HomeMy WebLinkAboutBy-law 737/77Y"s LAW -713?/77
REPEALED BY
REPEALS
AMENDED BY
AMENDS
?';-LRk) l39/7Y
DISPOSITION tqPPR0dk? QY rOWN AlOrTORS
o ,v .IAN aA, v V/ /q 7f
THE CORPORATION OF THE TOWN OF PICKERING
. BY-LAW bTUMBE'R 737/77
To establish schedules of retentions
and destruction for records of the
Corporation of the Town of Pickering.
WHEREAS pursuant to the provisions of Section 249 of The Municipal
Act, R.S.C. 1970, C.204, as amended, the Council of a local
municipality may enact by-laws governing the retention and
destruction of various municipal records;
NOW THEREFORE THE CORPORATION OF THE TOWN OF PICKERING HEREBY
ENACTS AS FOLLOWS :
1. For the purpose of this by-law:
a) "File" shall mean the compilation of receipts,
vouchers, instruments, rolls, or other documents,
records and papers which may be in their original
form or a microform that is certified by the Clerk
of the municipality.
2. Schedule "An attached hereto shall govern the retention
periods of'receipts, vouchers, instruments, rolls or other
documents, records and pagers for departmental use and
storage in the records centre and archives.
In Column 3 of Schedule "A" of this by-law:
a) Department shall be that administrative department
of the Town of Pickering that will retain a file
for the period specified in Column 3.
b) Records Centre shall be a designated area where
the `files of all administrative departments will
be retainer for a period specified in Colunua 3,
subject to the provisions of Sectlon 3 of this
by-law.
3. A file shall be destroyed where a period of retention is
not specified in Column 3 of Schedule "A" of this by-law.
4. This by-law shalt come into force upon receiving the
approval of the Town Auditor.
5. By-lase 139/74 is hereby repealed.
By-law read a First, Second and Third Time and PASSED in Open
Council this 19th day of December 1977.
Mayor
Face 1/8
SCHEDULE 'A'
to By-law vum,-er 737/77
i
CO LUMN 1 COLD:%LN 2 CC UIQN 3
( File (Record Subject) (Retention Periods
Nu mbers
) In Years)
{{
j
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E
U -A
O
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N
n L.
(3 - U E-s
I
M _
1
1 7 1 u
# N ?4
€ C r
s I
31. - 0 4J J G
` L
U) H U) A f `'`
y ? v
w
LJ is
*+
ADMINISTRATION !
I
General. p
(
{ III
A 1 1 0 0 Insurance 2 5 0
A 1 2 0 0 Marriage and Death Registers pe.r. 0 0
A 1 3 0 0 Multi-year Diary pern 0 0
A 1 4 0 0 Other Subjects 2 3 0
Government
Municipal
Council:
% 2 1 1 1 Agenda 2 0 0
1 1 2 Elections 2 3 0
1 2 1 1 3' Minutes (original) 2 3 perm
21 1 4 Policy and Procedure - active per:, 0 0
- inactive 2 5 0
2 1 1 5 Reports 2 0 0
2 1 1 6 Other Council 2 3 0
Executive Committee: I
2 1 2 1 Agenda 2 0! 0
2 1 2 2 Minutes (original) 2 3 perm
2 1 2 3 Reports 2 0 0
2 1 2 4 Other Executive Committee 2 3 0
Committee of Adjustment:
2 ?1 Agenda 2 0 0
1 Applications per 0 0
? Decisions and Locations Maps m
perm 0 0 If
f2 1 4 Minutes (original) 2 j 3 R perall
??22 1 Other Committee of Adjustmer. 2 i 0 j
Planning Committee: I
1 Agenda 2 0 0 i
Applications perm) 0 0
A 2 1 4 3 Minutes (original)-regular 2 f
i 3 perm
A 2 1 4 4 -special 2 3 perm
A 2 1 4 5 Resolutions 2 3 perms
A 2 1 4 b Other Planning Committee 2 3 0
Other Committees and Boards:
A 2 1 5. 1 Minutes (original) 2 1 3 per
A
2 1 5 2 Other Information
2(
3 m
0 !!
