records retention schedule - index - city of burlington · pdf filethe records retention...

SCHEDULE “A”

Records Retention Schedule

January 2015

City of Burlington Records Retention Schedule © Corporation of the City of Burlington

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Background ............................................................................................................................................ 5 Purpose ..................................................................................................................................................... 5 Definitions and Key Terms ........................................................................................................................ 5 Secure Destruction .................................................................................................................................... 7

How to Read a Record Series ............................................................................................................... 8

Corporate Series .................................................................................................................................... 9 Transitory Records .................................................................................................................................. 10 General Correspondence ........................................................................................................................ 11 Staff Committees and Collaboration ...................................................................................................... 12 Business Performance ............................................................................................................................. 13 Strategic Planning ................................................................................................................................... 14 Corporate Project Management ............................................................................................................. 15 Issue Resolution ...................................................................................................................................... 16 Public Engagement ................................................................................................................................. 17 Internal Auditing ..................................................................................................................................... 18 Budget Development .............................................................................................................................. 19 Open Data Publication ............................................................................................................................ 20 Events Coordination ................................................................................................................................ 21 Commercial Electronic Message Consent ............................................................................................... 22 Incident and Collision Reporting ............................................................................................................. 23 Environmental and Energy Management ............................................................................................... 24 Accessibility Management ...................................................................................................................... 25

Legal Matters ....................................................................................................................................... 26 Legal Issue Management ........................................................................................................................ 27 Litigation and Prosecution ...................................................................................................................... 28 Provincial Offences Act Administration (POA) ........................................................................................ 29 Real Property Interest Development ...................................................................................................... 30 Agreement Retention ............................................................................................................................. 31

By-law Enforcement ............................................................................................................................ 32 By-law Enforcement ................................................................................................................................ 33 Animal Control ........................................................................................................................................ 34

Clerks and Council ............................................................................................................................... 35 Council and Standing Committee Documentation ................................................................................. 36 Council and Committee Support Services ............................................................................................... 37 Citizen and Advisory Committee Documentation .................................................................................. 38 Executive Opinion and Consultation ....................................................................................................... 39 Election Coordination and Administration ............................................................................................. 40 Policy and Procedure Retention ............................................................................................................. 41 Vital Statistics Reporting ......................................................................................................................... 42 Cost Sharing Program Administration .................................................................................................... 43 Emergency Management ........................................................................................................................ 44

Information Governance .................................................................................................................... 45 Records and Information Management.................................................................................................. 46 Access to Information ............................................................................................................................. 47 Privacy Protection ................................................................................................................................... 49 Corporate History and Archival Preservation ......................................................................................... 47


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Finance ................................................................................................................................................. 50 Financial Transaction Support ................................................................................................................ 51 Financial Reporting ................................................................................................................................. 52 Banking and Cash Management ............................................................................................................. 53 Debt Management .................................................................................................................................. 54 Security Deposit Maintenance ................................................................................................................ 55 Payroll Administration ............................................................................................................................ 56 Insurance Coverage and Claims Resolution ............................................................................................ 57 Procurement and Contract Management ............................................................................................... 58 Revenue Management ............................................................................................................................ 59 Property Taxation ................................................................................................................................... 60

Information Technology ..................................................................................................................... 61 Application and Database Systems ......................................................................................................... 62 IT Technology and Communications Infrastructure ............................................................................... 63 Information Security ............................................................................................................................... 64 IT Service Management .......................................................................................................................... 65 IT Backup and Disaster Recovery ............................................................................................................ 66

Land Use .............................................................................................................................................. 67 Land Use Planning and Development ..................................................................................................... 68 Committee of Adjustment ...................................................................................................................... 69 Planning Policy and Research ................................................................................................................. 70 Heritage Designation and Protection...................................................................................................... 71

Asset Management ............................................................................................................................. 72 Capital Works Project Management ....................................................................................................... 73 Asset Management ................................................................................................................................. 74 Video Surveillance ................................................................................................................................... 75 Road Rationalization and Closure ........................................................................................................... 76 Linear Infrastructure Permit Issuance..................................................................................................... 77 Railway Infrastructure Management ...................................................................................................... 78 Mapping .................................................................................................................................................. 79 Cadastral Property Information Management ....................................................................................... 80

Maintenance ....................................................................................................................................... 81 Asset Maintenance ................................................................................................................................. 82 Vehicle and Mechanical Maintenance .................................................................................................... 83 Municipal Cemetery Management ......................................................................................................... 84 Winter Control ........................................................................................................................................ 85 Weather Reporting ................................................................................................................................. 86

Transportation ..................................................................................................................................... 87 Traffic and Transportation Planning ....................................................................................................... 88 Signalized Intersection History ............................................................................................................... 89 School Crossing Coordination ................................................................................................................. 90 Parking Enforcement .............................................................................................................................. 91 Paid Parking Management ...................................................................................................................... 92

Transit .................................................................................................................................................. 93 Transit Fare Administration .................................................................................................................... 94 Personal Transit Services ........................................................................................................................ 95


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Transit Routes and Scheduling ................................................................................................................ 96

