HomeMy WebLinkAboutCS 05-08
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REPORT TO
EXECUTIVE COMMITTEE
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Report Number: CS 05-08
Date: February 11, 2008
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Corporate Records Retention By-law
Recommendation:
1. That Report CS 05-08 of the Director, Corporate Services & Treasurer be received;
2. That By-law 737/77, be repealed and the draft Records Retention By-law attached to
Report, CS 05 -08 be approved and enacted; and,
3. That the City Clerk forward the approved by-law to the City's Auditors, Deloitte and
Touche LLP, for certification.
Executive Summary:
As part of the regulatory by-law review process and compliance with legislative requirements,
Records Retention By-law 737/77 has been reviewed and updated, therefore a new by-law is
being recommended for Council approval.
Financial Implications:
There are no financial implications.
Sustainability Implications:
A productive records retention program allows the City to destroy records that are no longer
useful to the City and sustain vital records for future stakeholders.
Background:
Records management is often undervalued in organizations and misunderstood as simply
"filing". When in fact, a proper records management program serves a vital administrative
Report CS 05-08
Subject: Corporate Records Retention By-law
Date: February 11, 2008
Page 2
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function by providing the right information to the right people at the right time, in the right
medium, and at the lowest possible cost to the organization.
Also important in a Records Management program is the classification, maintenance and
destruction of records. Records Management programs are based on the notion that all
information has a life cycle and that the record is systematically controlled throughout its
existence.
A systematic approach to the management of records is essential for organizations to protect
and preserve records as evidence of transactions. A records management system results in a
source of information and business activities that can support subsequent activities and
business decisions, as well as ensuring accountability to present and future stakeholders.
Not only are records by-products of conducting business and are essential for the continuation
of business, they can single-handedly protect an organization or condemn an organization in
litigation matters.
A Records Management program and the Records Retention By-law are significant documents
for the organization and it is important to review and update the by-law on a ongoing basis. In
order to cover all legislative requirements and update the records classification list to reflect
the City's business functions, By-law 737/77 should be repealed and the draft Records
Retention By-law approved and implemented.
Attachments:
1 . Draft By-law
Prepared By:
Approved / Endorsed By:
Debi A. Wilcox
City Clerk
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Gillis A. Paterson
Director, Corporate Services & Treasurer
Attachment
Recommended for the consideration of
Pickering City Council
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I ATTACHMENT I I TO REPORT I C~., I
THE CORPORATION OF THE CITY OF PICKERING
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BY-lAW NO.
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Being a by-law to establish retention
periods for records of the Corporation
of the City of Pickering
WHEREAS subsection 254(1) of the Municipal Act, 2001 (the "Act") provides that
a municipality shall retain and preserve its records in a secure and accessible
manner;
AND WHEREAS subsection 255(3) of the Act provides that a municipality may,
subject to the approval of the municipal auditor, establish retention periods during
which its records must be retained and preserved;
AND WHEREAS subsection 255(2) of the Act provides that a municipality's
records may be destroyed if a retention period for the record has been
established and the retention period has expired.
NOW THEREFORE THE COUNCil OF THE CORPORATION OF THE CITY OF
PICKERING HEREBY ENACTS AS FOllOWS:
1. In this by-law,
(a) "active storage" 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 designate);
(d) "inactive storage" means the external departmental storage of
records that are referred to infrequently by a department;
(e) "record" means information however recorded or stored, whether in
printed form, on film, by electronic means or otherwise, and
includes documents, financial statements, minutes, accounts,
correspondence, memoranda, plans, maps, drawings, photographs
and films made or received by the City;
(f) "responsible department" means the office or department with
primary responsibility for retaining a record;
Bv-Iaw
(Continued)
Page 2
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(g) "retention period" means the period, expressed in years, in which a
record shall be kept by the Municipality;
(h) "retention schedule" means the schedule prescribing retention
periods for records as set out in Schedule "A" to this by-law;
(i) "signing authority" means the division head or director of the
responsible department, or his or her designated; and,
U) "transitory record" means a record, including an e-mail, voice mail
or text message, having only temporary value and which is not
required to meet statutory obligations, set policy, establish
guidelines or procedures, certify a transaction, become a receipt or
provide evidence of legal, financial, operational or other decisions
for the City, including a record that is:
i) retained solely for convenience of reference;
ii) of insignificant value in documenting the business
transactions of the City;
iii) required solely for the completion of a routine activity, or the
preparation of another record;
iv) not related to the business of the City;
v) not an integral part of the City record;
vi) a miscellaneous notice or memorandum of a minor
administrative nature;
vii) a duplicate copy of a document such as a report or
memorandum, retained only for distribution or convenience;
ix) a publication, telephone directory, catalogue, pamphlet or
periodical that does not form part of any other record;
x) one of a number of multiple copies of a record such as
minutes or reports or agendas;
xi) unsolicited advertising information;
xii) a preliminary draft of a letter, memorandum or report, or
informal notes that do not represent significant steps in the
preparation of a final document; or
6 :'
By-law
(Continued)
Page 3
xiii) a tape or notes from a meeting for which the minutes or
reports have been adopted or finalized.
2. This by-law shall not apply to transitory records and such records may be
destroyed at any time.
3. Any record in a category set out in Schedule "A" shall be retained for the
period set out opposite such category and may thereafter be destroyed.
4. The City Clerk (or designate) shall determine the appropriate classification
of records, taking into account the legal, financial, administrative,
operational and historical values of each record.
5. The following principles shall govern the destruction of records:
(a) a record of a municipality or a local board may be destroyed if the
record has been classified and the retention period established
according to Schedule "A" of this by-law;
(b) the retention period has expired; or
( c) the record is a copy of the original record.
(d) all records shall be destroyed in a manner that preserves the
confidentiality of any information contained in such records; and
(e) 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.
6, Where any record may be destroyed under this by-law, the following
procedure shall apply:
(a) where the record has been retained in the custody of the
responsible department, the signing authority shall notify the City
Clerk in writing of the scheduled destruction of the record, including
the scheduled destruction date, and identify the record to be
destroyed;
(b) where the record has been retained in the custody of the City Clerk,
the City Clerk or designate shall notify the signing authority in
writing of the scheduled destruction of the record, including the
scheduled destruction date, and identify the record to be destroyed.
7. Where a record is retained for a further period after the destruction date,
the following procedure shall apply:
By-law
(Continued)
Page 4
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(a) the signing authority shall notify the City Clerk in writing, before the
scheduled destruction date, if in his or her opinion any record
included in the notice should be retained for a further period, and
the rationale for further retention;
(b) if, in the opinion of the City Clerk, circumstances warrant retention
of the record for a further period, the destruction of the record shall
be postponed for up to one year and for such further periods as
may be determined by the City Clerk, in consultation with the
signing authority;
( c) if no notice is received before the scheduled destruction date, the
record shall be deemed to be authorized for destruction.
8. The City Clerk or designate shall:
(a) 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;
(b) ensure that reasonable measures are implemented to protect the
City's records from inadvertent destruction or damage, taking into
account the nature of the record to be protected, including the
creation of new classification codes and retention periods pending
Council approval.
9. This by-law shall be referred to as the Records Retention By-law.
10. By-law No. 737/77 is repealed.
11. This by-law shall come into force and take effect upon the passing thereof
and at such time as approved by the Municipal auditors.
BY-LAW read a first, second and third time and finally passed this 19th day of
February, 2008.
David Ryan, Mayor
Debi Wilcox, Clerk
SCHEDULE "A"
CORPORATE RECORDS RETENTION SCHEDULE
RETENTION VALUE CODES
A = Archival Review or selective record retained
A record which has been appraised for permanent retention and archival accession because of its long life, historical, fiscal, legal
(including evidential) operational or administrative value. An Archival record has no lifespan value attached to it and the record
in whole or in part can be destroyed when the expertise of a professional archivist deems it appropriate.
