PRIMARY CLASS CODE - Oxford County, Ontario · C02 By-law – other municipalities Includes final versions of bylaws of other municipalities which are of interest All departments

1

Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years

Schedule A:

Table of Contents:

PRIMARY

CLASS CODE

CLASS TITLE PAGE NO.

A Administration 2

C Council and By-laws 5

D Development and Planning 7

E Environmental Services 10

F Finance and Accounting 12

H Human Resources 15

L Legal Affairs 17

M Media and Public Records 19

P Protection and Enforcement Services 20

R Recreation, Culture, and Heritage 22

S Social and Healthcare Services 24

T Transportation 26

V Vehicles and Equipment 28

2


PRIMARY HEADING - ADMINISTRATION

Secondary

Class Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

A00 Administration – General Includes admin. Records which

cannot be classified elsewhere.

Use only where no other heading

is available.

All departments 1

A01 Associations and

Organizations Includes correspondence,

minutes, agenda, notices, and

reports regarding organizations

and associations to which staff

belong such as AMCTO, AMO, etc.

All departments 3 Excludes Membership

Fees – See F01

A02 Staff Committees and

Meetings Records re: the activities of staff

committees and meetings, incl.

notices of meetings, agendas,

minutes, etc.

All departments 4* Excludes Council

Minutes and Agendas

(see C03&04) and

Council Committees

(see C05&06)

A03 Computer/Information

Systems Includes records re: all types of

information systems in use.

Includes computer

hardware/software, system

design and implementation,

quality control, e-mail

management, etc.

I.T., Development &

Communications

S+6 Excludes acquisitions

– see F18

A04 Conferences & Seminars Includes invitations, approvals,

agendas, records re: conferences,

conventions, seminars, special

functions attended by staff, travel

arrangements, accommodation,

itineraries

All departments 1 Excludes speeches

and presentations

(see M08), Employee

and Council expenses

(F09), Invoices (F01)

A05 Consultants Includes correspondence,

proposals, resumes, docs re: the

selection, appointment, and

monitoring of consultants.

All departments 2 Excludes Quotations

and Tenders (see F18)

and invoices (F1).

A06 Inventory Control Includes inventory statements

and reports, records re: the

control of supplies, fuel, and small

equipment stock levels

All departments 6 Excludes Assets (see

F06)

A07 Office Equipment and All departments E+1 E=disposal of item

Excludes computer

3


Furniture Includes records re: the design

and maintenance of owned and

leased office equipment and

furniture. Chairs, desks, tables,

copiers, printers, etc.

software/hardware

(see A03) and assets

(see F06)

A08 Office Services Records re: rates and services

provided by courier, mail, postage

firms. Records re: inter office mail

system, internal printing, etc.

Finance 1

A09 Policies and Procedures Policy and procedure manuals,

guidelines and directives

HR & any dept having

its own

policies/procedures

S+5*

A10 Records Management Information regarding the

management of corporate

records, regardless of medium.

E.g. file listings, feasibility studies,

records centre operations,

Clerks P Excludes retention

bylaw (C01), policies

and procedures

(A09), records

disposition (A11)

A11 Records Disposition Reports re: the disposition of

records (disposal method,

authorization for destruction)

Clerks P

A12 Telecommunications

System Includes records re: telephone

systems, fax machines, towers,

fire comm. Systems, and 911

emerg. systems.

DCS S Excludes Assets (F06),

long distance call

records (F01),

Agreements (L04 or

L14)

A13 Travel & Accommodation Records re: travel arrangements,

itineraries, maps, authorizations,

reservations, rented vehicles.

All departments 2 Excludes employee

and Council expenses

(F09)

A14 Uniforms and Clothing Includes records re: uniforms and

special clothing used by municipal

staff such as fire fighters clothing

& safety clothing.

All departments S*

A15 Vendors and Suppliers Records re: vendors and suppliers

of goods and services (catalogues,

price lists, bidders info sheets,

correspondence)

All departments 2 Excludes purchase

orders and

requisitions (F17),

office equipment

(A07), fleet

management (V01)

A16 Intergovernmental

Relations General records re: the

relationship between the

municipality and all other levels of

government (incl. contact info)

All departments 5* Excludes legislation

(L10 & L11)

A17 Accessibility of records

(FOI)

Clerks E+2 E=completion of FOI

request

4


Includes documents re: MFIPPA,

and handing of requests under

this act

Excludes copies of

the Act (L11),

Complaints and

Inquiries (M04)

A18 Security Reports, request logs, security of

offices, control of security passes

or keys

All departments 5 Excludes vandalism

reports (P05) and

Computer Security

(A03)

A19 Facilities construction &

Renos Records re: the planning and

construction of municipal

facilities, includes site meetings,

consultant’s reports, cost reports,

drawings.

Facilities, various

depts..

