HomeMy WebLinkAboutCD-15-92 THE CORPORATION OF THE TOWN OF NEWCASTLE
REPORT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# A po.d5 h'A
MAY 19, 1992 Res.
Date: By-Law#
Report#:
CD-15-92 File #:
Subject: RECORDS RETENTION SYSTEM FOR THE TOWN OF NEWCASTLE
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report CD-15-92 be received;
2 . THAT the records retention by-law attached to Report
CD-15-92 be forwarded to Council for passage; and
3 . THAT the by-law be forwarded Deloitte, Touche, the Town's
Auditor, for approval .
BACKGROUND AND COMMENT:
With the passage of the Municipal Freedom of Information and
Protection of Privacy Act in 1989, the Association of Municipal
Clerks and Treasurers of Ontario, together with Arenburg
Consultants Limited, developed The Ontario Municipal Records
Management System (OMRMS) .
The Clerk's Department purchased the computer software package
from Arenburg Consultants approximately 1-1/2 years ago and a
Records Manager was hired on a temporary basis for the purpose of
creating a new records management system for the Clerk's
Department, which meets the requirements of the Municipal Freedom
of Information and Protection of Privacy Act. This Records
Manager has, since that time, been formulating this system while
adapting it to the previous system. New files have been created
and input into the computer so that the records management system
of the Clerk's Department can also be accessed on the computer.
This computerized system now provides the Department with the
ability to access the retention period of records .
Continued . . . . . /2
J
Report CD-15-92 - 2 - May 19, 1992
The Town presently has a records retention by-law in place
(By-law 80-87) , however, it is extremely vague and does not
establish clear guidelines and timeframes for the destruction of
records . This has resulted in departments retaining files longer
than necessary because of the degree of uncertainty in the
retention schedule. In order to provide for an efficient and
prompt disposal of records, it is requested that a new records
retention by-law be passed by Council.
The OMRMS provides a suggested records retention schedule based
on legislation and regulations which apply, as well as the
administrative value of the records . The schedule has been
reviewed by all departments and any revisions deemed necessary
have been incorporated (See Schedule A to the attached by-law) .
In accordance with the Municipal Act, R.S.O. 1990, Chapter M.45 . ,
Section 116 ( 1) (b) , the retention by-law must be approved by the
Town's auditor prior to taking effect. Following adoption by
Council, the by-law will be forwarded to the Auditor to have
their endorsation thereon.
Respectfully submitted Recommended for Presentation
to Committee
I
,
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P tti r
Bare, A.M.C.T. Lawrence E. Kote f, M.C. I .P.
ow Clerk Chief Administr4t v e Officer
PLB/ms
Attachment
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ATTACHMENT "A" TO REPORT CD-15-92
SCHEDULE"A"TO BY-LAW 92-
Class Resp. Keep* Off Total
Code Secondary Heading Devt• Dept. Site Ret. Remarks
A00 Administration -General Originating 1 1
A01 Associations and Organizations Originating 1 1
A02 Staff Committees and Meetings Originating 1 3 4**
A03 Computer/Information Systems Treasury S 3 S+3
A04 Conferences and Seminars Originating 1 - 1** only those sponsored by the
Municipality are subject to
archival review
A05 Consultants Originating 2 - 2**
A06 Inventory Control Treasury 1 5 6 General Regulation under
the Homes for he Aged and
Rest Homes Act,R.R.O.
1980,Reg.502,S.22(2)as
am O.Reg. 820/81,s.3
A07 Office Equipment and Furniture Treasury T T T=disposal of item
A08 Office Services Originating 1 1
A09 Policies and Procedures Originating S P P**
A10 Records Management Clerk's S S
All Records Disposition Clerk's P P
Al2 Telecommunications Systems Treasury S S
A13 Travel and Accommodation Originating 1 1
A14 Uniforms and Clothing Originating S S**
A15 Vendors and Suppliers Treasury 2 2
A16 Intergovernmental Relations Originating 1 4 5**
A17 Accessibility of Records(FOI) Clerk's 2 - 2
A18 Security Originating 2 3 5
A19 Facilities Construction and Building T 6 T+6** T=completion of project-
Renovations specifications permanent.