Associations: 2 3 0
Regional (Durham): ! I
A 2 2 1 0 Administration and Personnel 2 3 0
A 2 2 2 0 Finance 2( 5 0
A 2 2 3 0 Law ? 5 0
A 212 4 0 Planning and Development 2 3 w 0
A Public Safety
5 0
212 2 3 0
1 0 0 i
1
I 1
SCFi£
tc By-law
COLL't,i1 l CGL '?: 2
(r iie (Record Subject)
Numbers)
U
ri
04 Iu
4j E-4
i m 34 U IH
A 2 2 6 0
A 2 2 7 0
A 2 2? 81 0
A 2 3 3 0
A 2 3 2 0
A 2 4 0 0
2 5 1 0'
2 5 2 0;
2' 5 3 0
2 5 4 0
A 3 1 0 0
3 2 0 0
3 3 0- 0
3' 4 I 0
3 4 2 0
3 5 0
A: 3 6>0 0
4 1_0 , 0 _
4 2 1 0
4 2 2 0
4 3
4 3
% 4 3
4 4 0
4 ?5
4 5
4ii
Regional (Durham):(Cont'd)
Public Works
School-Boards
Social Services
Provincial (Ontario) :
Ministries
Other Provincial Government
Federal (Canada):
Other Government:
Municipal
Regional
Provincial
Federal
Internal Services
Advertising and Public
Relations
Computer
Duplicating, Printing
Mail:
Registered Mail Books
Regular Mail
Records Management
Other Internal Services
Personnel Services
Applications
Employee History: J
i
Former (inactive)
Present (active)
Employment Conditions:
Attendance i
Seniority Lists
Vacation. Entitlement
Job Descriptions and
Evaluations - active
- inactive
Job Vacancies
Postings
Request for Additional
Staff
Requisition to Fill a
Vacancy
2!€3
Page
COLUMN 3
(Retention Periods
In Years)
:1 "J Gs
4 0
c ?
O i w iJ
2 3
12 3
} 2 3
2
2
i
2
2
2
2
2
3
3
3
3
3
3
3
2
2
2
2
2
2
2
2
2
arm
2
2
2
rm
2
2
2
2
3
3
5
3
3
3
0
3
0
5
5
0
0
0
0
0
Q;
.C
U
H
h
0
I 0
0
0
0
0
I
i
0
0
0
0
r
0
0
0
0
0
0
0
term
0
0
0
0
I
0 ?
0
G
J
0
V_. _
.r rage 3/8
COLUMN 1
(File
Numbers)
SCHECULE `A`
to By-law 2Jtzin!:;er 737'77
COLUIN 21 2 COLUMN 3
(Record Subject) (Retention Periods
In Years)
1J
0
4J
-n
_Q
M o
H
O •
0
rt
P0, .
E
a
0
E•
1
7
vi
?
-H
(13
4
Q
?'
4)
u
CS
CL
p
H
O +s
U C
U
0
.1i
.C
U
it
Policy:
A 4 6 1 0 Hiring }
A 4 6 2 0 Promotion,Transfer) active germ 0 0
A 4 6 3 0 Separation ) inactive 2 5 0
A 4 7 0 0 Training and Education 2 3 0
Unions:
A 4 8 1 0 C.U.P.E. - Local 129 2 5 0
A 4 8 2 0 Firefighters 2 5 0
A 4 8 3 0 other Municipalities 2 0 0
A 4 9 0 0 Other Personnel Services 2 3 0
DEVELOPMENT
1 0 0 -0 General 2 3 0
Implementation Planning
2 1 0 0 Community Files - active perm 0 0
- inactive 2 5 0
Municipal Growth:
2 2 1 0 Commercial )
2 2 20 Industrial
2 2 30 Residential; ) active perm 0 0
2 2 3 1 Apartments ) inactive 2 5 perm
2 2 3,2 Condominiums)
12 2 3 3 Housing )
2 2 4 0 Rural )
Zoning:
2 3 1 0 Rangeand Concession)
2 3 2 0 Lot ) active perm 0 0
2 3 30 Plan< )inactiv 2 4 perm
2 3 40R Plan )
2 3 5 0 Maps and Modifications)
2 4 0 Zoning By-law Amendments 2 5 perm
2 5 0 Other Implementations Planning 2 3 0
Long-Range Planning
Official Pan:
3 1 0 Revisions 2 5 perm
3 1
3
2 Amendments 2 5 perm
Other Municipalities (Plans, Studi ,
3
3 etc.)