Building and Licensing ......................................................................................................................... 97 Building Services and Enforcement ........................................................................................................ 98 Building Activity Reporting...................................................................................................................... 99 Property Information Requests ............................................................................................................ 100 Licensing ................................................................................................................................................ 101

Communications ...............................................................................................................................102 Creative Services ................................................................................................................................... 103 Publications and Visual Identity Management ..................................................................................... 104 Corporate Communications .................................................................................................................. 105

Culture, Community and Recreation ...............................................................................................106 Facility Rental ........................................................................................................................................ 107 Community Program Administration .................................................................................................... 108 Program Participant Registration.......................................................................................................... 109 Zero Tolerance Investigation ................................................................................................................ 110

Human Resources .............................................................................................................................111 Recruitment .......................................................................................................................................... 112 Job Evaluation ....................................................................................................................................... 113 Labour Relations ................................................................................................................................... 114 Employee Records ................................................................................................................................. 115 Occupational Training Compliance and Certification ........................................................................... 116 WSIB Reporting and Employee Medical Records ................................................................................. 117

Fire .....................................................................................................................................................118 Fire Voice Recording System ................................................................................................................. 119 Computer Aided Dispatch ..................................................................................................................... 120 Fire Inspection and Prevention ............................................................................................................. 121 Public Fire Education and Community Outreach .................................................................................. 122

Appendices ........................................................................................................................................123 Retention Schedule Summary ............................................................................................................... 124 Corporate Records and the Service Portfolio ....................................................................................... 129


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Background

Purpose The City of Burlington Records Retention Schedule below provides:

• Descriptions of all records created, used and received at the City of Burlington

• Standards for how long each record series should be kept

• When and how to dispose of records when retention periods are complete

• Links to applicable legislation, corporate policies and industry guidelines

• A very basic inventory of personal information banks held by the City

The records retention schedule applies equally to paper and electronic records, with the exception of records that exist in structured database systems.

Definitions and Key Terms

Records Collections of information that provide evidence of business decisions and actions, regardless of format. Records may also be defined as the output of a process or proof of service. Records have legal, operational or historical value to the organization.

Record Series Group of records created as the result of a similar business activity or function. Each record series acts as a container for records that share a common purpose, or are all linked to the same service, project or issue.

Retention The period of time for which a record must be kept, usually expressed in years.

Active Records Are currently open, being edited and changed, regularly used and worked on by staff.

Inactive Records Are closed, completed, and no longer actively referred to or changed by staff.

Trigger Events An action, event or time of year that changes active records to inactive records. After the trigger, retention periods begin.


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Archival Records After their inactive retention periods expire, archival records may be selected for permanent retention in order to document the City of Burlington’s history as a municipal organization.

Disposition The final outcome of a record when its retention period is complete. Disposition may indicate one of the following:

Destruction, where records are securely destroyed beyond the point of recognition or recovery. For paper records, this means cross-cut or particle shredding; for electronic records, this means a complete deletion from shared drives, servers and backup storage.

Permanent retention, where records are retained until the City of Burlington ceases to exist as a municipality.

Sensitivity Indicates the general level of confidentiality applied to a record series. This area of the schedule will include one of the following designations:

Low - Records are generally considered to be public, and a Freedom of Information request is not generally required in order to access these records. Examples include by-laws, annual reports, approved budget books, and non-confidential committee reports.

Medium - Records are likely to contain information exempt from public disclosure under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). A formal Freedom of Information request is required under MFIPPA in order to access.

High - Records are considered to be confidential for internal business purposes, legal protection or legislative compliance, as in the case of confidential reports to Committee and Council. A formal Freedom of Information request is required under MFIPPA in order to access.

High sensitivity records may also contain Personal Information Banks, defined by section 2(1) of MFIPPA as “a collection of personal information that is organized and capable of being retrieved using an individual’s name or an identifying number or particular assigned to the individual.”


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Secure Destruction Papers in the blue and grey recycling bins on City property are not shredded. Think of the blue and grey bins as public areas, and do not put anything in to those bins which contains personal, sensitive or otherwise confidential information.

If purchasing or maintaining an office shredder, cross-cut technology is recommended by the Information and Privacy Commission of Ontario, as a better method than strip shredding for protecting privacy and confidentiality.

On-site shredding services are recommended for routine and large volume paper records destruction which may be required at City facilities. Contact Procurement Services if you would like to receive shredding services under the current third-party service contract.

Paper records at the off-site records storage facility are securely shredded at that location when retention periods expire, following a departmental review and sign-off.


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Trigger Event:

An event or point in time that changes records from active to inactive status.

Inactive Storage (Years):

Number of years a record will be kept in inactive storage

Disposition:

How a record will be disposed of: usually "Destroy" or "Permanent"

How to Read a Record Series

Record Series Title Followed by a brief description of the record series, and the associated business function.

Includes Examples of records included in the series will be described here.

Excludes A brief description of what the record series does not include. If two records series are similar or closely related, this section will include notes on how to distinguish the two. It may also refer to other record series that are more appropriate to use in particular cases.