E+6* E=project finished

Specifications,

architectural and

engineering drawings

to be kept

permanently

A20 Building and Property

Maintenance Records re: the maintenance of

town buildings, including exterior

maintenance (landscaping, grass

cutting, interior design, floor

layouts, office cleaning)

All departments 5 Excludes Parks

Management

(R04) and Rec

Facilities (R05)

A21 Facilities Bookings Includes copies of permits and

bookings issued for the rental of

rec and admin. facilities for

specific activities.

All departments 1

A22 Accessibility Includes records relating to the

accessibility of Town Buildings and

info/programs and services to

persons with disabilities.

All departments (mostly

Clerks)

5 Excludes policies and

procedures (A09),

and Construction &

Inspection records

(A19).

5


PRIMARY HEADING – COUNCIL AND BY-LAWS

Secondary

Class Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

C00 Council & By-laws – General Includes records re: Council,

Boards, and Bylaws which cannot

be classified elsewhere.

All departments 1

C01 By-laws Includes signed and final versions

of the town’s bylaws along with

amendments and attachments

that are legally part of the bylaws

Clerks P

C02 By-law – other

municipalities Includes final versions of bylaws of

other municipalities which are of

interest

All departments S Or as long as they are

of value.

C03 Council Agenda Includes notices of meetings and

agenda of Council meetings as

well as working notes used in

agenda preparation

Clerks S+5 Excludes committee

agendas (C05)

C04 Council Minutes

Clerks P Excludes committee

minutes (C06)

C05 Committees of Council –

agendas

Staff contact for

each committee

- Transitory

C06 Council Committee Minutes Staff contact for

each committee

P

C07 Elections – Management Records re: processes involved in

management of the election, may

include voting locations, training

manuals, communications, media

management, applications to

amend VL, etc.

Clerks E+4* E=election day

Some items may be

retained longer if

valuable as

templates for future

elections

Elections – Personnel Records related to election

personnel, including worker

applications, letters of

appointment, oaths, etc.

Clerks E+120 days E=election day

Elections – Ward

Boundaries Historical ward maps, ward

profiles, town boundaries

Clerks P

Elections – Candidates Records relating to candidates

running for office of Mayor,

councilor, trustee. Includes

completed nomination forms,

nomination withdrawal, signed

oaths, financial statements,

Clerks E+4 E= election day

6


affidavits, correspondence

Elections – Returns Includes records related to the

town’s voting place

documentation and materials,

advance poll sheets, used, spoiled

and cancelled ballot, voters lists.

Clerks E+120 days E= date of election

As per Elections Act,

unless there is a

court order to

recount.

Elections – Recount All records related to a recount, or

requested recount.

Clerks E+4

Elections – Results Official election results including

poll by poll results

Clerks P

C08 Goals & Objectives Includes records concerning

strategic planning, goals and

objectives, mission statements.

All departments S*

C09 Motions & Resolutions Final signed versions

Clerks P

C10 Motions & Resolutions –

other municipalities Final versions of other

municipalities’ resolutions that are

of interest

Clerks 1

C11 Reports to Council All departments P

C12 Appointments to Boards

and Committees

Clerks P

7


PRIMARY HEADING – DEVELOPMENT & PLANNING

Secondary

Class Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

D00 Development & Planning – General

Includes records re: planning &

development which cannot be

classified elsewhere.

All departments 1

D01 Demographic Studies Records re: trends in pop.

growth, census reports, density

studies, rate of growth,

unemployment, workforce

composition, etc.

DCS 10* Excludes vital stats (see

L12)

D02 Economic Development Records re: growth of economy,

studies, stats, projections

Economic

Development

10* Excludes Demographic

Studies (D01), residential

development (D04),

Tourism (D06),

Industrial/Commercial

Development (D21)

D03 Environmental Planning Records re: general

environmental studies with long

range planning emphasis (storm

drainage, flood control, parks and

open space planning, waste

management planning)

Operations 10*

Excludes air quality

monitoring (E05) and

Waste Management (E06)

D04 Residential Development Records re: the availability of

housing, incl. general

assessments of the need for

affordable housing, occupancy

rates, housing cost stats., etc.

DCS 10*

D05 Natural Resources Records re: the management and

preservation of forests, the

characteristics of various

minerals or deposits, and other

natural resources info.

Operations 2*

D06 Tourism Development Records re: the tourism industry

and efforts made to promote and

encourage tourism

Economic

Development

5*

D07 Condominium Plans Records re: the approval of plans

of condominium. Incl. drawings,

technical reports,

correspondence, written

comments, working notes,

background info, applications.

Clerks P

D08 Official Plans Includes the official plan and

amendments to it. Also,

DCS P Excludes OP amendment

applications – see D09

8


secondary plans and

amendments containing detailed

objectives and policies

concerning planning,

development, redevelopment,

and specific planning districts.

D09 OP Amendment

Applications Incl. applications, staff reports,

notices, resolutions, and

decisions.

Clerks P Excludes OMB hearing and

decisions – see L01

D10 Severances Includes applications for consent

and all related records.