Public Pools Regulation
under the Health Protection
and Promotion Act, 1983,
O.Reg.381/84, s.22(3)
A20 Building and Property Maintenance Community Services 2 4 6
A21 Facilities Bookings Originating 1 - 1
COO Council and By-Laws -General Originating 1 1
C01 By-Laws Clerk's P P** copy retention S Municipal
Act,R.S.O. 1980,C.302,s.s.
77(1) (4)
CO2 By-Laws-Other Municipalities Clerk's T T
003 Council Agenda Clerk's S 5 S+5
C04 Council Minutes Clerk's P - P** copy retention 2;
working notes-6 yrs see
C01 for citation
C05 Council Committee Agenda Clerk's 2 3 5
C06 Council Committee Minutes Clerk's P P** Planning Act,S.O. 1983,
c.1,ss.31(14) 43(10)55(2)
C07 Elections Clerk's T 3 T+3** T=election of new Council
-election advertisements 2;
ballots'90 days Municipal
Elections Act,R.S.O. 1980.
c.308,ss.36(6), 37(( 89,122
(5), as am,S.O. 190 c.28,
ss.24, 66(5), 58(2)Use of
Voting Records Regulation,
R.R.O. 1980,Reg.682,
S.16(6)
C08 Goals and Objectives Originating S S**
C09 Motions and Resolutions Clerk's P P copy retention 1 see 001 for
citation
CIO Motions and Resolutions-Other Clerk's T
Municipalities / , S
,,`
Legend: P-Permanent; *•Maximum Copy Retention; S-Superseded; T-Terminated; **-Subject to Archival Selection
Class Resp. Keep* Off Total
Code Secondary Headinna Dent. peat Site Ret. Remarks
C11 Reports to Council Clerk's 3 P P** see 001 for citation
C12 Appointments to Boards and Clerk's 1 P P**
Committees see COI for citation
DOO Development and Planning- Originating 1 1
General
DOI Demographic Studies Planning 5 5 10**
D02 Economic Development Planning 5 5 10**
D03 Environment Planning Planning 5 5 10**
D04 ResIc ential Development Planning 5 5 10**
D05 Natural Resources Planning 5 5 10**
D06 Tourism Development Planning 5 5 10**
D07 Condominium Plans Planning 5 P P applications 2 years after
final decision
D08 Official Plans-Regional Clerk's S P P** copy retention S Planning
Act S.O. 1983,c.1,s.20, as
am.S.O. 1989,s.7.
Planning&Dev.Act R.S.O.
C.354 s.7(1)
D09 Official Plan Planning T+1 9 T+10 T=final decision
Amendment Applications
-Regional
D10 Severances Planning T+1 9 T+10 T=final decision
(Certificate of Consent
issued) Planning Act,
S.0.113,83, c.1,ss. 31(14),
55(2),43(10) Consents
Regulation, O.Reg.474/83
S.9.
D11 Site Plan Control Planning 5 P P Applications 2 years after
final decision
D12 Subdivision Plans Planning 5 P P applications 2 years after
final decision
D13 Variances Planning T+2 P P T=final decision
Planning&Dev.Act R.S.O.