C = Current Year
Current year represents the calendar year that a record has been created. The retention period of a record created in the
current year does not begin until January of the next year (i.e. a 2008 file does not commence its retention period until January
2009).
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 it is 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.
b *The Records Retention Schedule will be reviewed every 5 years. Suggested changes will then be reviewed by the City Clerk.
The City Clerk shall determine the appropriate classification of records, taking into account legal, financial, administrative,
operational and historical values of each record.
CORPORATE RECORDS RETENTION SCHEDULE
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'-0 File Code Record Class
Retention Period
ADMINISTRA TION
A-1 000-001 ADMINISTRATION - GENERAL
C+6
Records relating to general correspondence, administration and routine administrative functions which cannot be
classified elsewhere.
A-1100-001 POLICIES AND PROCEDURES - GENERAL CORRESPONDENCE
2
Records relating general correspondence during the development of policies and procedures which are not directly
related to part of the development of the policy.
A-1110-001 POLICIES AND PROCEDURES
P
Records relating to the development of policies and procedures including City Policies, Interdepartmental
Procedures, Standard Operating Procedures and Fire Services Standard Operating Guide.
A-1200-001 STRATEGIC PLANS - CORPORATE
S+6
Records relating to the planning of corporate strategies, initiatives, goals and objectives for departments, divisions,
programs and services.
A-1300-001 STAFF COMMITTEES AND MEETINGS
C+6
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 Administrative Support Committee
- 003 United Way Committee
A-1400-001 MUNICIPAL COUNCIL AND STANDING COMMITTEES - GENERAL
C+6
Records relating to general correspondence regarding the City of Pickering Council and standing committees.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
2
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
A-1410-001 ADVISORY COMMITTEES AND BOARDS OF COUNCIL
T+6
Records relating to Advisory Committees and Boards of Council which could include applications for appointments,
appointment lists, agendas, minutes and correspondence to committees.
(Examples of sub categories that may be created for this classification.))
- 002 Applications for appointment
- 003 Library Board
A-1420-001 AGENDAS
Permanent in Electronic Format
Records relating to agendas for Council and Standing Committees.
(Examples of sub categories that may be created for this classification.)
- 002 Planning & Development
- 003 Executive
- 004 Council
A-1430-001 MINUTES
Permanent and Electronic Format
Records relating to original meeting minutes of Council and Standing Committees.
(Examples of sub categories that may be created for this classification.)
- 002 Planning & Development
- 003 Executive
- 004 Council
A-1440-001 DEPARTMENT REPORTS
Permanent and Electronic Format
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Records relating to original department reports prepared for Council and Standing Committees.
(Examples of sub categories that may be created for this classification.)
- 002 Corporate Services
- 003 Planning and Development
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
3
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
A-2000-001 ELECTIONS
C+8
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Records include working papers relating to the administration of elections as well as memos 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
A-21 00-001 REGIONAL MUNICIPALITY OF DURHAM
C+6
Records relating to the government of the Region of Durham.
(Examples of sub categories that may be created for this classification.)
- 002 Regional Finance
- 003 Durham Region Police Services
A-2200-001 PROVINCIAL GOVERNMENT (ONTARIO)
C+6
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
A-2210-001 VITAL STATS
P
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
- 005 Marriage Licence Applications (Duplicate record)
2
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
4
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
A-2300-001 FEDERAL GOVERNMENT (CANADA)
C+6
Records relating to the Federal government of Canada.
(Examples of sub categories that may be created for this classification.)
- 002 Prime Minister and MP's
- 003 Federal Agencies
A-2400-001 OTHER MUNICIPALITIES
C+6
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
A-2500-001 ASSOCIATIONS
C+6
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 Good Roads
A-2600-001 EXTERNAL AUTHORITIES/BOARDS/COMMISSIONS
C+6
"D
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 OMB
- 005 OPG
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
5
CORPORATE RECORDS RETENTION SCHEDULE
File Code
Record Class
Retention Period
A..2700-001 PUBLIC RELATIONS/CEREMONIES/RECEPTIONS
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2
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Records relating to hosting, attending and the performance of official business at special ceremonies and events.
A-2710-001 ADVERTISING
C+6
Records relating to advertising to the public in magazines, newspapers, radio, television, transit and newsletters.
(Examples of sub categories that may be created for this classification.)
- 002 News Releases
- 003 Newsletters
- 004 News Clippings 2
A-2720-001 PUBLICATIONS
C+6
Records relating to organization publications which could include pamphlets, guides, brochures, tourism
information, trade show events, directories and publications of interest to the organization.
A-3100-001 CUSTOMER CARE
C+6
Records relating to customer care which cannot be classified elsewhere.
A-3110-001 COMPLAINTS, CONCERNS, ISSUES - (STREET/PROPERTY FILES)
C+6
Records relating to customer/resident complaints, concerns, issues.
Files could be created for each street or files could be created for type of complaint. ( Le. parking, garbage,
property standards)
A-3120-001 PROMOTIONAL PRODUCTS
C+6
Records relating to sales and issuance of City of Pickering souvenirs. Includes inventory spreadsheets,
correspondence and reports.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
6
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
A-3130-001 FORMS MANAGEMENT
S
Records relating to the design, production and form review of forms used by the municipality.
A-3200-001 WEBSITE
C+6
Records relating to the corporate website.
A-3300-001 HISTORICAL/HERITAGE CONSERVATION
P
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
A-3400-001 CEMETERIES
P
Records relating to the administration, management, identification, regulation and preservation of local cemeteries.
A-3500-001 RECORDS MANAGEMENT
S
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
- 003 Destruction Certificates
A-3510-001 RECORDS DISASTER PLAN RECOVERY
S
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Records relating to recovery plans for potential loss of vital records during unforeseeable incidents such as fires,
natural disasters, terrorism and theft.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
7
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
,,- A-3520-001 FREEDOM OF INFORMATION/PROTECTION OF PERSONAL PRIVACY
~
C+6
Records relating to the general issues of access to information and protection of personal privacy. Includes all
requests made under the Act, working papers, copy of the reply and correspondence with Commissioner's Office.
A-3600-001 COURIER/MAIL/POSTAGE
2
Records relating to postal rates and services, courier rates and services and the interoffice mail system.
A-3610-001 PRINTING AND REPRODUCTION
2
Records relating to internal and external printing and reproduction
A-3620-001 TRADEMARKS, PATENTS, COPYRIGHTS AND VISUAL IDENTITY
P
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.
A-3700-001 IT - GENERAL
C+6
Records relating to service request forms for repairs, user hardware and software requests, up-grades,
modifications and maintenance, user authorization and approval, troubleshooting information, the IMS hotline,
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 analysis research, system development methodologies and system architecture which cannot be classified
elsewhere.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
8
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
A-3710-001 COMPUTERS - HARDWARE
T+1
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
A-3720-001 COMPUTERS - SOFTWARE
T+1
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
A-3800-001 TELECOMMUNICATIONS
T+1
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 Pagers/Cell Phones
A-4000-001 HUMAN RESOURCES - GENERAL
C+6
c"
Records relating to the general administration of Human Resource management activities which cannot be
classified elsewhere.
r-"-.
- A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
9
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
f'-.f
l'''-. A-401 0-001 CONSULTANTS
P
Records relating to report of services provided by arbitrators, arbitration nominees, legal firms, benefits consultants
and employment consultants.
A-4020-001 HUMAN RIGHTS
T+1
Records relating to human rights, may include investigations and other information on the Charter of Rights.
