Loading...
HomeMy WebLinkAboutKIN 82 4464 Retention Period BY-LAW NO. 4464 of the CORPORATION OF THE TOWN OF KINCARDINE . BEING A BY-LAW TO ESTABLISH SCHEDULES OF RETENTION PERIODS FOR DOCUMENTS, RECORDS AND OTHER PAPERS OF THE MUNICIPALITY Section 11$ of The Municipal Act provides that the Council of a municipality may pass a by-law approved by the auditors of the municipality establishing schedules of retention periods during which the receipts, vouchers, instruments, rolls or other documents, records and papers must be kept by the municipality. THE COUNCIL OF THE CORPORATION OF THE TOWN OF KINCARDINE ENACTS AS FOLLOWS: 1. DEFINITIONS 1. "AUDITOR" means the person or firm appointed by the Council from time to time to perform the annual audit of the records of the Corporation; 2. "OFFICIAL" means the clerk of the municipality who is responsible for the implementation of this by-law; 3. "RECORDS" means all of the receipts, vouchers, instruments, rolls or other documents, records and papers of the Corporation. 2. SYMBOLS When used in this by-law the following symbols and abbreviations mean and stands for the words set opposite thereof; D P M.D. M.P. Destroy Permanent Microfilm and destroy Microfilm for disaster and retain 3. RECORD RETENTION, DESTRUCTION, ETC. GENERAL Where in this by-law it is provided that particular records of the Corporation or a local board thereof shall be 1. Destroyed, such records shall be destroyed with- out any copy thereof being retained; 2. Permanent, such original records shall be preserved and never destroyed; . 3. Microfilmed and destroyed, such records shall be recorded on microfilm in their entirety, the microfilm shall be in duplicate and one copy thereof shall be stored apart from the other in a place of safe and suitable storage, and then such records shall be destroyed; 4. Microfilmed for disaster and retained, such records shall be recorded on microfilm in their entirety when such records are final, such microfilm shall be in duplicate and one copy thereof shall be stored apart from the other in a place of safe and suitable storage and such records shall be preserved and never destroyed unless otherwise provided herein. . . ~- - 2 - 4. DISCRETION The official shall always have a discretion to retain records longer than the period provided by this by-law and shall do so where he deems it appropriate. 5. WHEN RECORDS RETAINED, DESTROYED, ETC. 1. When records have been destroyed under this by-law, the clerk shall so certify in writing. Such certificate shall refer to the relevant schedule and item of this by-law and shall identify records destroyed. Such records destroyed shall be destroyed by paper shredder. 2. The clerk shall keep an index of (a) Records recorded on microfilm; (b) Whether microfilm is in duplicate; (c) Where each copy of microfilm is stored; (d) Details of storage of original documents, where appropriate; (e) Records destroyed. 3. Where records are destroyed under this by-law, the proper and complete destruction thereof is the responsibility of the clerk. 4. When records are recorded on microfilm, the clerk shall ensure that such microfilms are properly prepared, identified and indexed. 6. APPROVAL OF BY-LAW This by-law shall not take effect until the auditors of the Corporation, have approved this by-law by endorsing their names at the end thereof. 7. The schedules attached hereto as Schedule "A" forms part of this by-law. READ a first and second time this 22nd day of July , 1982 ~~~ ~ñ?~ Mayor ...../ Clerk READ a third time and FINALLY PASSED this 5th 1982. day of August , ~~~ ~4H' Mayor - '"/,--,:", ~~ ??¢./"",,~L Clerk -,/:" --../ - This By-law is hereby approved by the Town's Auditors, Gibb-Watson & Associates, this 22nd day of Sept. ,1982. '- ~/ ...?5.... Steve a~son, C.A. Gibb, Watson & Associates BY-LAW NO. 4464 SCHEDULE OF RETENTION PERIODS SCHEDUTJE "A" . RECORD PERIOD (Years) . General Correspondence Licences (after expired) Duplicate Dog Licences Licence Applications Inter-Office Memos Paid Parking Tickets Insurance Records (after expiration) Insurance Claims Deeds (if not part of by-law) Easements (if not part of by-law) Court of Revision Records Voters List Census Reports Committee Minutes Petitions Returned Notices Agendas Notices of Change of Land Titles (if not part of by-law) Applications to Province re: Projects Real Estate Files (if not part of by-law) Registered Letters Appointments Documents Supporting Original Minutes School-Support Lists Real-Estate Supporting Files Briefs and Reports to Council Area Services Reports Clerk's Certificates Ministry of the Environment (MOE) Certificates Annual Request of Local Boards Annimal-Control