04-01
COUNTY OF ELGIN
By-Law No, 04-01
"A BY-LAW TO ESTABLISH THE RETENTION PERIODS FOR RECORDS
OF THE CORPORATION OF THE COUNTY OF ELGIN
WHEREAS Section 255 of the Municipal Act 2001, S.O. 2001, c. 25, provides that a
municipality may, subject to the approval of the municipal auditor, establish retention
periods during which the records of the municipality and local boards of the municipality
must be retained and preserved in accordance with Section 254 of the Act; and
WHEREAS County of Elgin By-Law No. 01-21 authorizes the Elgin County Archives
to establish policies for the management of active and semi-active records within all
County departments, including authority for the destruction of all corporate records as we
as maintenance of the County's records retention by-law; and
this by-law
to
the schedules attached
WHEREAS the Municipal Auditor has approved
n accordance with Section 255 (3) of the Act.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
For the purpose of this by-law
a) Records are defined as information, however recorded, on paper, on film, by
electronic means or otherwise, in connection with the transaction of Corporation of
the County of Elgin business, including the organization, functions, procedures
policies or activities of the Corporation.
1
Records are the property of the Corporation of the County of Elgin
c) Retention periods as set out in Schedule "A", attached hereto and
forming part of this By-Law, are hereby adopted and established.
b)
n
d) Authority for implementing this schedule shall be carried out
accordance with By-Law No. 01-21.
e) The Archivist, upon approval of Department Heads, is hereby granted
authority to approve, from time to time, amendments to Schedule "A" as it
applies to departmental records.
f) Upon the Archivist being satisfied that the relevant retention period
established by the by-law has expired for corporate records and that no reason
exists for further retention, the Archivist upon the approval of the Department
Head may then order any record to be destroyed, or to be set aside for
permanent retention.
The Archivist shall keep a list of the records destroyed on permanent file
g)
this by-law comes Into force on the date of final passage hereof.
THAT By-Law No. 89-7 be and is hereby repealed
THAT
2
3
time this 20th day of January 2004
this 20th day of January 2004
and second
READ a first
third
Chief
READ a
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 1 of29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
CODE
ADMINISTRATION
A
PalE
2
1
1
Originating
Administration - General
Includes general correspondence
which cannot be classified
elsewhere. Use only if no other
headinq available.
Associations and Organizations
AOO
E
I
Pa
1
1
Originating
Includes correspondence, min
agenda, notices and reports
regarding organizations to which staff
belong or with which they
communicate.
utes,
A01
Excludes Membership Fees - See
F01
Staff Committees & Meetings
Management
Team
minutes to
be retained
permanently
on paper.
E
I
Pa
4"
2
2
Originating
Includes records regarding the
activities of staff committees and
meetings: e.g. agenda and minutes
of Manaqement Team.
Computer I Information Systems
A02
E
Pal
S+6
6
s
Information
Technology
Includes records regarding al
of information systems in use:
hardware, software, data
transmission, system design and
implementation, quality control, office
automation and electronic document
management.
types
A03
Excludes: Acquisitions - See F1B
Conferences and Seminars
Only those
sponsored
by the
County are
subject to
archival
review,
E
Pal
1"
1
Originating
I ncludes programs and notes
regarding conferences, conventions
and seminars attended by staff or
sponsored by the County.
A04
Excludes:
Travel Arrangements See A13
Speeches & Presentations See MOB
Employee & Council Expenses - See
F01 & F09
Ceremonies & Events - See M02
Invoices - See 01
Rental aQreements - See L 14
Consultants
E
Pal
3"
1
2
Originating
Includes correspondence, proposals
and other documents regarding the
selection and monitoring of
consultants.
A05
Excludes:
Reports - file by sUbject
Quotations & Tenders - see F1B
Invoices - see F01
Inventory Control
Electronic
preferred.
E
I
Pa
6
5
1
Originating
Includes inventory statements
reports, and all other records
regarding the control of supplies and
equipment.
and
A06
Electronic
preferred.
PalE
S
s
Originating
Excludes: . Assets - See FOB
Office Equipment & Furniture
Includes records regarding the
design and maintenance of owned
and leased office equipment and
furniture such as chairs, desks,
copiers, microfiche readers etc.
AO?
Excludes:
Computer hardware & software - see
A03
Facsimile machines - see A12
Assets - see FOB
Service 8Qreements - see L 14
Office Services
Electronic
preferred.
s
s
Originating
Includes records regarding rates and
services provided by courier, mail
and postage firms as well as internal
printing and word processing
services.
A08
- Maximum Copy Retention S - Superseded T - Terminated
E - Electronic (All numbers refer to years unless otherwise specified.)
Legend: C - Current Year P - Permanent
** - Subject to Archival Selection Pa - Paper
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 2 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
CODE
ADMINISTRATION
A
Archival copy
to be paper.
PalE
P"
P
s
Originating
Policies & Procedures
A09
Includes policy and procedure
manuals, Quidelines and directives
Records Management
Electronic
preferred.
E
I
Pa
s
s
Archives
Includes information regarding the
management of corporate records in
all media. Includes file listings and
information on records centre
operations.
A10
Excludes:
Retention By-law - see C01
Policies & Procedures - see A09
Records Disposition - see A 11
Records Disposition
Pal
E
P
P
Archives
Includes records regarding the
disposition of corporate records,
including the disposal method used
and forms authorizing and describing
the destruction of records.
Telecommunications Systems
A11
E
I
Pa
s
s
Originating
Includes records regarding all
telecommunications systems.
Includes telephones, facsimile
machines, base and mobile stations,
towers, antennae, police and fire
communication systems and 911
emergency systems.
A12
Excludes:
Licences - see PD9
Assets - see F06
Long Distance Call Records - see
F01
Agreements - see LD4 or L 14
PalE
PalE Electronic
preferred.
PalE Electronic
preferred.
1
1
Originating
Travel and Accommodation
Includes records regarding travel and
accommodation arrangements such
as itineraries, authorizations, rented
vehicles, and brochures concerning
hotels and convention sites~
A13
Excludes
Employee & Council Expenses - see
F09
Uniforms and Clothing
s
s
Originating
Includes records regarding uniforms
and special clothing used by
municipal staff members and
protective services.
Vendors & Suppliers
A14
s
s
Originating
Includes records regarding vendors
and suppliers of goods and services
as we11 as information about these
goods and services, such as
catalogues, price lists,
correspondence, and bidders
information sheets. Includes
Purchasing COØop price lists.
A15
Excludes:
Purchase Orders & Requisitions -
see F1? Office Equipment - owned
& leased - see AD?
Fleet ManaQement - see VD1
Intergovernmental Relations
E
I
Pa
6"
5
1
Originating
Includes correspondence and other
records of a general nature regarding
the relationship between the
municipality and all other levels of
government (such as telephone
numbers, contact names, etc.). May
include correspondence to and from
government-funded agencies (such
as St. Thomas Elgin General
Hospital Board), Boards and
Commissions.
A16
Legend: C - Current Year P - Permanent "- Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless otherwise specified.)
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE AU: COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 3 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTE
- Secondarv Subjects
CODE
PalE
6'·
5
E
I
Pa
5
3
T=
Completion
of Project.
PalE
T+6"'*
6
PalE
PalE Electronic
preferred.
PalE
6
4
1
Administrative 1
Services
Originating / 2
Engineering
Services
Engineering T
SelVices
Engineering 2
Services
Engineering 1
Services
ADMINISTRATION
A
Access Requèsts (MFIPPA)
Includes documents regarding the
municipality's responsibilities under
the Freedom of Information and
Protection of Privacy Act (MFIPPA).
and records regarding the handling of
requests under the Act.
A17
Excludes:
Copies of the Act - see L 1
Complaints & Inauiries - see M04.
Security
Includes reports, requests, logs, and
other records regarding the security
of facilities and properties such as
security passes, and control of keys.
Also includes records regarding
telephone and copier passwords.
A18
Excludes:
Vandalism Reports - see P05.
Computer Security - see A03.