Office Responsible for Retention and Disposition of Original Records The department, service area or particular role that has ownership over a Record Series. In other words, this is the area or role responsible for owning original records of a particular type, and who will provide sign-off for the final disposition of records.

Retention Timeline Records are ‘active’ and in use until the Trigger Event occurs. After the trigger event, inactive storage retention periods begin. Inactive records are retained until the expiry of years indicated in this flowchart. Disposition refers to how records are finally disposed of.

Citations Citations refer to any legislation, professional best practices, industry standards, corporate policies or other guidelines that apply to the record series and its retention requirements.

Uniform File Plan Any applicable codes from the Uniform File Plan will be listed here.

Notes Supplemental information on the record series is provided in the Notes section.

Sensitivity The level of confidentiality that generally applies to records in this series.


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Corporate Series

Transitory Records General Correspondence Staff Committees and Collaboration Business Performance Strategic Planning Corporate Project Management Issue Resolution Public Engagement Internal Auditing Budget Development Open Data Publication Events Coordination Commercial Electronic Message Consent Incident and Collision Reporting Environmental and Energy Management Accessibility Management


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Trigger Event:

Materials are obsolete, no longer required, irrelevant or meaningless.


Until Trigger Event.

Disposition:

Destroy

Transitory Records Records and documents with temporary usefulness and no long-term value, received or stored in any format. Transitory records may facilitate the completion of insignificant transactions, or be created while preparing an official corporate record. Transitory records are not required to meet legal or fiscal obligations, do not provide evidence of decision-making, and are not directly linked to the provision of City services and operations.

Includes Unsolicited advertising and promotional material; product catalogues unrelated to corporate procurement; duplicate records and multiple copies; insignificant drafts; working materials and correspondence that are not critical to decision-making; general reference material and reference collections of external publications where there is no vital link to a City-provided service or function. May also include repositories of “General Files,” departmental libraries and routine log books. Also includes training materials not required for a legislated purpose.

Excludes Corporate records, correspondence and working materials leading to a decision, action, process or completion of service, or provide evidence with established legal, historical or fiscal value.

Office Responsible for Retention and Disposition of Original Records All Departments.

Retention Timeline

Citations Archives of Ontario, Government of Ontario Common Records Series – Transitory Records.

Notes Transitory records are not exempt from review if they relate to a request submitted under the Municipal Freedom of Information and Protection of Privacy Act.

Sensitivity Medium

http://www.archives.gov.on.ca/en/recordkeeping/documents/Transitory-Records-Common.pdf


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Trigger Event:

End of calendar year (December 31).


1

Disposition:

Destroy

General Correspondence Records of correspondence between the City of Burlington, local stakeholders, levels of government, associations, citizens and stakeholders, with a short-term value, not leading to the preparation of a subsequent record or provision of service, unrelated to an ongoing matter.

Includes Letters, memoranda, mail logs, email and other correspondence that does not lead to a decision, action or completion of service, regardless of format; correspondence provided by other municipalities to the City for information purposes only.

Excludes Correspondence and/or emails that lead to a critical business decision, action, process or completion of service. Also excludes the “correspondence” section of larger files that may exist for particular projects or ongoing issues.

Office Responsible for Retention and Disposition of Original Records Department Director.

Retention Timeline

Citations Government of Canada, Retention Guidelines for Common Administrative Records of the Government of Canada, General Administration Function.

Uniform File Plan 155-01, 125-01, 126-01, 140-01, 145-01, 150-01, 160-01

Notes Correspondence that leads to an action or the provision of a service will be moved to the appropriate records series and retention period applied. All personal contact information collected by departments must be managed in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) to ensure the protection of privacy.

Sensitivity Medium

http://www.collectionscanada.gc.ca/obj/007002/f2/007002-3000.1-e.pdf


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Trigger Event:



1

Disposition:

Destroy

Staff Committees and Collaboration Records relating to staff committees, work teams, work groups and other internal bodies organized for the purposes of facilitating staff collaboration, completing actions and sharing expertise.

Includes Agendas, minutes, meeting notes, action items, Terms of Reference, membership lists, presentation materials, reports and recommendations. Also includes agendas and minutes of the Senior Management Team.

Excludes Citizen and Advisory Committee Documentation, Council and Standing Committee Documentation, and Zero Tolerance Investigation records.

Office Responsible for Retention and Disposition of Original Records Member of the staff committee or work group who is responsible for creating minutes.

Retention Timeline

Citations N/A

Uniform File Plan 180-06

Notes Examples of staff teams include the City Hall Operations Committee (CHOC), Corporate Customer Service Team (CCST), IT Steering Committee, LRIS User Group, ImageSite User Group, United Way, Web Advisory Group (WAG), Staff Education Assistance Board (SEAB). If the subject matter covered by a staff committee is of particular significance to the organization, records may be submitted to the Clerks Department for archival selection.

Sensitivity Low


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Trigger Event:



4

Disposition:

Destroy

Business Performance Records relating to the performance of City services, including service design and planning. Records may be structured in terms of project portfolio management and corporate governance, tracking project status and prioritizing work.