Files Local Improvement Notices (After debenture finished) Local-Improvement Appeals (After debenture finished) Local-Improvement Decisions (After debenture finished) 6 6 2 3 6 1 6 6 6 P 6 6 6 6 6 6 6 3 6 6 6 6 6 6 6 6 6 6 6 6 2 2 2 2 Signed Motion Forms 6 6 Court Decisions - 2 - By-law No. 4464 RECORD PERIOD(years) Press Releases and Declarations 2 2 1 . Inquiries from the Public Marriage Application Forms Election Records As per Election Act As per Election Act Nomination Papers MUNICIPAL RECORDS-RETENTION SCHEDULE FINANCIAL RECORD PERIOD (Years) Audited Financial Statements General Ledger General Journal Debenture Register Cash-Payment Journal Cheque Register Tax Roll Tax Sales - Deeds Cost Statements Annual Reports Tax Registration Records Bank Statements Final Tax Billing Paid (Cancelled) Cheques Bank Debit and Credit Memos Deposit Slips Final Budgets - Operating Final Budgets - Capital Tax-Ledger Cards Paid Debenture and Coupons (Upon maturity) Duplicate Tax-Prepayment Certificates Duplicate Cash Receipts Duplicate Vouchers Duplicate ~ccounts-Receivable Invoices P P P P P P l' P P P P 10 10 10 10 10 7 7 7 7 7 7 7 - . Accounts-P~yable Vouchers Paid Invoices Paid Purchase Orders Paid Requisitions Paid Accounts Summary Sheet Tax Registration Records 7 7 7 7 7 7 P . . - 3 - By-Law No. 4464 RECORD PERIOD (Years) Budget Esti~ates ~orking Papers Tax-Collectors' Certificate General Correspondence Receipt Books Cheque Stubs Cash Books Deposit (Pass) Books Accounts-Receivable Ledger Cards Cash-Register Tapes Daily Cash Summaries Cost Records Daily Cash Reports Accountants' Working Papers Tax Receipts Debenture Working Papers Debenture Summaries Year-End Trial Balance Posting and Distribution Journals Tax-Arrear Cards Subsidy and Tax Application Forms Investment Files Municipal Tax Credits School Tax Credits Tax Assistance Adjustments Treasurer's Certificate Monthly Trial Balances Interim Financial Statements Petty-Cash Vouchers Bank Reconciliations Computer Cards Mortgage Lists 7 7 7 7 7 7 7 7 2 7 7 7 7 7 7 7 7 7 6 6 6 5 5 5 4 3 3 2 6 1 1 MUNICIPAL RECORDS - RETENTION SCHEDULE ENGINEERING AND WORKS RECORD PERIOD (Years) Railway Grade-Separation Files Erosion Records Engineering Drawings Engineers Files Design Files Road-Construction Records (after completion) Maintenance Management Reports P P P 15 15 8 8 - 4 - By-Law No. 4464 RECORD PERIOD (Years) . Truck Hire - Time Reports Truck Hire - Summaries Design Estimates Contract Files (upon completion of contract) General Correspondence Vehicle-Distribution Sheets Equipment Distribution Sheets Labour-Distribution Sheets Material Distribution Sheets Duplicate Street-Cut Permits Duplicate Drain Permits Work Orders Yearly Work Diaries Public-Works Contract Forms Monthly Road Reports Monthly Sewage-Treatment Plant Reports Project Progress Reports Project Progress Reports under contract (after final payment) Vehicle Records (after disposal of vehicle) Fuel Tickets Copies of Requisitions Copies of Purchase Orders Gravel Tickets Weed-Control Reports (until updated) 7 7 7 8 6 6 6 6 6 6 6 6 6 6 5 5 5 3 2 2 2 2 1 6 ~UNICIPAL RECORDS-RETENTION SCHEDULE FIRE PERIOD (Years) RECORD . Fire-Access-Route Files Fire-Prevention Inspection Reports Fire Marshall's Reports Building Fire Reports Emergency Running Reports General Correspondence Station Log Books Tour Reports Vehicle Accident Reports Department Operating Budget P P 10 10 10 6 5 2 5 5 - 5 - By-law No. 4464 RECORD PERIOD (Years) . Department Capital Budget Personnel Files (after termination) Fire-Truck Inspection Reports purchase-Order Copies Fire-Apparatus Files 5 5 2 2 Until life of apparatus over plus two years MUNICIPAL RECORDS-RETENTION SCHEDULE LEGAL RECORD PERIOD (Years) . Legal Opinions Legislation - Private Acts Court Cases Agreements Writs Statements of Claims Notices of Claims Expropriation Files ( as per Expropriation Act) Purchase-of-Land Files Sale-of-Land Files Exchange-of-Land Files Road-Closing Files Road-Dedication Files Road-Widening files Local Improvement Files (see Section 22 Local Improvement Act) Prosecutions Files Non-Occupancy Agreement files Assessment-Appeal files General Correspondence Notices of Applications to the Ontario Municipal Board (OMB) Land-Appraisal Files Mechanics-Lien Files (after completion of work) P P P 20 20 20 20 15. 