Facilities Construction and
Renovations
A19
Includes records for the planning and
construction of municipal facilities
such as office space, libraries and
Homes. Includes site meetings,
consultant's reports, and cost
reports. Also includes architectural
and enQineerinQ drawinQs.
Building and Property Maintenance
Includes records regarding the
maintenance of the municipality's
buildings and properties, such as
garages, libraries, and office
buildings. Includes exterior
maintenance to buildings,
landscaping, grounds keeping and
grass cutting, Also includes interior
design of buildings, including floor
layouts and office cleaning.
A20
Excludes:
Parks Management ~ see R04.
Recreational Facilities - see R05.
Facilities Bookings
Includes copies of permits and
bookings issued for the rental of
recreational and administrative
facilities.
Forms, Applications
A21
s
s
Originating
Includes all County blank forms and
applications used in daily business
functions, such as employment
applications, facilities forms etc.
A22
Current
version to be
saved
electronically
before any
updates!
edits are
made,
E
Legend: C - Current Year P - Permanent * - Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless otherwise specified.)
P
P
1
Archives I
Information
Tech.
Excludes: Completed forms - file by
subject.
Corporate Website
Electronic copy of the County
website posted live on the Internet
with all links maintained. Also
includes records pertaining to the
development of the site.
A23
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE AU: COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 4 of 29
REMARKS
FORMAT
PalE
TOTAL
RET'N
1
INACTIVE
ACTIVE
1
RESPONSIBLE
Originating
CODE I SCOPE NOTES
_ - Secondary Subiects
C COUNCIL AND
LEGISLATIVE
SERVICES
-
coo Council and By-Laws - General
Includes records regarding Council,
By-laws, By-law Consolidations and
Draft By-laws which cannot be
classified elsewhere. Use only if no
other heading is available.
Permanent
copy to be
maintained
on paper,
reference
copies
electronically
PalE
P"
P
Administrative
Services
By-Laws
Includes final versions of the
municipality's by-laws and
amendments and attachments that
are legally part of the by-laws.
C01
Excludes:
Background information
subject.
By-Laws -
file by
PalE
s
S
Administrative
Services
Municipalities
Includes final and draft by-laws of
other municipalities that are of
interest.
Council Agenda
Other
C02
E
I
Pa
5+5**
5
s
Administrative
Services
Includes notice of meetings and
agenda of Council meetings as wel
as working notes used in agenda
preparation.
Council Minutes
C03
Permanent
copy to be
maintained
on paper,
reference
copies
electronically
E
Pal
P"
P
Administrative
Services
Includes minutes of the proceedings
of Council meetings. Includes all
attachments to the minutes, such as
Reports to Council.
C04
Excludes:
Council Committees - see C05 &
coe.
Council Committee Agenda
E
Pal
s
s
Administrative
Services
Includes notices of meetings and
agenda for the committees of Counci
as well as working notes used in
agenda preparation.
Council Committee Minutes
C05
Permanent
copy to be
maintained
on paper,
reference
copies
electronically
and for 2
years.
Voters lists
subject to
archival
selection.
PalE
P"
P
Administrative
Services
Includes minutes of the committees
of Council.
coe
E
Pal
T+90
days
T+90
days
Administrative
Services
Elections
Includes returned notices, lists of
officials, voters' lists, nominations,
election results, preliminary voters
lists, oaths taken by council members
and information on ward boundaries
forwarded by local municiDalities.
Goals and Objectives
C07
PalE
s
s
Administrative
Services
Includes records concerning strategic
planning, goals and mission
statements.
Motions and Resolutions
C08
Permanent
copy to be
maintained
on paper,
reference
copies
electronicallv
E
I
Pa
p.'
P
Administrative
Services
Includes final signed versions of
motions and resolutions of Council,
including correspondence regarding
the motion or resolution.
COg
E
Pal
s
s
Administrative
Services
Motions and Resolutions - Other
Municipalities
Includes final signed versions of
motions and resolutions of other
municipalities, which are of interest
Reports to Council
C10
PalE
p"
P
1
Administrative
Services
Includes all reports to Council. Filed
In chronological order by department
or service.
C11
Legend: C - Current Year P - Permanent * - Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless otherwise specified.)
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE An: COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 5 of 29
CODE SCOPE NOTES RESPONSIBLE ACTIVE INACTIVE TOTAL FORMAT REMARKS
- Secondam SUb;.c!s RET'N
C COUNCIL AND
LEGISLATIVE
SERVICES
C12 Appointments to Boards and Administrative 1 P P" PalE
Committees Services
Includes all records in regards to
Community or Council appointments
to agencies, boards and
commissions.
C13 Legislation I Acts I Statutes Administrative T 5 T+5** PalE T ;: assent
Services
Includes copies of provincial and
federal legislation as well as
renulations,
C14 Certificates, Oaths and Affidavits Administrative T 2 T+2 PalE T = until
Services successor
Includes clerk's certificates and takes office.
certificates of oath taken by the
Warden and Councillors. Also
includes affidavits as thev arise.
C15 Appointment of Officers Administrative 1 2 p.' PalE
Services
Includes records pertaining to the
appointment of officers by Council,
including the CAO and other senior
officials.
Legend: C - Current Year P - Permanent "- Maximum Copy Retention S - Superseded T - Terminated
*" - Subject to Archival Selection Pa - Paper IE - Electronic (All numbers refer to years unless otherwise specified.)
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 6 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary SUbjects
DEVELOPMENT AND
PLANNING
CODE
D
E
Pal
1
1
Originating
Development and Planning -
General
Includes records regarding
development and planning which
cannot be classified elsewhere. Use
only if no other headina is available.
Demographic Studies
000
10** PalE
10** PalE
10** PalE
10** PalE
10** Pa I E
10** PalE
5
5
Administrative
Services
Includes records regarding trends in
population growth, census reports,
and density studies. Also includes
records regarding the type, level and
rate of growth of employment,
unemployment statistics, composition
of the workforce, etc.
Economic Development
001
5
5
Administrative
Services
Includes records regarding the
growth of the economy. Includes
studies, statistics, projections, etc.
May also include projections,
strategic plans, studies and
proposals from other municipalities,
towns, or counties.
002
Excludes:
Demographic Studies - see 001.
Residential Development - see 004.
Tourism Development - see 006.
Commercial Development - see 019.
Industrial Development - see 022.
Environment Planning
5
5
Administrative
Services
Includes records regarding general
types of environmental studies with a
long range planning emphasis, such
as storm drainage and flood control
planning, parks and open spaces
planning, and waste management
planning. May include conservation
of unique areas such as well head
protection, ground water
conservation, St. Williams
Community Forest Initiative, etc.
003
Excludes:
Environmental Monitoring - see E05.
Waste ManaQement - see E07.
Residential Development
5
5
Administrative
Services
Includes records regarding the
availability of housing. Includes
general assessments of the need for
affordable housing, occupancy rates,
housinç¡ cost statistics, etc.
Natural Resources
004
5
5
Administrative
Services I
Engineering
Services
Includes records regarding the
management and preservation of
forests, records regarding the
characteristics of various minerals as
well as mineral deposits, and other
natural resources information.
Tourism Development
005
5
5
Originating
Includes records regarding the
tourism industry and efforts made to
promote and encourage tourism such
as the use of the municipality as a
convention site or special event.
Official Plans
006
E
Pal
s
s
Administrative
Services
Includes copies of official plans and
amendments to official plans
provided by local municipalities.
Annexation I
008
PalE
p"
P
1
Administrative
Services
Amalgamation
Includes all records pertaining to the
annexing and amalgamating of land
adjacent to municipal lands to
accommodate growth. May include
studies on municipal restructuring,
Qreen belt and buffer zone areas.
017
Legend:C - Current Year P - Permanent * - Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless othelWise specified.)
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 7 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTtVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- SecondarY Subjects
DEVELOPMENT AND
PLANNING
CODE
D
T+6** PalE T=
completion of
project.
