HomeMy WebLinkAboutCAO 07-11
Report To
Executive Committee
PICKERING Report Number: CAO 07-11
Date: April 11, 2011
128
From: Debbie Shields
City Clerk
Subject: Records Management By-law Amendment
Recommendation:
1. That Report CAO 07-11 of the Chief Administrative Officer be received;
2. That the Draft By-law to amend By-law 6835/08 Records Management for the
City of Pickering, included as Attachment #1 to this Report, be approved; 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 regular review process, the Records Retention
By-law has been updated as deemed necessary based on administrative and legislative
requirements. The City Clerk determines the appropriate classification and destruction
date of records, taking into account legal, financial, administrative, operational and
historical values of each record.
Financial Implications: There are no financial implications.
Sustainability Implications: An effective 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: On February 19, 2008, City Council approved By-law 6835/08, a
by-law to establish retention periods for records of the Corporation of the City of
Pickering. As Departments have now been working with the current schedule for two
years, it is timely to review the Corporate Records Retention Schedule to ensure it.
continues to reflect the ongoing needs of each Department. Departments were
canvassed for their input, and the following recommendations have been made.
Report CAO 07-11 April 11, 2011
129
Subject: Records Management By-law Amendment Page 2
File Code Description Retention Change Type
Period
A-2211-001 Vital Stats - General C + 6 File Code
General records relating to birth, death and Addition
marriage registration, which cannot be classified
elsewhere.
A-2212-001 Vital Stats - Marriage 2 years File Code
Marriage License Applications (duplicate record). Addition
F-1300-001 Capital Projects T + 6 File Code
Records related to large capital budgeted and Addition
funded projects.
F-3200-001 General Ledger AGGOURtS P Change to title
Comprehensive annual general ledger of all
transactions posted to the general ledger. Also
includes final trial balance.
F-3211-001 Accounting - General C + 6 File Code
Records related to accounting that cannot be Addition
classified elsewhere.
F-4140-001 Payroll Timesheets C + 5 Change in
Records associated with the individual time entry retention period
b employees into the payroll s stem. former) C + 6
F-4200-001 Tax Revenue - General C + 6 Change to title
Records relating to tax revenue in general, and description
including calculations, which cannot be classified
elsewhere. Includes merge reports, returned
mail, ad samples, MPAC street index, and
equipment correspondence.
F-4220-001 Lawyers Letters Tax Certificates/Nlertgage- C + 6 Change to title
Letters and description
Records relating to letters from lawyers
requesting tax certificates, mortgage letters and
aRY ether GGFFesPGRdenno regarding payment
F-4230-001 Change of . Tax Account Changes C + 6 Change to title
Records relating to change of ownership
information, mailing address changes, mortgage
company changes and MPAC sales listing.
F-4300-001 Assessment/Tax Rolls/Tax Registration P Change to title
Original assessment rolls and tax collector's rolls
for the City of Pickering.
L-2240-001 Cancelled/Withdrawn/Dismissed Parking 1 year Change in
Tickets retention period
Parking tickets which have been cancelled, as per Auditor's
withdrawn, dismissed, acquitted or where the recommendation
CORP0227-07/01 revised
Report CAO 07711 April 11, 2011130
Subject: Records Management By-law Amendment Page 3
conviction has been struck. (formerly 6
months
L-2310-001 Animal Licences 2 years Change in
Records relating to the licensing of cats and (hard retention period
dogs. copy) (formerly C + 6
L-2334-001 Taxicab Plate Eligibility List Permanent Change in
Records include names of persons who have retention period
applied for taxicab plate owners licences. (formerly
Superseded)
L-2341-001 Sign Permits - Portable C + 1 File Code
Records include portable sign permit Addition
applications, copy of permit and any supporting
documentation and correspondence.
0-2340-001 Roads - Accident Statistics Permanent File Code
Records associated with statistics reporting of Addition
accidents concerning emergency services and
traffic.
S-2000-001 Services and Programs 2 years Change to
Records include information relating to the description
administration, scheduling and offering of
programs, memberships and program
registration.
S-3011-001 Pound Book 2 years File Code
Records from the Animal Services Shelter Addition
Attachments:
1. Draft Records Management By-law
Prepared By: Approved/Endorsed By:
Lisa Harker, MPA Debbie Shields
Coordinator, Records & Elections City Clerk
DS:lh
Copy: Chief Administrative Officer
CORP0227-07/01 revised
Report CAO 07-11 April 11, 2011
131
Subject: Records Management By-law Amendment Page 4
Recommended for the consideration
of Pickeri City Cou H
Tony revedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
I
.
The Corporation of the City of Pickering
132
By-law No. ****/11
Being a by-law to amend By-law 6835/08 to
establish retention periods for records of the
Corporation of the City of Pickering.
Whereas By-law 6835/08 provides for the establishment of retention period for records
of the City of Pickering; and
Whereas the Records Retention Schedule is to be reviewed as required 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.
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. The Corporate Records Retention Schedule is hereby further amended as
follows:
File Code Description Retention
Period
A-2211-001 Vital Stats - General C + 6
General records relating to birth, death and marriage registration,
which cannot be classified elsewhere.
F-1300-001 .Capital Projects T + 6
Records related to large capital budgeted and funded projects.
F-3200-001 General Ledger P
Comprehensive annual general ledger of all transactions posted to
the eneral ledger. Also includes final trial balance.
F-3211-001 Accounting - General C + 6
Records related to accounting that cannot be classified elsewhere.
F-4140-001 Payroll Timesheets C + 5
Records associated with the individual time entry by employees into
the payroll s stem.
F-4200-001 Tax - General C + 6
Records relating to tax revenue in general, including calculations,
which cannot be classified elsewhere. Includes merge reports,
returned mail, ad samples, MPAC street index, and equipment
corres ondence.
F-4220-001 Tax Certificates C + 6
Records relating to letters from lawyers requesting tax certificates.
By-law No. ****/l 1 Page 2
133
F-4230-001 Tax Account Changes C + 6
Records relating to change of ownership information, mailing
address changes, mortgage company changes and MPAC sales
listing.
F-4300-001 Assessment/Tax Rolls/Tax Registration P
Original assessment rolls and tax collector's rolls for the City of
Pickering.
A-2212-001 _ Vital Stats - Marriage 2 years
Marriage Licence Applications (duplicate record).
L-2240-001 Cancelled/Withdrawn/Dismissed Parking Tickets 1 year
Parking tickets which have been cancelled, withdrawn, dismissed,
ac uitted or where the conviction has been struck.
L-2310-001 Animal Licences 2 years
Records relating to the licensing of cats and dogs.
L-2334-001 Taxicab Plate Eligibility List Permanent
Records include names of persons who have applied for taxicab
late owners licences.
L-2341-001 Sign Permits - Portable C + 1
Records include portable sign permit applications, copy of permit
and an su ortin documentation and correspondence.
0-2340-001 Roads - Accident Statistics Permanent
Records associated with statistics reporting of accidents concerning
emer enc services and traffic.
S-2000-001 Services and Programs 2 years
Records include information relating to the administration,
scheduling and offering of programs, memberships and program
re istration.
S-3011-001 Pound Book 2 years
Records from the Animal Services Shelter
I
2. This by-law shall come into force on the date that it is approved by the Council of
The City of Pickering.
By-law read a first, second and third time and finally passed this 11th day of April,
2011.
David Ryan, Mayor
Debbie Shields, City Clerk