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HomeMy WebLinkAboutCS 01-09 REPORT TO EXECUTIVE COMMITTEE Report Number: CS 01-09 Date: February 9, 2009 -\ 7 U, From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: City Policy ADM 060 ' - Records Management Policy - File: A-1100 Recommendation: 1. That Report CS 01-09 of the Director, Corporate Services & Treasurer be received; 2. That Policy ADM 060 Records Management Policy, be approved; and 3. That the appropriate officials be given the authority to give effect thereto. Executive Summary: On February 19, 2008, Council repealed By-law 737/77 and approved By-law 6835/08. The City Clerk then forwarded the approved By-law to the City's Auditors, Deloitte and Touch LLP, which was reviewed and approved in 2008. Therefore, a City Records Management Policy, ADM 060 was required to ensure effective implementation of By- law 6835/08. Financial Implications: An effective Records Management program will ensure that documents are created, stored and destroyed in a cost efficient manner. Sustainability Implications: A Records Management program is crucial in ensuring the City is in compliance with legislation and allows the City to destroy records that are no longer required, and sustain vital records for future stakeholders. Report CS 01-09 February 9, 2009 Page 2 Subject: ADM 060 Records Management Policy Or. Background: As part of the regulatory by-law review process, the Records Management By-law was amended. A proper Records Management program serves as a vital administrative function by providing the right information to the right person, at the right time, in the right medium and at the lowest cost possible to the organization. A substantial element of a Records Management program is having the entire organization engaged, and a City Policy will ensure that all staff are following the same procedures. Attachments: 1 . ADM 060 - Records Management Policy Prepared By: Approved/Endorsed By: rY~/.t~ Lisa Harker Coordinator, Records & Elections ~ ' J_~~C>../~ Debi A. Wilcox City CI~ ..s-~ ~" Gillis A. Paterson Director, Corporate Services & Treasurer Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council CAD CORP0227-07/01 revised CUlf o~ Attachment No. 1 to Report CSOl09 CITY POLICY 09 Policy Title: RECORDS MANAGEMENT POLICY Policy Number: ADM 060 Reference: Date Originated: Date Revised: Records Management By-law November 2008 Approval: Chief Administrative Officer Point of Contact: Deputy Clerk Policy Objective The Corporation of the City of Pickering (the "City") is committed to promoting and facilitating good record keeping in order to support accountability and effective government administration. The Corporation is also committed to ensuring that the right information is provided to the right person at the right time. The City will achieve this objective through the adherence to the Records Management Policy and Records Retention By-law to provide for record security, ease in locating records, minimal duplication, cost efficiency, and maximum service and access to users (Council, staff and our community stakeholders). All organizational records shall be retained and disposed of only in accordance with the retention by-law and with this and related polices and procedures. The retention schedules shall be developed in accordance with all applicable laws and regulations and good business practices. Compliance with them is mandatory on the part of all departments and employees. The objective of this Policy is to: 1. Compile and maintain a comprehensive inventory of all corporate records with the aid of a standard corporate records management software package (Laserfiche) . 2. Maintain a records classification system and an efficient indexing I retrieval system for all records created or used by the City. 3. Establish appropriate retention periods for the City's records and a cyclical approach to transferring records from active to in-active storage and provide efficient and prompt disposal of records when their administrative, legal and fiscal values have ceased. 4. Preserve records of enduring value or historical significance. 1 0 5. Standardize the type of equipment and supplies used in the maintenance of records within corporate facilities and provide for records management input into the design of existing or future accommodation of City facilities. 6. Provide training for staff involved in delivering and using the Records Management program. 7. Meet the necessary requirements to maintain a vital records program including a disaster recovery plan. 8. Facilitate processes which eliminate or reduce the need for the creation and retention of unnecessary records, including but not limited to forms, directives, reports, and all manners of correspondence (letters, memoranda and emails). 9. Provide records management input into the planning and development of systems designed to enhance information management. 