C.379,s.48(12)
D14 Zoning Planning T+2 8 T+10 T=final decision
D15 Easements Planning T+1 5 T+6** T=termination of right
D16 Encroachments Planning T+1 5 T+6** T=termination of right
D17 Annexation/Amalgamation Clerk's 1 p p**
D18 Community Improvement Projects Planning T+1 5 T+6** T= completion of project
D19 Municipal Addressing Planning S 10 S+10** Municipal Act,R.S.O. 1980,
0.302,s.210(107)
D20 Reference Plans Planning S P P
D21 Industrial/Commercial Planning 5 5 10**
Development
D22 Housing Rehabilitation Planning T+1 6 7
D23 Land Titles&Boundaries Planning 2 3 5
D24 Official Plans-District Planning S P P** copy retention S
D25 Official Plan Amendment Planning T+1 9 T+10 T= final decision
Applications-District
D26 Community Plans Planning T+1 P p
T= final decision
E00 Environmental Services Originating 1 - 1
E01 Sanitary Sewers Works 2 3 5 specifications P
E02 Storm Sewers Works 2 3 5** specifications P
F03 Treatment Plants Works 2 3 5 specifications P
E04 Trees Works 2 3
5 �
F-05 Environmental Monitoring Originating 2 3 5**
E06 Utilities Works
2 3 5**
F07 Waste Management Works 2 3 5**
E08 Water Works Works 2 3 5
specifications P
F.09 Drains Works 2 3 5**
Legend; P-Permanent; *-Maximum Copy Retention; S-Superseded; T-Terminated; **-SubjectstoecmArccht�o;Selection
-1.M ttesp. Keep* Off Total
Code Secondary headine Dent. Site Site Ret. Remarks
F00 Finance and Accounting-General Originating 1 1 Do not file accounting
records required for tax
purposes.
F01 Accounts Payable Treasury 1 5 6
Income Tax Act,S>C>
1970-71-72,c.63,s.230, as
am.S.C. 1980-81-82,c.102,
ss.;S.C. 1985,c.45,s.119
Income Tax Act R.S.O.
c.213,s.37
General Regulation under
the homes for the Aged and
Rest Homes Act,R.R.O.
1980,Reg.502,s.22(3), as
am.O.Reg.820/81,s.4.
General Regulation under
the Day Nurseries Act O.
Reg.760/83,ss.64-65
F02 Accounts Receivable Treasury 1 5 6 see F01 for citation
F03 Audits Treasury 1 9 10 see F01 for citation
F04 Banking Treasury 1 5 6 see F01 for citation
F05 Budgets and Estimates Treasury 1 9 10** see F01 for citation
F06 its Treasury T+1 5 T+6** T=disposal of asset see
F01 for citation
F07 Cheques Treasury 1 5 6 see F01 for citation
F08 Debentures and Bonds Treasury T+1 5 T+6 T=redemption of entire
issue debentures destroyed
on surrender. Municippal
Act,R.S.O. 1980,c.302,
s.143(17)
F09 Employee and Council Expenses Treasury 1 5 6 see F01 for citation
F10 Financial Statements Treasury 2 P P**
F11 Grants and Loans Treasury 1 5 6 see F01 for citation
F12 Investments Treasury T+1 5 T+6 T=closure of account see
F01 for citation
F13 Journal Vouchers Treasury 1 5 6 see F01 for citation
F14 Subsidiary Ledgers, Registers, and Treasury 1 5 6** see F01 for citation
Journals
F15 General Ledgers and Journals Treasury 1 P P Income Tax Regulations
under the Income Tax Act,
C.R.C. 1978,c.945,s.5800(1)
(a), as am SOR/82-879
F16 Payroll Treasury 1 5 6 Canada Pension Plan R.S.C.
1985,c.C-8,s.24
Unemployment Insurance
Act,R.S.C. 1985,c.U-1,
s.58
Employment Standards Act,
R.S.O. c.137,s.11(b)
F17 Purchase Orders and Requisitions Treasury 1 5 6 see F01 for citation
F18 Quotations and Tenders Treasury 1 5 6** see F01 for citation
F19 Receipts Treasury 1 5 6 see F01 for citation
F20 Reserve Funds Treasury 1 5 6 see F01 for citation
P21 Revenues Treasury 1 5 6 see F01 for citation
F22 Assessment/Pax Rolls and Legal Clerk's S P P Assessment Act,R.S.O> j
Records 1980,c.31,s.38(2).