A-4030-001 EMPLOYMENT STANDARDS
C+6
Records relating to employment standards
A-4040-001 SUCCESSION PLANNING
C+6
Records relating to succession planning including records relating to the inventory and analysis of management
and leadership within the corporation.
A-4050-001 TRAINING AND DEVELOPMENT/CAREER COUNSELING
2
Records relating to external seminars, workshops, and conferences for career and professional development
offered to employees.
A-41 00-001 EMPLOYMENT/JOB POSTINGS/RECRUITMENT
4
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 6 months
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
10
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
A-4200-001 EMPLOYEE RECORDS
P
Records relating to City employees, including application/resume, history, skills education levels, classification,
union status/seniority, benefits information, pension plan information and beneficiary name, special testing reports,
probationary evaluations, salary increases.
(Examples of sub categories that may be created for this classification.)
- 002 Criminal Reference Checks
- 003 Employee Driver Abstract
- 004 Testing
- 005 Exit Interviews
Note: Upon Cessation of employment, the employee file is reclassified as either a terminated employee file or a
retired employee file.
A-4230-001 TEMPORARY/CONTRACT EMPLOYMENT
Records relating to contract jobs for the hiring of temporary, casual and part time employees.
T+6
A-4240-001 ELECTED OFFICIALS
Records related to elected officials.
P
A-4250-001 RETIRED EMPLOYEES
T+6
Retired employee files are reclassified employee files upon cessation of employment.
T = Death of Beneficiary
A-4260-001 TERMINATED EMPLOYEES
T+6
,~
Terminated employee files are reclassified employee files upon termination of employment.
T = Termination of Employment
l'----
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
11
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
~..A-4300-001 EMPLOYEE BENEFITS - GENERAL
C+6
....
l ........."
Records relating to the administration of employee benefits, including Canada Pension Plan, group life insurance,
extended health, dental, medical and pension etc.
A-431 0-001 ATTENDANCE
C+6
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
A-4320-001 SICK BANKED
C+6
Records relating to sick banked credits regarding Pickering Professional Fire Services.
A-4400-001 EMPLOYEE INSURANCE
S
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
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
12
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
A-441 0-001 BENEFIT COMMUNICIA TION STATEMENTS
S
Records relating to background material for possible future benefit statements
A-4420-001 PENSIONS - GENERAL
2
Records relating to pension plans including remittance, statutory forms, and government annuities.
A-4430-001 EMPLOYEE & FAMILY ASSISTANCE PROGRAM (EFAP)
S
Records relating to internal and/or external Employee & Family Assistance programs.
A-4500-001 COMPENSA TIONI CLASSIFICA TIONI EMPLOYMENT EQUITY
C + 10
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)
A-451 0-001 JOB DESCRIPTIONS
S
Records relating to the description of job duties, specifications, experience and education requirements.
A-4550-001 SURVEYS - HUMAN RESOURCES
C+6
Records relating to employment and salary surveys.
,.(.
L-'
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
13
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
. A-4560-001 PERFORMANCE MANAGEMENT - GENERAL
C+6
c---.-
Records relating to performance management programs and related activities.
(Examples of sub categories that may be created for this classification.)
- 002 PRI DE
- 003 PREP
A-4600-001 LABOUR RELATIONS - GENERAL
C+6
Records relating to labour relations of a general nature that cannot be classified elsewhere.
A-461 0-001 CUPE 129
P
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
A-4620-001 PPFA I APFA
P
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
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
14
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
A-4630-001 NON-UNION
P
Records relating to agreements and contracts between municipal and non-union officials.
A-4700-001 HEALTH & SAFETY - GENERAL
C+6
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
A-471 0-001 OCCUPATIONAL HEALTH & SAFETY
S
Records relating to policies established under Occupational Health and Safety Act.
A-4720-001 INCIDENT/ACCIDENT REPORTS
T+6
Records relating to all incident/accident reports.
T = Return to work or settlement of case.
A-4740-001 INDUSTRIAL HYGIENE TESTING
C+6
Records relating to testing which may include noise, air quality, radiation and ambient temperature.
A-4750-001 EXPOSURE CONTROL PROGRAM
Records relating to exposure control programs.
P
f""'
t--~
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
15
CORPORATE RECORDS RETENTION SCHEDULE
C File Code Record Class
l'''-
Retention Period
A-4760-001 DESIGNATED SUBSTANCES
P
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.
A-4770-001 WORKPLACE INSPECTIONS
C+6
Records relating to inspections carried out in the workplace and includes findings, recommendations and any
corrective action taken. Includes inspections conducted by the Ministry.
A-4780-001 SAFETY AUDITS
C+6
Records relating to the safety audits of staff.
A-4800-001 WORKPLACE SAFETY & INSURANCE BOARD
C+6
Records relating to the Workplace Safety and Insurance Board and may include notes, memos and
correspondence with WSIB.
A-481 0-001 WSIB CLAIMS
C + 10
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
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
16
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
A-4820-001 LONG-TERM DISABILITY CLAIMS
C + 10
Records include copy of the original OMERS application form, medical updates, prognosis reports, prior claims,
case history summary sheet, notes and correspondence.
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
C + 10
co
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
17
CORPORATE RECORDS RETENTION SCHEDULE
...- File Code Record Class
co
Retention Period
DEVELOPMENT
0-1000-001 DEVELOPMENT & PLANNING - GENERAL
C+6
Records relating to development and planning that cannot be classified elsewhere.
0-1100-001 PLANNING STUDIESI RESEARCHI POLICY DOCUMENTS
P
Records relating to studies, research and policy documents in support of planning and development functions,
activities and issues
0-1200-001 COMMUNITY DEVELOPMENTIIMPROVEMENT
T+6
Records relating to community improvement planning, including studies, reports, and projects.
0-1210-001 DOWNTOWN INITIATIVES
C + 10
Records relating to improvements to the downtown. (i.e. streetscape, lighting, and beautification)
0-1220-001 URBAN DESIGN
C + 10
Records relating to urban design, including issues and general concepts of planning the urban environment. (i.e.
urban intensification, streetscapes, urban art and architecture)
0-1230-001 RURAL AREA
C + 20
Records relating to rural areas, including issues and general concepts of planning in rural areas.
0-1240-001 SMART GROWTH
T + 20
Records relating to smart growth development planning.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
18
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
0-1300-001 HOUSING
C + 10
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.
0-1310-001 HOUSING PROGRAMS
T+6
Records relating to Federal and Provincial housing agencies, programs, and policies.
0-1320-001 GROUP HOMES
C+6
Records relating to group homes.
0-1400-001 STATISTICS AND DATA
12
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.)
0-1500-001 ECONOMIC DEVELOPMENT
C+6
Records relating to promotion and marketing of the City including strategic alliance that cannot be classified
elsewhere.
0-1510-001 SMAll BUSINESSES
C+6
Records relating to the development of small businesses within the City of Pickering.
0-1520-001 COMMERCIAL/INDUSTRIAL
C+6
C'"
Records relating to Commercial and/or Industrial businesses.
cc
: A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
19
CORPORATE RECOROS RETENTION SCHEOULE
"'.....'
co File Code Record Class
Retention Period
0-1521-001 EXPRESSIONS OF INTEREST
C+6
Records relating to parties interested in locating in Pickering.
0-1522-001 CORPORATE CALLING PROGRAM/COMPANY VISITS
S
Records relating to staff visits to businesses located within the City of Pickering.
0-1523-001 COMPANY PROFILES
S
Records relating to all businesses located within the City of Pickering.
0-1530-001 TOURISM
S
Records relating to the encouragement and attraction of tourism related activities to the area and the tourism
industry.