10. Ensure access to all corporate records are created and maintained in an appropriate storage medium that is cost-effective, promotes easy access in a timely manner, and will satisfy retention requirements. Storage medium options will include, but are not limited to micrographics, paper and imaging. Index 01 Definitions 02 Responsibilities 03 Corporate Classification System 04 Paper / Hardcopy Records Management - Active Records Management 05 Paper / Hardcopy Records Management - In-Active Records Management 06 Paper / Hardcopy Records Management - Record Destruction 07 Paper / Hardcopy Records Management - Duplicate Copies and Transitory Records 08 Electronic Document Management 09 Records Retention at the Desktop Level Policy Title: Records Management Policy Policy Number: ADM 060 Page 2 of 20 '1 1 10 Electronic Mail (email) 11 Word Processing Files 12 Electronic Spreadsheets 13 Personal Organizer Files 14 Directory Architecture 15 Archiving Electronic Records & Data Preservation Appendix 1 Transitory Records Appendix 2 Storage Mediums 01 Definitions: 01.01 01.02 01.03 01.04 01.05 01.06 01.07 Active Records - Records that are current year, current year plus one year, or referred to on a regular basis. Alpha-numeric - A filing system combining alphabetic and numeric symbols to develop codes for classifying information. Centralized Files - Records that are generated or used by more than one organizational unit but are systematically arranged in one location and placed under the control of one staff person. Councillor's Records - Are considered "personal" records that are not subject to the Act where they are not related to the discharge of the councillors responsibilities as a member of councilor to some aspect of City Council's mandate and they are not in the custody or control of the City. A careful analysis of all relevant factors is required. Destruction Certificate - A list describing the contents of a record or group of records for which retention periods have expired and are prepared for destruction and which demonstrates approval for disposition. Disposal - The process of destroying obsolete records. Electronic mail (email) messaqes - Communications created, sent or received on an electronic mail system and include any Policy Title: Records Management Policy Policy Number: ADM 060 Page 3 of 20 1 2 01.08 01.09 01.10 01.11 01.12 01.13 01.14 01.15 attachments transmitted with the message and the associated transmission and receipt data. Email messages include those sent or received internally or externally. Electronic mail (email) system - Is a computer application used to create and receive electronic messages, and to transmit electronic messages and any other electronic documents in the form of attachments between individual users and/or groups of users. Electronic Records - Means any record that contains machine readable information or information that is created, used or stored in a digital medium. The information may be text, numbers, graphs, line drawings, pictures, images, or sound. Includes but is not limited to: word processing files, spreadsheet files, presentation graphics, electronic images, databases, audio and video recordings, voicemail, and email. Electronic records occupy media such as magnetic disks or tapes, audio or videocassettes, and compact or optical disks including all information stored on Laserfiche. File Inteqrity - Accuracy and completeness of records. In-active Records - A series of records which are older than current plus one year and which are not regularly accessed. Record - Means any record of information however recorded, created or received, whether in printed form, on film by electronic means or otherwise and includes: correspondence, a memorandum, a book, plan, map, drawing, diagram, pictorial or graphic work, photograph, film, microfilm, sound recording, videotape, machine readable record, any other documentary material, regardless of physical form or characteristics, and any copy thereof. Records Inventory - An identification and qualification of all the records under the custody and control of the City. Retention Period - The period of time during which records must be kept before they may be disposed of, usually in terms of years or contingent upon an event (i.e. T = Termination). Retention Schedule - A timetable that identifies the length of time a record must be retained (active and in-active status) before final disposition. Policy Title: Records Management Policy Policy Number: ADM 060 Page 4 of 20 1 3 01.16 Transfer List - A list describing the contents of a group of records, which are moved from an active storage area to an in-active storage facility. 01.17 Transitory Records - Those records and email messages that are required only for a limited time to ensure the completion of a routine action or the preparation of a subsequent record. Transitory records do not include records required by the City to control, support, or document the delivery of programs, to carry out operations, to make decisions, or to account for activities of the City (Appendix 1). 01.18 Vital Records - Records that are essential to resume or continue the organization's operations; those necessary to create the City's legal and financial position and/or those necessary to preserve the rights of the City, our employees and customers. 