8+10'''' PalE
5
T+1
Originating
Community Improvement Projects
Includes records, studies, statistics
and any required background
information on community
development programs. Examples
include Ontario Neighbourhood
Improvement Programs, Community
Area Improvement Programs, SIA,
etc. Mayalso include records on
housing rehabilitation programs, as
well as proposals for Volunteer
Programs such as day programs and
craft programs.
D18
10
E
I
Pa
P
P
10*" Pa I E
p.' PalE
p" Pa I E
T+2 PalE T ::; rejection
of
application.
10** PalE
20** PalE
5
Administrative S
Services
Administrative S
Services /
Engineering
Services
Administrative 5
Services
Administrative P
Services
Excludes:
Economic Development - see 002.
Municipal Addressing
Includes background information and
registered plans pertaining to the
numbering and naming of public
streets, lanes, roads, etc. Also
includes 9-1-1 addressing. May
include correspondence, reports,
drawings and copies of related by~
laws,
Reference Plans
019
Includes Registered Deposit Plans
(RO Plans). site plans. and original
property survey plans as received
from Registry Office. Includes
records relating to approved
severance, stamped deeds and
reference plans, May include
correspondence.
ndustriall Commercial Development
D20
ncludes records regarding the
promotion and development of
commercial and industrial
establishments, Records include
studies, statistics, projections,
drawings, technical reports,
correspondence, comments, notes,
etc.
Land Division Committee - Minutes
D21
Minutes of the Land Division
Committee.
Land Division Committee - Decisions
D22
P
Administrative
Services
I ncludes final decisions of the Land
Committee, including all documents
and instruments generated from the
decision.
Land Division Committee -
Applications
023
2
T
Administrative
Services
Applications and fee information
made to the Land Division, including
all relevant documents.
Agricultural Development
D24
5
5
Administrative
Services
Includes all records regarding
development of aQricultural Qrowth.
Watershed and Wetlands Planning
D25
15
- Maximum Copy Retention S - Superseded T - Terminated
E - Electronic (All numbers refer to years unless otherwise specified.)
5
Administrative
Services
Includes studies and environmental
assessments of local watersheds and
wetlands,
Legend: C - Current Year P - Permanent
** - Subject to Archival Selection Pa - Paper
D26
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 8 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
DEVELOPMENT AND
PLANNING
CODE
D
Building
Plans -
Completion
of Project +
10 years.
E
Pal
P
P
Engineering
Services
Property Files
Includes records relating to a specific
property. This includes original
documents such as: Building Permit
Applications; Issued Building Permit I
Site Certificate; Plumbing Permit;
Occupancy Permit; Ontario New
Home Warranty Declaration form;
Site Inspection notes and tags I
Stage I nspection sheet; Gas Shutoff
letter; Save Harmless Agreement;
and, Ventilation Design sheet.
D27
May also include copies of other
property related documents such 85:
Engineer / Architect Site Inspection
Report; Zoning and Work Order letter
(lawyer's . letter); Water & Sewer
Connection Permits; Zoning By-law
Amendments; Committee of
Adjustment & OMS decisions;
Deeds; MDS calculation sheets;
Entrance Permit; property survey;
correspondence to the property
owner; Fire Marshall report I
decision~ etc.
Legend: C - Current Year P - Permanent * - Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless otherwise specified.)
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 9 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
ENVIRONMENTAL
SERVICES
CODE
E
PalE
1
1
Originating
Environmental Services - General
Includes records regarding
environmental services which canna
be classified elsewhere. Use only if
no other headinQ is available.
Treatment Plants
EOO
Specifica-
tions are
kept
permanently
E
I
Pa
5
3
2
Engineering
Services
Includes information and records
regarding the operation of treatment
and pumping stations and lagoons.
Also includes·Certificate of Approval
(Water) and related documentation.
Trees I Forestry Management
E03
PalE
5'·
3
2
Administrative
Services
Includes records of the Tree
Commissioner as well as studies on
forestry management within the
County.
Environmental Monitoring
E04
E
I
Pa
10**
5
5
Administrative
Services
Includes records regarding the
routine monitoring of water quality,
water quantity and air quality as well
as responses to interference with
quality or quantity. Also includes
monitoring and control of creeks and
floods, weeds, noise, erosion, top
soil and storm water. Also includes
reports and records of on-site lab for
testing, Le. Lab reports, monitoring
sheets, clock readings, chart
recorder sheets, etc.
E05
Excludes:
Complaints & Inquiries
Waste Management
PalE
6
5
1
Originating
see M04.
Includes records regarding the
collection and disposal of waste.
Includes landfill site records,
recycling, energy from waste, source
separation, collection services, and
composting. May also include
Certificate of Approval (Landfill) and
related documentation.
EO?
Excludes:
Environment Planninq - see 003.
Nutrient Management
E
- Maximum Copy Retention S - Superseded T - Terminated
E - Electronic (All numbers refer to years unless otherwise specified.)
I
Pa
7
5
2
Originating
Includes records regarding the
management of livestock and I or
crop planning and regulations
pertaining to the operations. Control
of storing I spreading I using liquid
manure on land, near waterways,
runoff.t etc.
Legend: C - Current Year P - Permanent
** - Subject to Archival Selection Pa - Paper
E1
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 10 of 29
PalE Do not file
accounting
records
required for
tax
Dumoses.
PalE Electronic
preferred.
PalE Electronic
preferred.
PalE
PalE
REMARKS
FORMAT
TOTAL
RET'N
1
INACTIVE
ACTIVE
1
RESPONSIBLE
F FINANCE AND
ACCOUNTING
FOO Finance & Accounting - General Originating
Includes records regarding finance
and accounting which cannot be
classified elsewhere. Use only if no
other head in is available.
F01 Accounts Payable Financial
Services
SCOPE NOTES
- Secondary Subjects
CODE
6
5
1
Includes records documenting funds
payable by the municipality, such 85
paid invoices, receipts, copies of
cheques issued to pay account,
rebates, levies payable, payable
reports, membership fees, telephone
bills, employee and council
expenses, and receipts issued to the
municipality for donations. Also
includes repayment of loans.
Excludes:
Cancelled Cheques - see F07.
Social Services client related - see
804 (for retention).
Accounts Receivable
6
5
1
Financial
Services
Includes records documenting funds
owing to the municipality, such as
invoices, billing listings and
recoveries reports. Includes both tax
and water receivables, and local
improvements, etc. May include
correspondence related to collection
of tax and supporting documentation.
F02
Excludes:
Write-offs - see F23
Tax Assessments, Rolls & Tax
Arrears - see F22
Audits
6
5
1
Financial
Services
Includes records regarding internal
and external financial audits of
accounts.
F03
see relevant
Excludes:
Operation
subject
Audited Financial Statements
~
Banking
audits
- see
6
5
1
Financial
Services
Includes records regarding banking
transactions and relationships with
banks. Includes bank statements,
bank reconciliations and deposit
records,
Budgets and Estimates
F04
6" Pal E
T+6** Pal E I T=disposal
of asset.
5
1
Financial
Services
Includes departmental and corporate
budgets, both capital and operating.
Includes all working notes,
calculations and background
documentation. Also includes
Budget Variances and Cash Flow
estimates and reports.
Assets
F05
5
T+1
Financial
Services
Includes records regarding current
and fixed assets. Includes
inventories as well as records of
initial expenditure, depreciation,
amortization, and disposal.
F06
see L07
Legend: C - Current Year P - Permanent * - Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E. __ Electronic (All numbers refer to years unless otherwise specified.)
Excludes:
Land Acauisition & Sale
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 110129
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
FINANCE AND
ACCOUNTING
CODE
F
Electronic
preferred.
T+7for
ambulance
service
cheques.
E
I
Pa
6
5
1
Financial
Services
Cheques
Includes all cancelled cheques
issued. . Also includes cheque
requisitions, cheque listings,
supporting documents used to
authorize issuance of cheques, and
N5F cheques.
F07
- see
Excludes:
Banking & Bank Statements
F04
Social Services cheques
(for retention)
Debentures and Bonds
see 504
T=
debentures
surrendered
lor
exchange!
cancellation.
PalE
T+6
5
T+1
Financial
Services
Includes records regarding
debentures and bonds issued.