Municipal Act,1122.S.O. 1980,
0.302,ss.409;411,as am.
S.O. 1984,c.48,s.20(4)
F23 Uncollectible Receivables Treasury 1 5 6 see F01 for citation
F24 Trust Funds Treasury T 6 T+6 T=closure of account
General Iteration under
the Homes Por the Aged
and Rest Homes Act,
R.R.O. 1980,Reg 502,
x.51(4), as am.O.Reg
820/81,s.7
F25 Security Deposit Treasury T 6 T+6 T=closure of account see
F01 for citation
Legend: P-Permanent; *-Maximum Copy Retention; S-Superseded; T-Terminated; **-Subject to Archival Selection
i
Class Resp. Keep* Off Total
Code Secondary beadin Dent. Site Site Ret. Remarks
F00 Finance and Accounting-General Originating 1 1 Do not file accounting
records required for tax
purposes,
F01 Accounts Payable Treasury 1 5 6
Income Tax Act,S>C>
1970-71.72,c.63,s,230, as
am.S.C. 1980.81-82,c.102,
ss,; S.C. 1985,c.45,s.119
Income Tax Act R.S.O.
x213,s.37
General Regulation under
the homes for the Aged and
Rest Homes Act,R.R.O.
1980,Reg.502,x.22(3), as
am.O.Reg.820/81,sA.
General Regulation under
the Day Nurseries Act O.
Reg.760/83,ss.64-65
F02 Accounts Receivable Treasury 1 5 6 see F01 for citation
F03 Audits Treasury 1 9 10 see F01 for citation
F04 Banking Treasury 1 9 10 see F01 for citation `
F05 Budgets and Estimates Treasury 1 5 6** see F01 for citation
F06 Assets Treasury T+1 5 T+6** T= disposal of asset see
F01 for citation
F07 Cheques Treasury 1 5 6 see F01 for Wcitation
F08 Debentures and Bonds Treasury T+1 5 T+6 T=redemption of entire
issue debentures destroyed
on,:surrender, Municipal
Act,R.S.O. 1980,c.302,
;s.143(17)
F09 Employee and Council Expenses Treasury 1 5 6 r<` see FO1 for citation
F10 Financial Statements Treasury 2 P P** .'
F11 Grants and Loans Treasury 1 5 6/,"'
;° see F01 for citation
F12 Investments Treasury T+1 5 T+6 T=closure of account see
F01 for citation
F13 Journal Vouchers Treasury 1 5 6 see F01 for citation
F14 Subsidiary Ledgers, Registers, and Treasury 1 51�' 6** see F01 for citation
Journals �
F15 General Ledgers and Journals Treasury 1 /P P Income Tax Regulations
under the Income Tax Act,
' C.R.C. 1978,c.945,s.5800(1)
(a), as am SOR/82-879
F16 Payroll Treasury 1 5 6 Canada Pension Plan R.S.C,
1985,c.C-8,s,24
Unemployment Insurance
f� Act,R.S.C. 1985,c.U-1,
s.58
Employment Standards Act,
R.S.O. x137,s.11(b)
F17 Purchase Orders and Requisitions Treasury 1 5 6 see F01 for citation
I
F18 Quotations and Tenders Treasury 1 5 6** see F01 for citation ~
F19 Receipts Treasury// 1 5 6 see F01 for citation
F20 Reserve Funds Treasury 1 5 6 see F01 for citation
F21 Revenues Treasury 1 5 6 see F01 for citation
F22 Assessment/Tax Rolls and Legal trlerk's S P P Assessment Act,R.S.O>
Records 1980,01,s.3,8 2).
f Municipal Act,1122,S.O. 1980,
c.302,ss.409; 411,as am.
