06-03
COUNTY OF ELGIN
By-Law No. 06-03
ESTABLISHING THE RETENTION
"A BY-LAW TO AMEND BY-LAW NO. 04-01
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 the Corporation of the County of Elgin did pass By-Law No. 04-01
thereby establishing retention periods for records of the Corporation; and
to By-Law No. 04-01 to
WHEREAS it is deemed advisable to amend Schedule "A'
change certain descriptions and retention periods
the Municipal Council of the Corporation of the County of Elgin
NOW THEREFORE
enacts as follows:
THAT Schedule "A" to By-Law No. 04-01 be and is hereby amended by Appendix "A'
attached hereto and forming part of this by-law.
1
the
THAT this by-law comes Into force once written approval is received from
Municipal Auditor.
2
this 24th day of January 2006
third time and finally passed this 24th day of January 2006
time
READ a first and second
READ a
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"Appendix A'
By-Law No. 06-03
CODE I SCOPE NOTES - Secondary Subjects I RESPON- AC- INAC- I TOTAL I FOR- I REMARKS
SIBLE TIVE TIVE RET'N MAT
Pa I From date of com-
E pletion
Pa I From date of com-
E pletion
Pa I
E
Pa I Subject to future
E review, minimum
requirement is 8
years.
Pal Logs and Tapes are
E retained for 2 years;
exhibits are returned
30 days from date of
conviction if no
appeal is filed.
Pa I
E
Pa I
E
Pa I
E
3
1
2
POAl
Admin-
istrative
Services
1)
Includes court and POA records,
particularly Certificates of
Offence (Part 1) and Control
Lists under J03.
nformations {Part
{Part
JUSTICE
Certificates of Offence
J
J01
7
5
2
POAl
Admin-
istrative
Services
Includes Informations {Part
and Certificates of Offence
relating to accident and careless
driving matters only.
Control Lists
J02
3
P
7
1
6
5
2
2
2
POAl
Admin-
istrative
Services
POAl
Admin-
istrative
Services
POAl
Admin-
istrative
Services
Includes reports from provincial
and municipal agencies such as
OPP, MTO, MNR etc.
Court Dockets
Includes registers of court
activity, including trial dockets,
Fail to Respond (FTR) dockets
and Walk In Guilty (WIG)
dockets detailing case
dispositions.
Transcripts and Records of
Court Proceedings
J03
J04
J05
Includes records of court pro-
ceeding and records relating to
exhibit dispositions.
Enforcements & Suspensions
7
5
2
POAl
Admin-
istrative
Services
the
Includes records regarding
suspension of licences.
J06
Excludes: Fine collection efforts
which is maintained by Financial
Services in F02, Accounts
Receivable.
Appeals & Transfers
7
5
2
POAl
Admin-
istrative
Services
Includes records of transfers to
and from other courts that may
or may not be within ICON
reports.
CON Reports
J07
7
5
2
POAl
Admin-
istrative
Services
Includes reports and other
statistical data, including RICO
reports (comprising also
ISCUS/Courtroom Utilizations
Reports).
J08
PROTECTION AND
ENFORCEMENT SERVICES
Emergency Services
P
P16
Pal
E
7**
5
2
Admin-
istrative
Services
Includes records associated with
the general administration of
emergency services, including
land ambulances
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.)
-3-
REMARKS
FOR-
MAT
TOTAL
RET'N
INAC-
TIVE
AC-
TIVE
RESPON-
SIBLE
SCOPE NOTES - Secondary Subjects
PROTECTION AND
ENFORCEMENT SERVICES
(Cont'd.)
Elgin Group Police Services
Board Minutes
CODE
P
P1?
Master copy to be
kept on paper.
Pa I
E
P**
10
Admin-
istrative
Services
Includes minutes of the Elgin
Group Police Services Board
and all attached documents
Pa I
E
6
5
1
Admin-
istrative
Services
Elgin Group Police Services
Board Agenda
P18
Includes notices of meetings and
agenda as well as working notes
used in agenda preparation.
Pa I
E
S**
S
Admin-
istrative
Services
Elgin Group Police Services
Board Appointments
P19
Includes all records relating to
community, provincial and
County appointments to the
board.
Disaster Plan Recovery
Pa I
E
S**
S
Admin-
istrative
Services
Includes all records associated
with creation and maintenance
of County disaster under
Emergency Measures Ontario
Dispatch Complaint Records
P20
3
2
1
Admin-
istrative
Services
Includes records such as letters
from the public and government
agencies regarding ambulance
dispatch times.
P21
Temporary closures 2
years.
Pal
E
P
P
Engin-
eering
Services
TRANSPORTATION SERVICES
Roads and Lane Closures
T
T09
Includes records on roads and
lanes closed on a permanent or
regular basis. Includes apprais-
als, reports, correspondence and
District Court applications as
well as records related to
requests to open road and street
allowances
Excludes:
Temporary Road Closures - see
T08
Land Sales - see LO?
Road Closing By-laws - see C01
Field Survey I Road Survey
Books
Pa I
E
P**
P
Engin-
eering
Services
Includes engineering field survey
notes as well as books.
T10
Pa I
E
10**
8
2
Engin-
eering
Services
Railroads
Includes records regarding main-
tenance of railway crossing on
County roads.
T11
T = Completion of
project. Specifica-
tions are permanent.
Pal
E
T+6
6
T
Engin-
eering
Services
Bridges
T12
Includes records associated with
the building and maintenance of
County owned bridges.
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.)
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
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19,2006
Mr. Mark G. McDonald
Chief Administrative Officer
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
January
Dear Mr. McDonald
m
We have reviewed Appendix A to By-law No. 06-03 (amending By-law No. 04-01), a schedule
to establish retention periods during which the records of the County of Elgin must be retained
and preserved, with guidelines established by the Ministry of Municipal Affairs and Housing and
in accordance with Section 255 of the Ontario Municipal Act, 2001.
Retention Periods for Records of the Corooration of the Coun
We approve of the record classification and retention schedule as proposed by the County of
Elgin under By-law No. 06-03
Yours truly,
~
Partner