15 15 12 12 12 12 10 7 7 7 6 6 3 2 . . - 6 - By-Law No. 4464 MUNICIPAL RECORDS-RETENTION SCHEDULE PARKS AND RECREATION RECORD PERIOD (Years) Parks Board - Minutes Parks and Recreation Commission - Minutes Annual Reports - Parks Board or Parks and Recreation Commission Architects Drawings-Buildings, Parks Sites, etc. Program Policy Files Registration Receipts Admission Tickets General Correspondence Parks Committee - Minutes Community -Centre Files Community Centre and Recreation Board Files Registration Records Duplicate Requisitions Duplicate Purchase Orders Program Correspondence (once program is over) Agendas (Board and Committee) All .'I.dministration Reports (after put in the minutes) Duplicate Rental Permits (after rental period over) Duplicate Agendas Applications - Part time employees (After employment ceases) P P P P P 7 7 6 6 6 6 3 2 2 2 2 2 2 1 1 MUNICIPAL RECORDS-RETENTION SCHEDULE PERSONNEL RECORD PERIOD (Years) Payroll Journal O.M.E.R.S. Pension Cards Employees Personnel History File Union Agreements Job Applications - of Those Hired Compensation Case Records Oaths of Office Individual Earning Records Department Organization Reports T-4 Summaries Terminated Employees Records Training and Development Files P P P P P P P P P P 7 7 . . - 7 - By-law No. 4464 RECORD PERIOD (Years) Bond Deduction Records Vacation Records Sick Leave Garnishees re: Employees Time Cards Employees Income-Tax Deductions W.C.B. Claims Bonuses and Commissions Job Description Overtime Sheets Car-Allowance Sheets T-4 Slips Time-Distribution Sheets U.I.C. Records Weekly Payroll Summary Weekly Time Sheets Grievance Files O.H.I.P., O.H.S.C., Medical, etc. Files General Correspondence Job Applications - Of Those Not Hired Statistical Analysis Reports Attendance Sheets Employee Changes Files TD-l Forms 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 6 1 2 2 1 Upon Replacement NOTE Although the suggested retention period for records dealing with income tax, unemployment insurance and pensions may satisfy municipal needs, permission to destroy them after the retention period has been completed must still be obtained from Revenue Canada - Taxation. Please refer to Revenue Canada circular #78-10 dated August 21, 1978 entitled "Books and Records Retention/Destruction." MUNICIPAL RECORDS-RETENTION SCHEDULE PLANNING -- RECORD PERIOD (Years) Planning Board Minutes Committee of Adjustment - Minutes Committee of Adjustment - Decisions Official Plan Official-Plan Amendments Subdivision Plans Reference Plans P P P P P P P . . - 8 - By-law No. 4464 RECORD PERIOD (Years) Site-Plan Approval - Agreements Zoning By-Law Zoning By-Law Amendments Land Surveys Contour maps Base Maps - Original Aerial Photos Condominium approvals Development-Control Agreements O.M.B. Hearing Files N.I.P. Agreements O.H.R.P. Agreements Downtown-Revitalization Agreement Property-Standards By-law Maintenance-and-Occupancy By-law General Correspondence Committee of Adjustment- Appointments Subdivision Files (after final approval) Zoning-Amendment Applications N.I.P. Files (after agreement) Zoning By-laws- Copies Planning Board Agendas Committee of Adjustment - Applications Committee of Adjustment - Enquiries Committee of Adjustment - Notices Subdivision Applications (after final approval) Site-Plan Approval - Applications Condominium Applications (after approval) Zoning Files P P P P P P P P P P P P P P P 6 5 10 5 10 3 2 6 6 6 6 6 6 Until Decision Made Until Acted Upon Until Loan fully repaid plus 2 years After provincial Loan Repaid plus 2 years Until provincial Loan Repaid plus 2 years Zoning By-law Enforcement Files O.H.R.P. Files (after agreement) Downtown Revitalization Files Main-Street Program Files . . - 9 - By-law No. 4464 MUNICIIPAL RECORDS-RETENTION SC,IEDULE PURCHASING RECORDS PERIOD (Years) Assets - Permanent Files Purchase Orders Tender Purchase Quotations Major Successful Tenders Minor Successful Tenders Assets - Temporary Files Stores Invoices General Correspondence Vendors' Contracts Tender Files Surplus-Assets Records Rental-and-Service Agreements Inventory Reports ¥ear-End Inventory Count Sheets Unsuccessful Tenders Acknowledgements to Vendors Purchase Standing Order Release Forms Packing Slips Purchase Orders - Copies Requisition - Copies P 7 7 7 7 7 7 6 6 6 6 6 6 6 2 2 2 1 2 2 MUNICFAL RECORDS - RETENTION SCHEDULE TRAFFIC RECORDS PERIOD (Years) Traffic By-law Parking By-law Fire Access Routes Telephone Line Location Cards (underground and above ground) Traffic-Lights File Intersection Drawings Street-Sign Inventory Register Street-Lighting Area Maps General Street Files Traffic Street Files Traffic Counts Accident Reports Field Reports Parking Surveys P P P P P P P P 15 15 15 10 10 6 . . - 10 - By-Law No. 4464 RECORD PERIOD (Years) General Correspondence Accident Statistics Work Orders Oversize Load Permits Overnight Street Parking Applications Sidewalk Applications Parade Permits Boulevard Parking Agreements 6 6 6 5 3 3 2 Overnight Street Parking Permits Until Repealed Until Repealed