Clerks P Physically, these records

are stored behind address

file.

D11 Site Plan Control Records regarding the provision

of services to individual land

sites, including water, sewage,

utility approvals, comments, and

correspondence.

Clerks P Excludes site plan

agreements (L04)

Physically, these records


file.

D12 Subdivision Plans Records re: the approval of plans

of subdivision (residential &

commercial), incl. drawings,

technical reports,

correspondence, written

comments, working notes,

background info, clearance

letters, draft approved plans,

red-lined plans, applications, R-

plans, changes to approved

plans, etc.

Clerks P Excludes subdivision

agreements (L04)

D13 Variances Records re: applications for

variance in land use excl. zoning

applications. Includes

applications, drawings, notices,

decisions etc.

Clerks P Excludes budget variances

(see F05)



file.

D14 Zoning Includes records and re: the

designation of zones for land use

planning purposes, and records

related to zoning applications.

Clerks E+2 E=final decision

Excludes Zoning Bylaws –

see C01



file.

D15 Easements All records on rights-of-way and

easements concerning municipal

ownership of private lands in

order to maintain public service

such as water and sewer lines

that cross private property

Operations P Excludes agreements (see

L04)

D16 Encroachments

Includes all records re: private

properties encroaching on

Operations P Excludes agreements (see

L04)

9


municipal lands including

encroachment permits, also

includes surveys and any other

related docs.

D17 Annexation/Amalgamation Records pertaining to the

annexing and amalgamating of

lands adjacent to municipal lands

to accommodate growth. Also

includes amalgamation of

municipalities.

DCS P

D18 Community Improvement

Projects Records, studies, stats and any

required background info on

community improvement

projects. Includes applications

and related records.

DCS/Economic

Development

E+6 E=Termination/completion

of project

Excludes economic

development (D02)

D19 Municipal Addressing Records re: requests for and

assignment of new subdivisions

and other street names and

numbers. May includes reports,

drawings, maps, etc.

Clerks P

D20 Reference Plans Plans received from the registry

office. Could be R-plans, site

plans, property survey plans, etc.

Clerks P Excludes property survey

plans (F22)

D21 Industrial/Commercial

Development Records re: promotion and

development of industry and

commerce. Records include

studies, stats, projections, etc.

DCS/Economic

Development

10* Excludes agricultural

development (D23)

D22 Digital Mapping All records used to produce maps

and updates in a digital format.

County S* Excludes the actual data

residing on these systems

Air photos subject to

archival selection

D23 Agricultural Development All records regarding the

development of agricultural

growth.

DCS 10*

D24 Background reports for

Official Plan Includes reports pertaining to

amendments and changes to the

OP

E+5 E=final decision

D25 Part Lot Control Includes applications and records

relating to exemption from Part

Lot Control, under the Planning

Act in order to create additional

lots.

S Final study is permanent

10


PRIMARY HEADING - ENVIRONMENTAL SERVICES

Secondary

Class Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

E00 Environmental Services – General

Records re: environmental services

which cannot be classified elsewhere.

All

Departments

1

E01 Sanitary Sewers

Includes records re: the design,

construction, and maintenance of

sanitary sewers

Operations P Excludes Waste

Management (E07),

Storm Sewers (E02),

Treatement Plants

(E03)

E02 Storm Sewers Includes records re: the design,

construction and maintenance of storm

sewers

Operations P

E03 Treatment Plants Records re: the operation of sewage

treatment and pumping stations and

lagoons.

County 5 County

E04 Trees Includes records of tree removal,

planting, trimming, pruning, and

preservation.

Parks & Rec 5

E05 Air Quality Monitoring Records regarding the routine

monitoring of air quality as well as

responses to interference with quality

or quantity.

All

departments

40* Excludes bylaw

enforcement (P01) and

complaints & inquiries

(M04)

E06 Utilities Maps and location drawings provided

to the municipality from utility

companies such as telephone lines, gas

mains, power lines, water mains etc.

Operations 5* Excludes site

plans(D11)

Located are only valid

for 30 days

E07 Waste Management Records re: the collection and disposal

of waste, source separation, collection

services and composting.

County 5 Excludes private

sewage disposal

systems (E12)

E08 Water Works Records re: the design, construction

and maintenance of watermains, tanks,

pipelines and related facilities and

equipment. Includes water meter

registration numbers.

Operations 5 Excludes water

pumping stations (E03)

E09 Drains Design, construction, and maintenance

of drains. Includes engineer reports,

petitions, assessments, generation

specifications and correspondence.

Operations 5 Specifications are kept

permanently

E10 Pits & Quarries Records re: the design, construction,

maintenance of all pits and quarries.

Includes engineer’s reports,

Operations P

11


assessments, general specifications and

correspondence.

E11 Nutrient Management Records re: the management of

livestock and crop planning and

regulations pertaining to the

operations. Control of

storing/spreading/using liquid manure

on land near waterways, runoff, etc.

