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