Includes information regarding the
initial issuance of the debenture or
bond as well as all records of
payments made to investors.
FOB
Excludes - Debenture Registers -
see F14.
Employee and Council Expenses
PalE
6
5
1
Financial
Services
Includes travel and meeting expense
statements and all receipts submitted
by employees or Council and
Committee members to substantiate
expense claims. May also include
Credit Card information, I.e. account
numbers and statements, etc.
F09
Excludes:
Attendance ~ see H01
Financial Statements
E
Pal
P"
P
2
Financial
Services
Includes the Balance Sheet, Income
Statement and Statement of Source
and Application of Funds as well as
all working notes, calculations and
backqround documentation.
Grants and Loans
F10
PalE
6
5
1
Financial
Services
Includes records regarding revenue
generated in the form of grants-in-
lieu, provincial and federal grants,
loans and subsidies. Also includes
submissions, acknowledgements,
reports and applications such as road
and transit subsidies, Road and Farm
Tax Rebate, Waste Management
Improvement Programs, Student
Employment Programs, Special
Circumstances Fund, etc. Includes
financial statements for subsidies.
Investments
F11
T+6 PalE T=closure of
account.
6 PalE T+710r
vouchers
related to
ambulance
service.
6" PalE
5
T+1
Financial
Services
Includes records regarding the
municipality's investments, term
deposits, and promissory notes. Also
includes common share certificates.
Journal Vouchers
F12
5
1
Financial
Services
Includes completed journal voucher
forms, input forms, and all
background documentation used to
substantiate journal entries.
Subsidiary Ledgers, Registers and
Journals
F13
5
1
Financial
Services
Includes all subsidiary ledgers,
registers, and journals such as
Payment and Receipt Journals,
Payroll Registers, and Debenture
Registers. Also includes Accounts
Payable Journal Entries and entry
traces, cash register reports, payrol
balance sheets and detail reports.
F14
Excludes ~ Documents and vouchers
used to support entries ~ see
relevant subject.
Legend: C - Current Year P - Permanent * - Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless otherwise specified.)
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE AU: COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 12 of 29
REMARKS
FORMAT
E
PalE
I
Pa
TOTAL
RET'N
P
6
INACTIVE
P
5
ACTtVE
1
1
RESPONSIBLE
F FINANCE AND
ACCOUNTING
F15 General Ledgers and Journals Financial
Services
Includes all records in the books of
original entry and trial balances.
Excludes:
Documents and vouchers used to
support entries - see relevant
sub'ect.
F16 Payroll Human
Resources
Includes all records of payments of
salary, wages and deductions to
employees. Includes pay lists,
Garnishees, OHIP and Blue Cross
reconciliations, T4 Slips, OMERS
yearly reports and Statistics Canada
reports. Also includes honoraria and
fees to Council.
SCOPE NOTES
- Secondary Subjects
CODE
Excludes:
Payroll Registers - see F14
Time Sheets - see H01
Purchase Orders and Requisitions
PalE
6
5
1
Financial
Services
Includes purchase orders and
requisitions, blanket orders, and al
background documentation
authorizing the procurement
(purchasing) of goods and services.
F17
Excludes - Quotations & Tenders -
see F18.
Quotations and Tenders
E
Pal
6"
5
1
Financial
Services
Includes records regarding
quotations and tenders obtained from
suppliers of goods and services.
Includes Requests for Proposal,
Invitations to Tender, Proposals,
Tender Submissions, Pre-
qualifications, and all documentation
regarding the selection process,
F18
Quotations
Excludes Successful
and Tenders - see L04,
Receipts
PalE
6
5
1
Financial
Services
Includes receipts issued for payment
of items such as parking tickets,
licences, rentals and taxes. Also
includes records regarding tax
receipts for Residents of Homes for
the Aged for rent or medical
expenses.
Reserve Funds
F19
E
I
Pa
6
5
1
Financial
Services
Includes records documenting
obligatory and I or discretionary
reserve funds such as reserves for
working funds, contingencies, future
capital projects, and information
systems, etc, To include all natural
disaster funds and applications, for
payment for damages suffered
(tornado, wind, flood, etc.).
Revenues
F20
E
I
Pa
6
5
1
Financial
Services
Includes records regarding the
generation of revenues other than
assessment taxes, such as fees from
tax certificates as requested by
mortgage companies, applications for
severance, parking tickets, lot levies,
development charges, police escort
fees, auction sales, etc. Also
included are fines and lost book
revenues as well as funds received
from charity events and donations.
F21
see F02
Legend: C - Current Year P - Permanent * - Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless otherwise specified,)
Excludes:
Accounts Receivable
Tax Rolls - see F22
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 13 al29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
FINANCE AND
ACCOUNTING
CODE
F
PalE
P
P
S
Financial
Services
Tax Rolls and Records
Includes taxation records of long
term importance, such as
assessment rolls, tax sale records,
tax sale deeds, property tax
registrations, tax arrears register
cards, tax collector's rolls and levies
and apportionment.
F22
Excludes:
Accounts Receivable - see F02
Mortgage Companies - see F02
Correspondence related to tax issues
that are not of long-term importance -
see F02
Write,Offs
E
I
Pa
6
5
1
Financial
Services
Includes accounts receivables that
have been written off as
uncollectible. Also includes
of bankruptcies.
F23
records
T+6 PalE T = closure
of account.
T+6 Pa I E T ::;: closure
of account.
T+1 PalE T-after
completion of
audit.
T+6 Pal E T=endal
taxation year
T+6 Pa I E
T+6 PalE T=
termination
aldebt
6
T
Financial
Services
Accounts Receivable
Includes records regarding funds
established by the municipality for
money held in trust, such as
bequests and Ontario Home
Renewal ProQram.
Security Deposits
Excludes
see F02.
Trust Funds
F24
6
T
Financial
Services
Includes development deposits,
letters of credit, proof of insurance
and records of monies held as
security (Le. bonds),
Working Papers
F25
T+1
Financial
Services
Includes all working notes,
calculations and background
documentation used to calculate
financial statements such as the
Monthly Trial Balance. Also includes
Daily Logs used in job costing
calculations.
F26
see F10
Excludes:
Financial Statements
Taxation
6
T
Financial
Services
Includes records regarding any taxes
paid by the municipality and the
exceptions and rebates related to
these taxes. Includes the original
assessment notices, plus federal and
provincial sales tax exemption, GST
Registration Number, Retail Sales
Tax and GST.
Capital Projects
F27
6
T
Financial
Services
Includes records pertaining to the
ongoing maintenance of capital
projects and budgetary projections
for these projects.
Debts
F28
6
Legend: C - Current Year P - Permanent * ~ Maximum Copy Retention S - Superseded T - Terminated
** ~ Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless othelWise specified.)
T
Financial
Services
Includes records and information
reQardinQ lonQ4erm borrowinQ,
F29
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE AU: COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 14 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondarv Subjects
CODE
PalE
Pal E Electronic
preferred.
PalE
1
2
S
1
2
S
T+1 Is
T=
termination
of
employment
E
I
Pa
T+6**
Originating
Human
Resources
Human
Resources
Human
Resources
HUMAN RESOURCES
H
Human Resources - General
neludes records regarding human
resources and accounting which
cannot be classified elsewhere. Use
only if no other headinQ is available.
Attendance and Scheduling
HOO
Includes records regarding employee
attendance, shift scheduling,
vacation schedules, hours of work,
etc. Also includes time sheets.
H01
Excludes:
Payroll- see F16
Benefits
Includes brochures, rates, quotes,
correspondence and explanatory
documents regarding benefits offered
to employees, such as group
insurance, dental plans, Canada
Savings Bonds, and general
information on OMERS.
H02
Excludes:
payroll- see F16
Pension Records- see H10.
Employee Records
Includes records regarding the
employment history of municipal
employees. Includes initial resumes
and applications, performance
evaluations, correspondence with the
employee, employee assistance, and
individual lay-off notices. Includes
part-time staff, student employees
and volunteers.