5*

E12 Private Sewage Disposal

Systems Records re: the design, construction

and maintenance of sanitary sewers

and septic systems.

Operations S

E13 Water Monitoring Records re: the routine monitoring of

water quality or quantity, annual

reports, chemical samples, monitoring

and control of creeks and floods,

weeds, noise, erosion, top soil and

stormwater.

Operations 15 Excludes bylaw


Complaints & Inquiries

(M04)

E14 Water sampling Operational checks, weekly and

monthly sampling and testing, report of

analysis, notices to Ministry, etc.

County 15 Excludes bylaw


Complaints & Inquiries

(M04)

E15 Chemical Sampling Chemical samples collected and tested,

organic and inorganic, related engineer

reports, etc.

Operations 2

E16 Backflow Prevention and Cross

Connection Control Incl. cross connection surveys, test

reports, test results, inspection reports,

compliance tracking, work orders,

copies of invoices, fee structures, any

type of media related to blackflow

prevention

Operations P

E17 Storm Water Management

Ponds Records related to construction and

maintenance of stormwater

management ponds

Operations P

12


PRIMARY HEADING - FINANCE AND ACCOUNTING

Secondary

Class Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

F00 Finance and Accounting –

General Records re: finance and accounting

which cannot be classified elsewhere

All departments 1 Do not file accounting

records required for

tax purposes in this

class code

F01 Accounts Payable Includes records documenting funds

payable by the municipality, such as

invoices, receipts, copies of cheques

issued to pay account, rebates, levies

payable, reports, phone bills,

membership fees.

Finance 7 Excludes cancelled

cheques (F07)

and Employee and

Council expenses (F09)

F02 Accounts Receivable Records documenting funds owing to

the municipality such as invoices,

billing listings, recoveries reports.

Includes correspondence related to

tax collection and supporting

documentation.

Finance 7 Excludes write-offs

(F23) and tax

assessments, rolls, and

arrears (F22)

F03 Audits

Includes records re: internal

and external financial audits of

accounts.

Finance 7 Excludes operational

audits, and audited

financial statements

(F10)

F04 Banking Includes records regarding banking

transactions and relationships with

banks, includes deposit records,

Finance 7 Excludes banking

statements (F07)

F05 Budgets and Estimates Includes departmental and corporate

budgets, both capital and operating.

Also budget variances.

Finance E+6 E=end of the last year

in which the capital

budget is expended

F06 Assets Includes records re: current and fixed

assets. Inventories, records of initial

expenditure, depreciation,

amortization, disposal.

Finance E+6 E=disposal of asset

Excludes land

acquisition and sale

(L07)

F07 Cheques All cancelled cheques issued. Also,

cheque requisitions, cheque listings,

supporting docs used to authorize

issuance of cheques, NSF cheques, and

bank statements.

Finance 7 Excludes banking (F04)

F08 Debentures and Bonds Records re: debentures and bonds,

info re: initial issuance of the

debenture or bond as well as all

records of payments made to

investors.

Finance P Excludes debenture

registers(F14)

F09 Employee and Council Finance 7

13


expenses Travel and meeting expenses, receipts

submitted, may include travel and

expense statements.

F10 Financial Statements Includes the balance sheet, income

statement, statement of source and

application of funds.

Finance P Excludes working

notes, calculations,

and background

documentation (see

F26)

F11 Grants and Loans Includes records re: revenue

generated in the form of grants –in-

lieu, provincial and federal grants,

loans, subsidies, also includes

submissions, acknowledgements,

reports.

Finance E+7 *Unless the Grant

Agreement specifies

that the records

should be kept for

longer than E+7

F12 Investments Includes records re: the town’s

investments, term deposits, and

promissory notes.

Finance 7

F13 Journal Vouchers Includes completed journal voucher

forms, input forms, background

documentation used to substantiate

journal entries.

Finance E+7 E=completion of

transaction

F14 Subsidiary Ledgers, Registers,

and Journals Includes all subsidiary ledger,

registers, and journals such as

payment and receipt journals, payroll

registers, and debenture registers.

Finance E+7

Payroll

registers = P

E=completion of

transaction

Excludes documents

and vouchers used to

support entries

F15 General Ledgers and Journals All records in the Books of Original

Entry

Finance P

F16 Payroll Includes all records of payments of

salary, wages, deductions. Includes

pay lists, T4 slips, also honoraria and

fees to Council. Also includes

individual timesheets.

Finance/HR P Excludes payroll

registers (F14)

F17 Purchase Orders and

Requisitions

Finance E+7 E=expiry of contract

Excludes quotations

and tenders (F18)

F18 Quotations and Tenders Incl. RFPs, RFQs, tenders, proposals,

submissions, all documentation

regarding selection process

Finance 7 (successful)

2

(unsuccessful)

Excludes agreements

(see L04 or L14)

F19 Receipts Includes receipts issued for payment

of items such as licenses, rentals, and

taxes

Finance 6 *Charitable Tax

receipts are

PERMANENT

F20 Reserve Funds Includes records documenting

Finance 6

14


obligatory and/or discretionary

reserve funds such as reserves for

working funds, contingencies, future

capital projects, info systems. Etc.