Includes Program delivery statistics, measures, Key Performance Indicators, business process review, business process maps, business plans. Also includes records related to workforce and resource management, prioritizing work, Service-Based Budgeting, Results Based Accountability, Enterprise Risk Management and Business Process Management.

Excludes Strategic Planning.

Office Responsible for Retention and Disposition of Original Records Service Owner and/or Process Owners, typically departmental managers.

Retention Timeline

Citations N/A


Notes Business performance documentation is annually reviewed and updated.

Sensitivity Low


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Trigger Event:



6

Disposition:

Destroy

Strategic Planning Records relating to strategic and long-term planning for the allocation of resources, service delivery, organizational structure, missions, visions and corporate values.

Includes Final, as approved corporate and departmental strategic plan documents, research and studies related to long-term organizational and service planning, SWOT and other business environment analyses. Also includes corporate strategies on particular initiatives, e.g. West Burlington Revitalization Strategy, Department Business Strategy, Burlington Transit Service Strategy, Corporate Information Technology Strategic Plan.

Excludes Business Performance. Council Strategic Plan and Community Report: use Council and Standing Committee Documentation.

Office Responsible for Retention and Disposition of Original Records Director of department leading strategic planning initiative, or department authoring plan.

Retention Timeline

Citations N/A

Uniform File Plan 101-03, 155-03-21, 200-03

Notes Records of significant organizational restructuring will be reported to Council and retained with Council and Standing Committee Documentation. Final, approved strategic planning documents may be subject to archival selection before being destroyed.

Sensitivity Low


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Trigger Event:

Project completed, software retired, system decommissioned.


5

Disposition:

Destroy

Corporate Project Management Records relating to project management of internal corporate initiatives and administrative improvements not involving capital works. This series also applies to IT project management.

Includes All finalized documentation created in the course of managing corporate initiatives and actions using project management frameworks, e.g. those of the Project Management Institute (PMI): project charters, scope notes, Statements of Work, roles and responsibilities, project team meeting notes, budget information, business process analysis and user requirement definitions, related agreements and procurement documents kept for reference, and records of project execution.

Excludes Design and Construction projects for hard assets including facilities, infrastructure, roads, parks and open spaces: use Capital Works Project Management. Working documents: use Transitory Records.

Office Responsible for Retention and Disposition of Original Records Project Lead, Project Manager or Business Lead.

Retention Timeline

Citations Rakos, J. et al. Practical Guide to Project Management Documentation. Available through the Project Management Institute.

Uniform File Plan N/A

Notes Documents may go through multiple iterations in the course of a project. All final, approved versions are retained in the closed project file in order to fully document its evolution over time. Project deliverables may be subject to archival selection.

Sensitivity Medium


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Trigger Event:

Issue resolved.


2

Disposition:

Destroy

Issue Resolution Records relating to the receipt and resolution of public concerns and complaints on a wide variety of issues, outside of by-law enforcement and inspection services provided by the City.

Includes Records of public inquiries and complaints, received through all available channels including in-person, telephone, website inquiries, email, social media, and online applications e.g. SeeClickFix. Also includes meeting notes and other records demonstrating internal response to an issue and its resolution. Complaints and inquiries initially received by Site Engineering re: drainage, noise and design guidelines are also included in this series.

Excludes Project Management; By-law Enforcement; Building Inspections; Animal Control and Zero Tolerance complaints; Executive Opinion and Consultation.

Office Responsible for Retention and Disposition of Original Records Director of department responsible for resolving issue or complaint.

Retention Timeline

Citations N/A

Uniform File Plan 101-04, 170-16, 750-15, 940-10

Notes Records are received by various points of contact, e.g. Service Burlington, Councillor Assistants or Office of the Mayor, and then routed to the appropriate department for follow-up, where the original records of response are retained. Messages confirming completion of response may be sent to the original point of contact in order to conclude the service, and also may be retained for reference purposes.

Sensitivity High, Personal Information Bank


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Trigger Event:



5

Disposition:

Destroy

Public Engagement Records relating to public engagement with stakeholders, including the collection of opinions, input and feedback on City programs, services and initiatives.

Includes Records of public opinion submitted to City staff through various channels e.g. Insight Burlington, Let’s Talk Burlington, telephone, paper and other online surveys. Also includes records and notes from public consultation meetings. Also includes the Community Engagement Charter and Action Plan.

Excludes Issues Resolution; Publications; and public consultation records legislated under the Planning Act.

Office Responsible for Retention and Disposition of Original Records Director of department coordinating outreach and engagement activity.

Retention Timeline

Citations Municipal Freedom of Information and Protection of Privacy Act s.2(1), 29(2)

Uniform File Plan 101-03-4

Notes Personal opinions are defined as personal information under the Municipal Freedom of Information and Protection of Privacy Act. Collection statements are therefore required for every service or channel where opinion is collected from individuals, and received opinions must be used for a consistent purpose.


http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90m56_e.htm#BK38


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Trigger Event:

Audit complete and final report issued.


7

Disposition:

Destroy

Internal Auditing Records relating to the provision of independent, objective assurance audits and other internal audit services related to enterprise risk management and business effectiveness.