02 Responsibilities: 02.01 Department/Division Heads to: a) Actively support and understand the Records Management Policy and the procedures to ensure corporate adherence to the requirements of the Policy. b) Appoint a representative to the Records Management Team to perform the roles and functions as identified in the Policy and any supporting Procedures. c) Provide the necessary tools and training to ensure the effective implementation and adherence to the Policy. 02.02 Deputv Clerk to: a) Maintain a thorough knowledge of the Records Management Policy and supporting Procedures and relevant legislation. b) Ensure a consistent, cost-effective, and efficient approach to the management of corporate records. c) Provide ongoing training and guidance to staff within their area of responsibility to ensure compliance with guidelines and procedures outlined in this Policy and related procedures. d) Maintain the integrity of the records management program. Policy Title: Records Management Policy Policy Number: ADM 060 Page 5 of 20 1 4 e) Establish standards for public access to corporate information through active dissemination and routine disclosure. f) Establish regular communication with user departments / divisions. g) Assist designated Records Management Representatives ("RMR") in the implementation of the program. h) Ensure all departments / divisions are in compliance with records management policies and adherence to established procedures. i) Conduct initial corporate record inventory and ensure ongoing accuracy of it. j) Develop and maintain the Corporate Classification Index. k) Ensure the retention by-law is regularly reviewed for compliance with Provincial/Federal requirements and accurately reflects all corporate records, and ensure that necessary revisions are submitted to Council for approval. I) Ensure record transfers and disposals are conducted in accordance with the retention by-law. m) Establish a centrally managed corporate records centre (archives) and maintain an inactive records inventory. n) In cooperation with the Information Technology Section ("IT"), establish standards for application of storage mediums including paper micrographics and electronic storage systems. 0) Maintain a page on the City's Intranet and Internet through the Laserfiche system pertaining to Records Management ("RM") including Policies, Procedures, Retention By-law, Corporate Classification Index and forms. p) Administer the electronic RM system (Laserfiche) including but not limited to file structure development, template design and maintenance, report design, and process development. In cooperation with IT, coordinate requests from staff for user access rights on the electronic RM system (Laserfiche). Policy Title: Records Management Policy Policy Number: ADM 060 Page 6 of 20 1 r- :) q) In cooperation with IT ensure that vital records are protected in an appropriate manner so as to ensure access and use in the event of disaster. 02.03 Information Technolooy Section to: a) Maintain knowledge of the Records Management Policy and supporting Procedures as they pertain to IT. b) Ensure a consistent, cost-effective, and efficient approach to the management of electronic corporate records. c) With the assistance of the Coordinator, Records & Elections coordinate transfers and disposals of electronic corporate records are conducted in accordance with the retention by- law. d) Ensure RM software is functional and current. e) In cooperation with the Deputy Clerk, implement industry standards for application of electronic storage mediums. f) In coordination with the Coordinator, Records & Elections manage the security of the electronic RM system (Laserfiche) including access and functionality security. g) In cooperation with the Deputy Clerk ensure that vital records are protected in an appropriate manner so as to ensure access and use in the event of disaster. 02.04 Manaoement & Supervisory staff to: a) Ensure each unit's records are maintained in accordance with the Records Management Policy, supporting Procedures and the Records Management By-law. b) Adhere to the Records Classification System and records retention schedule approved by the City for all corporate records. c) Comply with records management standards for creation, maintenance and use of records. d) Ensure staff are provided the necessary training to enable them to perform their responsibilities detailed in the Records Policy Title: Records Management Policy Policy Number: ADM 060 Page 7 of 20 i 1 1 6 Management Policy, supporting Procedures and Records Management By-law. 02.05 Records ManaQement Representative ("RMR") to: a) Actively participate on the Records Management Team. b) Liaise with the Deputy Clerk regarding changes to department I division methods, functions and structure and request any necessary amendments to the Corporate Classification Index. c) Ensure departmental records are maintained and updated in accordance with the program. d) Manage filing supplies for the paper files and ensure storage requirements are met. e) Verify records transfer list, annually coordinate transfer approvals and ensure records are properly prepared for transfer to in-active storage. f) Verify Destruction Certificates and coordinate necessary sign-ofts. 02.06 Users I File Clerks to: a) Maintain records in good operational order, according to this policy and supporting procedures, to ensure file integrity. b) Prepare new folders when necessary. c) Liaise regularly with RMR. d) Notify RMR of any suggested new classifications, modifications to the retention schedules, and any errors or omissions listed in the records retention schedules. e) Prepare records for transfer to inactive storage in accordance with established procedures. f) Eftect daily disposal of email and personal PC records and any other records. Policy Title: Records Management Policy Policy Number: ADM 060 Page 8 of 20 1 7 03 Corporate Classification System: 03.01 The Classification System is alpha-numeric by subject and will be applied to all corporate records, regardless of medium. 