Policies - active 2
Perm 5
0 0
0
- inactive 2 5 0
Secondary Plans:
B ?3 4 l 0 Standards
B 3 4 2 0 Plans - active
- inactive
B 3 5 0 0 Studies
3 6 0 C Surveys
perm 0 0
Perm 0 0
2 3 perm
2 5 0 1
2' 5 perm 1
SCHEDULE 'A'
to By-law NumLer 737.:77
COLUMN 1 COLUMN 2
(File (Record Subject)
Numbers)
U
n. v
o -
SL
U o •?
0k uEi -H
B 4? 1 0
B 4 '2 0
C 1 0 0
1 1
c
C
C:
C
C
y
Subdivisions
0 Planning Stage - active
- inactive
0 Engineering Stage - active
- inactive
0l
1(2 2
112 3
1 3 0
1 j4 0
li5 o
1 16 11
1 6 21
II1 6 31
?1 6 4
Page 4/8
COLUMN 3
(Retention Periods
In Years)
u
c
0
R
sa sa
0 1
W
u
?4
4
o
U
perm 0 0
2 5 perm
pe rm 0 0
2 5 perm
2 5 0
FINANCE
General
Accounting
Accounting Proc`dures-
7:31 t -
'9 ar_k :
r 'Zfc-ic.ell-id _-hegsas
R :izd ttz-,,nce Tapes
Bank Statementta
Capital r.c oants Ledge.
Cheque Req F-Yr
Duplicate Depc-iz L.u;.ks
Financial States=nts and Report
Cash Disbussersent -
Distribution of Finanoe
Expenditure Reports
Financial Statements (or-a.)
Grants to Local Organiza-
tions
j General Ledger:
?C 2 1 7 1 Cards
C 2 1 7 2 Account Analysis
Journal:
C 2 1 8 1 Entries
C 2 1 8 2 Backing Sheets
Budgets:
C 2 2 1 0 General
Operating
C 2 2 2 1 Municipal
C 2 2 2 2 Departmental
C 2 2 '3 0: Capital Works
Expenditures:
C 2 3 1 0 Accounts for Approval Listings
Accounts Payable:
C 2 3 2 1 Invoices and Cheque Copies
C 2 3 2 2 Machine Backing Sheets
0 2 3 2 3 Work Sheets
0 2 3 3 0 Paid Debentures and Coupons
C 2 3 40 Requisitions for Payment
2 3 5 0 Other Expenditures
2
2
2
2
2
2
2
2
2
peen
2
7
7
2
2
2
2
2
2
2
2
2
2
2
2
2
5
5
5
5
5
5
5
0
0
0
0
0
0
5
0
3
5
0
5
0
0
0
5
5
5
0
0
0
0
perm
0
0
0
0
0
0
aerm
aerm
7e rrn
0
0
0
0
0
0
0
0
0
0
0
0
COLUMN 1
(File
Numbers)
sx,
C 2 4 l 1
C2-412,
C 2 4 2 0
C 2' 4 3 0
C 2 4 4 0
C 2 4 5 0
C 3 1 1 0
C 3 1 2 0"
C 3 2 0 0
C 3 3 1 0
C 3 3 2 0
C 3 3 3 0
3 3 4 0
4 1 0 0
N 4 3 ?0 0
4 4
5 10 0
5 2 0
i
Page 5/8
SCHEDULE 'A.'