S.O. 1984,c.48,s,20(4)
F23 Uncollectible Receivables Treasury 1 5 6 see F01 for citation
i
F24 Trust Funds Treasury T 6 T+6 T=closure of account
General Regulation under
the Homes for the Aged
and Rest Homes Act,
R.R.O. 1980,Reg 502,
s.51(4), as am.O,Reg
820/$i,s.7
F25 Security Deposit Treasury T 6 T+6 T=closure of account see
F01 for citation
Legend: P-Permanent; *-Maximum Copy Retention; S-Superseded; T-Terminated; **-Subject to Archival Selection
u
Class Resp. Keep Records Total
Code Secondary Heading Dent. Dent. Centre Ret. Remarks
F26 Working Papers Treasury T+1 T+1 T=After completion of
Audit
F27 Tax Office-miscellaneous Treasury 2 2
F28 GST Treasury 1 5 6
H00 Human Resources -General Originating 1 1
H01 Attendance and Scheduling Treasury 2 2** Employment Standards Act,
R.S.). c.137,s.11(a)(iii)
H02 Benefits Treasury S - S
H03 Employee Records CAO T+1 5 T+6** T=termination of
employment Unemployment
Insurance Act,R.S.C. 1985,
c.0-1,s.58
H04 Health and Safety Treasury 1 6 7
H05 Human Resource Planning CAO 5 - 5**
H06 Job Descriptions Originating S _ S**
H07 Labour Relations CAO T 10 T+10** period
= expiry of contract
H08 Organization Originating S S**
H09 Salary Planning CAO 5 5
H10 Pension Records Treasury T T T= death of
employee/beneficiary
Pension Mans,annual
information returns P(non-
OMERS/CPP only)
General Regulation under
the Pension Benefits Act,
R.R.O. 1980,Reg.746,
S,27(1), as am.O.Reg,
101//$81. s.1; O.Reg.31/87,
s.2(1)
Hll Recruitment CAO 1 1** General Regulation under
the Municipal Freedom of
Information and Protection
of Privacy Act, 1989,O,Reg.
517/90,S.5
H12 Training and Development Originating S S** only courses developed and
Personnel presented by the
Municipality are subject to
L00 Legal Affairs-General Originating 1 1 archival selection.
L01 Appeals and Hearings Clerk's T P P T=resolution of appeal
1.02 Claims Against the Municipality Clerk's T 1 T+1 T=resolution of claim
L03 Claims By the Municipality Clerk's T 1 T+1 T=resolution of claim
L04 Contracts and Agreements-Under Clerk's T 20 T+20** T=termination of
Seal agreement Limitations Act,
R,S,O. 1980,c240,s,45,
L05 Insurance Appraisals Clerk's S - S
L06 Insurance Policies Treasury T+1 5 T+6 T=expiry of policy
see L04 for citation
L07 Land Acquisition and Sale Clerk's T 20 T+20** T=property disposition
see L04 for citation
L08 Opinions and Briefs Clerk's S S**
L09 Precedents Clerk's S S**
L10 Federal Legislation Originating S S
L11 Provincial Legislation Originating S S
L12 Vital Statistics Clerk's 2 P P Marriage Licences 2
Marriage Act,R.S.O. 1980,
x256,s.13 Vital Statistics
Act,R.S.O. 1980,c.524,
s.35(c)(n)
L13 Prosecutions Originating T 7 T+7 T=delivery of judgement
L14 Contracts and Agreements -Simple Clerk's T 6 T+6** T= expiry of contract „ -
M00 Media and Public Relations- Originating 1 1 see L04 for citation L} 'J b
General
Legend: P•Permanent; *-Maximum Copy Retention; S-Superseded; T-Terminated; **-Subject to Archival Selection
Class Resp. Keep* Off Total
Code Secondary Heading Dent. Dept. Site Ret. Remarks
M01 Advertising Originating 3 - 3**
M02 Ceremonies and Events Originating 1 4 5**
M03 Charitable Campaigns/Fund Raising Originating 1 1
M04 Complaints, Commendations and Originating 1 1**
Inquiries