03.02 The Classification System will be centrally managed. Any required changes will be done by approval of the Deputy Clerk. 03.03 The standard system is divided into primary and secondary subjects. The six primary headings are: A Administration D Development F Finance L Law o Operations S Services T Transportation The secondary subjects represent the numeric block of a defined job function (i.e. 1400 - Municipal Council and Standing Committees - General) within a major business function (i.e. A - Administration). 03.04 Occasionally, secondary subjects may be further subdivided into a third or tertiary subject heading, when a secondary subject requires further breakdown (i.e. A-1400-002 - Executive Committee). 03.05 All electronic files created and managed on network directories and in the electronic RM system (Laserfiche) shall be structured and arranged in the same order as the Corporate Classification Index. 04 Paper I Hardcopy Records Management - Active Records Management: This section addresses the Management policies to be applied to the City's paper / hardcopy records. 04.01 Where possible all active records will be centrally maintained within work units / divisions. Corporate files should not be kept in individual offices or desks. 04.02 Access to records containing personal information shall be limited to staff who need access to the record in the performance of his or her duties and if the disclosure is necessary and proper in the discharge of City business. Policy Title: Records Management Policy Policy Number: ADM 060 Page 9 of 20 1 8 04.03 Filing responsibilities will be assigned to designated staff members to ensure consistency and compliance with Procedures. 04.04 Only active records will be maintained in office in accordance with retention schedules. 04.05 A cyclical approach to file maintenance will be employed. Where appropriate, annual files will be created to facilitate the systematic approach to file retention and disposition. 04.06 Active files shall be maintained in filing cabinets. Access to records identified as highly sensitive or confidential shall be limited and cabinets containing these records shall be locked when not in use and at the end of every business day. 04.07 For health, safety and security reasons, records transferred to file boxes shall not remain in office, but shall be transferred to the appropriate in-active (or semi-active) storage facility. 05 Paper I Hardcopy Records Management - In-Active Records Management: 05.01 All in-active records shall be transferred to archive storage. 05.02 A batch transfer of in-active files will be conducted annually. Ad hoc transfers may also be conducted throughout the year, if required. 05.03 In-active storage facilities are centrally managed and access is restricted for security purposes. 05.04 A combination of electronic I digital, microfiche and paper mediums will be used for the storage of in-active records. The optimum storage medium is determined through the analysis of the record class (Appendix 2). 06 Paper I Hardcopy Records Management - Record Destruction: 06.01 Records due for disposition (as determined by the Records Retention By-law) will be disposed of through a batch process once per year (typically Dec-Jan). 06.02 To ensure security of confidential information, all record disposals will be done via a shredding company. Policy Title: Records Management Policy Policy Number: ADM 060 Page 10 of 20 1 9 06.03 The Clerks Division, in cooperation with Supply & Services, will schedule the shredding. 06.04 Destruction Certificates must be prepared. Certificates must include the necessary sign-off authorization for each record prior to shredding. 07 Paper I Hardcopy Records Manaaement - Duplicate Copies and Transitory Records: 07.01 Duplicate copies or transitory records are records that have only temporary value and which are not required to meet statutory obligations, set policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of legal, financial, operation or other decisions for the City. Copies of these records may be maintained by City employees in their own offices or elsewhere for convenient reference or other purposes. These additional copies may be in the same format as the official record copy or in a different format. Regardless of the medium, they are duplicates for the purposes of retention. They are City property and are subject to this and all corporate records management policies and procedures. 