General Records relating to Development Control that cannot be classified elsewhere. Low C+1 5 C+6 D D-4010- 001 Pool Enclosures Permits Records relating to Pool Enclosure Permits that cannot be classified elsewhere. Medium C+1 5 C+6 D D-4100- 001 Subdivision Agreements Records associated with the control of registered and unregistered subdivision agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Subdivision agreement approved/denied Medium T+1 49 T+50 D D-4200- 001 Development Agreements Records associated with the control of registered and unregistered development agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Development agreement approved/denied Medium T+1 49 T+50 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 30 D-4300- 001 Site Plan Agreements Records associated with the control of registered and unregistered site plan agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Site plan agreement approved/denied Medium T+1 49 T+50 D D-4400- 001 Land Division Records associated with the control of registered and unregistered land division agreements, records arranged by 40R plan number. Records series may include drawings, reports, background information, notices and certificates of approvals and working documentation. T=Land division agreement approved/denied Medium T+1 49 T+50 D D-4500- 001 Refundable Deposits Records relating to deposits submitted as part of the development application process. Records include security back up; correspondence, photographs, and final refund records. T=Development application approved/denied Medium T+1 P P P D-4600- 001 Plans Records relating to scrolled paper plans and Mylar plans as part of the development application process. Paper plans are discarded and Mylar plans are retained permanently. Medium C+1 P P P D-4700- 001 Sewer Videos Records relating to videos of sewers once development has been completed. Low C+1 19 C+20 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 31 D-5000- 001 Building, General Records relating to building, plumbing and permits that cannot be classified elsewhere. Low C+1 5 C+6 D D-5100- 001 Building & Plumbing Permits Records relating to building and plumbing permits. This record series may include applications, drawings, forms, inspection reports, orders and enforcement. Medium C+1 P P P D-5110- 001 Fire Prevention Permits Records relating to schematic diagrams/drawings of fire emergency systems for major commercial buildings, schools, churches, community centres and city owned facilities. This record series may include Building Permit Application or Property Information, site servicing, hydrants, water supply lines, fire department connections, etc. Medium C+1 P P P D-5200- 001 Building Permit Statistics Reports Records relating to but not limited to monthly status reports, correspondence and reports regarding building activities. Low C+1 9 C+10 D D-5300- 001 Building Documentation/Form s Records relating to Building Services standard forms. Low S N/A S D D-5400- 001 Geotechnical Reports Records relating to soil information for various locations in Pickering. Low C+1 P P P D-5500- 001 Certified Model Information Records related to pre-certification associated with, and in advance. Low S N/A S D D-5600- 001 Builders (Subdivision) Records relating to subdivision documentation, excluding agreements. Medium C+1 9 C+10 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 32 D-6000- 001 Subdivision Control Records Records relating to the tracking of a development process. Files are opened for every registered plan, concession and range. (Examples of subcategories that may be created for this classification.) - 002 Control (records pertaining to zoning, site plan and architectural drawings, and tree preservation plans.) - 003 Lawyers letter (includes a copy of survey and responses which are out of the ordinary.) - 004 Part Lot Control Medium C+1 P P P D-7000- 001 Sustainable Pickering – General Records relating to the Sustainable Pickering program that cannot be classified elsewhere. Medium C+1 5 C+6 D D-7001- 001 Programs & Special Project Records relating to studies, research, and general education and awareness, in support of sustainability planning and activities. Medium C+1 5 C+6 D D-7002- 001 Events Records relating to events, and associated promotion and marketing, for corporate and community sustainability engagement. Medium C+1 5 C+6 D D-7003- 001 Advertising & Promotion Records relating to Sustainable Pickering corporate and community advertising and promotional channels, including paid media, eNewsletters, and more. Low C+1 5 C+6 D D-8000- 001 Environmental Planning Records relating to environmental planning which cannot be classified elsewhere. Records include studies and reports related to the monitoring of environmental policies and regulations and long-range planning. Low C+1 34 C+35 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 33 D-8100- 001 Creeks & Watersheds Records relating to creeks and watersheds which cannot be classified elsewhere. Records may include watershed studies, remediation plans, studies/reports by outside agencies and correspondence for watershed and sub-watershed plans, environmental master drainage plans and storm water specific to the Creek. (Examples of sub categories that may be created for this classification.) - 002 Duffins Creek - 003 Petticoat Creek Low C+1 34 C+35 D D-8200- 001 Floodplain & Stormwater Management Records relating to flood plains and stormwater management. Low C+1 34 C+35 D D-8300- 001 Natural Heritage Features Records relating to natural heritage features which cannot be classified elsewhere. Low C+1 34 C+35 D D-8310- 001 Oak Ridge Moraine Records relating to the Oak Ridges Moraine. Low C+1 34 C+35 D D-8320- 001 Environmentally Significant Areas Records relating to areas within the City of Pickering which are environmentally significant. Low C+1 34 C+35 D D-8330- 001 Areas of Natural & Scientific Interest Records relating to areas within the City of Pickering which are of natural and/or scientific interest. Low C+1 34 C+35 D D-8340- 001 Wetlands Records relating to wetlands within the City of Pickering. Low C+1 34 C+35 D D-8350- 001 Lake Iroquois Shoreline Records relating to the Lake Iroquois Shoreline. Low C+1 34 C+35 D D-8360- 001 Woodlands Records relating to the woodlands. Low C+1 34 C+35 D D-8370- 001 Rouge Duffins Wildlife Corridor Records relating to the Rouge Duffins Wildlife Corridor. Low C+1 34 C+35 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 34 D-8400- 001 Lake Ontario Shoreline Records relating to the Lake Ontario Shoreline. Excludes: Waterfront operations, activities and events. Low C+1 34 C+35 D D-8500- 001 Brownfields Records relating to Brownfields. Low C+1 