PEEL NON-PROFIT HOUSING CORPORATION

BY-LAW NUMBER 5 -91

A by-law to provide for the preservation and destruction of documents and records of the Peel Nonprofit Housing Corporation and to repeal By-law Number 1-84.

 

BE IT ENACTED as a by-law of the Peel Nonprofit Housing Corporation as follows:

1. That in this by-law,

(a) "Corporation" means the Peel Nonprofit Housing Corporation;

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

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

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

(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 Corporation by means of computer hardware and software or any other information storage equipment and technical expertise normally used by the Corporation;

(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 Corporation, and "retention" shall have a corresponding meaning. Unless otherwise stated, the Retention Period 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" and "B" form part of this by-law.

3. That those employees of the Corporation responsible for all divisions of the Corporation as identified in Schedule "B" 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 Schedule "B" 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 "A".

5. That, at the end of the combined Retention Period identified under the Records Centre column of Schedules "B" such Records may be destroyed by or at the request of the Supervisor, Corporate Records, upon approval of the division 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 By-law Numbered 1-84 is hereby repealed.

 

DULY PASSED AND ENACTED at a meeting of the directors of the Corporation duly held on this 3rd September, 1991.

Secretary, President

PEEL NONPROFIT HOUSING CORPORATION

SCHEDULE "A" TO BY-LAW NUMBER 5-91

 

1. DEFINITIONS

The following definitions are useful in understanding the meaning of items in Schedules "B".

a) "Office" means the period of time in years that records are retained by the Corporation, 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 Region of Peel By-law 46-91.

 

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 8_ x 11 or 8_ 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

PAGE: 1 REGION OF PEEL RECORDS MANAGEMENT

91/08/22 INACTIVE RECORDS MANAGEMENT INFORMATION SYSTEM RETENTION SCHEDULE

 

HOUSING DEPARTMENT

HOU-010 COMMISSIONER'S OFFICE

199 COUNTY COURT BLVD, BRAMPTON

SIGNING AUTHORITY: ROGER MALONEY,COMMISSIONER OFFICE R. CENTRE

 

HOU-010-0207 GENERAL CORRESPONDENCE *, 1978 -

CONTENT: Inter-office memoranda; letters written by staff.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

INFO 1.00 5.00

HOU-010-0209 MINUTES (PEEL NONPROFIT HOUSING), 1982 -

CONTENT: Minutes of staff meetings of Peel Nonprofit Housing.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 PT

HOU-010-0214 SUBJECT CORRESPONDENCE *, 1982 -

CONTENT: Interoffice memoranda; incoming & outgoing correspondence;

pamphlets; reference material; newspaper clippings. This material is

filed according to subject.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 5.00

HOU-010-0600 SUBJECT ADMINISTRATIVE FILES, 1988 -

CONTENT: meetings, training, human resources, purchase, mtce and budget expenditures.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

INFO 1.00 2.00

HOU-010-0601 SUBJECT OPERATIONAL FILES, -

CONTENT: but which do not fit neatly into regular project,case or client file

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 4.00

HOU-010-0602 EMPLOYEE FILES, -

CONTENT: copies of financial, absences, or other personal info of employee.

Upon termination, complete file to be forwarded to H.R., excluding duplicates.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

INFO UO DI

HOU-010-0603 RENAISSANCE BOXES, -

CONTENT: Transfer lists.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

INFO UO DI

 

PAGE: 2 REGION OF PEEL RECORDS MANAGEMENT

91/08/22 INACTIVE RECORDS MANAGEMENT INFORMATION SYSTEM

RETENTION SCHEDULE

 

HOUSING DEPARTMENT

HOU-020 OPERATIONS / DIRECTOR'S OFFICE

199 COUNTY COURT BLVD,BRAMPTON

SIGNING AUTHORITY: KEVIN GAUL, DIRECTOR

OFFICE R. CENTRE

 

 

HOU-020-0201 AGENDAS, 1982 -

CONTENT: Agendas of meetings of the Peel Nonprofit Housing.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:AL

INFO 1.00 PT

HOU-020-0202 ANNUAL REPORTS, 1982 -

CONTENT: Statistics; yearly accomplishments of Peel Nonprofit Housing.

