THE REGIONAL MUNICIPALITY OF PEEL

BY-LAW NUMBER 46-91

A by-law to provide for the preservation and destruction of documents and records of The Regional Municipality of Peel and to repeal By-laws Numbered 52-82, 76-83, 183-83, 22- 85, 49-86 and 14-87.

 

WHEREAS under Section 116 of The Municipal Act, R.S.O. 1980, Chapter 302, as amended, a municipality may by by-law provide for the preservation and destruction of documents and records of the Regional Corporation, hereinafter referred to as the "Region;"

AND WHEREAS Section 117 of The Regional Municipality of Peel Act, R.S.O. 1980, Chapter 440, as amended, Section 116 of the said Municipal Act applies to the Region;

AND WHEREAS the Council of the Region has by Resolution adopted on the 23rd May, 1991 authorized the passing of a records by-law;

NOW THEREFORE, the Council of the Region enacts as follows:

1. That in this by-law,

(a) "Auditor" means the person or firm appointed by the Council of the Region to perform the audits of the accounts and transactions of the Region;

(b) "Records Centre" means the off-site inactive records storage maintained by the Region;

(c) "Regional Archivist" means the Regional Archivist of the Region;

(d) "Supervisor, Corporate Records" means the Supervisor, Corporate Records for the Region;

(e) "Records" means any record of information however recorded whether in printed form, on film, by electronic means or otherwise and includes:

i) correspondence, a memorandum, a book, a plan, a map, a drawing, a diagram, a pictorial or graphic work, a photograph, a film, a microfilm, a sound recording, a videotape, a machine readable record, any other documentary material, regardless of physical form or characteristics, and any copy thereof; and

ii) any record that is capable of being produced from a machine readable record under the control of the Region by means of computer hardware and software or any other information storage equipment and technical expertise normally used by the Region;

(f) "Records Series" means a group of identical or related records that are normally used and filed as a unit and that permit evaluation as a unit for retention scheduling purposes;

(g) "Retention Period" means the length of time a record is kept by the Region, and "retention" shall have a corresponding meaning. Unless otherwise stated the Retention Periods for records series commence at the end of the year in which the records were created.

2. That the Schedules attached hereto as Schedules "A", "B", "C" and "D" form part of this by-law.

3. That those employees of the Region responsible for all departments and divisions of departments of the Region as identified in Schedules "C" and "D" shall ensure the retention of their records identified in the said Schedules for the Retention Periods specified under the Office column.

4. That the retention of the Records identified in Schedules "C" and "D" shall be for the combined Retention Period identified under the Office and Records Centre columns and in accordance with the definitions and codes explained in Schedule "B".

5. That, at the end of the combined Retention Period identified under the Records Centre column of Schedules "C" and "D" such Records may be destroyed by or at the request of the Supervisor, Corporate Records, upon approval of the department from which the Record originated unless at the discretion of the Regional Archivist any one or more of such Records should be retained for archival purposes.

6. That where Records are destroyed pursuant to this by-law, the Supervisor, Corporate Records shall identify and certify which items have been destroyed.

7. That this by-law shall not take effect until approval of it has been given by the Auditor, in writing.

8. That By-laws Numbered 52-82, 76-83, 183-83, 22-85, 49-86 and 14-87 be repealed.

 

READ THREE TIMES AND FINALLY PASSED IN OPEN COUNCIL this 23rd May, 1991.

 

Regional Clerk and Director of Administration Chairman

 

THE REGIONAL MUNICIPALITY OF PEEL

SCHEDULE "B" TO BY-LAW NUMBER 46-91

1. DEFINITIONS

The following definitions are useful in understanding the meaning of items in Schedules "C" and "D."

a) "Office" means the period of time in years that records are retained in the department, after the year of creation, before being sent to the Records Centre.

b) "R. Centre" means the period of time in years the inactive records are retained at the Records Centre immediately following the office retention period.

c) "Subject Administrative Files" means file items concerned with the administration of the office and include such subjects as, meetings, training and other human resources related matters, material on purchase and maintenance of office equipment and supplies, building maintenance issues and budget expenditures. In no case should there be original only copies of important financial or legal documents stored in this grouping. From this time on, this records series will replace all other series previously known as General Files, General Correspondence, Subject Files, Inter-Office Memoranda and any other records series similarly named.

d) "Subject Operational Files" means file items concerned with special projects or with any matters related to the functional objectives of those creating the records but which do not fit neatly into regular project, case or client files.

e) "Employee Files" means duplicate copies of financial, attendance, or other personal information of an employee. Upon termination of the employment of an employee all original material should be forwarded to Human Resources for disposition according to this by-law.

RETENTION CODES

2. CODES

a) Disposition Codes

These codes indicate by number or letters how long to keep Records in the office or the Records Centre (offsite storage)

PT = Permanent
UO = Until Obsolete
US = Until Superseded
UE = Until Expiration
UP = Upon Publication
UR = Upon Registration
UC = Until Completion
CC = Completion & Current Year
TC = Upon Termination & Current Year
TH = Upon Termination & 6 months (Half a Year)
CM = Microfilm after Current Year
DI = Disposal/Transfer to Records Centre for Disposition
CO = Current year plus 1 year
* = Obsolete records series
** = Obsolete records series with permanent records

b) Format Codes

Blank= Hard Copy (Paper)
MF = Microfilm
MR = Machine Readable (floppy disks)
MI = Microfiche or Jacket
CO = Computer Tape

c) Size Codes

Blank= regular hard copy 8½ x 11 or 8½ x 14

d) Confidentiality Codes

OA = OPEN ACCESS
These materials may be regarded as public documents available to review by the public.

RA = REVIEW ACCESS
These documents may be released to the public in some instances but should be treated in a secure fashion.

XA = RESTRICTED ACCESS
These documents are highly sensitive and should be handled with the utmost care.

e) Archival Treatment Codes

Blank = No Archival value
SA = Sample taken for Archives
AL = Complete materials in Archives

f) Record/Info Code

RECORD = This is an official Region document
INFO = This is a convenience copy

 

 

SCHEDULE "C" TO BY-LAW NUMBER 46-91

Region of Peel
Retention Schedules

 

Corporate Administration
Finance
Health
Planning
Public Works
Social Services

 

 

 

Note: This schedule contains 206 pages. A complete copy is available upon request.

 

 

SCHEDULE "D" TO BY-LAW NUMBER 46-91

Peel Non-Profit Housing Corporation
Retention Schedule

 

 

 

Note: This schedule contains 11 pages. A complete copy is available upon request.