F21 Revenues Includes records regarding the

generation of revenues other than

taxes (e.g. development charges,

development application fees)

Finance 6

F22 Tax Rolls and records Assessment rolls, tax sale records, tax

sale deeds, property tax registrations,

tax arrears

Finance P Excludes accounts

receivable (F02)

F23 Write Offs Includes accounts receivable that have

been written off as uncollectable. Also

includes records of bankruptcy.

Finance 6 Excludes accounts

receivable (F02)

F24 Trust Funds Records re: funds established by the

municipality for money held in trust

Finance E+7 E=closure of trust fund

F25 Security Deposits Includes development deposits, letters

of credit, records related to release of

securities.

Finance 7

F26 Working Papers Includes all budget working papers,

working notes, calculations,

background documentation used to

calculate financial statement such as

the monthly trial balance.

Finance 7

15


PRIMARY HEADING – HUMAN RESOURCES

Secondary

Class Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

H00 Human resources – General Includes records re: human

resources which cannot be


All department 1

H01 Attendance and scheduling Records re: employee

attendance, shift scheduling,

vacation schedules, hrs of work.

Etc.

HR 4* Excludes individual

time sheet s(F16)

H02 Benefits Includes brochures, rates, quotes,

correspondence and explanatory

documents re: benefits offered to

employees, such as group

insurance, dental plans, etc.

HR S Excludes payroll (F16)

H03 Employee Records Includes records re: the

employment history of municipal

employees. Incl. initial resumes

and applications, performance

evaluations, employee assistance.

Includes part time and student

employees.

HR E+10 E=date employee

ceases to be employed

with the Town

H04 Health & Safety Records re: occupational health &

safety of staff. Also, accident

reports, information on health

and safety programs, and H&S

inspections on Town Property.

HR 7* Excludes accidents to

the public (P05), Lost

time reports and

claims (H13)

H05 HR Planning Includes records of succession

planning, retirement programs,

staff turnover rates, annual

hire/promotion targets,

recruitment freezes, employment

equity, performance

management, etc.

HR 2* Excludes employee

records (H03)

H06 Job Descriptions

HR S+1

H07 Labour Relations Incl. collective bargaining,

correspondence with unions, etc.

HR E+10 E=expiry of contract

Excludes collective

agreements (L04)

H08 Organization Records re: reporting

relationships, re-orgs, org charts,

etc.

All departments S+6 Excludes employee

records (H03)

H09 Salary Planning Records re: the planning and

scheduling of salaries such as job

HR S+4

Excludes employee

records (H03)

16


evaluations, job classification

systems, salary surveys and

schedules, etc.

Pay Equity HR P

H10 Pension Records Includes records detailing

obligations under OMERS. Incl.

pension info. of retired

personnel, incl. registration and

records.

HR P

H11 Recruitment Includes records re: the

recruitment of staff such as job

postings, copies of

advertisements, competitions

and unsuccessful applications

HR E+1 E=close of competition

H12 Training & Development Courses offered to employees,

info. on career and professional

development programs, also

includes orientation materials.

HR S* Excludes employee

records (H03)

H13 Claims Claims to WSIB or insurance

carriers for lost time incidents,

accidents, STD or LTD

HR E+7 E=resolution of claim

Excludes non-lost time

incidents or accidents

(H04) or self-insured

STD ( H01)

H14 Grievances Records dealing with grievance

complaints filed against the Town

such as the initial complaint,

investigation, reports, and final

resolution.

HR E+7* E=resolution of claim.

H15 Harassment and Violence Complaints by or against

employees. Includes docs such as

the initial complaint,

investigation, reports, and final

resolution.

HR 3 Excludes grievances

(H14)

17


PRIMARY HEADING – LEGAL AFFAIRS

Secondary

Class Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

L00 Legal Affairs – General Records re: legal affairs which


All departments 1

L01 Appeals and Hearings All transcripts and related

documentation re: appeals,

hearing, and legal proceedings.

Includes final judgments.

Includes zoning appeals,

official plan appeals, COA

appeals. Includes orders issues

by regulatory bodies and

boards.

All departments P Excludes litigation

(L02-L03)

L02 Claims against the

Municipality Includes all litigation made by

other parties against the

municipality

Finance E+4 E=resolution of claim

and all appeals

Excludes appeals and

hearings (L01)

L03 Claims by the

Municipality All litigation made against

other parties by the

municipality

Finance E+4 E=resolution of claim

and all appeals

Excludes appeals and

hearings (L01)

L04 Contracts and

Agreements – under seal All agreements which require a

bylaw for approval.