0-2000-001 OFFICIAL PLAN
P
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 Planning and Development
Department and the original signed Official Plan adopted by Council and approved by the Region of Durham.
(Examples of sub categories that may be created for this classification.)
- 002 Official Plan Working Files (working files are kept for C + 6 yrs) C + 6
0-2100-001 PICKERING OISTRICT PLAN
P
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 Planning and Development
Department and the original signed District Plan adopted by Council and approved by the Region of Durham.
(Examples of sub categories that may be created for this classification.)
- 002 Pickering District Plan Working Files (working files are kept for C + 6 yrs) C + 6
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
20
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
0-2200-001 COMPENDIUM
P
Records relating to the preparation of the Official Plan Compendium that provide a more detailed land use plan
than the Official Plan.
0-3000-001 DEVELOPMENT APPLICATIONS & AMENDMENTS GENERAL
C+6
Records relating to developments which cannot be classified elsewhere.
0-3100-001 OFFICIAL PLAN AMENDMENTS
T + 50
Records relating to applications to amend the Official Plan, including development applications necessary to
execute the amendment.
0-3200-001 DRAFT PLAN OF SUBDIVISIONS
T + 50
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.
0-3300-001 ZONING BY-LAW AMENDMENTS
T + 20
Records relating to applications to amend a Zoning By-law to execute rezoning.
0-3400-001 CONDOMINIUMS
T + 50
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.
<<:;"
eel
A = Archival Review/Selective Record Retained
C = Current Year
P = Permanent
S = Superseded
T = Termination of Event
21
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
.J 0-3500-001 CONSENTS/SEVERANCES (LAND DIVISION)
T + 50
co
Records relating to the severance of individual parcels of land, including applications, surveys, decisions, clearance
letters, deed page and copies of OMB order.
0-3600-001 CROWN RIGHTS
T + 50
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.
0-3700-001 VARIANCES (COMMITTEE OF ADJUSTMENT)
T + 20
Records relating to applications to the Committee of Adjustment for a variance to the Zoning By-law, including
application, correspondence, reports, minutes and decisions.
0-3710-001 DECISIONS OF COMMITTEE OF ADJUSTMENT
P
Committee of Adjustment decisions.
0-3800-001 MINISTERS ZONING ORDER
T + 20
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.
0-3810-001 MINISTERS ZONING ORDER REGULATIONS
P
Regulation from applications submitted by the Ministry of Municipal Affairs and Housing for amendments to a
Provincial Zoning Order.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
22
CORPORATE RECORDS RETENTION SCHEDULE
File Code
Record Class
Retention Period
0-3900-001 SITE PLANS
T + 15
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-41 00 Legal Documents
0-4000-001 DEVELOPMENT CONTROL - GENERAL
C+6
Records relating to Development Control that cannot be classified elsewhere.
0-4100-001 SUBDIVISION AGREEMENTS
T + 50
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.
0-4200-001 DEVELOPMENT AGREEMENTS
T + 50
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.
0-4300-001 SITE PLAN AGREEMENTS
T + 50
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.
cc
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
23
CORPORATE RECORDS RETENTION SCHEDULE
File Code
Record Class
Retention Period
::c D-4400-001 LAND DIVISION
T + 50
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.
D-4500-001 REFUNDABLE DEPOSITS
T+6
Records relating to deposits submitted as part of the development application process. Records include security
back up; correspondence, photographs, and final refund records.
D-4600-001 PLANS
P
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.
D-4700-001 SEWER VIDEOS
20
Records relating to videos of sewers once development has been completed.
D-5000-001 BUILDING, GENERAL
C+6
Records relating to building, plumbing and permits that cannot be classified elsewhere.
D-5100-001 BUILDING & PLUMBING PERMITS
P
Records relating to building and plumbing permits. This record series may include applications, drawings, forms,
inspection reports, orders and enforcement.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
24
CORPORATE RECORDS RETENTION SCHEDULE
File Code
Record Class
Retention Period
0-5110-001 FIRE PREVENTION PERMITS
P
Records relating to schematic diagrams/drawings of fire emergency systems for major commercial buildings,
schools, churches, community centres and city owned facilities for. This record series may include Building Permit
Application or Property Information, site servicing, hydrants, water supply lines, fire department connections, etc.
0-5200-001 BUILDING PERMIT STATISTICS REPORTS
C + 10
Records relating to but not limited to monthly status reports, correspondence and reports regarding building
activities.
0-6000-001 SUBDIVISION CONTROL RECORDS
P
Records relating to the tracking of a development process. Files are opened for every registered plan, concession
and range.
(Examples of sub categories 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
0-8000-001 ENVIRONMENTAL PLANNING
C + 10
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.
0-8100-001 CREEKS & WATERSHEDS
C + 35
co
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
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=A ;., Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
25
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
c 0-8200-001 FLOODPLAIN & STORMWATER MANAGEMENT
co
C + 35
Records relating to flood plains and stormwater management
0-8300-001 NATURAL HERITAGE FEATURES
C + 35
Records relating to natural heritage features which cannot be classified elsewhere.
0-8310-001 OAK RIDGES MORAINE
C + 35
Records relating to the Oak Ridges Moraine.
0-8320-001 ENVIRONMENTALLY SIGNIFICANT AREAS
C + 35
Records relating to areas within the City of Pickering which are environmentally significant.
0-8330-001 AREAS OF NATURAL & SCIENTIFIC INTEREST
C + 35
Records relating to areas within the City of Pickering which are of natural and/or scientific interest.
0-8340-001 WETLANDS
C + 35
Records relating to wetlands within the City of Pickering.
0-8350-001 LAKE IROQUOIS SHORELINE
C + 35
Records relating the Lake Iroquois Shoreline.
0-8360-001 WOODLANDS
C + 35
Records relating to the woodlands.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
26
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
D-8370-001 ROUGE DUFFINS WILDLIFE CORRIDOR
C + 35
Records relating to the Rouge Duffins Wildlife Corridor.
D-8400-001 LAKE ONTARIO SHORELINE
C + 35
Records relating to the Lake Ontario Shoreline
Excludes: Waterfront operations, activities and events.
D-8500-001 BROWN FIELDS
C + 10
Records relating to Brownfields.
D-8600-001 CONTAMINATED SOILSI SOIL INVESTIGATIONS
P
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.
D-8700-001 NOISE AND VIBRATION
C + 10
Records relating to noise and vibration matters in the development approval process.
D-9000-001 MAPPING SERVICES, GENERAL
C+6
Records relating to mapping services that cannot be classified elsewhere.
D-9100-001 PHOTOGRAPHY
P
Records of aerial photographs of the City, and prints of various sizes as well as 35 mm slides.
0'\
=A. ::= Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
27
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
cQ-9200-001 SURVEYS
P
Registered plans of surveys for roadways, expropriation plans, D Plans. Surveys have been done by Province,
Federal Government, and MPAC.
D-9300-001 40R PLANS
P
Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information.
D-9400-001 40M PLANS
P
Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information.
Originals retained by MPAC.
D-9500-001 MAPPING
S
Computer generated maps via CAD or geographical information systems software of different thematic design.
D-9600-001 MUNICIPAL ADDRESSING
P
Records relating to municipal addresses.
D-9610-001 STREET NAMES GENERAL
C+6
Records relating to correspondence with regards to street naming.
D-9620-001 STREET NAME LISTINGS
S
Records relating to a listing of proposed street names.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
28
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
FINANCE
F-1000-001 FINANCE - GENERAL
C+6
Includes records relating to finance management in general that cannot be classified elsewhere. Use only when no
other heading is applicable.
F-1100-001 LETTERS OF CREDIT
T+6
Records relating to letters of credit extended to developers for subdivision and site plan applications.
