HomeMy WebLinkAboutBy-law 139/74CORPORATION OF THE TOWN OF PICKERING
BY-LAW NUMBER 13q l74
Being a By-law to establish schedules
of retention for records of the
Corporation of the Town of Pickering.
The Council of the Corporation of the Town of Pickering
enacts as follows:
All departments shall schedule retention periods for all
their receipts, vouchers, instruments, rolls or other
documents, records and papers, whether written, printed
or produced by mechanical, chemical or electronic means.
The departments set out in Column 1 of schedule "A" to
this by-law shall ensure the retention in their department
of the receipts, vouchers, instruments, rolls or other
documents, records and papers, whether written, printed
or produced by mechanical, chemical or electronic means,
set out in Column 2 of the said Schedule, for the period
set out in Column 3 of the said Schedule, and the Town
Clerk shall ensure the retention of the receipts, vouchers,
instruments, rolls or other documents, records and papers,
whether written, printed or produced by mechanical, chemical
or electronic means, set out in Column 2 of the said Schedule
for the period set out in Column 4 of the said Schedule.
At the end of the retention period in Column 4, or at the
end of the retention period in Column 3, if no retention
period is listed in Column 4, the receipts, vouchers,
instruments, rolls or other documents, records and papers,
whether written, printed or produced by mechanical,
chemical and electronic means, may be destroyed by the
Town Clerk unless in his discretion any one or more of
them should be retained for archival purposes.
4. This by-law shall come into force upon receiving the approval
of the Town Auditor.
By-law read a First, Second and Third Time and PASSED in open
Council this day of '1?tMw 1974.
? h.
Mayor
I\,
Clerk
Ifl,?e?,tte, aa?ak.? y- ?.t,la.
1 ?rl '
SCHEDULE "A" TO BY-LAW NUMBER
COLUMN 1 COLUMN 2 COLUMN 3
Retention
Period in
Department
(Including
Current
Year
Department RECORDS
LEGAL General Correspondence 4
DEPARTMENT Subject Correspondence 7
Agendas - Printed Copies 1
Appeals - Assessment 21
Appeals - Provincial Court 21
Appeals - Planning Board and
Committee of Adjustment 21
Capital Works 21
Easements - Temporary and
Permanent Permanent
Expropriations Permanent
Leases 1
After expiry
of Lease
Litigation and Claims Permanent
Local Improvements 21
Property - Exchanges Permanent
Property - Purchases Permanent
Property - Sales Permanent
Prosecutions 10
BY-LAW General Correspondence 4
ENFORCEMENT
Subject Correspondence
7
SECTION
Activity Reports
Monthly and Annual 2
Agendas - Printed Copies 1
Complaints
Investigation Reports 2
Purchase Orders
Duplicates 2
Purchase Requisitions
Duplicates 2
Registered Mail Receipts
Duplicates 1
Reports - Printed Copies,
Council, Boards,
Committees, etc. 1
COLUMN 4
Retention
Period in
Central
Records
/...2
SCHEDULE "A" - Page 2
COLUMN 1
COLUMN 2
COLUMN 3 COLUMN 4
Department
PERSONNEL
DEPARTMENT
Records
Retention Retention
Period in Period in
Department Central
(Including Records
Current
Year
General Correspondence 4
Subject Correspondence 7
Accident Reports - Vehicles,
Copies 2
Agendas - Printed Copies 1
Agreements - Union, Other
Municipalities 3
Applications - Unsuccessful
Applicants 1
Employee History Files Permanent
Establishment of Strength Permanent
Until Superseded
Job Vacancy - Postings Permanent
Until Superseded
Meeting Files - Committees,
Boards, etc. 4
Merit Rating Reviews - Annual2
Position Descriptions 2
After Superseded
Purchase Orders
Duplicates 2
Purchase Requisitions -
Duplicates 2
Reports - Printed Copies,
Council, Boards, Committees,
etc. 1
Request for Additional Staff 7
Requisitions -
To fill a vacancy 7
Rules and Regulations Permanent
Until Superseded
Seniority Listings Permanent
Until Superseded
Surveys - Administration
Organization - Procedures
Permanent
Vacation - Annual
Entitlement 7
TOWN CLERK's By-laws - Operating ) 21 rdtHaN?'4
x
By-laws - Non-Operating) 21
* Correspondence File
/...3
SCHEDULE "A" - Page 3
COLUMN 1 COLUMN 2
Department Records
TOWN CLERK'S General Correspondence
contd. Subject Correspondence
Agendas - Printed Copies
Communications
COLUMN 3
Retention
Period in
Department
(Including
Current
Year)
Agreements - Site Plans )
Agreements - Special )
Agreements - Subdivisions)*
Registered )