39 C+40 D D-8600- 001 Contaminated Soils/Soil Investigations Records relating to the identification, investigation and clean-up requirements of potentially contaminated soils. Record series could include correspondence, consultant reports and clean-up requirements. Low C+1 P P P D-8700- 001 Noise and Vibration Records relating to noise and vibration matters in the development approval process. Low C+1 9 C+10 D D-9000- 001 Mapping Services – General Records relating to mapping services that cannot be classified elsewhere. Low C+1 9 C+10 D D-9100- 001 Photography Records of aerial photographs of the City and prints of various sizes as well as 35 mm slides. Low C+1 P P P D-9200- 001 Surveys Registered plans of surveys for roadways, expropriation plans, D Plans. Surveys have been done by Province, Federal Government, and MPAC. Low C+1 P P P D-9300- 001 40R Plans Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information. Originals retained by Land Registry Office (LRO). Medium C+1 P P P D-9400- 001 40M Plan Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information. Originals retained by Land Registry Office (LRO). Medium C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 35 D-9500- 001 Mapping Computer generated maps via CAD or geographical information systems software of different thematic design. Medium S N/A S D D-9600- 001 Municipal Addressing Records relating to municipal addresses. Low C+1 P P P D-9610- 001 Street Names - General Records relating to correspondence with regards to street naming. Low C+1 19 C+20 D D-9620- 001 Street Name Listings Records relating to a listing of proposed street names. Low S N/A S D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 36 Finance F-1000- 001 Finance – General Includes records relating to finance management in general that cannot be classified elsewhere. Use only when no other heading is applicable. Low C+1 5 C+6 D F-1100- 001 Letters of Credit Records relating to letters of credit extended to developers for subdivision and site plan applications. T= Cancellation of letter of credit. Medium T+1 5 T+6 D F-1200- 001 Fixed Assets Records relating to fixed assets including supporting documentation to initial expenditure, depreciation, amortization and disposal. T = Disposal of asset Low T+1 5 T+6 D F-1300- 001 Capital Projects Records related to large capital budgeted and funded projects. T=Completion of capital project Low T+1 5 T+6 D F-2000- 001 Budgets - General Records relating to budgets in general that cannot be classified elsewhere. Low C+1 5 C+6 D F-2010- 001 Current Budget – General Records relating to the Operating Budget which cannot be classified elsewhere. Includes cost control reports and correspondence regarding requests for financial assistance. Low C+1 5 C+6 D F-2020- 001 Current Budget – Approved Final Budget document as approved by Council. Low C+1 P P P F-2030- 001 Current Budget – Supporting Documentation Records relating to approved Corporate Current budget including correspondence, working papers, department submissions (operating, program capital, and salary schedules). Medium C+1 10 C+11 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 37 F-2040- 001 General Government Budget – Supporting Documentation Records relating to approved General Government budget including correspondence, working papers, and department submissions. Low C+1 10 C+11 D F-2050- 001 Capital Budget - General Records relating to the Capital budget which cannot be classified elsewhere. Low C+1 5 C+6 D F-2060- 001 Capital Budget – Approved Final Capital budget document as approved by Council Low C+1 P P P F-2070- 001 Capital Budget – Supporting Documentation Records relating to approved Corporate Capital budget including correspondence, working papers, and department submissions. Low C+1 10 C+11 D F-2200- 001 Debentures Records related to debentures including debenture financing and sinking fund or instalment debentures. T = Debenture end date. Medium T+1 5 T+6 D F-2210- 001 Debentures Registry Records relating to the recording of purchases of debentures, maturity dates and other pertinent information. This record series may include all records relating to the debenture registry, including memoranda of transfers, certificates of ownership, authorities of corporations, and supporting documentation. T = maturity date Medium T+1 19 T+20 D F-2300- 001 Strategic Financial Plan Records relating to the development and final approved Strategic Financial plan. Record series includes correspondence, working papers, departmental submissions, etc. Low S N/A S D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 38 F-2400- 001 Risk and Loss Management Records relating to managing risk and loss through risk financing (insurance and reserve funds) and loss control (prevention and mitigation programs). Includes risk assessments, audits, recommendations, correspondence, program and training issues. Low S N/A S D F-3000- 001 Insurance – General Records relating to general insurance correspondence, which cannot be classified elsewhere. Medium C+1 5 C+6 D F-3010- 001 Insurance Records Records relating to original insurance liability policies. This record series may include original policy, agents, adjusters and premiums. Medium S N/A S D F-3020- 001 Insurance Certificates Copies of Insurance Certificates provided to the City by any service provider conducting work for the City. Includes supporting documentation, certificates from parties renting City property, copies of Certificates of Corporate Liability Policies which are supplied to outside parties. T = Expiry Date of Certificate Medium T+1 5 T+6 D F-3030- 001 Insurance Claims Records relating to documentation of claims and actions taken upon receipt of claims to allow for the issuance of funds or statements of non-liability, or an incident that may result in a claim. Includes supporting documentation and correspondence. T = Resolution of claim Medium T+1 5 T+6 D F-3040- 001 Deductible Payments – Documentation/Invoi ces Includes all records relating to any third party Deductible payments. Includes correspondence, record of payment and any other supporting Medium C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 39 documentation relative to the payment. F-3200- 001 General Ledger Comprehensive annual general ledger of all transactions posted to the general ledger. Also includes final trial balance. Medium C+1 P P P F-3210- 001 General Ledger Account Reconciliations Includes individual files for certain asset, liability, revenue and expense accounts which include reconciliations or additional information to explain transactions. Medium C+1 5 C+6 D F-3211- 001 Accounting – General Records related to accounting that cannot be classified