T= Cancellation of letter of credit.
F-1200-001 FIXED ASSETS
T+6
Records relating to fixed assets including supporting documentation to initial expenditure, depreciation,
amortization and disposal.
T = disposal of asset
F-2000-001 BUDGETS - GENERAL
C+6
Records relating to budgets in general that cannot be classified elsewhere.
F-2010-001 CURRENT BUDGET - GENERAL
C+6
Records relating to the Operating Budget which cannot be classified elsewhere. Includes cost control reports and
correspondence regarding requests for financial assistance
F-2020-001 CURRENT BUDGET-APPROVED (BINDER)
P
0",
Final Budget document as approved by Council, maintained in a binder.
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..... -.J
~ = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
29
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
;"':
0, F-2030-001 CURRENT BUDGET - SUPPORTING DOCUMENTATION
C + 11
Records relating to approved Corporate Current budget including correspondence, working papers, department
submissions (operating, program capital, and salary schedules).
F-2040-001 GENERAL GOVERNMENT BUDGET - SUPPORTING DOCUMENTATION
C + 11
Records relating to approved General Government budget including correspondence, working papers, and
department submissions.
F-2050-001 CAPITAL BUDGET - GENERAL
C+6
Records relating to the Capital budget which cannot be classified elsewhere.
F-2060-001 CAPITAL BUDGET - APPROVED (BINDER)
P
Final Capital budget document as approved by Council, maintained in a binder.
F-2070-001 CAPITAL BUDGET - SUPPORTING DOCUMENTATION
C + 11
Records relating to approved Corporate Capital budget including correspondence, working papers, and department
submissions.
F~200~01 DEBENTURES
T+6
Records related to debentures including debenture financing and sinking fund or instalment debentures.
T = debenture end date.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
30
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
F-2210-001 DEBENTURE REGISTRY
T + 20
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
F-2300-001 STRATEGIC FINANCIAL PLAN
S
Records relating to the development and final approved Strategic Financial plan. Record series includes
correspondence, working papers, departmental submissions, etc.
F-2400-001 RISK AND LOSS MANAGEMENT
S
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.
F-3000-001 INSURANCE - GENERAL
C+6
Records relating to general correspondence which cannot be classified elsewhere.
F-3000-001 INSURANCE RECORDS
S
Records relating to original insurance liability policies. This record series may include original policy, agents,
adjusters and premiums.
F-3010-001 INSURANCE CERTIFICATES
T+6
~
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
"'-
""'-
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
31
CORPORATE RECORDS RETENTION SCHEDULE
File Code
Record Class
Retention Period
;;; F-3020-001 INSURANCE CLAIMS
T+6
Records relating to documentation of claims and actions taken upon receipt of claims to allow for issuance of funds
or statements of non-liability. an incident that may result in a claim, includes supporting documentation and
correspondence.
T = resolution of claim
F-3030-001 DEDUCTIBLE PAYMENTS - DOCUMENTATIONIINVOICES
C+6
Includes all records relating to any 3rd party Deductible payments. Includes correspondence, record of payment
and any other supporting documentation relative to the payment.
F-3200-001 GENERAL LEDGER ACCOUNTS
P
Comprehensive annual general ledger of all transactions posted to the general ledger. Also includes final trial
balance.
F-3210-001 GENERAL LEDGER ACCOUNT RECONCILIATIONS
C+6
Includes individual files for certain asset, liability, revenue and expense accounts which include reconciliation's or
additional information to explain transactions.
F-3300-001 FINANCIAL STATEMENTS
P
Records include financial statements and year-end working paper supporting audited Financial statements.
Includes balance sheet, income statements, financial statements and auditors report.
F-3310-001 FINANCIAL INFORMATION RETURN
C+6
Includes the annual Financial Information Return and supporting working papers.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
32
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
F-3400-001 PERFORMANCE MEASURES
C+6
Includes annual reporting and supporting working papers.
F-3500-001 JOURNAL ENTRIES
P
Records include completed journal entry forms and all background documentation used to substantiate journal
entries.
F-3600-001 BANK RECONCILlA TIONS/ST A TEMENTS
C+6
Records include bank reconciliation working papers and bank statements for general and investment accounts.
Also includes returned cheques from the bank.
F-3700-001 INVESTMENTS
C+6
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.
F-3800-001 GST/PST RETURNS
C+6
Records relating to individual quarterly filings as well as a copy of the original return as filed and any supporting
documents. Reports used to prepare filings are also included such as listing of GST transactions and final
interface.
F-3900-001 CASH REPORTS (NON TAX OR AIR)
C+6
,(
'~
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 AIR transactions.
0\
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
33
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
L
F-4000-001 ACCOUNTS PAYABLE
C+6
0,
Records relating to Accounts Payable in general. Includes records relating to the accounts payable function in
general that cannot be classified elsewhere.
F-4010-001 VENDOR FILES
C+6
Records relating to accounts payable and include invoices and cheque copies, purchase orders, cheque
requisitions, receiving reports, and other background information.
F-4020-001 INPUT BATCHES
C+6
Records include the batch report which is used to balance against the invoices, filed in batch number order.
F-4030-001 CHEQUE RUN REPORTS
C+6
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.
F-4040-001 AlP ADJUSTMENTS CANCELLED CHEQUES
C+6
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.
F-4100-001 PAYROLL - GENERAL
C+6
Records relating to the administration of payroll services for the municipality.
F-4110-001 PAYROLL REGISTER
C+6
Records relating to each employee's payroll history. Hours deductions, basic and net pay are recorded and filed in
a binder by pay period and year and sorted by department/branch. Also includes a master control register which
provides YTO data.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
34
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
F-4120-001 PAYROLL EMPLOYEE FILES
T + 55
Payroll history supporting documentation. Including original Action Notices, TD1 form, banking details and change
of address. A separate file is retained for each employee and arranged alphabetically by surname.
F-4130-001 T4'S
C+6
Annual printout of employee T4s. Includes year-end reconciliation's and manually amended T4s.
F-4140-001 PAYROLL TIMESHEETS
C+6
Records associated with the individual time entry by employees into the payroll system. This record series may
include time cards, time sheets and other similar documents used for data entry into payroll summaries or journals.
They tend to have a shorter retention than payroll records in general.
F-4200-001 TAX REVENUE - GENERAL
C+6
Records relating to tax revenue in general, including calculations, which cannot be classified elsewhere.
F-4210-001 TAX REGISTRATIONS
P
A permanent record of accounts registered with the Registry Office/Land Titles Division for Tax Sale includes tax
sale extension agreements.
F-4220-001 LAWYERS LETTERS - TAX CERTIFICATESI MORTGAGE LETTERS
C+6
Records relating to letters from lawyers requesting tax certificate, mortgage letters and any other correspondence
regarding payment enquiries.
F-4230-001 CHANGE OF OWNERSHIP
C+6
0".
Records relating to change of ownership information, mailing address changes, mortgage company changes and
MPAC sales listings.
A = Archival Review/Selective Record Retained
C = Current Year
P = Permanent
S = Superseded
T = Termination of Event
35
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
c F-4250-001 TAX APPORTIONMENT
C+6
0\
Reports generated once per year, regarding Land Division / Severance where alterations to the Assessment Rolls
are required.
F-4260-001 PAYMENT IN LIEU OF TAXES
C + 15
Records relating to those who make payments to the City in lieu of taxes.
F-4300-001 ASSESSMENT/TAX ROLLS
P
Original assessment rolls and tax collector's rolls for the City of Pickering.
F-4320-001 ASSESSMENT CHANGES - COMMERCIALIINDUSTRIALlMUL TI RESIDENTIAL
C+6
Records regarding complex changes in assessment due to capping and clawbacks.