H03
Excludes:
Grievances - see H 14
Pensions (OMERS\ - see H10
Health and Safety
Records
related to
exposure to
airborne
arsenic,
ethylene
oxide or
asbestos
must be kept
the longer of
(a) 40 years
from the time
such records
were first
made with
respect to
the worker;
or, (b) 20
years from
the time the
last of such
records were
made with
respect to
the worker.
PalE
7
6
1
Human
Resources
Includes records regarding the
occupational health and safety of
staff. Includes non lost-time accident
and incident reports, WSIB reports
for non lost-time, and information on
health and safety programs for staff
such as fire drills and CPR courses.
H04
Excludes:
Health & Safety Education - see SOB
Accidents of the Public - see POS
Claims for STD, L TD or WSIB - see
H13
E
I
Pa
S"
S
Human
Resources
Human Resource Planning
Includes records of succession
planning, executive placement.
retirement programs, staff turnover
rates, annual hire / promotion targets,
recruitment freezes, employment
equity, performance management,
student. employment program plans,
Modified Work Program, Human
Resources research information, lay-
off planning and related records.
HOS
Excludes:
Employee Records - see H03
Individual Lay-off Notices - see H03
Legend: C - Current Year P - Permanent 1< - Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper. E - Electronic (All numbers refer to years unless otherwise specified.)
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 15 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondarv Subjects
CODE
S" PalE
T+ 10** Pal E T =expiry of
contract
period.
S" PalE
s
10
T
S
E
I
Pa
5
5
Human
Resources
Human
Resources
Human
Resources
Human
Resources
HUMAN RESOURCES
Includes job descriptions and
specifications as well as background
information used in their preparation
or amendment, such as Job
Comparison Schedules from other
municipalities.
Job Descriptions
H
H06
Excludes:
Job Comparison Schedules used in
the planninQ of salaries - see HOg
Labour Relations
Includes records regarding the
relationship between labour and
management. Includes collective
bargaining, correspondence with
unions, and negotiations.
H07
Excludes:
Grievances - see H14
Collective Aqreement - see L04
Organization
Includes records regarding reporting
relationships, reorganization,
downsizing, organizational analysis,
etc. Includes organization charts.
H06
Excludes:
Job Descriptions - see H06
Salary Planning
Includes records regarding the
planning and scheduling of salaries,
such as job evaluations, job
classification systems, salary
surveys, Job Comparison Schedules
and seniority lists. Also includes any
reference material retained regarding
issues related to pay equity or Social
Contract.
H09
Excludes:
Employee Records
Pension Records
T = Death of
employeel
beneficiary.
Pension
plans, annual
information
returns are
kept
permanently
PalE
T+6
6
T
Human
Resources
see H03
Includes records detailing pension
obligations due to individuals under
OMERS.lncludes pension
information of retired personnel,
including registration and records.
H10
Excludes:
Payments made to OMERS - see
F01
Deductions for Pensions - see F16
General Information on Pension
Plans -see H02
Recruitment
s·· PalE Only courses
developed by
the County
are subject
to archival
selection.
T+6 Pa I E T=
settlement of
claim
Electronic
preferred.
E
I
Pa
1
1
Human
Resources
Includes records regarding the
recruitment of staff. Includes job
postings, copies of advertisements,
records regarding competitions and
unsuccessful applications.
Training and Development
H1
S
Human
Resources
Includes records regarding courses
offered to employees, and
information on career and
professional development programs.
Also includes· orientation materials.
H12
Excludes:
Em ployee Records
Claims
6
T
Human
Resources
see H03
Includes records regarding claims to
WSIB or insurance carriers for lost-
time incidents, accidents, STD or
LTD.
H13
Excludes:
Non lost-time incidents or accidents
see H04
Self-insured STD -
see H01
Legend: C - Current Year P - Permanent * - Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless otherwise specified.)
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE AU: COUNTY OF ELGIN"; RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 160129
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
CODE
HUMAN RESOURCES
H
T·
settlement of
grievance
E
Pal
T+7
7
T
Human
Resources
Grievances
Includes records dealing with
grievance complaints filed against
the municipality, such as the initial
complaint, investigation, reports and
final resolution.
Seniority Lists
H14
E
I
Pa
S"
s
Human
Resources
H15
Summary records of years of service
of non-union and unionized
employees.
Employment Applications &
Resumes - Solicited
Electronic
preferred
PalE
3 mos.
3 mos.
Human
Resources
H16
Includes applications and resumes
for positions posted by the County.
Excludes: Applications and resumes
of. successful applicants - See H03
Employment Resumes - Unsolicited
Electronic
preferred
E
* - Maximum Copy Retention S - Superseded T- Terminated
E - Electronic (All numbers refer to rears unless otherwise specified.)
I
Pa
3 mos.
3 mos.
Human
Resources
Includes resumes sent to the County
with cover letter enquiring about
available positions.
Legend: C - Current Year P - Permanen
** - Subject to Archival Selection Pa - Paper
H17
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 17 of29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
CODE
C+ 1 Pal E
C+2 PalE
C+7 PalE
C+7 PalE
C+1 Pa I E
C+3 PalE
C+7 Pal E
C+6 PalE
C+7 PalE
C+6 Pal E
C+6 Pa I E
1
C
POAI
Administrative
Services
JUSTICE
Justice - General
J
JOO
2
C
POAI
Administrative
Services
records
1
I neludes Court and POA records
including Part 1 Certificates of
Offence.
Includes Court and P.O.A.
which cannot be classified
elsewhere.
Certificates of Offence (Part
J01
Excludes:
Part 1 accident and careless driving
matters - see J02
Informations (Part 3)
7
C
POAI
Administrative
Services
Includes Court and POA records
including all Part 3 Informations and
Part 1 Certificates of Offence relating
to accident and careless driving
matters only.
Appeals - Provincial Offences
J02
7
C
POAI
Administrative
Services
Includes correspondence and
records of appeals related only to
Provincial Offences.
J03
see
Excludes:
Appeals & Hearings (Municipal
L01
Control Lists
1
C
POA
Administrative
Services
Includes reports from municipal and
provincial agencies such as OPP,
MTO. MNR etc.
Court Dockets
J04
3
C
POAI
Administrative
Services
Includes Register of Court activity
including court staff, statistics on
accused and disposition of fines.
Enforcement and Suspension
J05
7
C
POA
Administrative
Services
Includes records regarding the
suspension of licences issued by
Provincial Government bodies e.g.
Driver's Licence.
Transcripts
J06
POA
Administrative
Services
Includes.records of transcribed
proceedinç¡s, tapes and IOQ books.
Statistics
J07
6
C
POAI
Administrative
Services
Reports and other related statistical
data including RICO reports, ISCUS
reports and writeøoffs and all other
related financial reports.
JOB
7
C
POAI
Administrative
Services
see
Register of summary convictions and
related records.
Cash Book
Excludes:
Accounts Receivable WriteøOffs
F23
Summary Convictions
JOg
6
C
Financial
Services
Records of cash receipts recorded on
a daily or monthly basis. Also
includes cash receipts for general
account and bail accounts as well as
breakdown of funds and bank
balance.
J10
Excludes:
All nonwPOA transactions - See F14
Fee and Cash Book
6
C
Financial
Services
All records that account for daily
receipts and reimbursements which
report the amount of revenue to be
forwarded to the province on a
monthly basis.
J1
Note: To be maintained separate
from aeneralledç¡er - See F15
- Maximum Copy Retention S - Superseded T - Terminated
E - Electronic (All numbers refer to years unless otherwise specified.)
Legend: C - Current Year P - Permanent
** - Subject to Archival Selection Pa - Paper
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 18 0129
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
CODE
LEGAL AFFAIRS
L
PalE
1
1
Originating
General
Includes records regarding legal
affairs which cannot be classified
elsewhere. Use only if no other
headinQ is available.
Appeals and Hearings
Legal Affairs
LOO
T=
resolution of
appeal.
E
I
Pa
P
P
T
Administrative
Services
Includes all transcripts and· related
documentation regarding appeals,
hearings, and legal proceedings.