Agreements - Subdivisions)
Not Registered
* Correspondence Files )
Minutes
Assessment Review Court
Assessment Records
(Notices of sittings
and decisions)
Assessment Review Court
Cancellation, Reduction
and Refund Records
(Notices of sittings
and decisions)
Local Improvement Special
Assessment Rolls
Assessment Alteration
Advice Sheets
School Support Resolutions
Assessment Rolls
Local Improvements
Petitions
County Judge Judgements
(Written reasons for
judgements)
Ontario Municipal Board
Assessment Appeals and
Decisions
Supreme Court Judgements
Sewer Connections
Purchase Orders
Duplicates
Purchase Requisitions
Duplicates
Highways - Closings
Highways - Widenings and
Extensions
4
7
1
3
21
21
21
21
3
2
2
2
1
3
2
2
21
2
2
21
21
COLUMN 4
Retention
Period in
Central
Records
22
Permanent
3
23
30
3
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
/...4
SCHEDULE "A" - PAGE 4
COLUMN 1
COLUMN 2 COLUMN 3 COLUMN 4
Retention Retention
Period in Period in
Department
PLANNING
DEPARTMENT
Department Central
(Including Records
Current
Year)
Records
General Correspondence 4
Subject Correspondence 7
Agendas - Originals
Planning Committee 1
Consents - Committee of
Adjustment 21
Consents - Planning Board 21
Decisions - Originals -
Variance/Consent Permanent
Committee of Adjustment
By-law Amendments (Zoning)
Correspondence 21
Official Plan/Official Plan
Revisions/Official Plan
Amendments
Correspondence 21
Plans - Original Linens,
Cronaflex Negatives, for
Official Plan & Revisions Permanent
Plans - Original Linens,
Cronaflex Negatives, for
Zoning By-laws Permanent
Minutes - Originals
Committee of Adjustment Permanent
Planning Board Permanent
Planning Committee Permanent
Resolutions - Originals
Planning Board Permanent
Planning Committee Permanent
Site Plan Application
Correspondence 21
Subdivisions - Registered
Correspondence 21
Subdivisions - Not Registered
Correspondence 21
Maps - Original Linens,
Cronaflex, Negatives, Etc.
for Base Contours, Polling
Subdivisions Etc. 1
Reports - Printed Copies 1
Purchase Orders - Duplicates 2
Purchase Requisition-Duplicates 2
SCHEDULE "A" - Page 5
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4
Reten on Retention
Period in Period in
Department Central
(Including Records
Current
Year)
Department Records
TREASURY Paid Debentures and Coupons 15
DEPARTMENT Cancelled Cheques 7
Accounts Payable invoices and cheque
copies 7
Bank Statement 7
Cash Receipts duplicate copies 7
Journal Entries 7
General ledger cards and account
analysis 7
Capital account ledgers and vouchers 7
Cash Receipts Book 7
Invoice copies 7
Cheque register 7
Registered Mail books 7
Subject correspondence 7
General correspondence 7
Bankruptcy & Estates correspondence 7
Budget preparation files 7
Transit daily statistics sheets 1
Parks & Recreation daily cash reports 1
Bank remittance tapes 1
Plumbing permit copies 1
Accounts for approval listings 1
Accounts payable machine backing shee ts 1
Journal entry - backing sheets 1
Duplicate deposit books 1
Payroll Terminated employees files Permanent
Individual earnings records Permanent
T 4 Copies 7
Pay Registers 7
Vacations - annual entitlement 7
Time cards and attendance records 3
Payroll deduction accounts 3
Union agreements 3
Payroll computer input 1
/...6
SCHEDULE "A" - Page 6
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4
Retention Rete=ion
Period in Period in
Department Central
(Including Records
Current
Department Records Year)
TREASURY Tax Ledger Cards & Collector's Roll Permanent
DEPARTMENT Tax Registration Files Permanent
(Continued)
Tax Sale Files Permanent
Tax Tax Sale Deeds Permanent
Local Improvement Registers Permanent
Bailiff Warrants & Correspondence 15
Property Tax Reduction Listings 15
Tax posting stubs - current year 7
Tax arrears receipts
Tax billing records
Tax write-off records
Tax certificate requests
Tax certificate copies
Machine backing posting sheets - taxes
Tax billing backing sheets
Month end balancing tapes
Purchasing Quotation - Tenders
Purchase Order duplicates
Requisition copies
Confirmation reports
Printed Reports
PUBLIC WORKS General Correspondence
DEPARTMENT
(Including
Subject Correspondence
Roads) Accident reports - Vehicle & Equip.
Budgets - Capital Works. Current,
Annual, 5 & 10 years
Budgets - Operating
Budget Control Ledger - (Sheets)
By-law Violations - Correspondence
(Garbage, etc.)