Includes Internal audit reports and supporting documentation, including working and draft audit documents created by the Internal Auditor.

Excludes External financial audits: use Financial Reporting. Also excludes Business Performance.

Office Responsible for Retention and Disposition of Original Records City Auditor.

Retention Timeline

Citations N/A

Uniform File Plan 155-02, 155-03-1, 155-03-8, 430-03

Sensitivity Medium


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Trigger Event:

Approval of subsequent year's capital budget.


2

Disposition:

Destroy

Budget Development Records relating to the development of current and capital budgets.

Includes Budget working papers, financial analyses, reference documents and other related materials used as rationale for current and capital budget planning purposes. Also includes Personnel Services Worksheets.

Excludes Final, approved budget lines and official Budget Books: use Financial Reporting.

Office Responsible for Retention and Disposition of Original Records Manager of Financial Planning and Taxation.

Retention Timeline

Citations N/A


Notes Personnel Services Worksheets may contain personal information.

Sensitivity Medium


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Trigger Event:

Refresh of open data set.


Until Trigger Event

Disposition:

Destroy

Open Data Publication Records relating to the preparation, publication and refresh of open data sets.

Includes Open data sets in machine readable format (e.g. shape, KMZ) and accompanying support documentation.

Excludes Access to Information and records of routine disclosure. Also excludes datasets made available for purchase from the City.

Office Responsible for Retention and Disposition of Original Records Open Data Chair.

Retention Timeline

Citations N/A


Sensitivity Low


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Trigger Event:

End of event.


2

Disposition:

Destroy

Events Coordination Records relating to the planning, scheduling and coordination of events organized by or directly involving the City of Burlington.

Includes Records relating to the planning, support and promotion of events such as Canada Day, Burlington’s Best, Mayor’s Gala, Ribfest and the Sound of Music Festival. Also includes records of planning and coordination for facility openings and public art installations. May include event plans, invite lists, and preferred vendor notes created by the City.

Excludes Expense reimbursements related to events: use Financial Transaction Support. Special Event Permits and Temporary Road Closures related to transit, traffic and transportation management. Also excludes graphic design, e.g. poster designs: use Creative Services.

Office Responsible for Retention and Disposition of Original Records Manager responsible for coordinating event, e.g. Manager Community Development Services.

Retention Timeline

Citations N/A

Uniform File Plan 170-03, 965

Notes Records of the actual event itself, e.g. photographs and souvenirs, may be subject to archival selection. Event records related to twinning relationships (e.g. Itabashi, Apeldoorn) are also subject to archival selection.

Sensitivity Low


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Trigger Event:

Withdrawal of consent.


15, dependent on technological capacity.

Disposition:

Destroy

Commercial Electronic Message Consent Records relating to the collection, administration and management of express and implied consents to receive commercial electronic messages from the City of Burlington, in compliance with Canada’s Anti-Spam Legislation (CASL).

Includes Consent records demonstrating the desire to receive promotional materials related to City services, e.g. Parks and Recreation class promotions. Also includes photography consents, where an individual or child’s guardian has expressly consented to use.

Excludes Consents not related to the receipt of Commercial Electronic Messages: retain until withdrawn, then destroy.

Office Responsible for Retention and Disposition of Original Records Director of department that is sending commercial electronic messages, and collecting consents.

Retention Timeline

Citations An Act to promote the efficiency and adaptability of the Canadian economy by regulating certain activities that discourage reliance on electronic means of carrying out commercial activities… (S.C. 2010, c. 23), a.k.a. Canada’s Anti-Spam Legislation (CASL) s.23 Limitations Act, 2002 s.15(2)


Notes Assistance is available from the Legal Department regarding the definition of a commercial electronic message and how CASL may apply to various City departments. Personal contact information should be retained for only the bare minimum of time required to provide a service or answer an inquiry.


http://laws-lois.justice.gc.ca/eng/acts/E-1.6/index.html

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_02l24_e.htm


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Incident and Collision Reporting Records relating to the documentation of incidents involving personal injury, suspicious activity, collisions, falls, and/or damage to City property, where a member of the public has been injured or experienced an incident. Also includes records relating to acts of vandalism, and records of collisions involving City owned road and traffic assets and/or vehicles.

Includes Incident reporting forms, collision reports and related records, related correspondence, documentation and photographs related to incident. Also includes documentation of investigations, follow up and resolution.

Excludes Incident and collision reporting records associated with a claim and/or litigation: use Insurance Coverage and Claims Resolution and/or Litigations and Prosecutions. Also excludes Health and Safety Incident Reporting for City employees: use WSIB Reporting and Recordkeeping.

Office Responsible for Retention and Disposition of Original Records Director of Department where incident occurs, or property is damaged. For collision records associated with employee records: Director of Human Resources. Fleet vehicle collision records may also be retained by the Director of Roads and Parks Maintenance. For incident and collision reports associated with a claim: Controller and Manager of Financial Services. For incident and collision reports associated with litigation: City Solicitor.