Includes final judgements and Court
Orders. Includes zoning appeals,
official plan appeals, and Committee
of Adjustment appeals. Also includes
orders issued by regulatory bodies
and boards.
L01
T+1 PalE T=
resolution of
claims and
all appeals.
T+1 PalE T=
resolution of
claims and
all appeals.
T + 20*· PalE T=
termination
01
agreement
Excludes:
LitiQation - see Claims - L02 & L03
Claims Against the County
1
T
Administrative
Services
Includes all liability claims (litigation)
made by other parties against the
municipality.
L02
see
Appeals & Hearings
Excludes
L01.
1
T
Administrative
Services
Claims By the County
Includes all liability claims (litigation)
made against other parties by the
municipality.
L03
Excludes:
Appeals & HearinQs - see L01
Contracts and Agreements - Under
Seal
20
T
Originating
Includes all corporate agreements
entered into by the municipality that
require execution by the corporate
signing officers such as the Warden
and CAO. Includes construction
contracts, collective agreements, and
road contracts. May also include
background documentation used in
the development of the contract or
agreement.
L04
Excludes:
Office Equipment Service
Agreements - see L 14
Contracts reQardinq Land
Insurance Appraisals
E
Pal
S
S
Administrative
Services
see L07
L05
T + 20 PalE T = expiry 01
policy.
T + 20** PalE T = property
disposition.
19
1
T+
Originating
Includes appraisals of municipal
property for insurance purposes.
Excludes:
Insurance Policies - see L06
Insurance Policies
Includes municipal insurance policy
documents, such as vehicle, liability,
theft, and fire insurance.
Excludes:
Employee Group Insurance - see
H02
Third Party Contracts - see L04
Land Acquisition and Sale
L08
20
T
Originating
Includes records regarding real
estate transactions and conveyance
of land such as lot sales, lane
closings and allowances whether
through voluntary transactions or
expropriation. Includes deeds and
expropriation plans, purchase letters
and appraisals.
L07
Excludes:
Leases for rental of property by other
parties - see L 15
Legend: C - Current Year P - Permanent * - Maximum Copy Retention S -'- Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless othefWise specified.)
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 190129
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
CODE
LEGAL AFFAIRS
L
S"" PalE
Sir'" PalE
s
Administrative
Services
Opinions and Briefs
Includes opinions and briefs
prepared by the County's legal
counsel on specific issues and byø
laws.
Precedents
LOS
s
Administrative
Services
Includes records regarding
judgements and decisions that may
affect the County's position in actual
or potentialleQal matters.
Federal Legislation
L09
PalE
s
s
PalE
s
s
T+7 Pal E T ~delivery
01
judgement.
T + 6'''' PalE T expiry 01
contract.
T+6 PalE T = expiry of
lease.
7
T
T+1 5
T+1 5
P
Originating
Originating
Originating
Originating
Originating
Originating
Includes records regarding bills,.acts
and regulations enacted by the
Parliament of Canada, which·affect
or are of interest to the County.
Provincial Legislation
L10
Includes records regarding bills, acts
and regulations enacted by the
Ontario Legislature, which affect or
are of interest to the County.
Includes applications to amend the
Retail Business Holiday Act, Liquor
Licence Act, etc.
Prosecutions
L1
Includes records regarding
prosecutions to enforce bYølaws and
federal and provincial legislation.
L13
Excludes:
By-JawEnforcement - see P01
Appeals & Hearings - see L01
Warrants ø see P12
Contracts and Agreements - Simple
Includes contracts and agreements
not under corporate seal, such as
administrative agreements relating to
equipment rental and service
contracts and vehicle lease and
purchase agreements. May include
agreements to hire for a position.
May also include background
documentation used in the
development of the contract or
aQreement.
Leases
L14
Includes records relating to leases
and rentals 01 County property by
other parties as well as all leases of
buildinQs for municiDal use.
Copyright
L15
PalE
P
Includes the request for permission
to use the County crest, to copy
material (written or photographic)
published or owned by the County.
Also includes denials of permission
to COpy or use municipal material.
Deeds
L16
E
Legend: C - Current Year P - Permanent * - Maximum Copy Retention S - Superseded T - Terminated
'/tit _ Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless otherwise specified.)
I
Pa
P
P
Administrative
Services
Includes all deeds to County property
and supportinQ documentation.
L17
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE An; COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 20 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
MEDIA AND PUBLIC
RELATIONS
CODE
M
PalE
1
1
Originating
General
Includes records regarding media
and public relations which cannot be
classified elsewhere. Use only if no
other headinç¡ is available.
Advertising
Media and Public Relations
MOO
E
Pal
3"
2
1
Originating
Includes records regarding public
advertising in magazines,
newspapers, radio, television, and
transit.
M01
Excludes:
News Releases - see MOB
Recruitment - see H11
Elections - see CO?
Ceremonies· and Events
PalE
3"
2
1
Originating
Includes records regarding
participation in special events,
openings, and anniversaries. Also
includes records regarding the set-up
and running of special events, BSQs,
retirement. parties, tournaments, etc.
May include special commemorative
plaques.
Charitable Campaigns I Fundraising
M02
PalE
3
2
1
Originating
Includes records regarding the
raising of funds and donations for the
County, Homes for the Aged and for
other charitable organizations such
as United Way.
M03
Excludes:
Receipts - see F19
Accounts Receivable - see F02
Complaints, Commendations and
Inquiries
E
I
Pa
1"
1
Originating
Includes records regarding
commendations, requests for
information, and very general types
of inquiries and complaints. Also
includes concerns about services
offered by the municipality, inquiries
about council proceedings and
congratulatory letters.
M04
Excludes:
Accessibility of Records
A17
Specific Complaints - see appropriate
subiect
News.Clippings
see
I
(F.O.
E
Pal
3"
2
1
Originating
Includes clippings from newspapers,
information from journals and other
media.
M05
Excludes:
Clippings used as reference material
- see relevant subiect.
News Releases and Proclamations
E
Pal
P
1
Originating
Includes notes and final versions of
news releases and proclamations
issued by staff and Council. Includes
messages for inclusion in special
event programs and articles
contributed to newspapers.
Publications
M06
PalE
3·'
2
1
Originating
Includes typed manuscripts, artwork,
printed copies and related records
regarding the publication of tourism
information, trade shows, current
events, industrial directories,
business directories, and maps. May
include annual reports of a non-
financial nature and newsletters
published for distribution to the public
and in~house. May also include film
documentaries and video
nroductions.
M07
Legend: C - Current Year P - Permanent * - Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless otherwise specified.)
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 21 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
MEDIA AND PUBLIC
RELATIONS
CODE
M
E
I
Pa
3"
2
1
Originating
Speeches and Presentations
Includes background notes, draft and
final versions of speeches,
presentations and news conferences
given by elected and nonøelected
officials.
MOB
Excludes:
Media coverage of
speeches/presentations - see M05
News Releases - see M06
Visual Identity and Insignia
PalE
3·'
2
1
Originating
Includes records regarding the
standards that apply to graphic
designs in the interest of establishing
a Visual Identity Program. Includes
logo and letterhead design, signage,
flags, vehicle identification, etc. Also
includes records regarding
corporation insignia and seals of
office.
Newsletters
M09
E
Legend: C - Current Year P - Permanent * ~ Maximum Copy Retention S - Superseded T - Terminated
** ~ Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless otherwise specified.)
I
Pa
P
1
Originating
Includes all newsletters produced by
the County,
M10
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 22 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
PROTECTION AND
ENFORCEMENT
SERVICES
CODE
P
E
I
Pa
1
1
Originating
Protection and Enforcement Services
- General
Includes records regarding protection
and enforcement services which
cannot be classified elsewhere. Use
on Iv if no other headinç¡ is available.
Bylaw Enforcement
POO
PalE
6
4
2
Administrative
Services
Includes records of County efforts to
enforce by-laws such as road weight
infractions, Order to Comply,
inspection reports, stop work orders,
working notes, correspondence,
exhibits, photographs, Notice of
Intent to Cut etc. where no legal
proceedings were initiated. May also
include records relating to Provincial
Offences.