elsewhere. Medium C+1 5 C+6 D F-3300- 001 Financial Statements Records include financial statements and year-end working papers supporting audited financial statements. Includes balance sheet, income statements, financial statements and auditors report. Low C+1 P P P F-3310- 001 Financial Information Return Includes the annual Financial Information Return and supporting working papers. Low C+1 5 C+6 D F-3320- 001 Year End Records relating to the year-end closing of the books and records for the City, which includes various working papers, schedules and reports. May include schedules pertaining to other annual reporting requirements. Low C+1 5 C+6 D F-3400- 001 Performance Measures Includes annual reporting and supporting working papers. Low C+1 5 C+6 D F-3500- 001 Journal Entries Records include completed journal entry forms and all background documentation used to substantiate journal entries. Low C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 40 F-3600- 001 Bank Reconciliations/State ments Records include bank reconciliation working papers and bank statements for general and investment accounts. Also includes returned cheques from the bank. Medium C+1 5 C+6 D F-3700- 001 Investments Records relating to the investments of the municipality includes correspondence, confirmation certificates, bank transfers, and supporting documentation. Also includes reference materials and the investment policy. T = Maturity Date High T+1 5 T+6 D F-3800- 001 Sales Tax Records relating to individual quarterly filings as well as a copy of the original return as filed and any supporting documents. May include correspondence on interpretations and rulings. High C+1 5 C+6 D F-3900- 001 Cash Reports (Non Tax or A/R) Records relating to daily cash transactions. Includes batch listings retained in binders by batch # and cashier reports including actual receipts indicating payee and GL Account Number, which are filed by month and by date, and daily cash reports from facilities. Excludes: Cash receipts for Tax payments and A/R transactions. Medium C+1 5 C+6 D F-4000- 001 Accounts Payable Records relating to Accounts Payable in general. Includes records relating to the accounts payable function in general that cannot be classified elsewhere. Low C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 41 F-4010- 001 Vendor Files Records relating to accounts payable and include invoices and cheque copies, purchase orders, cheque requisitions, receiving reports, and other background information. Medium C+1 5 C+6 D F-4020- 001 Input Batches Records include the batch report which is used to balance against the invoices, filed in batch number order. Medium C+1 5 C+6 D F-4030- 001 Cheque Run Reports Records include reports generated relative to each cheque run. Reports include but are not limited to the Cheque Retrieval listings and the Cheque Listing. Filed in batch number order. Medium C+1 5 C+6 D F-4040- 001 A/P Adjustments Cancelled Cheques Records include Accounts Payable Reports and supporting documentation. Reports include, but not limited to, the Cancelled Cheque Listing and the Adjustment Reports. Filed in batch number order. Medium C+1 5 C+6 D F-4100- 001 Payroll – General Records relating to the administration of payroll services for the municipality. High C+1 5 C+6 D F-4110- 001 Payroll Register Records relating to each employee’s payroll history. Hours deductions, basic and net payare recorded and filed in a binder by pay period and year and sorted by department/branch. Also includes a master control register which provides year to date (YTD) data. High C+1 5 C+6 D F-4120- 001 Payroll Employee Files Payroll history supporting documentation. Including original Action Notices, TD1 form, banking details and change of address. A separate file is retained for each High T+1 39 T+40 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 42 employee and arranged alphabetically by surname. T=Termination or retirement of employee F-4130- 001 T4’S Annual printout of employee T’4s. Includes year-end reconciliations and manually amended T4’s. High C+1 5 C+6 D F-4140- 001 Payroll Time Sheets Records associated with the individual time entry by employees into the payroll system. High C+1 4 C+5 D F-4150- 001 Pension Financial Reporting Records relating to pension remittances, leave/part-time calculations and annual reporting requirements. High C+1 5 C+6 D F- 4160- 001 Benefit Remittances Records relating to monthly remittances. High C+1 5 C+6 D F-4170- 001 Employee Payroll Calculations – General Records relating to various payroll calculations and general correspondence. High C+1 5 C+6 D F-4200- 001 Tax Revenue - General Records relating to tax revenue in general, including calculations, which cannot be classified elsewhere. Includes merge reports, returned mail, ad samples, MPAC street index, and equipment correspondence. High C+1 5 C+6 D F-4210- 001 Tax Registrations A permanent record of accounts registered with the Registry Office/Land Titles Division for Tax Sale includes tax sale extension agreements. High C+1 P P P F-4220- 001 Tax Certificates Records relating to letters from lawyers requesting tax certificates. High C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 43 F-4230- 001 Tax Account Changes Records relating to change of ownership information, mailing address changes, mortgage company changes and MPAC sales listings. High C+1 5 C+6 D F-4250- 001 Tax Apportionment Reports generated once per year, regarding Land Division / Severance where alterations to the Assessment Rolls are required. High C+1 5 C+6 D F-4260- 001 Payment In Lieu of Taxes Records relating to those who make payments to the City in lieu of taxes. High C+1 14 C+15 D F-4300- 001 Assessment/Tax Rolls/Tax Registration Original assessment rolls and tax collector’s rolls for the City of Pickering. High C+1 P P P F-4320- 001 Assessment Changes – Commercial/Industria l/Multi Residential Records regarding complex changes in assessment due to capping and clawbacks. High C+1 5 C+6 D F-4400- 001 Assessment Review Board – General Records relating to the Assessment Review Board. (Examples of sub categories that may be created for this classification.) - 002 Notice of Hearings - 003 Notice of Decisions - Withdrawn Medium C+1 5 C+6 D F-4410- 001 Cancellation, Reductions and Refund Write Offs Records relating to cancellation, reduction and refund of taxes and the process of assessment review and the journal entry binder. Including applications, write-offs, notice of decision, hearings, and reconsideration. (Examples of sub categories that may be created for this classification.) - 002 Write Off Applications - 003 WTX Journals High C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 44 F-4500- 001 Local