FORMAT: SIZE: CONFIDENTIALITY CODE: OA ARCHIVAL TREATMENT:AL

RECORD 2.00 PT

HOU-020-0203 APPLICANT FILES *, -

CONTENT: Application form; File action sheet; Correspondence.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 2.00 4.00

HOU-020-0204 BATCH CONTROL LOGS *, 1982 -

CONTENT: Listing of what goes into the computer.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 6.00

HOU-020-0205 CLIENT INTRODUCTION RECORDS *, 1982 -

CONTENT: Form 1293, Daily intake; organized by name of housing unit.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 0.50 0.00

HOU-020-0206 CLIENT LISTS, -

CONTENT: Printout binders of lists of clients, addresses, etc.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 19.00

HOU-020-0207 GENERAL CORRESPONDENCE *, 1978 -

CONTENT: Interoffice memoranda; letters written by staff.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 1.00 5.00

HOU-020-0208 MERGE & TRANSACTIONAL LISTBACKS *, 1982 -

CONTENT: Printouts of lists of clients by caseworker & status; also number of

records & applications processed.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 6.00

 

PAGE: 3 REGION OF PEEL RECORDS MANAGEMENT

91/08/22 INACTIVE RECORDS MANAGEMENT INFORMATION SYSTEM

RETENTION SCHEDULE

 

HOUSING DEPARTMENT

HOU-020 OPERATIONS / DIRECTOR'S OFFICE

199 COUNTY COURT BLVD,BRAMPTON

SIGNING AUTHORITY: KEVIN GAUL, DIRECTOR

OFFICE R. CENTRE

 

HOU-020-0209 MINUTES (PEEL NONPROFIT HOUSING), 1982 -

CONTENT: Minutes of meetings of Peel Nonprofit Housing.

FORMAT: SIZE: CONFIDENTIALITY CODE: OA ARCHIVAL TREATMENT:

INFO 2.00 PT

HOU-020-0210 MONTHLY REPORTS, 1984 -

CONTENT: Monthly statistics, budget figures, etc.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 5.00

HOU-020-0211 PROJECT FILES *, 1982 -

CONTENT: Architectural & engineering drawings of site plans; contracts;

regulations; all specifications; number of units, etc.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 PT

HOU-020-0212 MONTHLY RENT REPORTS, -

CONTENT: Printouts of tenants including income, rent, & money received, &

operating expenses of projects ; filed by housing development.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 5.00

HOU-020-0213 REPORTS TO THE BOARD, 1982 -

CONTENT: Reports of the Commissioner to the Peel Nonprofit Housing Corp.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 1.00 PT

HOU-020-0214 SUBJECT CORRESPONDENCE *, 1982 -

CONTENT: Interoffice memoranda; both incoming & outgoing correspondence;

pamphlets; reference material; newspaper clippings. This material is

filed according to subject.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 5.00

HOU-020-0215 TENANT FILES *, 1982 -

CONTENT: Family rental application; tenancy agreement; social history sheets;

rental change sheets; medical applications for accommodation;

financial applications; present condition reports; file action

sheets.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 2.00 6.00

 

PAGE: 4 REGION OF PEEL RECORDS MANAGEMENT

91/08/22 INACTIVE RECORDS MANAGEMENT INFORMATION SYSTEM

RETENTION SCHEDULE

 

HOUSING DEPARTMENT

HOU-020 OPERATIONS / DIRECTOR'S OFFICE

199 COUNTY COURT BLVD,BRAMPTON

SIGNING AUTHORITY: KEVIN GAUL, DIRECTOR

OFFICE R. CENTRE

 

HOU-020-0216 UNIT MAINTENANCE FILES, 1982 -

CONTENT: Unit maintenance record; maintenance work orders; contractors report forms; unit inspection reports; deficiency lists; equipment inventories.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 PT

HOU-020-0600 SUBJECT ADMINISTRATIVE FILES, 1988 -

CONTENT: Includes material of meetings, H.R. matters,P.O.'s, bldg mtce& budget.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

INFO 1.00 2.00

HOU-020-0601 SUBJECT OPERATIONAL FILES, -

CONTENT: Special projects or subjects related to operational objectives.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 4.00

HOU-020-0602 EMPLOYEE FILES, -

CONTENT: Duplicates of financial, absences or other personal info of employee

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

INFO UO DI

 

PAGE: 5 REGION OF PEEL RECORDS MANAGEMENT

91/08/22 INACTIVE RECORDS MANAGEMENT INFORMATION SYSTEM

RETENTION SCHEDULE

 

HOUSING DEPARTMENT

HOU-030 OPERATIONS / EAST AREA OFFICE

6 SIR LOU DRIVE, BRAMPTON

SIGNING AUTHORITY: BETH MCVEAN

OFFICE R. CENTRE

 

HOU-030-0203 APPLICANT FILES *, 1982 -

CONTENT: Application form; file action sheet; correspondence.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 2.00 4.00

HOU-030-0204 BATCH CONTROL LOGS *, 1982 -

CONTENT: Listing of what goes into the computer.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 6.00

HOU-030-0205 CLIENT INTRODUCTION RECORDS *, 1982 -

CONTENT: Form 1293, daily intake; organized by name of housing unit.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 0.50 0.00

HOU-030-0206 CLIENT LISTS, -

CONTENT: Printout for locating printout binders of lists, addresses, etc.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 2.00 6.00