Clerks P Excludes Site Plan,

severance and

Subdivision

agreements. Stored

electronically in D10,

11 & 12

L05 Insurance Appraisal Appraisals of municipal

property for insurance

purposes.

Finance E+15

E=change of appraisal

value

L06 Insurance Policies Municipal insurance policy

documents, such as vehicle,

liability, theft and fire

insurance.

Finance E+15

E=expiry of policy

Excludes employee

group insurance (H02)

L07 Land Acquisition and Sale Records re: real estate

transactions, and conveyance

of land such as lot sales, alley

closings, and allowances

through voluntary transactions

or expropriations. Includes

leases, deeds, purchase letters,

Finance & DCS E+10 E=disposal of property

or termination of lease

18


appraisals.

L08 Opinions and Briefs Copies of legal opinions and

briefs prepared by the

municipality’s legal council on

specific issues and bylaws.

Department

that sought

opinion

S*

L09 Precedents Includes records re: judgments

and decisions which may affect

the municipality’s position in

actual or potential legal

matters.

All departments S

L10 Federal Legislation Records re: bills, acts, and regulations enacted by the

Ontario legislature which affect

or are of interest to the

municipality.

All departments S

L11 Provincial Legislation Records re: bills, acts, and

regulations enacted by the

Ontario legislature which affect

or are of interest to the

municipality.

All departments S

L12 Vital Statistics Registers of births, deaths, and

marriages

Customer

Service/Clerk

P Excludes population

stats (See D01).

Marriage license

applications are two

years retention, not P

L13 Prosecutions Records re: prosecutions to

enforce bylaws and federal and

provincial legislations

Bylaw

enforcement

E+7 E=Delivery of

Judgement

L14 Contracts and

Agreements- simple Contracts and agreement

which do not require bylaw

approval, such as equipment

rental and service contracts,

vehicle lease, purchase

agreements, street sweeping,

gravel, etc.

All departments E+6 E= expiry of contract

19


PRIMARY HEADING – MEDIA AND PUBLIC RECORDS

Secondary

Class Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

M00 Media and Public Relations –

General

Includes records re: media and

public relations with cannot be


All departments 1

M01 Advertising/Marketing Includes records re: public

advertising in newspaper,

magazines, radio, TV, etc.

DCS/Economic

Development

1* Excludes news releases

(M06), Recruitment

(H11), or Elections

(C07)

M02 Ceremonies and Events Records re: participation in special

events, openings, anniversaries. Also

includes the setup and running of

special events.

All departments 5*

M03 Charitable Campaigns Records re: the raising of funds and

donations for the municipality,

programs, or charitable orgs, such as

United Way, interest groups, etc.

All departments E+1 E=end of campaign

*Charitable receipts

are PERMANENT

M04 Complaints, commendations,

and inquiries Very general inquiries and

complaints. Concerns about service,

inquiries about Council proceedings,

congratulatory letters, etc.

All departments 1* Excludes items logged

in ACR, FOI Requests

(see A17)

M05 News Clippings From newspapers, info journals, or

other printed media.

All departments 1*

M06 News Releases Final versions of news releases

(media releases) issued.

All departments 1*

M07 Publications Typed manuscripts, artwork,

regarding the publication of tourism

information, trade shows, current

events, industrial directories,

business directories, maps.

All departments

(primarily

Economic

Development)

S*

M08 Speeches and Presentations Final versions of speeches,

presentations, and news

conferences given by elected and

non-elected officials.

All departments 3*

M09 Website Records relating to the Town

website, its design, site map, web

team minutes, workplans, etc.

DCS/Webteam S+5 S=new website

20


PRIMARY HEADING: PROTECTION AND ENFORCEMENT SERVICES

Secondary

Class Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

P00 Protection and

Enforcement – General Protection and enforcement

records which cannot be


All departments 1

P01 By-law Enforcement Records of municipal efforts to

enforce bylaws such as orders

to comply,

Bylaw enforcement E+6

P02 Daily Occurrence Logs Daily logs e.g. fire assistance

calls maintained by CBO and

Fire Dept.

All departments 5*

P03 Emergency Planning Records re: the planning and

rehearsal of emergency

measures.

All departments S*

P04 Hazardous Materials Info and reports on chemicals

and substances that pose fire

hazards. Also includes records

dealing with toxic substance

control, transportation and

effects.

All departments S* Excludes staff safety

training (H04)

E+5 for PCB material

storage records

(E=material removed from

site)

P05 Incident/Accident

Reports Includes vandalism and

security incident reports and

reports of accidents that occur

at recreational facilities and

other municipal properties.

All departments E+25 E=date of accident

P06 Building/Structural

Inspections Inspection reports such as

building, plumbing, fire

prevention, etc.

Building/Fire S E+2 for inspections,

maintenance, and testing

related to fire code

P07 Fire Safety Inspections Inspection reports conducted

or performed by Fire Services

on private, public and

commercial properties

Fire S

P08 Investigations

Records of investigations

pertaining to law enforcement,

traffic incidents, and

firefighting activities.