Improvement Records relating to Local Improvements indexing rates, correspondence and petitions for work. Records include project details, notice to taxpayers and listing of all assessment roll numbers affected. Low C+1 P P P F-4600- 001 Tax Payments Records relating to tax payments. (Examples of subcategories that may be created for this classification.) - 002 Payment stubs maintained in daily batch order - 003 Pay Journals - 004 Balance Adjustment Journals - 005 Post Dated Cheque listings - 006 Post Dated Entry Listing - 007 Mortgage Payments High C+1 5 C+6 D F-4610- 00 Pre-Authorized Tax Payments Records relating to pre-authorized tax payments including application forms T=Termination of pre-authorized payment plan High T+1 5 T+6 D F-4620- 001 Tax Month-End Reports Month-end reports generated regarding Tax Payments including penalties, status of accounts in arrears and the A/R & GL reports. High C+1 5 C+6 D F-4630- 001 Year End Outstanding Lists Reports generated through the Tax system. High C+1 5 C+6 D F-4650- 001 Levies Records relating to levies including calculations and development charges. (Examples of sub categories that may be created for this classification.) - 002 Vacancy Rebate Applications - 003 Accomodation Tax High C+1 5 C+6 D F-4660- 001 Tax Collections Records relating to tax arrears which include collection letters. High C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 45 F-4670- 001 Tax Liens Records relating to liens placed on tax accounts due to non payment of utilities and enforcement matters. (Examples of sub categories that may be created for this classification.) - 002 Snow Removal - 003 Clean & Clear Enforcement - 004 Hydro Arrears - 005 Water Arrears High C+1 5 C+6 D F-4700- 001 Account Receivables Records relating to Accounts Receivable in general that are not classified elsewhere. Low C+1 5 C+6 D F-4710- 001 Outstanding Account Receivables Listing Records relating to monthly reports generated through the Accounts Receivables system, which identifies the status off all outstanding accounts. Medium C+1 5 C+6 D F-4720- 001 Invoice Batches Records relating to invoice batches, requisition supporting documentation, and batch listing per each invoice batch. Filed in binders in sequential order. Medium C+1 5 C+6 D F-4730- 001 A/R Cash Receipts Records relating to daily revenue transactions for Accounts Receivable transactions only. Includes batch listings which are retained in binders by batch # and the actual receipts which are filed by month and by date. Excludes: Cash receipts for other transactions. Medium C+1 5 C+6 D F-4740- 001 A/R Write Offs/Adjustments Records containing batch listings and supporting documentation for adjustments and accounts no longer collectable. Includes interest write- offs. Filed in date order. Medium C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 46 F-4800- 001 Grants and Subsidies Records relating to the receipt or provision of monies by means of acquiring or issuing grants and subsidies. This file series may include all grant applications, correspondence, grant revenue information, and other related documents and records for the municipality. Medium C+1 5 C+6 D F-4900- 001 Long-Term Capital Projects Records relating to Capital Projects which are defined as “long-term” projects. Records include correspondence, schedules and minutes regarding contract approval, tendering and analysis relating to each capital project and projects for consideration in the Government Funding programs including claims submitted for reimbursement. T = Completion of project Low T+1 5 T+6 D F-4910- 001 Reserves, Reserve Funds and Trusts Records relating to reserves and reserve funds and trust accounts including copies of any motions related to the account, monthly interest distribution working papers, regular analysis of funds, schedules showing balance and commitments. T=Closing of reserve fund / account. Medium T+1 5 T+6 D F-4920- 001 Development Charges Records relating to Development Charges including detailed back-up of monthly summaries regarding collections and distributions. Medium C+1 5 C+6 D F-5000- 001 Purchasing - General Records relating to purchasing in general that are not classified elsewhere. Medium C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 47 F-5010- 001 Supplier Applications Records relating to suppliers of goods and services. May include information about the goods and services, price lists and promotional material. Medium S N/A S D F-5030- 001 Specialty Print and Promotions Records include background information for special type of orders that are not purchased on a regular basis. Records valued for reference and to reduce research time for similar future purchases. Low 2 N/A 2 D F-5100- 001 Purchase Orders Records relating to purchase orders for the purchase of goods and services showing confirmation of an order. Medium C+1 5 C+6 D F-5110- 001 Blanket Purchase Orders Records relating to blanket purchase orders including back-up material. Files arranged by Purchase Order # and may include a copy of the pricing page of the original quote. T = Expiry of term Medium T+1 1 T+2 D F-5300- 001 Formal Quotations Records include documentation regarding the quotation call, original quotation submissions and any correspondence relating to the quotation call. Medium C+1 5 C+6 D F-5400- 001 Tenders Records include documentation regarding the tendering call, original tendering documents, bid submissions and any correspondence relating to the tendering call. Series includes any tenders issued through a co- operative bidding process. Medium C+1 5 C+6 D F-6000- 001 Audit - General Records related to auditing that cannot be classified elsewhere. Use only if no other heading is applicable. Medium C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 48 F-6010- 001 Audit - Internal Records relating to monitoring the integrity of accounting and management controls of municipal programs. This record series may include audits, such as audit systems tests, and other financial and procedural audits. Medium C+1 5 C+6 D F-6020- 001 Audit - External Records relating to external auditor’s financial audit reports. Medium C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 49 Legal L-1000- 001 Law - General Records relating to legal matters not classified elsewhere. Low C+1 5 C+6 D L-1100- 001 Legislation & Regulations Records relating to acts, bills and regulations involving all levels of government. Low C+1 19 C+20 D L-1300- 001 Legal Opinions Records relating to legal opinions provided by the Solicitor for the City. High C+1 P P P L-2000- 001 By-laws – General Records relating to general correspondence regarding by-laws that cannot be classified elsewhere. Low C+1 5 C+6 D L-2100- 