Retention Timeline

Trigger Event

Inactive Storage (Years)

Disposition

For minor incidents in Parks and Recreation, e.g. band aid issued and EMS not required: End of calendar year (December 31).

2 Destroy

For all other incidents and collisions: Closure of incident investigation, or date of motor vehicle collision.

15 Destroy

Citations Limitations Act, 2002 s.15(2)

Uniform File Plan 750-13, 901-03, 925-04




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Trigger Event:



10

Disposition:

Destroy

Environmental and Energy Management Records relating to the corporate Environmental and Energy Management program.

Includes Program records, and additional documentation showing City compliance with the Green Energy Act, 2009 and similar legislation. May include correspondence to and from provincial Ministries regarding tests, inspections and compliance. Also includes records of staff training and advisory committees related to legislated program compliance, where records are not captured in Council and Standing Committee Documentation.

Office Responsible for Retention and Disposition of Original Records Service Owner with chief responsibility for implementation of program.

Retention Timeline

Citations Green Energy Act, 2009 O.Reg. 397/11, Energy Conservation and Demand Management Plans

Uniform File Plan 210, 710-02

Sensitivity Low


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Trigger Event:



10

Disposition:

Destroy

Accessibility Management Records relating to legislated corporate programs as required by the Access for Ontarians with Disabilities Act (AODA).

Includes Records that demonstrate the content of legislated programs and City compliance with AODA legislation: e.g. Multi-Year Accessibility Plan, annual accessibility report, correspondence to and from provincial Ministries regarding tests, inspections and compliance. Also includes records of staff training and advisory committees related to legislated program compliance, where records are not captured in Council and Standing Committee Documentation.

Excludes Policy and Procedure Retention, Occupational Training Compliance and Certification. Also excludes records of the Accessibility Advisory Committee, captured in Council and Standing Committee documentation.

Office Responsible for Retention and Disposition of Original Records Service Owner or departmental director with chief responsibility for implementation of program..

Retention Timeline

Citations Accessibility for Ontarians with Disabilities Act, s.19(5), (9)


Sensitivity Low

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_05a11_e.htm


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Legal Matters

Legal Issue Management Litigation and Prosecution Provincial Offences Act Administration (POA) Real Property Interest Development Agreement Retention


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Legal Issue Management Records relating to formal legal opinions, solicitor-client advice and general legal consultation provided by Counsel and the City Solicitor to internal clients, on a wide range of legal issues, where there is no litigation, prosecution or claim ongoing.

Includes Solicitor-client privileged emails, correspondence on legal matters and records of formal legal opinion. Also includes legal opinions that may be created by external Legal Counsel, retained as precedents for reference.

Excludes Litigation and Prosecution, By-law Enforcement, Provincial Offences Act Administration, Insurance Coverage and Claims.

Office Responsible for Retention and Disposition of Original Records City Solicitor.

Retention Timeline

Trigger Event


Disposition

Routine response to legal inquiries: End of calendar year (December 31).

2 Destroy

Solicitor-Client advice related to an ongoing matter: Resolution of matter.

15 Destroy

Formal legal opinions: End of calendar year (December 31).

Permanent Permanent

Citations Limitations Act, 2002 s.4, s.15(2) Law Society of Upper Canada, Guide to Retention and Destruction of Closed Client Files


Sensitivity High

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_02l24_e.htm#s4

http://www.lsuc.on.ca/WorkArea/DownloadAsset.aspx?id=2147491048


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Trigger Event:

Settlement, resolution and expiry of appeal period.


Litigation - 15

Prosecution - 7

Disposition:

Destroy

Litigation and Prosecution Records relating to litigation and prosecution, including prosecutions under the Provincial Offences Act (POA).

Includes POA court documents, evidence, briefs, solicitor-client advice, Legal Counsel opinion used in litigation and prosecution. May also include relevant external legal advice; precedents; legal research related to prosecution or litigation; copies of relevant agreements and other documentation; pleadings; productions; tribunal documentation; resolutions and correspondence; by-law enforcement court proceedings, Small Claims Court and Superior Court enforcement documents.

Excludes Legal Consultation and POA Administration. Also excludes Small Claims Court and Superior Court documents related to POA Administration.


Retention Timeline


Uniform File Plan 185-01, 190

Notes Completed POA Court dockets are retained according to retention standards established by the Ministry of the Attorney General. Exceptional cases may be selected and marked for permanent retention when prepared for off-site storage.

Sensitivity High

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_02l24_e.htm#s15s2


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Trigger Event:

Settlement, resolution or closure of POA matter.


7

Disposition:

Destroy

Provincial Offences Act Administration (POA) Records relating to the operation and administration of the Provincial Offences Act, POA court support and collections.

Includes Records of ticket charges and payments under the POA, collections files, RICO reports and related statistics, court records including exhibits, dockets and digital recordings of court proceedings, Fire Code enforcement activities, and all other records required for retention according to Ministry of the Attorney General guidelines.

Excludes Legal Issue Management; Litigations and Prosecutions. Also excludes POA-related accounting, retained for Federal and Provincial audit purposes: use Financial Transaction Support.

Office Responsible for Retention and Disposition of Original Records Supervisor, Halton Court Services.