All departments 10* Excludes Bylaw

enforcement (P01)

P09 Licenses Records re: licenses

Clerks/Customer

Service

E+2 E=expiry of license

Excludes marriage licenses

21


administered by or required by

the municipality, or required

by the province, such as

licensing for dogs, cats, liquor,

businesses, lotteries, etc.

(L12)

P10 Building Permits Permits issued to builders,

contractors, and residents

giving them permission to

build or renovate.

Building P Excludes all other permits

(P11)

P11 Permits, Other Applications and copies of

permits issued by other

government bodies within the

municipality, as well as permits

issued giving permission to

hold special events, transport

oversize loads, erect signs,

park on the street, etc.

Departments that

issue permits

E+4 E=expiry of permit

Excludes building permits

(P10), Encroachment

permits (D16), and burial

permits (S09)

P12 Warrants

Bylaw enforcement E+2 E=execution of warrant

P13 Criminal Records All documentation relating to

individuals with a history of

criminal activity

Bylaw enforcement E+5 E=occurrence/investigation

closed or dispotion of

charge

Excludes investigations

(P08) and prosecutions

(L13)

P14 Animal Control Records re: the control of

household pets, strays,

livestock and wildlife and

livestock evaluation reports.

Also, records re: the

administration of shelter

programs including rabies

clinics and volunteer programs.

Building/Bylaw E+2 E=date animal was last in

the pound

Excludes dog/cat licenses

(P09)

P15 Community Protection

Programs Records on community

protection, fire and crime

prevention such as community

policy, victim services,

neighbourhood watch, block

parents, etc.

Fire, Police, Bylaw

enforcement.

S+2*

P16 Emergency Services Records re: land ambulance,

fire, and rescue services.

Fire, Police S+2

P17 Parking Tickets Bylaw Enforcement 2

P18 By-law Enforcement

Tickets

Bylaw Enforcement 2

22


PRIMARY HEADING – RECREATION, HERITAGE AND CULTURE

Secondary

Class

Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

R00 Rec, Heritage and Culture

– General Incl. records regarding

recreation, heritage and cultural

services which cannot be


All departments 1

R01 Heritage Preservation Includes records and info.

regarding local history, listings,

and designations of individual

properties and districts on the

municipal register, private and

abandoned cemeteries,

miscellaneous TACAC materials

Clerks/Planning P Excludes designation

bylaws (C01), and

TACAC minutes &

agendas (C04, C05)

R02 Archeology Includes property assessment

reports, provincial clearance

letters and assessment

guidelines, miscellaneous

artifact collections, and any

other information or reports

related to archaeology.

Planning P

R03 Built Heritage Built heritage resources

inventories, miscellaneous info

on the documentation and

recording of built structure, info

or reports related to built

heritage.

DCS P

R04 Parks Management Includes correspondence,

descriptions, reports and other

records dealing with the

management design, setup,

landscaping and maintenance of

specific municipal parks,. Incl.

maps and plans. Also incl. info

dealing with maintenance of

playground equipment.

Parks &

Rec/Facilities

5* Playground equipment

maintenance records

are retained

permanently

Excludes Building and

property maintenance

(A20)

R05 Recreational Facilities Includes correspondence,

descriptions, reports and other

records dealing with the

management, operation and

design of specific municipal rec

facilities such as arenas, rinks,

pools, fitness centers, etc.

Parks &

Rec/Facilities

5* Excludes Facilities

Construction (A19),

and Building and

Property maintenance

(A20)

R06 Recreational Programming Includes correspondence,

Parks & Rec 5*

23


applications, registrations, and

general info regarding the

development and delivery of rec

programs to the community

such as youth, sports and

fitness, adult education, crafts

and other programs.

24


PRIMARY HEADING – SOCIAL AND HEALTHCARE SERVICES

Secondary

Class Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

S00 Social and Healthcare

Services – General Records re: social and healthcare

services which cannot be


All departments 1

S01 Children’s Day Nursery

Services General program info re:

childcare programs such as

municipal and private day care

and day nursery services.

County 1 County

S02 Elderly Assistance General program info. regarding

programs intended to improve

the quality of life for senior

citizens such as home care,

housing, and transit subsidies.

Includes any homes for the aged

as well as general resource info.

used in counseling seniors.

County 5

S03 Homes for the Ages

Residents Includes records re: individual

residents of homes for the aged.

County 1 County

S04 Social Assistance Programs Includes general program info. re:

social assistance programs. Also

includes general resource info.

used in counseling recipients of

social assistance and info.

pertaining to Employment

Support Programs and

Community Support Services.

Also, records re: subsidized

housing.

County 1 County

S05 Ontario Works Case

Records

County 1 County

S06 Medical Case Records Case records re: communicable

diseases, venereal diseases,

dental care, maternal care, etc.