P01
Excludes
Inspections - see PO? & P08
Environmental Monitoring - see E05
Prosecutions - see L 13
Daily Occurrence Logs
5** Pa I E
S** PalE
4
1
Administrative
Services I POA
I ncludes records associated with
daily reporting and tracking number
of occurrences involving police
dispatching, and fire and ambulance
assistance calls. May include call
reports and runninQ field sheets.
Emergency Planning
P02
S
Administrative
Services
Includes records associated with the
planning and rehearsal of emergency
measures and services provided by
the municipality. May include
evacuee centres in the event of a
disaster, provision of service and
emergency resources and
contingency planning. May also
include 9-1-1 Emergency Service
and MTO Alternate Route Plan in the
event of a road closure.
Hazardous Materials
P03
T + 5 years
for PCB
storage
records afte
PCB
removed
from site.
E
I
Pa
S
S
Originating
Includes information, reports and
records associated with hazardous
materials such as chemicals and
substances that pose fire, health or
safety hazards. Also includes
records dealing with toxic substances
control, transportation, effects,
handling,· storage, use and disposal
of agents, records of exposure of
workers, inventory of hazardous
materials, storage locations, and
Material Safety Data Sheets (MSDS)
etc.
P04
Excludes:
Staff Safety TraininQ - see H04
Incident I Accident Reports
T = closure
of
investigation
into incident.
PalE
T+2
2
T
Originating
Includes vandalism and security
incident reports and reports of
accidents that occur at County
properties, including occurrence
reports for Homes for the Aged,
bomb threats, old aged runaways,
etc.
P05
- see
Staff
Excludes:
Security - see A 18.
Accidents of Municipal
H04
Vehicle Accidents - see V01
Health Inspections
PalE
S
S
Originating
Includes health inspection reports of
County facilities, including Homes for
the AQed.
PO?
* - Maximum Copy Retention S - Superseded T - Terminated
E - Electronic (All numbers refer to years unless otherwise specified.)
Legend:C - Current Year P - Permanen
** - Subject to Archival Selection Pa - Paper
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 23 of 29
CODE SCOPE NOTES RESPONSIBLE ACTIVE INACTIVE TOTAL FORMAT REMARKS
- Secondary Subiects RET'N
P PROTECTION AND
ENFORCEMENT
SERVICES
P09 Licences Originating T 2 T+2 PalE T = Expiry of
licence.
Includes records regarding licences
administered by or required by the
County, or required by the province,
such as licensing for lotteries,
businesses, hunting of small game,
etc. Also includes licences / permits
required for transporting oversized
loads on County roads and permits
for temporary road closings for
soscial events,
P15 Community Protection Programs Originating S 2 5+2*" PalE
Includes records on community
protection and crime prevention
such as Community Policing, Victim
Services, Neighbourhood Watch
and Block Parents. Records
include correspondence and
brochures.
P16 Elgin Group Police Services Board Administrative 10 p" Pa I E Master copy
Minutes Services to be kept on
paper.
Includes minutes of the Elgin Group
Police Services Board and all
attached documents.
P17 Elgin Group Police Services Board Administrative 1 5 6 PalE
Agenda Services
Includes notices of meetings and
agenda as well as working notes
used in aaenda preparation.
P16 Elgin Group Police Services Board Administrative S S" PalE
Appointments Services
Includes all records relating to
community, provincial and County
appointments to the board.
P19 Disaster Plan Recovery Administrative S S" PalE
Services
Includes all records associated with
creation and maintenance of County
disaster under Emergency
Measures Ontario.
P20 Dispatch Complaint Records Administrative 1 2 3
Services
Includes records such as letters
from the public and government
agencies regarding ambulance
dispatch times.
* - Maximum Copy Retention S - Superseded T - Terminated
E - Electronic (All numbers refer to years unless otherwise specified.)
Legend: C - Current Year P - Permanen;
** - Subject to Archival SelectionPa - Paper
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 24 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondarv Subjects
RECREATION AND
CULTURE
CODE
R
PalE
1
1
Originating
Recreation and Culture - General
Includes records regarding recreation
and cultural services which cannot be
classified elsewhere. Use only if no
other headinQ is available.
Library Services
ROO
E
I
Pa
5
3
2
Library
Services
Includes circulation lists,
recommendations for additions to
library collections, information
searches, interwlibrary loan requests
and more general records that are
specific to the operation of libraries.
Tertiary heading to be filed by
branch.
Museum Services
R02
PalE
5"
3
2
Museum
General
Includes records on museum
programming, activity reports and
preservation information.
Museum Services -
Register
R03
E
I
Pa
P
P
Museum
Accession
accession
of gift
of
annual
all deeds
ownership
Includes the
register and
documenting
collections.
Archival Services
R07
PalE
5"
3
2
Archives
General
Includes records on archival
programming, activity reports and
preservation information.
ROB
Excludes:
Records ManaQement - See A10.
Archival Services - Accession
Register
E
- Maximum Copy Retention S - Superseded T - Terminated
E - Electronic (All numbers refer to years unless otherwise specified.)
I
Pa
P
P
Archives
Includes the annual accession
register and all deeds of gift
documenting ownership of
collections.
Legend: C - Current Year P - Permanent
** - Subject to Archival Selection Pa - Paper
R09
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 25 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
SOCIAL AND HEALTH
CARE SERVICES
CODE
S
E
E
I
I
Pa
Pa
1
5
3
1
2
Originating
Originating
S - General
Includes records regarding social and
health care services which cannot be
classified elsewhere. Use only if no
other headinç¡ is available.
Includes general program information
regarding childcare programs such
as municipal and private day care
and day nursery services. Also
includes general resource
information used in counselling
children and parents involved in
these programs.
SOO
S01
Excludes:
Medical Records - see 806.
Individual Day Care Client Records -
see S10.
PalE
5
3
2
Homes &
Seniors Services
Elderly Assistance
Includes general program information
regarding programs intended to
improve the quality of life for senior
citizens such as home care, housing
and transit subsidies. Includes any
Homes for the Aged as well as
general resource infonnation used in
counselling seniors considering
moving to homes for the aged. May
include Indigent Elderly Patient
reports. Also includes Meals on
Wheels program.
S02
Excludes:
Homes for the Aged Residents
S03.
Homes for the Aged - Residents
see
T = date of
last entry.
Discharged
resident files
to be
retained 20
PalE
20 or 5
180r3
T+2
Homes &
Seniors Services
Includes records regarding individual
residents of Elgin Manor, Bobier Villa
and Terrance Lodge.
S03
years;
deceased
resident files
to be
retained 5
vears.
PalE
5
3
2
Originating
Social Assistance Programs
Includes general program information
regarding social assistance programs
available to residents. Also includes
general resource information used in
counselling recipients of social
assistance and information pertaining
to Employment Support Programs
and Community Support Services.
Also includes records regarding
subsidized housing and group
homes.
S04
T+7 PalE T=file
closed.
T+6 PalE T=
discharge of
patient
see
Excludes:
Ontario Works Case Records
S05.
Ontario Works Case Records
5
T+2
CityofSt.
Thomas (by
agreement)
Includes records regarding individual
social assistance recipients. May
include Income Reporting Cards.
S05
Excludes:
General Program Information
S04.
see
5
Legend: C - Current Year P - Permanem - Maximum Copy Retention S - Superseded T - Terminated
** - Subject to Archival Selection Pa - Paper E - Electronic (All numbers refer to years unless otherwise specified.)
1
T+
Homes &
Seniors Services
Medical Case Records
Includes case records regarding
communicable diseases, venereal
diseases, dental care, maternal care,
and other medical case records.
S06
ELGIN COUNTY BY-LAW NO. 04-01 ~ "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 26 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
SOCIAL AND HEALTH
CARE SERVICES
CODE
S
PalE
5
3
2
Originating
Children's Services
Includes general program information
regarding programs benefiting
developmentally handicapped
children, abused children and other
children's programs. Also includes
general resource information used in
counselling children and parents
involved in these programs.