HOU-030-0207 GENERAL CORRESPONDENCE *, 1978 -

CONTENT: Inter office memoranda; letters written by staff.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 1.00 5.00

HOU-030-0208 MERGE & TRANSACTIONAL LISTBACKS *, 1982 -

CONTENT: Printout of lists of clients by caseworker & status; also number of records & applications processed.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 6.00

HOU-030-0210 MONTHLY REPORTS, -

CONTENT: Monthly statistics, budget figures, etc.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 4.00

HOU-030-0212 RENT ROLLS *, 1982 -

CONTENT: Printout of tenants including income rent & money received; filed by

housing development.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 5.00

 

PAGE: 6 REGION OF PEEL RECORDS MANAGEMENT

91/08/22 INACTIVE RECORDS MANAGEMENT INFORMATION SYSTEM

RETENTION SCHEDULE

 

HOUSING DEPARTMENT

HOU-030 OPERATIONS / EAST AREA OFFICE

6 SIR LOU DRIVE, BRAMPTON

SIGNING AUTHORITY: BETH MCVEAN

OFFICE R. CENTRE

 

HOU-030-0214 SUBJECT CORRESPONDENCE *, 1982 -

CONTENT: Interoffice memoranda; both incoming & outgoing correspondence; pamphlets; reference material; newspaper clippings. This material is

filed according to subject.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 5.00

HOU-030-0215 TENANT FILES, -

CONTENT: Family rental application;tenancy agreement;social history sheets rental change sheets;medical applications for accommodation; financial application for senior citizen accommodation;income statements;sponsor's statements;present condition reports.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 2.00 6.00

HOU-030-0216 UNIT MAINTENANCE FILES, 1982 -

CONTENT: Unit maintenance record;maintenance work orders;contractors report forms;unit inspection reports;deficiency lists;equipment inventories

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 PT

HOU-030-0600 SUBJECT ADMINISTRATIVE FILES, -

CONTENT: Includes material of meetings,H.R. matters,POs,bldg mtce& budget.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

INFO 1.00 2.00

HOU-030-0601 SUBJECT OPERATIONAL FILES, -

CONTENT: Special projects documentation or subjects related to objectives.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 4.00

HOU-030-0602 EMPLOYEE FILES, -

CONTENT: Duplicates of financial, absences or other personal info of staff.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

INFO UO DI

 

PAGE: 7 REGION OF PEEL RECORDS MANAGEMENT

91/08/22 INACTIVE RECORDS MANAGEMENT INFORMATION SYSTEM

RETENTION SCHEDULE

 

HOUSING DEPARTMENT

HOU-040 OPERATIONS / WEST AREA OFFICE

25 GLENN HAWTHORNE BLVD., MISSISSAUGA

SIGNING AUTHORITY: GLEN O'BRECHT, WEST AREA MANAGER

OFFICE R. CENTRE

 

HOU-040-0203 APPLICANT FILES *, 1982 -

CONTENT: Application form; file action sheet; correspondence.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 2.00 5.00

HOU-040-0204 BATCH CONTROL LOGS *, 1982 -

CONTENT: Listing of what goes into the computer.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 6.00

HOU-040-0205 CLIENT INTRODUCTION RECORDS, 1982 -

CONTENT: Form 1293, Daily Intake; organized by name of housing unit.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 0.50 0.00

HOU-040-0206 CLIENT LISTS, 1982 -

CONTENT: Printout binders of lists of clients, addresses, etc.

FORMAT: MR SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 19.00

HOU-040-0207 GENERAL CORRESPONDENCE *, 1978 -

CONTENT: Interoffice memoranda; letters written by staff.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 1.00 5.00

HOU-040-0208 MERGE & TRANSACTIONAL LISTBACKS *, 1982 -

CONTENT: Printouts of lists of clients by caseworker and status;also number of records & applications processed.

FORMAT: MR SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 6.00

HOU-040-0210 MONTHLY REPORTS, -

CONTENT: Monthly statistics, budget figures, etc.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 4.00

HOU-040-0212 RENT ROLLS *, 1982 -

CONTENT: Printout of tenants including income, rent, & money received; filed by housing development.

FORMAT: MR SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 5.00

 

PAGE: 8 REGION OF PEEL RECORDS MANAGEMENT

91/08/22 INACTIVE RECORDS MANAGEMENT INFORMATION SYSTEM

RETENTION SCHEDULE

 

HOUSING DEPARTMENT

HOU-040 OPERATIONS / WEST AREA OFFICE

25 GLENN HAWTHORNE BLVD., MISSISSAUGA

SIGNING AUTHORITY: GLEN O'BRECHT, WEST AREA MANAGER

OFFICE R. CENTRE

 

HOU-040-0214 SUBJECT CORRESPONDENCE, 1982 -

CONTENT: Interoffice memoranda; both incoming & outgoing correspondence; pamphlets; reference material; newspaper clippings. This material is filed according to subject.

