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CITY POLICY
Policy Title: RECORDS MANAGEMENT POLICY
Policy Number: ADM 060
Reference:
Records Management By-law
Resolution # 48/09
Date Originated:
November 2008
Date Revised:
j "` N c F. #7
Approval: Chief Ad inistr.
- 5 icer
t.
Point of Contact: Deputy Clerk
Policy Objective
The Corporation of the City of Pickering (the "City") is comm tied to promoting and
facilitating good recordkeeping 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).
Maintain a records classification system and an efficient indexing / 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.
Preserve records of enduring value or historical significance.
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
Policy Title: Records Management Policy Page 2 of 20
''olicy Number: ADM 060
09 Records Retention at the Desktop Level
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 Active Records - Records that are current year, current year plus
one year, or referred to on a regular basis.
01.02 Alpha -numeric - A filing system combining alphabetic and numeric
symbols to develop codes for classifying information.
01.03 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.
01.04 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 council or 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.
01.05 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.
01.06 Disposal - The process of destroying obsolete records.
'cucy Title: Records Management Policy Page 3 of 20
Policy Number: ADM 060
01.07 Electronic mail (email) messages — Communications created, sent
or received on an electronic mail system and include any
attachments transmitted with the message and the associated
transmission and receipt data. Email messages include those sent
or received internally or externally.
01.08 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.
01.09 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.
01.10 File Integrity — Accuracy and completeness of records.
01.11 In -active Records — A series of records which are older than current
plus one year and which are not regularly accessed.
01.12 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.
01.13 Records Inventory - An identification and qualification of all the
records under the custody and control of the City.
01.14 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).
01.15 Retention Schedule - A timetable that identifies the length of time a
record must be retained (active and in -active status) before final
disposition.
'oi,cy Title: Records Management Policy Page 4 of 20
Policy Number: ADM 060
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 Director 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 Deputy Clerk to:
a) Maintain a thorough knowledge of the Records Management
Policy and supporting Procedures and relevant legislation.
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.
Policy Title: Records Management Policy Page 5 of 20
ciicy Number: ADM 060
d) Maintain the integrity of the records management program.
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.
In cooperation with the Information Technology Section ("IT"),
establish standards for application of storage mediums
including paper micrographics and electronic storage
systems.
o) 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.
Policy Title: Records Management Policy Page 6 of 20
Policy Number: ADM 060
q)
In cooperation with IT, coordinate requests from staff for user
access rights on the electronic RM system (Laserfiche).
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 Technology 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 Management & 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.
Po!cy Title: Records Management Policy Page 7 of 20
olcy Number: ADM 060
d) Ensure staff are provided the necessary training to enable
them to perform their responsibilities detailed in the Records
Management Policy, supporting Procedures and Records
Management By-law.
02.05 Records Management Representative ("RMR") to:
a) Actively participate on the Records Management Team.
b) Liaise with the Deputy Clerk regarding changes to
department/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.
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 -offs.
02.06 Users / 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) Effect daily disposal of email and personal PC records and
any other records.
_',icy Title: Records Management Policy Page 8 of 20
-'ciicy Number: ADM 060
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 / 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.
'ol cy Title: Records Management Policy Page 9 of 20
Pokey Number: ADM 060
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 / 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 / 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 / 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 Page 10 of 20
i icy Number: ADM 060
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 / Hardcopy Records Management — 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.
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.
Duplicate or transitory records are not to be sent to the
archives or any other off-site storage.
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
H3licy Title: Records Management Policy Page 11 of 20
'c licy Number: ADM 060
"official" record for purposes of retention (i.e. retention time
may increase).
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 Management
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.
'olicy Title: Records Management Policy Page 12 of 20
Hol cy Number: ADM 060
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.
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.
,'clicy Title: Records Management Policy Page 13 of 20
"i,cy Number: ADM 060
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 Purge 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 / 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:
PaLcy Title: Records Management Policy Page 14 of 20
Policy Number: ADM 060
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.
cy Title: Records Management Policy Page 15 of 20
'clicy Number: ADM 060
Messages that are copies of information used only for
convenience of reference and not as the official record.
c) Messages in a form used for casual communication.
d) Informal messages or rough drafts that are not required as
evidence in the development of a document.
e) Miscellaneous notices of employee meetings, holidays, etc.
f) 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 Processing 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
olicy Title: Records Management Policy Page 16 of 20
='olicy Number: ADM 060
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 Organizer 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 Page 17 of 20
'olicy Number: ADM 060
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 20° C with relative humidity of 20-30%;
b) maximum 15° C with relative humidity of 20-40%; or
c) maximum 10° C with relative humidity of 20-50%.
c licy Title: Records Management Policy Page 18 of 20
Policy Number: ADM 060
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:
a 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.
c* Information copies of widely distributed materials such as committee minutes,
agendas, newsletters.
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.
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.).
Personal messages (e.g. "Let's meet for lunch.).
a Phone messages (e.g. "Please return call.....).
b Publications, such as published reports, administration manuals, telephone
directories, catalogues, pamphlets, or periodicals (e.g. Municipal Matters,
Municipal Monitor).
Duplicate stocks of obsolete publications, pamphlets, or blank forms.
r* Unsolicited advertising materials (e.g. Brochures, company profiles, price lists,
etc.).
';.:licy Title: Records Management Policy Page 19 of 20
Policy Number: ADM 060
APPENDIX 2
Storage Mediums
The following criteria shall be considered in determining the optimum storage
medium for a record series.
Access & Users
Retention /
Value
Optimum Storage
Medium
Frequent/single user
+
<7
=
paper
paper
Seldom / single user
+
<7
=
Never
+
<7
=
paper
Frequent/multiple users
+
<7
=
digital
Frequent/single user
+
>7 & <25
=
digital
Seldom / single user
+
>7 & <25
=
paper
Never - bulky
+
>7 & <25
=
microfiche
Never - compact
+
>7 & <25
=
paper
Frequent/multiple users
+
>7 & <25
=
digital
Frequent/single user
+
>25
=
digital
Seldom / single user
+
>25
=
digital
Never - bulky
+
>25
=
microfiche
Frequent/multiple users
+
>25
=
digital
rolicy Title: Records Management Policy
Pc;licy Number: ADM 060
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