507
Excludes:
Medical Records - see S06
Dav Care Proç¡rams - see 801
Public Health
E
* - Maximum Copy Retention S - Superseded T - Terminated
E - Electronic (All numbers refer to years unless otherwise specified,)
Pal
PalE
5
5·'
3
3
2
2
Originating
Originatin
Includes records regarding public
health programs such as health and
safety education, school health
programs, disease control including
immunization and family planninQ.
Children's Dav Care Client Records
Legend: C - Current YearP - Permanen;
** - Subject to Archival Selection Pa - Paper
S08
S11
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE A": COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 2? of29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
TRANSPORTATION
SERVICES
CODE
T
E
E
I
I
Pa
Pa
1
T+6
1
Originating
Includes records regarding
transportation which cannot be
classified elsewhere. Use only
other headinq is available.
Illumination
TOO
T01
f no
T=
completion of
project
6
T
Engineering
Services
Includes records and studies
regarding the installation and repair
of equipment used to illuminate roads
such as streetlights, pedestrian
crossover lights, etc. Also includes
records on power consumotion.
Parking
E
Pal
6
5
1
Engineering
Services
Includes records and studies
regarding municipal parking issues,
such as handicapped parking, lot and
garage operations, fire routes, and
employee parkinQ.
Public Transit
T02
E
I
Pa
6
5
1
Engineering
Services
Includes records and studies
regarding public transit systems.
Includes schedules, routes, maps
and similar information. Also
includes project records regarding
the construction of bus shelters and
similar facilities, route administration
and planning, fare policies,
intergovernmental transit co-
ordination, and access for the
disabled.
Road Construction
T03
T=
com pletion of
project.
Specifica-
tions are
permanent.
E
I
Pa
T+6**
6
T
Engineering
Services
Includes records and studies
regarding construction projects on
roads. Includes the construction of
new roads and major jmprovements
to existing roads, such as
resurfacing, widening, bridges, etc.
Specifications and change orders to
be kept on a permanent basis.
T04
Excludes:
Design & Planning ~ see T05
Routine maintenance & minor
improvements to road systems
T06
Road Design and Planning
T=
completion of
project.
Specifica-
tions are
permanent.
T=
completion of
project.
Specifica-
tions are
permanent
T ;:;; removal
of sign I
signal
T+6
T+6
T+6 I PalE
see
6
T
Engineering
Services
Includes estimates, studies and other
records regarding the design and
planning of specific road construction
projects, including setting of speed
limits by design and criteria. Also
includes design of curbs and
sidewalks. cycie paths, footpaths.
walkways, etc.
Road Maintenance
T05
6
Engineering T
Services
Engineering T
Services
Includes records and studies
regarding the inspection and
maintenance of roads. Includes the
installation of culverts, minor repairs
to the road surfaces, curbs and
sidewalks. cycle paths. footpaths.
walkways, etc. Also includes
grading, ploughing and sanding of
roads, and snow removal and
cleaninq.
Signs and Signals
T06
6
Includes records and studies
regarding the manufacture and
installation of signs and signals.
TO?
Excludes:
Visual Identity Proqram - See M09
* - Maximum Copy Retention S - Superseded T - Terminated
E - Electronic (All numbers refer to years unless otherwise specified,)
Legend: C - Current Year P - Permanen;
** - Subject to Archival Selection Pa - Paper
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE An: COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 28 of 29
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONSIBLE
SCOPE NOTES
- Secondary Subjects
TRANSPORTATION
SERVICES
CODE
T
E
Pal
10"'*
8
2
Engineering
Services
Traffic
Includes records and studies
regarding the flow of traffic on roads.
Includes intersection drawings,
pedestrian crossovers, crossing
guards, traffic counts, traffic accident
statistics and related records. Also
includes temporary road closures
other than for special events
requiring a permit for temporary
closing.
T08
Excludes:
Alternate MTO Route Plan in event of
road closures w see P03
Permits for special events temporary
road closinQ - see P 11
Roads and Lane Closures
E
I
Pa
6
5
1
Engineering
Services
Includes records on roads and lanes
closed on a permanent or regular
basis, Includes appraisals, reports,
correspondence and District Court
applications as well as records
related to requests to open road and
street allowances.
TOg
see T08
Excludes:
Temporary Road Closures
Land Sales - see L07
Road ClosinQ By~laws
Road Sections
see C01
T=
completion of
project.
Specifica~
tions are
permanent
E
I
Pa
T+6
6
T
Engineering
Services
Includes records, surveys,
construction plans, and utility
requests for street name sections,
road name sections and municipal
road systems.
Field Survey I Road Survey Books
T10
PalE
P"
P
Engineering
Services
Includes engineering field survey
notes as well as books.
Railroads
T11
T=
completion of
project.
Specifica-
tions are
nermanent.
E
* - Maximum Copy Retention S - Superseded T - Terminated
E - Electronic (All numbers refer to years unless otherwise specified,)
Pal
T+6
6
T
Engineering
Services
Includes records regarding
maintenance of railway crossing on
County roads.
Legend: C - Current Year P - Permanen
** - Subject to Archival Selection Pa - Paper
T12
ELGIN COUNTY BY-LAW NO. 04-01 - "SCHEDULE An: COUNTY OF ELGIN - RECORD
CLASSIFICATION AND RETENTION SCHEDULE (January 2004) Page 29 0129
REMARKS
FORMAT
TOTAL
RET'N
INACTIVE
ACTIVE
RESPONStBLE
SCOPE NOTES
- Secondary Subjects
VEHICLES AND
EQUIPMENT
CODE
V
E
Pal
1
1
Originating
Vehicles and Equipment - General
Includes records regarding vehicles
and equipment which cannot be
classified elsewhere. Use only if no
other headinç¡ is available.
Fleet Management
VOO
T ;::; disposal
of vehicle.
E
Pal
T+6
s
1
T+
Originating
Includes records of all vehicles
currently leased or owned, operated
and maintained by the County such
as the library van and ambulances.
This includes vehicle history files,
accident reports, and vehicle
maintenance, registration and
disposal.
V01
Excludes
Insurance Policies,:" see L06
Accident Claims - see L02, L03
Leases & Contracts - see L 14
Mobile Equipment
E
I
Pa
3
2
1
Originating
Includes records regarding mobile
equipment used in conjunction with
vehicles. Also includes maintenance
and history files on equipment such
as generators, pumps, snow blowers,
sanders,etc.
Transportable Equipment
V02
PalE
3
2
1
Originating
Includes records regarding
transportable equipment used by the
County. Also includes maintenance
and history files on equipment such
as Jawnmowers, hoses, weedeaters,
driJJs, and rescue equipment.
Protective Equipment
V03
PalE
3
2
1
Originating
Includes records regarding protective
equipment used by the County. Also
includes maintenance and history
files on equipment such as breathing
apparatus, breathing tanks, down
alarms, etc.
V04
Excludes:
Uniforms & Clothina - see A14
Building Equipment
E
* - Maximum Copy Retention S - Superseded T - Terminated
E - Electronic (All numbers refer to years unless otherwise specified.)
I
Pa
3
2
1
Engineering
Services
Includes maintenance and history on
equipment such as furnaces, water
heaters, etc. used within the
buildinQs of the municipality.
Legend: C - Current Year P - Permanen
** - Subject to Archival Selection Pa - Paper
VOS
204-460 Wellington Street
St. Thomas, ON N5R 6H9
Telephone: (519) 631-8250
Telephone: (519) 637-3500
Facsimile: (519) 631-8919
RAVEN&SHAWLLP
Chartered Accountants
October 9, 2003
Mrs. Linda Veger
Director of Financial Services
County ofElgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
Dear Mrs, Veger:
County of Elgin
We have reviewed the record classification and retention schedule as proposed by the County of
Elgin with guidelines established by the Ministry of Municipal Affairs and Housing and in
accordance in S255(3) of the Ontario Municipal Act.
Record Classification and Retention Schedule -
We approve of the Tecord classification and retention schedule as proposed by the County of
Elgin.
~
Yours
Chuck Raven
Raven & Shaw