Retention Timeline

Citations Ministry of the Attorney General, 2006. Court Services Division Policies and Procedures on Public Access to Court Files, Documents and Exhibits Provincial Offences Act, O.Reg 67/12, “Electronic Documents and Remote Meetings” Fire Prevention and Protection Act, O.Reg 213/07 “Records” 1.1.2.1.


Notes Further guidance on retention periods for POA records is available from the Ministry of the Attorney General.

Sensitivity Medium

http://www.attorneygeneral.jus.gov.on.ca/english/courts/policies_and_procedures/public_access/public_access_to_court_documents-EN.pdf

http://www.attorneygeneral.jus.gov.on.ca/english/courts/policies_and_procedures/public_access/public_access_to_court_documents-EN.pdf

http://www.e-laws.gov.on.ca/html/regs/english/elaws_regs_120067_e.htm


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Trigger Event:

Completion of real estate transaction.

Inactive Storage:

Permanent

Disposition:

Permanent

Real Property Interest Development Records relating to the purchase and sale of real estate, including negotiations of purchase and sale, and all other property-related legal matters.

Includes Records of acquisition, disposition and preservation of interest in lands via fee, leasehold, license, easement, purchase and encroachment possession.

Excludes Legal Issue Management.


Retention Timeline

Citations Real Property Limitations Act s.4, 17(1)


Sensitivity High

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90l15_e.htm#s4

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90l15_e.htm#BK16


of 131

Trigger Event:

Final agreement and any applicable amendments expire.


15

Disposition:

Destroy

Agreement Retention Records relating to the retention of original, final, approved, signed agreements and contracts, where the original is signed by the City Clerk and/or Mayor.

Includes Agreements and contracts as approved, signed by Mayor and City Clerk. This series only applies to original agreements that are stored separate from their related files and record series. For example, Procurement files may contain a signed original agreement that will be retained as part of the procurement process, and therefore would not be included in this record series.

Excludes Labour Relations, including collective agreements. Procurement and Contract Management, retained in accordance with the Procurement By-law. Also excludes records of agreement development, negotiation, amendments, issues resolution and vendor relationship management: use Procurement and Contract Management.

Office Responsible for Retention and Disposition of Original Records City Clerk and City Solicitor.

Retention Timeline



Notes A selected number of agreements registered with the Land Registry Office will be retained by the Clerks Department for reference purposes.

Sensitivity Medium


of 131

By-law Enforcement

By-law Enforcement Animal Control


of 131

Trigger Event:

Date of inspection or resolution of complaint.


5

Disposition:

Destroy

By-law Enforcement Records relating to the enforcement of municipal by-laws outside of Building, Animal Control, Parking and Licensing.

Includes Original complaints, By-law Officer notes, records of visits and inspections, records of infractions, photographs, correspondence, notices of contravention. May also include By-law Officer court notes related to POA proceedings.

Excludes Animal Control, Litigation and Prosecution, Insurance Coverage and Claims. Also excludes by-law enforcement for Building Services, Licensing, Parking and Animal Control, and Provincial Offences Act Administration (POA) records.

Office Responsible for Retention and Disposition of Original Records Manager of By-law Enforcement and Licensing.

Retention Timeline

Citations Corporation of the City of Burlington, various by-laws e.g. Noise, Drainage, Zoning.


Notes Records are grouped together and organized by address or name of license holder, in order to ensure that all records related to a particular building location or lot are easily retreived.



of 131

Trigger Event:



4

Disposition:

Destroy

Animal Control Records relating to animal control services, including records of enforcement of the Animal Control By-law, animal licensing and animal care provided by City staff.

Includes Animal control records, including dispatch log, Animal Shelter log of actions taken to support animals e.g. spaying and deworming, animal log-in notes, Animal Control By-law enforcement notes, complaints, licensing information including fee payments for adoption, cremation etc., and records created to support third party pet insurance services.

Excludes By-law Enforcement not related to Animal Control: use By-law Enforcement.

Office Responsible for Retention and Disposition of Original Records Animal Control Supervisor.

Retention Timeline

Citations Corporation of the City of Burlington, Animal Control By-law Corporation of the City of Burlington, Noise By-law


Notes Animal license records stay open and active until the one year application anniversary date. If not renewed at that time, they remain open until manually closed.



of 131

Clerks and Council

Council and Standing Committee Documentation Council and Committee Support Services Citizen and Advisory Committee Documentation Executive Opinion and Consultation Election Coordination and Administration Policy and Procedure Retention Vital Statistics Reporting Cost Sharing Program Administration Emergency Management


of 131

Trigger Event:

Date of creation.

Inactive Storage:

Permanent

Disposition:

Permanent

Council and Standing Committee Documentation Records relating to the meetings, discussion and decision-making of City Council and its Standing Committees in public and closed session. Also includes records of municipal legislation passed, amended or rescinded by City Council and its delegated authorities.

Includes By-laws, minutes, agendas, committee reports, confidential reports, delegated authority reports, report appendices, Council Information Packages, all items received and filed as additional material for Council and/or Committee consideration in session, e.g. presentations and correspondence.