M05 News Clippings Originating 3 3**
M06 News Releases Originating 1 1**
M07 Publications Originating S - S**
M08 Speeches and Presentations Originating 1 2 3**
M09 Visual Identity and Insignia Clerk's S 5 S+5**
P00 Protection &Enforcement Services Originating 1 - 1
-General
P01 Bylaw Enforcement Originating 2 4 6**
P02 Daily Occurrence Logs Originating 1 4 5**
P03 Emergency Planning Originating S S**
PO4 Hazardous Materials Originating S - S
P05 Incident/Accident Reports Originating 2 3 Ss*
P06 Building and Structural Inspections Building P - P
P07 Health Inspections Public Health S S
PO8 Investigations Originating 2 8 10**
P09 Licenses Clerk's T 2 T+2 T= expiry of licence
P10 Building Permits Building 3 P P drawings 5 yrs-
residential, sfd,sdd &reno
P11 Permits, Other Originating T 5 T+5 T= expiry of licence
P12 Warrants Police T+2 T+2 T= execution of warrant
P13 Criminal Records Police T 5 T+5 T= occurrence
investigation closed or
disposition of charge
P14 Animal Control Originating 2 3 5
P15 Community Protection Programs Originating S 2 S+2**
P16 Fire Services Fire 2 3 5
P17 Police Services Police 2 3 5
R00 Recreation and Culture-General Originating 1 - 1
R01 Heritage Preservation Clerk's T 1 T+1** T=removal of designation
Ontario Heritage Act,
R.S.O. 1980,c.337,s.27
(1 yr off site allows for
archival keeping-only
necessary to keep till T)
R02 library Services Clerk's 2 3 5
R03 Museum and Archival Services Clerk's 2 3 5**
R04 Parks Management Parks&Recreation 2 3 5**
R05 Recreational Facilities Parks&Recreation 2 3 5 pool daily records 1 Year.
Public Pools Regulation
under the Health Protection
and Promotion Act,1983,
O.Reg. 381/84,ss. 8-9
R06 Recreational Programming Parks&Recreation 2 3 5**
S00 Social and Health Care Services- Originating 1 1
General
I
S01 Children's Day Nursery Services Comm Service 2 3 5 fire drills 2
inspection reports 2
General Regulation under
the Day Nurseries Act,
O.Reg. 760/83,s.25, 47,
27(1)as am.O.Reg.592/84.
Legend: P-Permanent; •-Maximum Copy Retention; S-Superseded; T-Terminated; **-Subject to Archival Selection
I
Class Resp. Keep* Off Total
Code Secondary Heading Dent. Dent. Site Ret, Remarks
S02 Elderly Assistance Comm Service 2 3 5 fire drills 2
General Regulation under
the Homes for the Aged
and Rest Homes Act,
R.R.O. 1980,Reg.502,
s.17(1)(g), as am.O.Reg.
820/ ,s.2
S03 Homes for the Aged Residents Comm Service T+2 18 T+20 T= discharge of resident;
T+5 if resident dies.
General Regulation under
the Homes for the Aged
and Rest Homes Act,
R.R.O. 1980.Reg.502,
s.24, as am.O.Reg.
820/81.s.5.
SO4 Social Assistance Programs Comm Service 2 3 5
S05 Welfare Case Records Comm Service T+2 5 T+7 Canada Assistance Plan
Agreement,s.2(g)
S06 Medical Case Records Public Health T+1 5 T+6 T= discharge of patient
Medicine Regulation under
the Health Disciplines Act,
S07 Children's Services Comm Service 2 3 5 R.R.O. 1980,Reg.448,s.29.
S08 Public Health Services Public Health 2 3 5
S09 Cemetery Records Clerk's 2 P P** Cemetery Act R.S.O. c.59,
s.25,s.26
S10 Group Homes Comm Service T+2 5 T+7 T= discharge of resident
S31 Record Series Comm Service T+2 5 T+7 T= discharge of resident
S12 Day Nursery Case Records Comm Service T+2 T+2 T=Discharge of child
General Regulation under
the day Nurseries Act,O.