to By-lava Number 737/77
COLUMN ' 2 COLUY. 3
(Record Subject) (Retention Periods
In Tears)
Revenue:
Cash Receipts:
Original (Cash Books)
Duplicates
Daily Cash Reports
Fees
Grants and Subsidies
Other Revenue
Payroll
Individual Earnings Records:
Former (inactive)
Present '(active)
Pay Registers
Payroll Data:
Computer Printout
Deduction Accounts
T4 Copies
Time Reports
Purchasing
Price Lists and Vendors-active
inactiv
Purchase Orders and Requisitions
Quotations and Tenders -origin
-copies
Other Purchasing
Taxes
Assessment Rolls - active
- inactive
Local improvement Registers-actit
-inacti,a
u
u
2
2
2
2
2
2
u:
?o
u }4
n -P
U c
U
5
5
0
5
5
5
a
U
!a
Fw
0
0
0
0
0
0
2 3 Perm
perm 0 0
2 5 0
2 0 0
2 0 0
2 5 0
2 0 0
Perm 0 0
2 0 0
2 0 0
2 5 ( 0
2 0 } 0
2 3 I 0
perm 0 .0
2 5 perm
pem 0 0
2 5 perm
Tax Records:
5 3 1 0 Arrears Receipts 2
J 5 3 2- 0 Billing Records 2
5 3 3 0 Certificate Reguests,Copies 2
C 5 3 4 0 Collectors Rolls 2
0 5 3 5 0 Ledger Cards 2
5 3 6 0 Registration Records 2
5 3 7 0 Posting Stubs 2
5' 3 0 Write-off Records 2
Tax Sales:
5 4 Deeds
5 4 2 0 Files
Other Taxes: 2
C 5 5 1 0 Baa a Warrants and Corres-
5
5 5 0 Machine Backing Posting Stub,
2
1 5 0 Month-end Balancing Tapes 2
5 0
5 0
5 0
5 perm.
5 perm
5 perm
5 0
5 0
5 perm
5 perm
5 0
0 0
0 0
a
Page 6d8
SCHEDULE
to By-law Number 737/7
7
COLUT"IN 1 COLt I:N 2 C01 Ui1'W 3
(Pile (Record Subject) (Retention Periods
Numbers) In Years),
l (?
C14 U11
rv N U F -4 •H
n 0 . :•i ! M a; 0 i
A O Q.A P
`?
U
U
a i O a N o U r_ U
Hu)
U
LAW
D 1 0 0 0 General 2 3 0
.
By-law
1
i
D 2 1,0 0 By-laws (original) - active I.erm 0 0
- inactive perm
By-law-Enforcement: ,
D 2 2 1 0 Complaints, Violations 2 r 0
D 2 2 2 0 Investigations 2 5 0
D 2 2 3 0 Reports 2 5 0
D 2 30 0 Licenses and Permits 2 0 0
Legal 1
D 3 1 0 0 Claims and Violations 1 2 5 0
Courts: E
D-3 2 1 0 Assessment Review Court }
3 2 2 0 By-law Court )appeals 2 i S i-crm
3 2 3 0 Court of Revision )decision 2 5 perm
3 2 4 0 Ontario Municipal Board )
)3 2 5 0 Provincial Court }
Legal Documents:
3 3 1 0 Agreements ) 1
3 3 Deeds }
3 Easements )
D 3 3 4 0 Expropriations } active perm 0 I 0
3 3 5 0 Leases }inactive 2 5 ; p_rn
3 3 610 Property Sales and Purchases
D 3 3 7 0 Mortgages )
D 3 3 80 Other Documents ?
D 3 4 0 0 Other Legislation 2 5 0
MUNICIPAL WORKS ?
General
Baailding
Permits
Applications and Plans:
E 2 1 1 <1 Residential 2 } 3 perr.