F-4400-001 ASSESSMENT REVIEW BOARD - GENERAL
C+6
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
F-441 0-001 CANCELLATION, REDUCTION AND REFUND WRITE OFFS
C+6
Records relating to cancellation, reduction and refund of taxes and the process of assessment review and the
journal entry binder. Including applications, write-ofts, notices of decision, hearings, and reconsideration.
(Examples of sub categories that may be created for this classification.)
002 Write Oft Applications
003 WTX Journals
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
36
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
F-4500-001 LOCAL IMPROVEMENTS
P
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.
F-4600-001 TAX PAYMENTS
C+6
Records relating to tax payments.
(Examples of sub categories that may be created for this classification.)
002 Pre-authorized Tax Payment Applications
003 Payment stubs maintained in daily batch order
004 Pay Journals
005 Balance Adjustment Journals
006 Post Dated Cheque listings
007 Post Dated Entry Listing
008 Mortgage Payments
F-4620-001 TAX MONTH-END REPORTS
C+6
Month-end reports generated regarding Tax Payments including: Penalties, Status of Accounts in Arrears and the
AIR & GL reports.
F-4630-001 YEAR END OUTSTANDING LISTS
C+6
Reports generated through the Tax system.
F-4650-001 LEVIES
C+6
Records relating to levies including calculations and development charges.
(Examples of sub categories that may be created for this classification.)
002 Vacancy Rebate Applications
Co
0;--
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
37
CORPORATE RECORDS RETENTION SCHEDULE
File Code
Record Class
Retention Period
\"" F-4660-001 TAX COLLECTIONS
C+6
c'
~
Records relating to tax arrears which include collection letters.
F-4670-001 TAX LIENS
C+6
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
F-4700-001 ACCOUNTS RECEIVABLES
C+6
Records relating to Accounts Receivable in general that are not classified elsewhere.
F-4710-001 OUTSTANDING AIR LISTING
C+6
Records relating to monthly reports generated through the Accounts Receivables system, which identifies the
status off all Receivables accounts.
F-4720-001 INVOICE BATCHES
C+6
Records relating to invoice batches, requisition supporting documentation, and batch listing per each invoice batch.
Filed in binders in sequential order.
F-4730-001 AIR CASH RECEIPTS
C+6
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.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
38
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
F-4740-001 AIR WRITE OFFS/ADJUSTMENTS
C+6
Records containing batch listings and supporting documentation for adjustments and accounts no longer
collectable. Includes interest write-offs. Filed in binders in batch number order.
F-4800-001 GRANTS AND SUBSIDIES
C+6
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
F-4900-001 CAPITAL PROJECTS
T+ 6
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
F-4910-001 RESERVES, RESERVE FUNDS AND TRUSTS
T+ 6
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.
F-4920-001 DEVELOPMENT CHARGES
C+6
Records relating to Development Charges including detailed back-up of monthly summaries regarding collections
and distributions.
C"~ F-5000-001 PURCHASING - GENERAL
c
C+6
--
Records relating to purchasing in general that are not classified elsewhere.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
39
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
F-5010-001 SUPPLIER APPLICATIONS
i". ">
S
c
~
Records relating to suppliers of goods and services. May include information about the goods and services, price
lists and promotional material.
F-5030-001 SPECIALITY PRINT AND PROMOTIONS
2
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.
F-5100-001 PURCHASE ORDERS
C+6
Records relating to purchase orders for the purchase of goods and services showing confirmation of an order.
F-5110-001 BLANKET PURCHASE ORDERS
T+2
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.
F-5300-001 FORMAL QUOTATIONS
C+6
Records include documentation regarding the quotation call, original quotation submissions and any
correspondence relating to the quotation call.
F-5400-001 TENDERS
C+6
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.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
40
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
F-6000-001 AUDIT - GENERAL
C+6
Records related to auditing that cannot be classified elsewhere. Use only if no other heading is applicable.
F-6010-001 AUDIT - INTERNAL
C+6
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.
F-6020-001 AUDIT - EXTERNAL
C+6
Records relating to external auditor's financial audit reports.
'<:.:::;
c:
~
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
41
CORPORATE RECORDS RETENTION SCHEDULE
w File Code Record Class
Retention Period
c~
-- LEGAL
L-1000-001 LAW - GENERAL
C+6
Records relating to legal matters not classified elsewhere.
L-11 00-001 LEGISLATION & REGULATIONS
C+6
Records relating to acts, bills and regulations involving all levels of government.
L-1300-001 LEGAL OPINIONS
P
Records relating to legal opinions provided by the Solicitor for the City.
L-2000-001 BY-LAWS - GENERAL
C+6
Records relating to general correspondence regarding by-laws that cannot be classified elsewhere.
L-2100-001 BY-LAWS - ORIGINALS
P
Original by-laws approved and signed by the Mayor and the Clerk.
L-2200-001 BY-LAW ENFORCEMENT - GENERAL
C+6
Records relating to by-law enforcement which cannot be classified elsewhere.
L-2210-001 PROPERTY STANDARDS - GENERAL
C+6
Records relating to general correspondence regarding property standards complaints/issues which cannot be
classified elsewhere.
(Example of sub categories that may be created for this classification)
002 Graffiti
003 Eyes on the Street
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
42
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
L-2220-001 PARKING - GENERAL
C+6
Records relating to general correspondence regarding parking complaints/issues.
(Examples of sub categories that may be created for this classification.)
002 CRPD Listings
003 CRC Listing
004 MTO/ARIS Order Product
005 Vehicle Impounds
L-2230-001 PAID PARKING TICKETS
T+2
Paid parking tickets.
T= payment of fine
L-2240-001 CANCELLEDI WITHDRAWNI DISMISSED PARKING TICKETS
6 months
Parking tickets which have been cancelled, withdrawn, dismissed, acquitted or where the conviction has been
struck.
L-2250-001 OFFICER NOTEBOOKS
T+6
Inspection and activity notebooks.
L-2300-001 BUSINESS LICENCES - GENERAL
C+6
Records relating to business licensing.
(Examples of sub categories that may be created for this classification.)
002 Body Rub Parlours//Attendants
003 Home Based Businesses
004 Carnival/Parades/Fairs
,"-
C'
0;;--
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
43
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
~,L-2310-001 ANIMAL LICENCES
C+6
Records relating to the licensing of dogs and cats.
002 Dogs
003 Cats
L-2330-001 TAXICABS - GENERAL
C+6
Records relating to the taxicab industry which cannot be classified elsewhere.
L-2331-001 TAXICAB DRIVERS
C+6
Records relating to the licensing of taxicab drivers, including application forms, criminal information reports,
photograph of applicant and letters pertaining to eligibility.
L-2332-001 TAXICAB PLATE OWNERS
S
Records include applications, certificates of insurance, ownership, safety standards certificate and copies of
complaints.
L-2333-001 TAXICAB BROKERS
T+6
Records relating to the licensing of taxicab brokers, including applications, business name/registration pertaining to
eligibility.
L-2334-001 TAXICAB PLATE ELIGIBILITY LIST
S
Records include names of persons who have applied for taxicab plate owners' licenses.
L-2340-001 SIGN PERMITS
C+6
Records include sign permit applications, copy of permit and any supporting documentation and correspondence.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
44
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
L-2360-001 TREE PRESERVATION
C+6
Records relating to the Region of Durham's Tree Preservation By-law, including applications to fell trees, copies of
permits and any supporting documentation/correspondence.
L-2320-001 LOTTERY - GENERAL
C+6
Records relating to lotteries not classified elsewhere.