07.02 Duplicate and transitory records shall not be specifically referenced in the City's Records Retention By-law, but instead are subject to the following: a) That the duplicate and/or transitory record for a particular record series is fully and exclusively satisfied by the record copy. b) Duplicate and transitory records should be discarded at the earliest practical opportunity when they are no longer needed for reference purposes. c) In no case are duplicate records to be retained longer than the time period stipulated for the record copy. d) Duplicate or transitory records are not to be sent to the archives or any other off-site storage. e) Sometimes duplicate records can become "new" records and therefore would be subject to the retention rules. For example, when annotations of substantive value are made to a duplicate record, that record then attains value as a separate record, which may need to be considered a new Policy Title: Records Management Policy Policy Number: ADM 060 Page 11 of 20 20 "official" record for purposes of retention (i.e. retention time may increase). f) Copies of certain records series for back-up or vital records protection are to be retained in designated storage locations for the same time periods as the corresponding record copies (i.e. microfiche copies). 08 Electronic Document Manaaement: 08.01 Laserfiche Document Management Software System provides for the following and shall be the standard system used as a central repository to maintain a current and accurate inventory of all electronic corporate records retained for long-term use in accordance with this policy and the City's Records Retention By- law (excludes records, data, graphs, maps, plans, drawings created in a dedicated software database system maintained exclusively for said records, including but not limited to GIS-based systems, Amanda, Customer Care Tracking System and Vailtech). The Laserfiche system can be utilized for: a) Scanning and importing tools to bring documents into the system b) Archiving and storing documents c) Indexing to organize documents d) Retrieval tools for finding records e) Access control to provide documents to authorized users 08.02 Specific procedures shall be created for: scanning and entering data, ensuring that all information with the images is readable and that the accuracy of index terms is verified, revising and deleting images, system back-ups and recovery, security and record disposition. 08.03 The file structure within Laserfiche shall be designed to reflect the Corporate Classification Index. 08.04 Standard indexing templates shall be managed by the Deputy Clerk. All records managed in Laserfiche shall be indexed using the respective index template. Policy Title: Records Management Policy Policy Number: ADM 060 Page 12 of 20 21 08.05 The Laserfiche administrator shall be the Deputy Clerk and is responsible for administering the file structure within Laserfiche, conducting user training, and establishing and authoring system documentation. 08.06 IT shall be responsible for system back-ups, security, user permissions, and data migration and disposition. 08.07 The City is the owner of all electronic records created, received, and/or maintained by City employees in support of the City's mission, business operations, and other activities. They are the City's property. 08.08 The City's ownership further extends to electronic records created, received, and maintained by third-party contractors that pertain to City operations and activities. These records too, are subject to this policy. 09 Records Retention at the Desktop Level: 09.01 Essentially the City's electronic records at the desktop level may be classified into one of the following types of records: project management data, email records, word processing files, spreadsheets, and personal organizer files. 09.02 All employees who create and use electronic records and information are responsible for the following: a) Maintaining all electronic records in a manner designed to ensure their accessibility, integrity, confidentiality, authenticity, and usability for any and all business of the City. b) Maintaining proper security over all electronic records. All electronic records created, received and/or maintained on the City's computers shall be accessible to employees as necessary for their specific work responsibilities. The City's information security policies and practices will govern access and security over these records. c) Organizing and indexing all electronic records in a manner designed to facilitate their efficient access and use, not only by their creator but also to other City staff who may be required to use them. Policy Title: Records Management Policy Policy Number: ADM 060 Page 13 of 20 22 d) Effecting the regular and systematic disposal of electronic records, in accordance with the City's Records Retention By- law and with these and other policies and procedures. e) Promptly halting the disposal of relevant electronic records upon notification of litigation proceedings conducted by Legal Services. 