89-7
COUNTY OF ELGIN
By-Law No. 89-7
"BEING A BY-LAW TO ESTABLISH SCHEDULES OF RETENTION PERIODS FOR
DOCUMENTS. RECORDS AND OTHER PAPERS OF THE MUNICIPALITY."
WHEREAS Section 116 of The Municipal Act provides that
the Council of a municipality may pass a by-law approved by the
auditors 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 th~ munic-
ipality.
NOW THEREFORE th~ Municipal Council of the Corporation
of the County of Elgin enacts as follows:
1. The retention periods for the records of the County of
Elgin, as outlined in Schedule "A" attached h~reto and forming
part of this by-law, are hereby adopted and established as the
retention periods for each such record.
2. The Schedule attached hereto as Schedule "A" is hereby
approved and adopted.
3. The Clerk has the authority to destroy all of the
documents provided they have been retained until the r~tention
period as outlined in Schedule "A" of this by-law has expired.
4. The Clerk shall make a record of those documents
destroyed.
5. This by-law shall not take effect until th~ auditors of
the Corporation have approved this by-law by endorsing their name
at the end thereof.
READ a first time this 15th day of February, 1989.
READ a second time this 15th day of February, 1989.
READ a third time and finally passed this 15th day of February 1989
~~)4r-v/ « (¿d- .;7";:':"
G. C. Leverton, A. K. For
Clerk. Ward~n
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V· DELOiTTE
HASKINS & SEllS
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SCHEDULE An
-
By-Law No 89-7
MUNICIPAL RECORDS-RETENTION SCHEDULE
CLERK'S
Numbers indicate Years
P indicates Permanent
Record Retain
-
By-Laws original) P
Council Minute Book P
Assessment Roll P
Leases P
Resolutions P
O.M.B. Records P
Property Files P
Council Motions P
Contracts (if not part of by-law) 6
General Correspondence 6
Licences (after expired) 6
Inter-Office Memos 6
Paid Parking Tickets 6
Insurance Records (after expiration) 6
Insurance Claims 6
Deeds (if not part of by-law) 6
Voters List 6
Committee Minutes 6
Petitions 6
Agendas 6
Council Minutes - Rough Notes 6
Committee Minutes - Rough Notes 6
Applications to Province re: Projects 6
Registered Letters 6
DocUments Supporting Original Minutes 6
Briefs and Reports to Council 6
Clerk's Certificates 6
Receptions and Special Events Files 6
Court Decisions 6
MUNICIPAL RECORDS-RETENTION SCHEDULE
FINANCIAL
-
Record Retain
-
Audited Financial Statements P
General Ledger P
General Journal P
Debenture Register P
Cash Payment Journal P
Cheque Register P
Bank Statements 10
Welfare Payments 10
Welfare Case Records 10
Paid (Cancelled) Cheques 10
Bank Debit and Credit Memos 10
Deposit Slips 10
Final Budgets - Operating 7
Final Budgets - Capital 7
Paid Debenture and Coupons (upon maturity) 7
Accounts Payable Vouchers 7
Paid Invoices 7
Budget Estimates Working Papers 7
General Correspondence 7
Receipt Books 7
Cheque Stubs 7
Cash Books 7
Deposit (Pass) Book 7
Daily Cash Summaries 7
Welfare Ledger Cards 10
Subsidy and Tax Application Forms 6
Inactive Welfare Files 10
Petty Cash Vouchers 2
Bank Reconciliations 2
['
3
MUNICIPAL RECORDS-RETENTION SCHEDULE
ENGINEERING AND WORKS
-
Record Retain
Railway Grade P
Drainage Records P
Erosíon Records P
Engineering Drawings P
General Accounts and Time Sheets Etc 6 - 7
Gravel Tickets Etc 4
'I
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MUNICIPAL RECORDS-RETENTION SCHEDULE
LEGAL
-
Record Retain
-
Legal Opinions P
Legislation - Private Acts P
Court Cases P
Agreements (Registered or otherwise) 20
Statements of Claims 20
Notices of Claims 20
Expropriation Files (as per
Expropriation Act) P
Purchase of Land Files p
Sale of Land Files p
Exchange of Land Files P
Road Closing Files P
Road Dedication Files P
Road Widening Files P
General Correspondence 6 or As Required
Notices of Applications to The Ontario
Municipal Board (O.M.B. 6 or As Required
Land Appraisal Files 3
5
MUNICIPAL RECORDS-RETENTION SCHEDULE
PERSONNEL
-
Record Retain
-
Payroll Journal P
O.M.E.R.S. Pension Cards P
Employees Personnel History File P
Union Agreements P
Job Applications - Of Those Hired P
Compensation Case Records P
Oaths of Office P
Individual Earnings Records P
Department Organization Reports P
T-4 Summaries P
Terminated Employees Records 10
Bond Deduction Records 7
Vacation Records 7
Sick Leave 7
Garnishees re: Employees 7
Time Cards 7
Employees Income Tax Deductions 7
Workers' Compensation Claims 7
Job Descriptions 7
Overtime Sheets 7
Car Allowance Sheets 7
T-4 Slips 7
Time Distribution Sheets 7
Unemployment Insurance Records 7
Biweekly Payroll Summary 7
Daily Time Sheets 7
Weekly Time Sheets 7
Grievance Files 7
O.H.I .P., O.H.S.C. , Blue Cross, Life
Insurance, Long Term Disability and
Other Benefit Records 7
General Correspondence 6
Job Applications Of Those Not Hired 2
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MUNICIPAL RECORDS-RETENTION SCHEDULE
-
PERSONNEL Continued
-
,Record Retain
-
Rough Payroll Sheets 2
Statistical Analysis Reports 2
Attendance Sheets 2
Employee Changes Files 1
TD-1 Forms Upon Replacement
MUNICIPAL RECORDS-RETENTION SCHEDULE
PLANNING
-
Record Retain
-
Land Division Committee Minutes p
Land Division Committee Decisions P
General Correspondence 6
Land Division Committee Applications 2
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8
MUNICIPAL RECORDS-RETENTION SCHEDULE
PURCHASING
- - -
Record Retain
- - -
Tender Files 6
Machine Files Until Disposal
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MUNICIPAL RECORDS-RETENTION SCHEDULE
TRAFFIC
-
Record Retain
-- -
Accident St at ist ics not involving
damages) 1
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