By-law violations - Daily & Monthly
Reports
By-law Duplicates
Cash Disbursements - Distribution of
Finance. Print out
Construction - Project Files
Crew Reports - Daily, etc.
Delivery tickets
Deposit records - Roadway damage
Driveway Culverts - Application &
Record
Expenditure Reports - M.T.C.
7
7
7
7
7
1
1
1
7
3
3
3
1
4
7
2
12
11
4
5
5
2
2
21
3
2
7
Permanent
2
/...7
SCHEDULE "A" - Page 7
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4
Retention Retention
Period in Period in
Department Central
(Including Records
Current
Department Records Year)
PUBLIC WORKS Expenditure Reports - M.T.C. Copies 4
DEPARTMENT
(Continued) Inspectors Daily Reports
(Construction) 10
Invoices - Duplicates 2
Local Improvements - Schedules, etc. 5
Meeting Files - Staff, etc. 4
Minutes - Printed Copies, Council etc. 1
Monthly Reports - Statistics 2
Performance Bond & Financial
Contribution - Subdivisions, Copies 2
Plans - Registered Subdivisions. Prints Permanent
Printing requisitions - Duplicates 2
Progress Reports - Works Construction 10
Purchase requisitions - Duplicates 2
Reports - Printed Copies, Council,
Boards, Committees, etc. 5
Sewer Connections - Application for Pe rmanent
Subsidies - M.T.C. Claims 5
Tenders - Successful (Contracts)
Copies 2
Tenders - Unsuccessful, Copies 1
Time Reports 5
Work Orders - Duplicates 2
Work's Services Clearance for
Building Permits 5
Inspectors Reports - Road Maintenance 5
All accounts Pe rmanent
SUBDIVISION General Correspondence 4
CONTROL
Subject Correspondence
7
SECTION
Agreements - Special 7
Site Plan Applications - Project Files 7
Subdivision - Project Files
TECHNICAL General Correspondence
SERVICES
SECTION Subject Correspondence
Capital Works
Concrete Test Reports
Design Files
Drawing-Town Standard Drawings
Drawings - Miscellaneous
Field Notes (Surveys)
Inspectors Daily Reports
Construction
Permanent
4
7
Life of Pr
4
Permanent
Permanent
Permanent
Permanent
2
/...8
SCHEDULE "A" - Page 8
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4
Rete on Ret?on
Period in Period in
Department Central
(Including Records
Current
Department Records Year
TECHNICAL Inspectors Daily Reports
SERVICES Subdivisions 10
SECTION
(Continued) Inventories-Field Equipment & Tools Permanent
Local Improvements-Project Files Life of Pr
Maps-original Linens, Cronaflex,
etc. For Areas (Sewers & Drainage),
Contours, Grids, Soil Testing
Location, Watercourses, etc. Permanent
Photographs-Aerial (Roads),
Contours, etc. Permanent
Plans-original Linens, White Prints,
etc. for Subdivisions, Utilities,
Sewers, M.T.C., etc. Permanent
Plans & Profiles-Bridges, Culverts,
Grade Separations, Roads, Sewers,
Subdivisions, Under & Over Passes,
etc. Permanent
Purchase Requisitions - Duplicates 2
Soil Test Reports Permanent
Time Reports - Daily 4
Utility Application Files Permanent
Work Assignments - Daily 4
TRAFFIC Accident Reports 6
SECTION
BUILDING General Correspondence 4
DEPARTMENT Subject Correspondence 7
Application & Plans for Residential
Building Permits 5
Applications & Plans for Commercial
Building Permits (Including
Industrial, Institutional, etc.) Permanent
Building Permits-Index Books,
Cards, etc. Permanent
Building Permits-Monthly Reports
(Ottawa) Permanent
Complaints-Building Code Violations 3
Inspectors Daily Reports 2
Inspectors Job Record Cards 7
Litigation Cases - Summonses Permanent
Purchase Requisitions - Duplicates 2
/...9
SCHEDULE "A" - Page 9
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4
Retr eon Rete t on
Period in Period in
Department Central
(Including Records
Current
Department Records Year
PLUMBING General Correspondence 4
DEPARTMENT Subject Correspondence 7
Agendas - Printed Copies 1
Applications for Plumbing Permits Permanent
Applications & Plans for
Drainage Permits Permanent
Inspectors Daily Reports 2
Plumbing & Drainage Permits
Duplicates 2
Plumbing & Drainage Permits
Indexes Permanent
Plumbing Board Minutes Permanent
RECREATION &
TRANSPORTATION
DEPARTMENT General Correspondence 4
Subject Correspondence 7
Agendas - Printed Copies 1
Activity Reports
Monthly and Annual 2
Purchase Orders
Duplicates 2
Purchase Orders
Duplicates 2
Reports - Printed Copies,
Council, Boards,
Committees, etc. 1