HomeMy WebLinkAboutBy-law 7127/11
The Corporation of the City of Pickering
By-law No. 7127/11
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 eneraI 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 a roll system.
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
correspondence.
F-4220-001 Tax Certificates C + 6
Records relating to letters from lawyers requesting tax certificates.
By-law No. 7127/11 Page 2
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
Marria e Licence Applications (duplicate record).
L-2240-001 CancelledMithdrawn/Dismissed Parking Tickets 1 year
Parking tickets which have been cancelled, withdrawn, dismissed,
acquitted 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.
C+1
L-2341-001 Sign Permits -Portable
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
registration.
S-3011-001 Pound Book 2 years
Records from the Animal Services Shelter
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 18th day of April,
2011.
David Rya o
Debbie Shields, City Clerk