09.03 Desktop PurQe Days - All users are responsible for conducting one or more Desktop Records Purge Days each month. All employees are required to review all electronic records and files under their custody and control on their I:\drive, and effect the disposal of all files no longer required. The RMR for each work unit is responsible for encouraging staff to review and purge (as appropriate) their Department I Work Unit Network Directory. Records eligible for disposal will be deleted or purged from all storage media under user control - hard disks, network servers and removable disks. Note: when electronic records are deleted from desktop hard drives, all backup copies must be deleted as well (IT back-ups excluded). 10 Electronic Mail (email): Notwithstanding the Personal Computer Use Policy (ADM 030) this section addresses the email messages as records and defines policy for retention use and disposition of emails either created on or received in the City's email system. 10.01 Email is NOT a long~term storage repository. The City's email system is a tool to facilitate communications, and is not for the long- term preservation and storage of City Business Records. 10.02 The maximum retention period for an email record is 90 days after the message is sent or received. This 90-day retention period also applies to drafts and attachments and archived email messages. 10.03 Storage of email messages and attachments are subject to limitations. All employees are required to delete email messages on a monthly basis that are no longer required. 10.04 Emails older than eighteen months will be automatically archived. IT reserves the right to alter this time parameter should the volume of available disk space require it. 10.05 The following types of email messages are considered records and should be saved and filed in the same way as records: Policy Title: Records Management Policy Policy Number: ADM 060 Page 14 of 20 2 ~~ a) Messages that reflect the position or business of the department/work unit; b) Messages that initiate, authorize or complete a business transaction; c) Messages received from external sources that form part of a departmental record; d) Copies containing more or less information than the original record; e) Original messages of policies or directives; f) Original postmaster messages, and where the information does not exist elsewhere; g) Messages related to work schedules and assignments; h) Agenda and minutes of meetings; i) Briefing notes; j) Final reports and recommendations. 10.06 Email records shall be: a) Filed in the corresponding electronic file; b) Printed and filed in the work unit's central paper file system; or c) Saved and classified in Laserfiche prior to deleting the message from the email system. Emails filed in Laserfiche shall be indexed using the email template and shall include any and all attachments. 10.07 The following types of email messages are considered transitory records: a) Drafts created, sent or received and used for information or reference purposes only; where any additional information has been incorporated into subsequent versions; or where they are rough or working drafts that are not required to document the steps in the evolution of a document. Policy Title: Records Management Policy Policy Number: ADM 060 Page 15 of 20 24 b) c) d) e) f) Messages that are copies of information used only for convenience of reference and not as the official record. Messages in a form used for casual communication. Informal messages or rough drafts that are not required as evidence in the development of a document. Miscellaneous notices of employee meetings, holidays, etc. Messages received as part of a distribution list or received from other Internet sources, solely for convenience or reference. 10.08 Transitory emails as described in 01.06 shall be deleted from the email system within 90-days of sending or receiving the email and once the information is no longer of use. Transitory emails shall not be stored on a local drive for long-term storage. 10.09 Email messages sent internally for administrative or organization requirements are considered duplicate copies. These messages may be deleted once the information is no longer of use to the recipient. The onus is on the originator to ensure that the original message is retained as a departmental record. 10.10 If you reply to any of these emails, you are adding to the copy, and therefore, creating a new original. As the originator you must determine if this new message is a departmental record and needs to be retained. 11 Word Processina Files: 11.01 All documents created within word processing applications (including desktop publishing applications) are considered Word Processing Files. 11.02 Where the document is intended to produce a paper copy, the user shall delete the original and any draft versions after the final version is printed and placed in the work units centralized file system. 11.03 Where the electronic document is intended to be the official "file" copy of the record, the user shall not delete it without specific or general disposal authority, unless paper equivalents exist. 11.04 Where the electronic document is created as a word processing file but is printed in hardcopy and requires a signature (i.e. a letter or Policy Title: Records Management Policy Policy Number: ADM 060 Page 16 of 20 0f.) L.