L-2321-001 CHARITY HISTORY FILE
T+6
Records relating to the eligibility requirements for organizations/charities applying for lottery licences.
L-2322-001 BINGO LICENCES
C+6
Records related to Bingo licences issued to approved organizations/charities, including application, bingo licence,
financial reports and supporting documentation.
L-2323-001 RAFFLE LICENCES
C+6
Records related to Raffle licences issued to approved organizations/charities, including application, raffle licence,
financial reports and supporting documentation.
L-2324-001 BREAK OPEN TICKET LICENCES
C+6
Records related to Break Open Ticket licences issued to approved organizations/charities, including application,
break open ticket licence, financial reports and supporting documentation.
L-2325-001 BAZAAR LICENCES
C+6
~
Records related to Bazaar licences issued to approved organizations/charities, including application, bazaar
licence, financial reports and supporting documentation.
G
-A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
45
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class Retention Period
L-2400-001 ANIMAL ENFORCEMENT - GENERAL C+6
c
C~ Records relating to the enforcement of Animal By-laws.
----
002 Tickets
003 Orders
L-3000-001 COURTS - GENERAL C+6
Records relating to courts that cannot be classified elsewhere.
L-3010-001 PROSECUTIONS T+6
Records relating to prosecution resulting from violation of by-laws.
L-3020-001 LITIGATION
T+6
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.
L-3030-001 SMALL CLAIMS
T+6
Records relating to small claims court actions.
L-3200-001 APPEALS AND HEARINGS - ONTARIO MUNICIPAL BOARD
P
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.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
46
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
L-41 00-001 LEGAL DOCUMENTS
P
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).
((Examples of sub categories that may be created for this classification.) )
002 - Agreements
003 - Contracts
004 - Easements
005 - Lease Agreements
L-4600-001 CITY PROPERTY - GENERAL
C+6
Records relating to city property that cannot be classified elsewhere.
L-461 0-001 LAND ACQUISITIONS AND SALES
T + 21
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 SalelTransfer
004 Expropriation
005 Land Exchanges
006 Leases
c_.
",--
--
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
47
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
~"'-
~ OPERATIONS
..,.-
0-1 000-001 OPERATIONS - GENERAL
C+6
Records relating to Public Works which cannot be classified elsewhere.
0-1100-001 EQUIPMENT MANAGEMENT
C+6
Records relating to works equipment. This records series may include purchase, maintenance, registration,
warranties and disposal/replacement records.
0-1130-001 FLEET MANAGEMENT
T+2
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.
0-1200-001 WORKS Y ARDIDEPOTS - GENERAL
C+6
Records relating to general correspondence regarding the works yard and depots.
0-1300-001 WORKS PROJECTS
T+2
Records relating to pre-contract records and background information on capital projects leading up to a contract.
0-2000-001 ROADS - GENERAL
C+6
Records relating to roads and highways within the City that cannot be classified elsewhere.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
48
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
0-2010-001 ROADS MAINTENANCE
C+6
Records relating to the inspection, maintenance, repairs and cleaning of roads.
(Example of sub categories 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)
0-2020-001 ROADS CONSTRUCTION
C + 10
Records relating to road construction. Use only if no other heading is applicable.
0-2030-001 BRIDGES AND CULVERTS
C + 20
Records relating to installation, condition, maintenance and repair of bridges and culverts.
* Inventories retained until structure is replaced.
0-2040-001 WINTER CONTROL
C+6
Records relating to ploughing, salting and sanding of roads and sidewalks according to Council approved
standards as well as records of snow removal and disposal.
0-2200-001 SAFETY DEVICES
C+6
Records relating to traffic safety devices which cannot be classified elsewhere.
0-2210-001 WARNING SIGNS
C + 10
Records relating to warning signs.
c" 0-2220-001 RAILWAY CROSSINGS
P
-:--
..--
Records relating to railway crossings.
- A' = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
49
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
f';
.-. 0-2230-001 GUIDE RAILS
C + 10
..-
Records relating to guide rails.
0-2240-001 CROSSWALK/CROSSOVER
C + 10
Records relating to crosswalks and crossovers.
0-2300-001 ROADS - CAPITAL WORKS
C + 15
Records relating to cost comparisons of road works.
0-2320-001 ROADS - SURVEYS
T+ 25
Records relating to all types of road surveys such as legal road surveys, property surveys, control surveys, field
notes and survey field books.
0-2330-001 ROADS - REPORTS
C+6
Records relating to statistical reports relative to roads that cannot be classified elsewhere.
0-2400-001 TRAFFIC
C+6
Records relating to the flow of traffic on roads.
(Examples of sub categories 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
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
50
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
0-2410-001 CURB CUT PERMITS
2
Records relating to curb cut permits including applications and correspondence.
0-2420-001 ROAD OCCUPANCY PERMITS
2
Records relating to issuing road occupancy permits and also includes moving permits.
0-2430-001 NEWSPAPER VENDING BOX PERMITS
2
Records relating to newspaper vending box permits.
0-2500-001 ENGINEERING - GENERAL
C+6
Records relating to engineering that are not elsewhere classified.
0-2510-001 DESIGN STANDARDS
Records include models on which designs are based.
(Examples of sub categories that may be created for this classification.)
-002 Design Criteria
S
0-2530-001 ROAD INVENTORIES/STUDIES
T+6
Records relating to road inventories and studies that are not classifiable elsewhere.
0-2540-001 ROAD NEEDS STUDY
C+6
Records relating to road needs study categorizes road reconstruction priorities. (e.g. "now", "10 years", etc.)
,'-' 0-2550-001 ROAD COST STUDY
"'-.c
C+6
---
,,-
Records relating to the analysis of road reconstruction versus overlay.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
51
CORPORATE RECORDS RETENTION SCHEDULE
~c, File Code Record Class Retention Period
~
~ 0-2560-001 STATUS OF ROADS C+6
Records relating to the status of roads assumed or unassumed by the City.
0-3000-001 WORKS - GENERAL C+6
Records relating to works that cannot be classified elsewhere.
0-3100-001 SIDEWALKS C+6
Records relating to sidewalk repair, restoration, and sidewalk ramps.
0-4000-001 SUBDIVISION SERVICING - GENERAL C + 10
Records relating to services and provision of services in subdivisions.
0-5100-001 SIGNS
C+6
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.
0-5200-001 UTILITIES - GENERAL
C+6
Records relating to general correspondence for utilities that cannot be classified elsewhere.
(Examples of sub categories that may be created for this classification.)
- 002 Hydro
0-5260-001 ONTARIO POWER GENERATION
C+6
Records relating to the Ontario Power Generation.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
52
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
0-5300-001 SCHOOL CROSSING ASSISTANCE PROGRAM
C+6
Records relating to the school crossing program whether it involves Adult Crossing Guards employed by the City or
school patrol done by the students.
0-6000-001 WATER CONTROL
T + 15
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.
0-6600-001 DRAINAGE
C+6
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.
0-6700-001 LOT GRADING
C + 20
Records relating to lot grading.
0-6800-001 STORM SEWERS
P
Records relating to the design, construction and management of storm sewers.
0-7000-001 WASTE MANAGEMENT
P
Records relating to waste management planning, waste disposal, waste processing, environmental audits,
guidelines for recycling and composting sites and protocol for the development of sites.
""-'
;;--
,-
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
53
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
[''- 0-7010-001 WASTE DISPOSAL SITES
P
~
-:--
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.
0-8000-001 BUILDING AND PROPERTY MANAGEMENT - GENERAL
C+6
Records relating to City owned property which cannot be classified elsewhere.
0-8100-001 PARKS & OPEN SPACE - GENERAL
C+6
Records relating to Parks and Open Spaces which cannot be classified elsewhere.