001 By-laws - Originals Original by-laws approved and signed by the Mayor and the Clerk (or designate). Low C+1 P P P L-2110- 001 Road Dedication By- laws Records relating to road dedication by-laws. Low C+1 5 C+6 D L-2120- 001 Part Lot Control By- laws Records relating to part lot control by- laws. Low C+1 5 C+6 D L-2200- 001 By-law Enforcement – General Records relating to by-law enforcement which cannot be classified elsewhere. High C+1 5 C+6 D L-2201- 001 Fence Variances Records relating to fence variance applications including the exemption document, letters of support, committee decisions, diagrams, photographs, surveys. High C+1 P P P L-2210- 001 Property Standards - General Records relating to general correspondence regarding property standards complaints/issues which cannot be classified elsewhere. (Example of subcategories that may be created for this classification.) - 002 Graffiti - 003 Eyes on the Street High C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 50 L-2220- 001 Parking – General Records relating to general correspondence regarding parking complaints/issues. (Examples of subcategories that may be created for this classification.) - 002 CRPD Listings - 003 CRC Listing - 004 MTO/ARIS Order Product - 005 Vehicle Impounds High C+1 9 C+10 D L-2230- 001 Paid Parking Tickets Paid parking tickets. T = Payment of fine. High T+1 1 T+2 D L-2240- 001 Cancelled/Withdrawn /Dismissed Parking Tickets Parking tickets which have been cancelled, withdrawn, dismissed, acquitted or where the conviction has been struck. High 1 N/A 1 D L-2250- 001 Officer Notebooks Inspection and activity notebooks. T=Complaint file closed High T+1 5 T+6 D L-2300- 001 Business Licences – General Records relating to business licensing. (Examples of subcategories that may be created for this classification.) - 002 Body Rub Parlours/Attendants - 003 Home Based Businesses - 004 Carnival/Parades/Fairs Medium C+1 5 C+6 D L-2310- 001 Animal Licences Records relating to the licensing of dogs and cats. (Examples of subcategories that may be created for this classification.) - 002 Dogs - 003 Cats High 2 N/A 2 D L-2320- 001 Lottery – General Records relating to lotteries not classified elsewhere. Low C+1 5 C+6 D L-2321- 001 Charity History File Records relating to the eligibility requirements for organizations/charities applying for lottery licenses. Medium T+1 5 T+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 51 T=Organization no longer conducts lottery events L-2322- 001 Bingo Licences Records related to Bingo licences issued to approved organizations/charities, including application, bingo licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2323- 001 Raffle Licences Records related to Raffle licences issued to approved organizations/charities, including application, raffle licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2324- 001 Break Open ticket Licences Records related to Break Open Ticket licences issued to approved organizations/charities, including application, break open ticket licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2325- 001 Bazaar Licences Records related to Bazaar licences issued to approved organizations/charities, including application, bazaar licence, financial reports and supporting documentation. Medium C+1 5 C+6 D L-2330- 001 Taxicabs – General Records relating to the taxicab industry which cannot be classified elsewhere. Medium C+1 5 C+6 D L-2331- 001 Taxicab Drivers Records relating to the licensing of taxicab drivers, including application forms, criminal information reports, photograph of applicant and letters pertaining to eligibility. High C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 52 L-2332- 001 Taxicab Plate Owners Records include applications, certificates of insurance, ownership, safety standards certificate and copies of complaints. High S N/A S D L-2333- 001 Taxicab Brokers Records relating to the licensing of taxicab brokers, including applications, business name/registration pertaining to eligibility. T=Application approved/denied High T+1 5 T+6 D L-2334- 001 Taxicab Plate Eligibility List Records include names of persons who have applied for taxicab plate owners’ licenses. High C+1 P P P L-2340- 001 Sign Licences Records include sign permit applications, copy of permit and any supporting documentation and correspondence. High C+1 5 C+6 D L-2341- 001 Sign Permits – Portable Records include portable sign permit applications, copy of permit and any supporting documentation and correspondence. High C+1 N/A C+1 D L-2360- 001 Tree Preservation Records relating to the Region of Durham’s Tree Preservation By-law and the City of Pickering’s Tree Protection By-law, including applications to fell trees, copies of permits and any supporting documentation/correspondence. Medium C+1 5 C+6 D L-2400- 001 Animal Enforcement – General Records relating to the enforcement of Animal By-laws (Examples of subcategories that may be created for this classification.) - 002 Tickets/Charges - 003 Orders High C+1 P P P L-3000- 001 Courts – General Records relating to courts that cannot be classified elsewhere. High C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 53 L-3010- 001 Prosecutions Records relating to prosecution resulting from violation of by-laws. T=Final court decision High T+1 6 T+7 D L-3020- 001 Litigation Records relating to litigation claims made against the municipality or the municipality against another party. This record series may include settlements, hearing transcripts and court decisions. T=Final court decision High T+1 5 T+6 D L-3030- 001 Small Claims Records relating to small claims court actions. T=Final court decision High T+1 5 T+6 D L-3200- 001 Appeals and Hearings – Ontario Land Tribunal Records relating to appeals, hearings and decisions from legal proceedings, documentation and transcripts. This record series may include appeals regarding zoning, official plans, Committee of Adjustment and regulatory bodies and boards orders. High C+1 P P P L-4100- 001 Legal Documents Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates) or by a Department Head. (Examples of sub categories that may be created for this classification.) - 002 Agreements - 003 Contracts - 004 Easements - 005 Lease Agreements Low C+1 P P P L-4110- 001 Noise Agreement Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 54 L-4120- 001 Release of Agreements Records relating to release of legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P L-4600- 001 City Property – General Records relating to city property that cannot be classified elsewhere. Low C+1 5 C+6 D L-4610- 001 Land Acquisitions and Sales Records relating to the transactions of land through buying, selling and leasing. The record series