E ' 2 1 1 2 Commercial 2 ! 3 perm
E 2 1 2 0 Index Books and Cards perr.: i 0 0
2 1 3 0 '-Monthly Reports 2 ? 3 Perm
Inspections:
2 2 1 0 Buildings 2 5 0
2 2 0 Construction 2 5 1 0
E 2 3 0- 0 Plans, Drawings - active perm 0 (1
- inactive 2 3 € perr
Other Building:
2 4 0 Complaints - Building Code
Violations 2 3 i 0
3 4 0 Work Services Clear'--.nce -
s $
I Building Permits 2 3 0 C
ti Page 7/S
SC :DULE ,A.
to By-law Number 737/77
COLUMN I COLUMN 2 COLL. Lti 3
(File (Record Subject) (Retention Periods
Numbers In Years}
s
0 i
0U
ar u U H --{
a I 0 3 a)
H En a
E 3 1 1 1
E 3 1 1 2
E 3 1 2 0
E 3 1 3 0
E 3 2 1 0
E 3 2 2 0
E 3 3 0 0
E 3 4 0 0
i
E 4 1 0 0
E 4 2 0 0
F 4 3 1 0'
4 3 2 0
4 3 3-0
4 4 0°0
5 1 1 0
5 1 2 0
5 1 3 0
5 1 '4 0
5 2 0
5 3 0 0
5 4 1 0
5 4 0
5 5
5 6
Plumbing
Permits
Applications and Plans
Drainage
Plumbing
Index Books and Curds
Monthly Reports
Inspections:
Drainage
Plumbing
Plans, Drawings - active
- :inactive
other Plumbing
Roads
Delivery Tickets
Driveway Culverts - Application
and Record
Reports:
Accident
Crew
Progress
Road Files - active
- -reactive
Works
Construction and :Maintenance:
Road, Streets, Sidewalks
Sewers,and Watermains
Public Buildings
Other
Capital Works - active
- inactive
Local Improvements
Reports:
Concrete Test
Statistics
Sanitation:
Sanitary Landfill - active
- inactive
Garbage Collection and
Handling
Other Works
J; :f
J 'U fJ :?
C
v c u
2
2
perm
2
2
Pe rm
2
2
2
2
2
2
Perm
2
3
0
7
G
3
5
3
3
3
3
0
3
perri
e rm
0
perm
0
0
0
0
0
perm
0
0
0
0
per:r?
2 3 0
2 3 0
2 s 0
2 3 0
pers 0 0
2 3 ne r,,.
-
2 3 0
2 3 0
2 3 j 0
0 0
2 5 0
2 3 0
i
Page 8/8
SCEECULE '
to B_.•-law . .. ;er 737{77
CoTlu liCv 1 COLUP,22d 2
(Fi le (Record Subject)
Numb ers)
U
t+. U
O +
+f N CL
U 0 -4
6) S 4 U h • ?
0 fa
P
O
Z 41
U) H M O
SOCIAL SERVICES
General
Community
F 2 1 0 0 Centres
F 2 2 0 0 Facilities
F 2 3 0 0 ' Organizations
Safety:
F 2 4 1 0 Crossing Guards
Fire Department:
F 2 4 2 1 Reports
F 2 4 2 2 Other
F 2 4 3 0 ? Pickering-Ajax Rescue Unit
F 2 5 0 0 ' Schools (Use of)
F 2 6 0 0 Special Events
Utilities:
F 2 ?7 1 0 E1- ectricity
F 2 7 2 0- Gas
F 2 `r 3 0 Water
Parks and Recreation
Environment:
3 1 1 0 Conservation
3 1 2 0 Ecology=
3 1 3 0 Pollution
Parkland:
3 2 1 0 Lot Levies and Park Dedicatior
- active
- inactive
3 2 0 Parks
3 3 C 0 Recreational Programs
3 4 C 0 Recreation Sports
Transportation and Communication
Transit Dial-a-Bus)
Other Transportation and
Communication
COIL MIN 3
(Retention Periods
In Years)
c,
J
L?i
U .
P4 w
2
2
2
2
2
2
2
2
2
2
zi:
.H
U
u
3
3
3
3
3
3
3
2 3
2 3
2 € 3
per: 0
2 3
2 3
2 3
2 3
2
2
3
3
0
0
0
0
0
0
0
0
0