Reg.760/83,s.48
TOO Transportation -General Originating 1 1
T01 illumination Works T 6 T+6 T= completion of
project-specifications P
T02 Parking Works T 6 T+6 T= closure of lot or space
T03 Public Transit Works T 6 T+6** T=closure of route/shelter/
stop
T04 Road Construction Works T 6 T+6** T=completion of project-
specifications P
T05 Road Design and Planning Works T 6 T+6** T=completion of project-
specifications P
T06 Road Maintenance Works T 6 T+6 T=completion of project-
specifications P
T07 Signs and Signals Works T 6 T+6 T=removal of sign/signal
T08 Traffic Works 2 8 10**
T09 Roads and Lanes Closures Works P - P** temporary closures 2
V00 Vehicles and Equipment-General Originating 1 1
V01 Fleet Management Originating T 6 T+6 T= disposal of vehicle
V02 Mobile Equipment Originating T+1 5 T+6 T= disposal of equipment
V03 Transportable Equipment Originating T+1 5 T+6 T= disposal of equipment
VO4 Protective Equipment Originating T+1 5 T+6 T= disposal of equipment
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Legend: P-Permanent; *-Maximum Copy Retention; S-Superseded; T-Terminated; **-Subject to Archival Selection
THE CORPORATION OF THE TOWN OF NEWCASTLE
BY-LAW 92-
being a by-law to establish the retention periods for
certain documents and records of the Town of Newcastle
WHEREAS the Municipal Act, R.S.O. 1990, Chapter M.45, Sections
116(1) (b) , and 116(2) provide that a municipality or a local
board thereof, as defined in the Municipal Affairs Act, shall .not
destroy any receipts, vouchers, instruments, rolls or other
documents, records and papers, except in accordance with a
by-law passed by the municipality and approved by the Auditor of
the municipality establishing schedules of retention periods
during which the receipts, vouchers, instruments, rolls or other
documents, records and papers must be kept by the municipality or
local board, and said documents may be destroyed at any time if
the original thereof is subject to a retention period within one
of the schedules established by the by-law:
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF
NEWCASTLE HEREBY ENACTS AS FOLLOWS:
1. For the purpose of this by-law:
"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.
S - represents "superseded". A file with this
retention limit is transferred or destroyed when
it has been replaced.
T - represents "Termination". A file with this
retention limit is transferred or destroyed when
the subject to which it pertains has ended in some
way. For example, an employee file is terminated
when an employee leaves the organization, etc. An
insurance policy file is terminated upon expiry of
the policy.
P - represents "Permanent". A file with this
retention limit is never destroyed.
* - represents "Maximum Copy Retention". Records of
any subject of which copies are retained by other
departments, have a total retention limit of no
greater than the "Responsible Department's", "Keep
in Department" value.
** - represents "Subject to Archival Selection".
Certain records have been designated as having
potential historical and research value to the .
municipality when their values have been exceeded.
These records may be set aside for review and
culling by an archivist prior to their
destruction.
2. Retention periods for receipts, vouchers, instruments, rolls
and other documents, records and papers as set out in
Schedule A, attached hereto and forming part of this
by-law, are hereby established.
3. Upon the Clerk or his/her designate satisfying him/herself
that the relevant retention period established by the
by-law has expired and that no reason exists for further
retention, the said Clerk or his/her designate may then
order any receipt, voucher, instrument, roll or other
document to be destroyed, or to be set aside for permanent
retention in an archival facility designated by the Clerk or
his/her designate.
By-law 92- - 2
4. For the purpose of the by-law and the schedule attached
hereto, "year" shall mean a full calendar year commencing on
January 1 and terminating on December 31.
5. This by-law comes into force on the day it receives the
approval of the Municipal Auditor.
6. By-law Number 80-87 is hereby repealed.
By-law read a first and second time this
By-law read a third time and finally passed this
MAYOR
CLERK
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fit