may include agreements of purchase and sale, appraisals, leases, deeds, certificates of registration and notices of applications for approval to expropriate land. (Examples of sub categories that may be created for this classification.) - 002 Purchase - 003 Sales/ Transfer - 004 Expropriation - 005 Land Exchanges - 006 Leases T=Land transaction completed High T+1 20 T+21 D L-4620- 001 Easements Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P L-4630- 001 Leases/Licenses Records relating to legal documents (leases entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or designates). Low C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 55 L-4640- 001 Right of Re-Entry Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). Low C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 56 Operations O-1000- 001 Engineering Services – General Records relating to Engineering Services which cannot be classified elsewhere. Low C+1 5 C+6 D O-1100- 001 Equipment Management Records relating to works equipment. This records series may include purchase, maintenance, registration, warranties and disposal/replacement records. Low C+1 5 C+6 D O-1130- 001 Fleet Management Records relating to vehicles that the municipality leases, owns and operates. Record series may include maintenance records, registrations, vehicle histories, warranties, and disposal of vehicle records. T=Vehicle no longer in use Low T+1 1 T+2 D O-1200- 001 Works Yard/Depots – General Records relating to general correspondence regarding the works yard and depots. Low C+1 5 C+6 D O-1300- 001 Works Projects Records relating to pre-contract records and background information on capital projects leading up to a contract. T=Termination/completion of contract Medium T+1 1 T+2 D O-2000- 001 Roads – General Records relating to roads and highways within the City that cannot be classified elsewhere. Low C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 57 O-2010- 001 Roads Maintenance Records relating to the inspection, maintenance, repairs and cleaning of roads. (Example of subcategories that may be created for this classification.) - 002 Roadside Maintenance (mowing and removal of debris) - 003 Surface Maintenance (sweeping, flushing, repairs, resurfacing, sealing and replacement) Low C+1 5 C+6 D O-2020- 001 Roads Construction Records relating to road construction. Use only if no other heading is applicable. Low C+1 9 C+10 D O-2030- 001 Bridges and Culverts Records relating to installation, condition, maintenance and repair of bridges and culverts. * Inventories retained until structure is replaced. Medium C+1 19 C+20 D O-2040- 001 Winter Control Records relating to ploughing, salting and sanding of roads and sidewalks according to Council approved standards and the Snow Clearing Program as well as records of snow removal and disposal. (Example of subcategories that may be created for this classification.) - 002 Snow Clearing Program Low C+1 5 C+6 D O-2200- 001 Safety Devices Records relating to traffic safety devices which cannot be classified elsewhere. Low C+1 5 C+6 D O-2210- 001 Warning Signs Records relating to warning signs. Low C+1 9 C+10 D O-2220- 001 Railway Crossing Records relating to railway crossings. Low C+1 P P P O-2230- 001 Guide Rails Records relating to guide rails. Low C+1 9 C+10 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 58 O-2240- 001 Crosswalk/Crossover Records relating to crosswalks and crossovers. Low C+1 9 C+10 D O-2300- 001 Roads – Capital Works Records relating to cost comparisons of road works. Medium C+1 14 C+15 D O-2320- 001 Roads – Surveys Records relating to all types of road surveys such as legal road surveys, property surveys, control surveys, field notes and survey field books. T=Completion of survey Medium T+1 24 T+25 D O-2330- 001 Roads – Reports Records relating to statistical reports relative to roads that cannot be classified elsewhere. Low C+1 5 C+6 D O-2340- 001 Roads – Accident Statistics Records associated with statistics reporting of accidents concerning emergency services and traffic. Low C+1 P P P O-2400- 001 Traffic Records relating to the flow of traffic on roads. (Examples of subcategories that may be created for this classification.) - 002 Traffic Signals - 003 Road Watch - 004 Intersection drawings - 005 Traffic reports - 006 Speed limits and bumps - 007 Accident statistics - 008 Load restrictions Low C+1 5 C+6 D O-2410- 001 Curb Cut Permits Records relating to curb cut permits including applications and correspondence. Medium 2 N/A 2 D O-2420- 001 Road Occupancy Permits Records relating to issuing road occupancy permits and also includes moving permits. Medium 2 N/A 2 D O-2430- 001 Newspaper Vending Box Permits Records relating to newspaper vending box permits. Medium 2 N/A 2 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 59 O-2500- 001 Engineering – General Records relating to engineering that are not classified elsewhere. Low C+1 5 C+6 D O-2510- 001 Design Standards Records include models on which designs are based. (Examples of subcategories that may be created for this classification.) - 002 Design Criteria Low S N/A S D O-2530- 001 Road Inventories/Studies Records relating to road inventories and studies that are not classified elsewhere. T=Completion of road study Low T+1 5 T+6 D O-2540- 001 Road Needs Study Records relating to road needs study categorizing road reconstruction priorities. (e.g. "now", "10 years", etc.) Low S+1 6 S+7 D O-2550- 001 Road Cost Study Records relating to the analysis of road reconstruction versus overlay. Low C+1 5 C+6 D O-2560- 001 Status of Roads Records relating to the status of roads assumed or unassumed by the City. Low C+1 5 C+6 D O-3000- 001 Works – General Records relating to works that cannot be classified elsewhere. Low C+1 5 C+6 D O-3100- 001 Sidewalks Records relating to sidewalk repair, restoration, and sidewalk ramps. Low C+1 5 C+6 D O-4000- 001 Subdivision Servicing – General Records relating to services and provision of services in subdivisions. Low C+1 9 C+10 D O-5100- 001 Signs Records relating to the manufacture and installation of all signs including stop signs, parks signs, arrow signs, road markings, street name signs and service club signs. Low C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 60 O-5200- 001 Utilities – General Records relating to general correspondence for utilities that cannot be classified elsewhere. (Examples of subcategories that may be created for this classification.) - 002 Hydro Low C+1 5 C+6 D O-5260- 001 Ontario Power Generation Records relating to Ontario Power Generation. Low C+1 5 C+6 D O-5300- 001 School Crossing Assistance Program Records relating to the school crossing program whether it involves Adult Crossing Guards