County 1 County

S07 Children’s Services Includes general program

information regarding programs

benefitting developmentally

handicapped children, abused

children, and other children’s

programs

County 1 County

25


S08 Public Health Includes records re: public health

programs such as health and

safety education, school health

programs, family planning and

disease control including

immunization.

County 1

S09 Cemetery Records Includes burial permits, maps,

plot ownership records,

internment registers, and indexes

for municipal cemeteries.

Cemetery P

S10 Day Nursery Case Records Application for enrolment, child’s

name and address, date of birth,

phone numbers of parents, etc.

County 1 County

26


PRIMARY HEADING: TRANSPORTATION

Secondary

Class Code

Secondary Heading &

Description

Responsible

Department

Retention Remarks

T00 Transportation – General Records re: transportation which


All departments 1

T01 Illumination Records and studies regarding the

installation and repair of equipment

used to illuminate roads such as

street lights, pedestrian crossing

lights, and records on power

consumption.

Works E+6 E=completion of

project

T02 Parking Includes records and studies re:

municipal parking issues such as

handicapped parking, lot and

garage operations, fire routes, and

employee parking.

Operations E+6 E=closure of lot or

space

T03 Public Transit Records re: transit systems, includes

schedules, routes, maps and similar

information. Also includes project

records re: the construction of bus

shelters, route administration and

planning, fare policies, access for

persons with disabilities.

n/a E+1* County

E=closure of route/

shelter/stop

T04 Road and Sidewalk

Construction Includes records and studies re:

construction projects on roads. Incl.

the construction of new roads and

major improvements to existing

roads and sidewalks, such as

resurfacing, widening, bridges,

retaining walls, etc.

Works E+1* E=project finished

Excludes simple

agreements (L14),

Design & Planning

(T05), and routine

maintenance or minor

improvements to road

systems (T06)

Design Studies Planning P

T05 Road and Sidewalk Design

and Planning Includes estimates, studies, and

other records re: the design and

planning of specific road

construction projects, also includes

the design of curbs and sidewalks,

cycle-ways, footpaths, walkways,

trails, etc.


Specifications are kept

permanently

T06 Road and Sidewalk

Maintenance Incl. records and studies re: the

inspection and maintenance of

roads, includes the installation of

culverts, minor repairs to the road

Operations/Works E+6* E=project finished

Specifications are kept

permanently

27


surfaces, curbs and sidewalks, cycle-

ways, footpaths and walkways,

trails, includes grading an ploughing

and sanding of roads and snow

removal and cleaning.

T07 Signs and Signals Includes records and studies re the

manufacture and installation of

signs and signals.

Works E+1 E=removal of

sign/signal

T08 Traffic Records and studies re: the flow of

traffic on roads, including

intersection drawings, pedestrian

crossovers, crossing guards, traffic

counts, accident stats, and

temporary road closures for special

events.


T09 Roads and Lane Closures Includes records on roads and lanes

closed on a permanent or regular

basis. Includes reports, appraisals,

correspondence and district court

applications. As well as records

related to requests to open road

and street allowances.


Excludes temporary

road closures (T08),

land sales (L07), Road

closing bylaws (C01)

T10 Field Survey/Road Survey

Books Includes engineering field survey

notes as well as books

Operations E+6* E= project finished

T11 Bridges Includes estimates, studies and

other records re: projects

specifically for bridge construction,

also includes bridge repairs and

maintenance.

Operations E+1 E= project finished

Specifications and

Engineering Structural

Assessment Reports (Bridges)

Operations P

28


PRIMARY HEADING – VEHICLES AND EQUIPMENT

Secondary

Class Code

Secondary Heading

& Description

Responsible

Department

Retention Remarks

V00 Vehicles and

Equipment – General Records re: vehicles and

equipment which cannot

be classified elsewhere.

All departments 1

V01 Fleet Management Records of all vehicles

currently leased or owned,

operated, and maintained

by the town. This includes

vehicle history files, and

vehicle maintenance,

registration and disposal.

Works/Fleet E+1 E=termination of lease

or disposal of vehicle

Excludes Insurance

policies (L06), Accident

claims (L02, L03),

Lease/Contracts (L14)

V02 Mobile Equipment Includes records re:

mobile equipment used in

conjunction with vehicles.

Also includes maintenance

and history files on

equipment such as

generators, pumps, snow

blowers, sanders, etc.

Operations E+6 E=as long as the device

is in service

V03 Transportable

Equipment Maintenance and history

files on equipment such as

lawnmowers, hoses,

weed-eaters, drills and

rescue equipment.


is in service

V04 Protective Equipment Records re: protective

equipment used by the

municipality. Also includes

maintenance and history

files on equipment such as

breathing apparatus,

breathing tanks, alarms,

etc.


is in service

PRIMARY CLASS CODE - Oxford County, Ontario · C02 By-law – other municipalities Includes final versions of bylaws of other municipalities which are of interest All departments

Documents