FORMAT: SIZE: 4 CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 5.00

HOU-040-0215 TENANT FILES, 1982 -

CONTENT: Family rental application; tenancy agreement; social history sheets; rental change sheets; medical applications for accommodation; financial application for senior citizen accommodation; income statements; present condition reports; file action sheets.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 1.00 19.00

HOU-040-0216 UNIT MAINTENANCE FILES, 1982 -

CONTENT: Unit maintenance record; maintenance work orders; contractors report forms; unit inspection reports; deficiency lists; equipment inventories.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 PT

HOU-040-0600 SUBJECT ADMINISTRATIVE FILES, -

CONTENT: Includes material of meetings,H.R. matters,POs, bldg mtce & budget.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

INFO 1.00 2.00

HOU-040-0601 SUBJECT OPERATIONAL FILES, -

CONTENT: Special projects documentation or subjects related to operatl. objtve.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 4.00

HOU-040-0602 EMPLOYEE FILES, -

CONTENT: Duplicates of financial, absences or other personal info of employees.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

INFO UO DI

 

PAGE: 9 REGION OF PEEL RECORDS MANAGEMENT

91/08/22 INACTIVE RECORDS MANAGEMENT INFORMATION SYSTEM

RETENTION SCHEDULE

 

HOUSING DEPARTMENT

HOU-045 OPERATIONS / TENANT PLACEMENT

199 COUNTY COURT BLVD.

SIGNING AUTHORITY: DIANE BAIRD

OFFICE R. CENTRE

 

HOU-045-0203 APPLICANT FILES, -

CONTENT: Application form; file action sheet; correspondence.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 2.00 4.00

HOU-045-0206 CLIENT LISTS, -

CONTENT: Printout of binders of lists of clients, addresses etc.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

RECORD 2.00 4.00

 

PAGE: 10 REGION OF PEEL RECORDS MANAGEMENT

91/08/22 INACTIVE RECORDS MANAGEMENT INFORMATION SYSTEM

RETENTION SCHEDULE

 

HOUSING DEPARTMENT

HOU-050 POLICY & DEVELOPMENT

199 COUNTY COURT BLVD,BRAMPTON

SIGNING AUTHORITY: KEITH WARD, DIRECTOR

OFFICE R. CENTRE

 

HOU-050-0101 CONSTRUCTION RECORDS, 1982 -

CONTENT: Details of changes during construction from original plans.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT: SA

RECORD 2.00 PT

HOU-050-0102 GENERAL CORRESPONDENCE, 1982 - 1988

CONTENT: Interoffice memoranda; letters written by staff.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 1.00 5.00

HOU-050-0103 MONTHLY REPORTS, 1982 -

CONTENT: Monthly statistics, budget figures, etc.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 5.00

HOU-050-0104 POTENTIAL SITE FILES, 1982 -

CONTENT: Survey plans; correspondence (including from the consulting firms) on potential site files.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 3.00 4.00

HOU-050-0105 PROJECT FILES, 1982 -

CONTENT: Architectural & engineering drawings of site plans; contracts; regulations; all specifications; number of units, etc.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 PT

HOU-050-0106 PROPOSAL CALLS, 1982 -

CONTENT: Proposal forms with price bids; project proposal details (not as detailed as formal tenders).

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 1.00 5.00

HOU-050-0107 SUBJECT CORRESPONDENCE, 1982 -

CONTENT: Inter office memoranda; both incoming & outgoing correspondence; pamphlets; reference material; newspaper clippings. This material is CG Times, CG Times filed according to subject.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 5.00

 

PAGE: 11 REGION OF PEEL RECORDS MANAGEMENT

91/08/22 INACTIVE RECORDS MANAGEMENT INFORMATION SYSTEM

RETENTION SCHEDULE

 

HOUSING DEPARTMENT

HOU-050 POLICY & DEVELOPMENT

199 COUNTY COURT BLVD,BRAMPTON

SIGNING AUTHORITY: KEITH WARD, DIRECTOR

OFFICE R. CENTRE

 

HOU-050-0600 SUBJECT ADMINISTRATIVE FILES, -

CONTENT: Includes material of meetings,H.R. matters,POs,bldge mtce & budget.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

INFO 1.00 2.00

HOU-050-0601 SUBJECT OPERATIONAL FILES, -

CONTENT: Special projects documentation or subjects related to operatl. objtve.

FORMAT: SIZE: CONFIDENTIALITY CODE: RA ARCHIVAL TREATMENT:

RECORD 2.00 4.00

HOU-050-0602 EMPLOYEE FILES, -

CONTENT: Duplicates of financial,absences or other personal information.

FORMAT: SIZE: CONFIDENTIALITY CODE: XA ARCHIVAL TREATMENT:

INFO UO DE