employed by the City or school patrol done by the students. Low C+1 5 C+6 D O-6000- 001 Water Control Records relating to installations, plans, inspections, breakage and repair reports, control usage reports, meter installation and reports, special tests and complaints. This record series may include construction and water main failure work reports. T=Completion of report Medium T+1 14 T+15 D O-6600- 001 Drainage Records relating to the policy and procedures, design, construction, maintenance and management of drains and drainage systems. This record series may include assessments, claims, specifications engineering drawings and reports, permit applications, by-laws, grants, and erosion reports. Medium C+1 5 C+6 D O-6700- 001 Lot Grading Records relating to lot grading. Low C+1 19 C+20 D O-6800- 001 Storm Sewers Records relating to the design, construction and management of storm sewers. Low C+1 P P P C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 61 O-7000- 001 Waste Management Records relating to waste management planning, waste disposal, waste processing, environmental audits, and guidelines for recycling and composting sites and protocol for the development of sites. Low C+1 P P P O-7010- 001 Waste Disposal Sites Records relating to current and inactive/perpetual care sites, including inventory and mapping of former waste and industrial sites, reports, correspondence, drawings, plan, and lab results. Low C+1 P P P O-8000- 001 Building and Property Management – General Records relating to City owned property which cannot be classified elsewhere. Low C+1 5 C+6 D O-8100- 001 Parks & Open Space – General Records relating to Parks and Open Spaces which cannot be classified elsewhere. (Example of subcategories that may be created for this classification.) - 002 Commemorative Tree and Bench Program Low C+1 5 C+6 D O-8110- 001 Walkways & Trails Records relating to the management, maintenance and repairs, including correspondence and inventories of walkways and trails. Low C+1 5 C+6 D O-8120- 001 Playground Equipment Records relating to equipment repairs, replacement, upgrades and vandalism. Low C+1 5 C+6 D O-8130- 001 Arboriculture Records relating to tree removal, stump locations, planting, trimming, pruning, preservation, work orders and calls and records relating to horticulture, floral beautification and the downtown floral program. Low C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 62 O-8140- 001 Grounds Maintenance Records relating to grass cutting, turf maintenance, ball diamond screening, and litter pick-up. Low C+1 5 C+6 D O-8200- 001 Building & Facilities Operation Records relating to operations of the City’s buildings and facilities including correspondence relative to fees and agreements. Low C+1 5 C+6 D O-8230- 001 Work Orders Records relating to requisitions for maintenance work activities. Medium 2 N/A 2 D O-8240- 001 Systems Maintenance Records relating to correspondence dealing with maintenance systems at City facilities including ice temperatures and pool tests. Low 2 N/A 2 D O-8250- 001 Security Records relating to the security of offices, facilities, and properties such as facility floor plans. Also includes records relating to security passes and control of keys. Does not include Video Surveillance Footage. High S N/A S D O-8255- 001 Security Incident Reports Records relating to security incident reports at facilities, including security requests and logs resulting from a security incident. High C+1 5 C+6 D O-8260- 001 Security Video Surveillance Security Video Surveillance footage which has been accessed in accordance with the City's Video Surveillance Procedure. T = Completion of the investigation High T N/A T D O-8320- 001 Architectures/ Structures Records relating to envelope, roofing, waterproofing, sealing, designated / hazardous materials including correspondence and reports. A separate file is maintained for each facility. Low S N/A S D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 63 O-8330- 001 Mechanical/Electrical Records relating to plumbing, electrical, HVAC, elevators, life safety systems, and energy conservation including correspondence and reports. A separate file is maintained for each facility. Low S N/A S D O-8340- 001 Projects Records relating to projects relative to a specific location within the facility including correspondence, quotes and reports. T=Termination/completion of project Low T+1 5 T+6 D O-8350- 001 City Infrastructure Capital Projects Records relating to City Infrastructure capital projects, including project administration, project management, planning studies, design, drawings, tender procurement, construction, community engagement, and asset handover. A separate file is maintained for each project. T=Completion of Capital Project Medium T+1 74 T+75 D O-9000- 001 Environment & Pollution – General Includes records relating to the environment and pollution that cannot be classified elsewhere. Records may include copies of reports and correspondence. Low C+1 9 C+10 D O-9100- 001 Energy Management Includes records relating to energy management that cannot be classified elsewhere. Records may include copies of reports and correspondence. Low C+1 9 C+10 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 64 Services S-1000- 001 Community Services – General Includes records relating to recreation and cultural services, programs and facilities available to the public which are not covered elsewhere in this section. Low C+1 5 C+6 D S-2000- 001 Services and Programs Records include information relating to the administration, scheduling and offering of programs, memberships and program registration. High 2 N/A 2 D S-2100- 001 Facility Permits Rental booking permits for all City owned buildings and facilities including boardrooms, halls, fields, ball diamonds and arenas. Medium 2 N/A 2 D S-3010- 001 Animal Services Records relating to animal control in the City of Pickering including inquiries and complaints. (Examples of subcategories that may be created for this classification.) - 002 Livestock Valuer - 003 Alternative Placement for Cats - 004 Animal Service Volunteers - 005 Microchip Records Medium C+1 5 C+6 D S-3011- 001 Pound Book Records from the Animal Services Shelter. Medium 2 N/A 2 D S-3012- 001 Animal Adoptions Records relating to the adoption of animals from the Animal Services Shelter. (Examples of subcategories that may be created for this classification.) - 002 Adoption Returns Medium C+1 5 C+6 D S-3020- 001 Senior Citizen Services Records relating to programs and activities organized through the Senior Citizens facilities owned by the City of Pickering. Medium C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 65 S-3040- 001 Waterfront Records