-... report) the electronic document shall be considered a draft or working copy. If this record is to be retained electronically, the signed hardcopy must be scanned into Laserfiche. 12 Electronic Spreadsheets: 12.01 Where the spreadsheet is used to manipulate and evaluate data supplied by another database, the spreadsheet shall be deleted when the information is no longer required or within 90 days of completing the task. 12.02 Where the spreadsheet is used as a database, regular reports shall be generated and saved and classified into Laserfiche or printed and filed in the work units central paper file system. 12.03 Spreadsheets used as a database shall be stored on the network directory. 13 Personal Oraanizer Files: 13.01 All entries on the calendar, diary, "to do" lists, address lists and all other personal organizer application files shall be deleted when no longer required. 14 Directory Architecture: 14.01 Directories are the equivalent of a file folder used for paper records and are used and relied on for assisting and maintaining organized electronic files. The Corporate Directory Architecture is designed by the IT and RM Team. The design is intended to provide a controlled central repository for staff use. It is imperative that directories be carefully and logically created and maintained. Too many or too few directories foster confusion. 14.02 C:\ Drive - The C:\drive is the hard drive on a PC. This drive is not included in the IT file backup protocol and files stored on this drive are not easily shared or referenced. As such, no files shall be stored on this drive. 14.03 I:\drive - IT provides each staff member with a network drive to be used only by that staff member. Only records of a "personal" nature shall be stored on the employee's designated I:\drive. Corporate records, templates or reference files shall not be stored on the I:\drive. Policy Title: Records Management Policy Policy Number: ADM 060 Page 17 of 20 26 14.04 J:\drive - Every Department/Work Unit is assigned a J:\drive. This network drive shall be accessible by each staff member of the work unit. The file structure on J:\drive shall be consistent with the Corporate Classification System. This drive shall be used to store drafts, working copies, templates or reference files. This drive shall not be used for long-term storage of permanent, electronic corporate records. Files such as these shall be stored in Laserfiche. 15 Archiving Electronic Records & Data Preservation: 15.01 Records Stored in Laserfiche for long-term retention shall only be stored in .tff format and the associated OCR files shall be in ASCII format. Thus, providing a system of standard, non-proprietary image and text formats, which will facilitate future conversions as required. 15.02 Archived records shall be loaded and migrated annually to preserve the integrity of the records and to retain the ability to retrieve, display and use them over time. 15.03 Storage of media used for electronic archived records should be environmentally controlled as follows: a) maximum 200 C with relative humidity of 20-30%; b) maximum 150 C with relative humidity of 20-40%; or c) maximum 100 C with relative humidity of 20-50%. Policy Title: Records Management Policy Policy Number: ADM 060 Page 18 of 20 )" ~.. / APPENDIX 1 Transitory Records Ongoing destruction or deletion of transitory records is the key to managing information effectively and reducing records-related costs. It should be part of everyone's normal administrative practices to "read and delete" and make good use of your recycling bin. Common types of transitory records, which can and should be discarded as soon as you (and all other relevant users) are finished with them: q Miscellaneous notices or memoranda, such as "To All Staff', emails, notices of holidays or special events, or minor information items concerning routine administrative matters or other minor issues not pertaining directly to your program area. q Information copies of widely distributed materials such as committee minutes, agendas, newsletters. q Preliminary drafts of letters, memoranda, or reports and other informal notes which do not represent significant steps in the preparation of a final document, and which do not record decisions. q Duplicate copies of documents in the same medium, which are retained only for convenience or future distribution (e.g. extra photocopies, duplicate copies of databases, etc.). q Personal messages (e.g. "Let's meet for lunch.). q Phone messages (e.g. "Please return call... ..). q Publications, such as published reports, administration manuals, telephone directories, catalogues, pamphlets, or periodicals (e.g. Municipal Matters, Municipal Monitor). q Duplicate stocks of obsolete publications, pamphlets, or blank forms. q Unsolicited advertising materials (e.g. Brochures, company profiles, price lists, etc.). Policy Title: Records Management Policy Policy Number: ADM 060 Page 19 of 20 28 Storage Mediums APPENDIX 2 The following criteria shall be considered in determining the optimum storage medium for a record series. Retention I Storage Value + <7 = + <7 = + <7 = <7 = + >7 & <25 = + >7 & <25 = + > 7 & <25 = + > 7 & <25 = > 7 & <25 = + >25 = + >25 = + >25 = >25 = Policy Title: Records Management Policy Policy Number: ADM 060 Page 20 of 20