08-22
Mar ,
Chief Administrative Officer.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 9TH DAY OF
SEPTEMBER 2008.
THAT any changes to retention periods come Into force once written approval is
received from the Municipal Auditor.
3
THAT authority for future amendments to establishing or amending retention periods
for the records of the Corporation of the County of Elgin be delegated to the Director
of Community & Cultural Services.
2
THAT Schedule "A" to By-Law No. 04-01 be and is hereby further amended by
Appendix "A" attached hereto and forming part of this by-law.
1
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
WHEREAS it is deemed advisable to further amend Schedule "A"
01 to change certain descriptions and retention periods.
to By-Law No. 04-
WHEREAS the Corporation of the County of Elgin did pass By-Law No. 06-03
amending certain descriptions and retention periods in Schedule "A" to By-Law No. 04-01
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
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
THE COUNTY OF ELGIN
RETENTION PERIODS FOR RECORDS OF THE CORPORATION OF
'A BY-LAW TO FURTHER AMEND BY-LAW NO. 04-01
ESTABLISHING THE
By-Law No. 08-22
COUNTY OF ELGIN
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 - Maximum Copy Retention S- Superseded T - Terminated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:
Employee Group Insurance -
see H02
Third Pa~ Contracts - see L04
Includes municipal insurance
policy documents, such as
vehicle, liability, theft, and fire
insurance.
T = expiry of
policy.
L06
Excludes:
Payments made to OMERS
see F01
Deductions for Pensions - see
F16
General Information on Pension
Plans -see H02
nsurance Policies
Originating
T+
1
19
P
Pal
E
Includes records detailing
pension obligations due to
individuals under OMERS.
Includes pension information of
retired personnel, including
registration and records.
T=
Terminationl
Retirement of
employee.
Pension
plans, annual
information
retu rns are
kept
permanently
Human
Resources
Pal
E
H10
Excludes:
Environment
003.
Pension Records
Planning
-see
T
T
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?
Applications and fee
information made to the Land
Division, including all relevant
documents.
Waste Management
Originating
2
8
10**
Pal
E
T = rejection
of
application
D
D24
Development and Planning
Land Division Committee -
Applications
Engineering
Services
T
2
T+5
Pal
E
SCOPE NOTES - Secondary
Subjects
RESPON
SIBLE
ACT
IVE
INAC
TIVE
TOTAL
RET'N
FOR
MAT
REMARKS
CODE
"Appendix A"
By-Law No. 08-22
-2-