relating to the waterfront of the City of Pickering. Low C+1 5 C+6 D S-3050- 001 Libraries Records relating to the administration, and the use and operation of public libraries maintained by the City of Pickering. Low C+1 5 C+6 D S-3060- 001 Museums and Art Galleries Records relating to the administration, use and operation of museums maintained by the City of Pickering. Low C+1 5 C+6 D S-4000- 001 Events & Organizations – General Includes records of organizations and events which cannot be classified elsewhere. Low C+1 5 C+6 D S-4100- 001 Organizations Includes Community and Ratepayers Associations, Kinsmen Clubs, Rotary Club, Scouts and Cubs, Y.W.C.A Medium C+1 5 C+6 D S-4210- 001 Proclamations Records relating to requests for proclamations. Low 2 N/A 2 D S-4220- 001 Awards Records relating to awards and includes correspondence and Council directives. Low 2 N/A 2 D S-4230- 001 Flag Raising Records relating to requests for flag raisings. Low 2 N/A 2 D S-4240- 001 Filming Records relating to filming on City owned property and private property within the City of Pickering Low C+1 5 C+6 D S-5000- 001 Fire, Safety, Protection, and Emergency Planning – General Includes records regarding fire, safety and protection which cannot be classified elsewhere. Medium C+1 5 C+6 D S-5010- 001 Fire Services Dispatch Reports Records relating to all calls made. High C+1 5 C+6 D S-5020- 001 Fire Services - Daily Station Reports Records relating to the daily log for each station’s activities. High C+1 5 C+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 66 S-5040- 001 Fire Fighting Component Records relating to equipment. Including records relating to the purchasing procedures, justification, specifications, issue, testing, maintenance and repairs. (Examples of subcategories that may be created for this classification.) - 002 Vehicle tools - 003 Equipment inventory - 004 Personal protective clothing - 005 Breathing apparatus/breathing tanks - 006 Rescue equipment and vehicles Low C+1 5 C+6 D S-5100- 001 Fire Code Regulations Records relating to Fire Code Regulations. Low S N/A S D S-5110- 001 Fire Plans Schematic diagrams of fire emergency services for major commercial buildings, schools, churches, community centres and City owned facilities. Low S N/A S D S-5200- 001 Fire Code Inspections Includes inspections of businesses, building, institutions and homes to ensure fire safety practices are being met. T=Inspection file closed Medium T+1 5 T+6 D S-5210- 001 Institution Inspections Includes inspections of institutions to ensure fire safety practices are being met. T=Inspection file closed Medium T+1 5 T+6 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 67 S-5300- 001 Fire Investigations Includes records relating to the investigation of individual fire incidents. File may include photographs of fire scene, witness statements, Ontario Fire Marshall Report from investigator, copy of fire departments response report, investigation records, notes and drawings. T=Investigation report completed High T+1 5 T+6 D S-5400- 001 Fire Safety & Prevention Programs (Public Awareness) Includes records relating to the development and delivery of fire safety and prevention programs. Also includes records relating to community education and fire safety awareness programs administered or sponsored by the fire department. Low C+1 5 C+6 D S-5500- 001 Hazardous Materials Reports associated with hazardous material incidents such as chemicals and substances that pose a health and safety hazard. T=Incident report completed Medium T+1 5 T+6 D S-5600- 001 Emergency Planning & Services Records relating to emergency measures planning and services provided by the municipality. This record series may include evacuee centres in the event of a disaster, provisions of service and emergency resources and contingency plans, including Pickering Nuclear Emergency plan used in the event of a nuclear disaster. Medium S N/A S D S-5610- 001 Emergency Management – Other Agencies/Teams Records relating to external agencies that have an impact on the City’s Community Emergency Program. Medium S N/A S D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 68 Includes Regional, Provincial, and Federal. S-5620- 001 Community Emergency Events Records relating to any Community Emergency Event that requires the implementation of any part of our community Emergency Management Program. Medium C+1 P P P S-5630- 001 Fire Hose & Hydrant Maintenance Records relating to the maintenance and routine inspection of fire hose, flushing of fire hydrants and sprinkler reports. This record series may include permits, reports and use statistics. T=Hose/Hydrant no longer in use Medium T+1 1 T+2 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 69 Transportation T-1000- 001 Transportation – General Records relating to transportation operations, which cannot be classified elsewhere. Low C+1 5 C+6 D T-1100- 001 Transportation Studies Records relating to transportation studies. T=Transportation study completed Medium T+1 6 T+7 D T-2000- 001 Transportation Design & Planning In-house and external studies relating to the Planning of the City’s transportation network. Includes working papers, technical reports and plans. T=Completion of study Medium T+1 9 T+10 D T-2100- 001 Local Roads Records relating to the planning and design of local roads in the City. Low C+1 14 C+15 D T-2200- 001 Regional Roads Records relating to the planning and design of Regional roads in the City. Low C+1 14 C+15 D T-2300- 001 Provincial Roads In-house and external studies relating to the planning (e.g. expansion, widening) of Provincial roads including Highway 401 within the City. Includes working papers, technical reports and plans. Medium C+1 14 C+15 D T-2400- 001 Highway 407 In-house and external studies relating to the planning (i.e. expansion, extension of Highway 407 within the City). Includes working papers, technical reports and plans. Medium C+1 9 C+10 D C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 70 T-2500- 001 Transit General In-house and external studies relating to transit within the City. This record series includes working papers, technical reports and plans. (Examples of subcategories that may be created for this classification.) - 002 GO Transit - 003 Durham Regional Transit - 004 Greater Toronto Transit Commission Medium C+1 9 C+10 D T-2700- 001 Airports Records relating to the planning and development of an airport and air transportation within the City. Low C+1 9 C+10 D T-2800- 001 Railways - General Includes all records relating to the railway system in general. (Examples of subcategories that may be created for this classification.) - 002 Canadian National Railway - 003 St. Lawrence and Hudson Low C+1 5 C+6 D