0-8110-001 WALKWAYS & TRAILS
C+6
Records relating to the management, maintenance and repairs, including correspondence and inventories.
Of walkways and trails.
0-8120-001 PLAYGROUND EQUIPMENT
C+6
Records relative to equipment repairs, replacement, upgrades and vandalism.
0-8130-001 ARBORICUL TURE & FLORICULTURE
C+6
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.
0-8140-001 GROUNDS MAINTENANCE
C+6
Records relating to grass cutting, turf maintenance, ball diamond screening, and litter pick-up.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
54
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
0-8200-001 BUILDING & FACILITIES OPERATION
C+6
Records relating to operations of the City's buildings and facilities including correspondence relative to fees and
agreements.
0-8230-001 WORK ORDERS
2
Records relating to requisitions for maintenance work activities.
0-8240-001 SYSTEMS MAINTENANCE 2
Records relating to reports and correspondence dealing with maintenance systems at City facilities including ice
temperatures and pool tests.
0-8250-001 SECURITY
S
Records relating to requests, logs and other records regarding the security of offices, facilities and properties such
as security passes and control of keys.
0-8320-001 ARCHITECTURE/STRUCTURE
S
Records relating to envelope, roofing, waterproofing, sealing, designated / hazardous materials including
correspondence and reports. A separate file is maintained for each facility.
0-8330-001 MECHANICAL/ELECTRICAL
S
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.
0-8340-001 PROJECTS
T+ 6
-c---
Records relating to projects relative to a specific location within the facility including correspondence, quotes and
reports.
---
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
55
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
0-9000-001 ENVIRONMENTAL & POLLUTION - GENERAL
C + 10
c
..-
Includes records relating to the environment and pollution that cannot be classified elsewhere. Records may
include copies of reports and correspondence.
,-
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
56
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
SERVICES
5-1 000-001 CULTURE & RECREATION SERVICES - GENERAL
C+6
Includes records relating to recreation and cultural services, programs and facilities available to the public which
are not covered elsewhere in this section.
5-2000-001 SERVICES AND PROGRAMS
2
Records include information relating to the administration, scheduling and offering of programs.
5-2100-001 FACILITY PERMITS
2
Rental booking permits for all city owned buildings and facilities including boardrooms, halls, fields, ball diamonds
and arenas.
5-3010-001 ANIMAL SERVICES (P.A.S)
C+6
Records relating to animal control in the City of Pickering including callout records, inquiries and complaints.
(Examples of sub categories that may be created for this classification)
002 Livestock Valuer
5-3020-001 SENIOR CITIZEN SERVICES
C+6
Records relating to programs and activities organized through the Senior Citizens facilities owned by the City of
Pickering.
5-3040-001 WA TERFRONT
C+6
0.J
Records relating to the waterfront of the City of Pickering.
c~
..-
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
57
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
,.---
5-3050-001 LIBRARIES
C+6
C~"J
~
Records relating to the administration, and the use and operation of public libraries maintained by the City of
Pickering.
5-3060-001 MUSEUMS AND ART GALLERIES
C+6
Records relating to the administration, use and operation of museums maintained by the City of Pickering.
5-4000-001 EVENTS & ORGANIZATIONS - GENERAL
C+6
Includes records of organizations and events which cannot be classified elsewhere.
5-4100-001 ORGANIZATIONS
C+6
Includes Community and Ratepayers Associations, Kinsmen Clubs, Rotary Club, Scouts and Cubs, Y.W.C.A.
5-4210-001 PROCLAMATIONS
2
Records relating to requests for proclamations.
5-4220-001 AWARDS
2
Records relating to awards and includes correspondence and Council directives.
5-4230-001 FLAG RAISING
2
Records relating to requests for flag raisings.
5-4240-001 FILMING
C+6
Records relating to filming on City owned property and private property within the City of Pickering.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
58
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
S-5000-001 FIRE, SAFETY, PROTECTION, AND EMERGENCY PLANNING - GENERAL
C+6
Includes records regarding fire, safety and protection which cannot be classified elsewhere.
S-5010-001 DISPATCH REPORTS
C+6
Records relating to all calls made.
S-5020-001 DAILY STATION REPORTS
C+6
Records relating to the daily log for each station's activities.
S-5040-001 FIRE FIGHTING EQUIPMENT
C+6
Records relating to equipment. Including records relating to the purchasing procedures, justification,
specifications, issue, testing, maintenance and repairs.
(Examples of sub categories 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.
S-5100-001 FIRE CODE REGULATIONS
S
Records relating to Fire Code Regulations.
S-5110-001 FIRE PLANS
S
0J
Schematic diagrams of fire emergency services for major commercial buildings, schools, churches, community
centres and city owned facilities.
C'-,
~
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
59
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
N 5-5200-001 FIRE CODE INSPECTIONS
T+ 6
C'-J
,,-
Includes inspections of businesses, building, institutions and homes to ensure fire safety practices are being met.
5-5210-001 INSTITUTION INSPECTIONS
T+ 6
Includes inspections of institutions to ensure fire safety practices are being met.
5-5300-001 FIRE INVESTIGATIONS
T+ 6
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.
5-5400-001 FIRE SAFETY & PREVENTION PROGRAMS (PUBLIC AWARENESS)
C+6
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.
5-5500-001 HAZARDOUS MATERIALS
T+ 6
Reports associated with hazardous material incidents such as chemicals and substances that pose a health and
safety hazard.
5-5600-001 EMERGENCY PLANNING & SERVICES
5
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.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
60
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
S-561 0-001 EMERGENCY MANAGEMENT - OTHER AGENCIES/TEAMS
S
Records relating to external agencies that have an impact on the City's Community Emergency Program. Includes
Regional, Provincial, Federal.
S-5620-001 COMMUNITY EMERGENCY EVENTS
P
Records relating to any Community Emergency Event that requires the implementation of any part of our
community Emergency Management Program.
S-5630-001 FIRE HOSE & HYDRANT MAINTENANCE
T+2
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.
~
"'-'
~ J
--
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
61
CORPORATE RECORDS RETENTION SCHEDULE
LJ" .'
File Code Record Class
Retention Period
~ TRANSPORTATION
T-1000-001 TRANSPORTATION - GENERAL
C+6
Records relating to transportation operations, which cannot be classified elsewhere.
T-1100-001 TRANSPORTATION STUDIES
T+7
Records relating to transportation studies.
T-2000-001 TRANSPORTATION DESIGN & PLANNING
T + 10
In-house and external studies relating to the Planning of the City's transportation network. Includes working
papers, technical reports and plans.
T -2100-001 LOCAL ROADS
T+ 15
Records relating to the planning and design of local roads in the City.
T -2200-001 REGIONAL ROADS
T + 15
Records relating to the planning and design of Regional roads in the City.
T -2300-001 PROVINCIAL ROADS
T + 15
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.
T -2400-001 HIGHWAY 407
C + 10
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.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
62
CORPORATE RECORDS RETENTION SCHEDULE
File Code Record Class
Retention Period
T-2500-001 TRANSIT GENERAL
C + 10
In-house and external studies relating to transit within the City. This record series Includes working papers,
technical reports and plans.
(Examples of sub categories that may be created for this classification.)
002 GO Transit
003 Durham Regional Transit
004 Greater Toronto Transit Commission
T -2700-001 AIRPORTS
C + 10
Records relating to the planning and development of an airport and air transportation within the City.
T-2800-001 RAILWAYS - GENERAL
C+6
Includes all records relating to the railway system in general.
(Examples of sub categories that may be created for this classification)
002 Canadian National Railway
003 St. Lawrence and Hudson
'-,L/
C'.l
..;--
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
63