Excludes Council Orientation Package: use Council and Committee Support Services. Videos of session, retained as transitory records for a period determined by server space.

Office Responsible for Retention and Disposition of Original Records City Clerk.

Retention Timeline

Citations Municipal Act, 2001 s.254(1)

Uniform File Plan 110-04, 130-02, 155-02-4, 155-02-6, 155-02-7, 155-02-8

Notes Confidential reports, closed session minutes and all other records of in camera proceedings may be exempt from public disclosure under the Municipal Freedom of Information and Protection of Privacy Act, s.6(b)

Sensitivity Low

http://www.e-laws.gov.on.ca/html/statutes/french/elaws_statutes_01m25_f.htm#BK306



of 131

Trigger Event:



4

Disposition:

Destroy

Council and Committee Support Services Records relating to the administrative operations that facilitate the organization, coordination, holding and follow up to meetings of City Council, Standing and Advisory Committees.

Includes Video recordings of council and committee meetings, council back-up files, any other administrative records associated with meeting coordination. Also includes records relating to Council Orientation.

Excludes Council and Standing Committee Documentation.


Retention Timeline

Citations N/A


Sensitivity Low


of 131

Citizen and Advisory Committee Documentation Records relating to the operations, organization, administration and decision-making processes of Citizen and Advisory Committees.

Includes Minutes, agendas and Terms of Reference for all Citizen and Advisory Committees, e.g. Accessibility Advisory Committee, Burlington Transit Advisory Committee, Mayor’s Seniors Advisory Committee etc.

Excludes Staff Committees and Collaboration. Also excludes agendas, general committee materials and items received and filed in advisory committee session: retain for 5 years from date of creation, then destroy.


Retention Timeline

Trigger Event


Disposition

For agendas, general committee materials and items received and filed in advisory committee session: Date of creation.

5 Destroy

For advisory committee minutes: End of calendar year (December 31).

Permanent Permanent

Citations N/A

Uniform File Plan 130-01, 130-02

Sensitivity Low


of 131

Trigger Event:



4

Disposition:

Destroy

Executive Opinion and Consultation Records providing evidence of opinion, consultation, directions and recommendations on a wide variety of issues, provided by leaders at the elected and executive level of the organization.

Includes Records of opinion, consultation, perspectives, decision-making and other input provided by the Mayor, City Manager and General Manager to a variety of City-wide issues or ongoing projects. Also includes staff directions from these offices.

Excludes Business Performance, General Correspondence and Transitory Records. Also excludes opinions provided in the public records of Council and Standing Committee Documentation.

Office Responsible for Retention and Disposition of Original Records Mayor, City Manager and General Manager.

Retention Timeline

Citations Municipal Act, 2001. s.225(a)

Uniform File Plan 155-02, 155-03-1, 155-03-8

Notes Where executive opinion is required as part of a corporate project or particular initiative, original records of the opinion and consultation will be incorporated to the larger project file. Mayoral opinions are not retained in the Mayor’s Office once distributed.

Sensitivity Medium

http://www.e-laws.gov.on.ca/html/statutes/french/elaws_statutes_01m25_f.htm


of 131

Trigger Event:

For all election records outside of ballots and voting -

Council sworn in following subsequent election.


4

Disposition:

Destroy

Election Coordination and Administration Records relating to the coordination and administration of municipal elections, including candidate finances and election audit reports.

Includes Official statement of election results, ballots, telephone and internet voting records, communication materials and publications related to the election and municipal voting, requests for recounts, voters lists, electronic vote tabulator tapes, candidate registration and nomination forms. Also includes candidate financial statements and audit reports, notice by City Clerk describing filing requirements and penalties, determination of ward boundaries, and any other records related to section 78 or 79.1 of the Municipal Elections Act. Records of election personnel, staff contacts and assignment lists, training materials, voting location information and accessibility reviews.


Retention Timeline Ballots and all other voting records, e.g. Voters List, are retained for a maximum of 120 days after the date of election, then destroyed.

Citations Municipal Elections Act s.88

Uniform File Plan 165

Notes Official election results, inaugural addresses and invitations, and ward boundaries are subject to archival selection. Sample communication materials, signs and other precedent information may be retained for use in the next election cycle.

Sensitivity Low, with the exception of Voters Lists which are a Personal Information Bank.



of 131

Trigger Event:

Policy or procedure rescinded, retired, updated or replaced.


Corporate policies - 15

Departmental SOPs - 10

Disposition:

Destroy

Policy and Procedure Retention Records of all official and approved corporate policies, departmental policies and standard operating procedures (SOPs).

Excludes Working documents and draft versions of policy: use Transitory Records. HR Departmental Policies: use Labour Relations.

Office Responsible for Retention and Disposition of Original Records For corporate policies: City Clerk. For departmental policies and SOPs: Service Owner, policy or procedure author.

Retention Timeline

Citations Municipal Act, 2001 s.254(1) Government of Canada. (2011). Retention Guidelines for Common Administrative Records of the Government of Canada, s.2.1


Sensitivity Low

http://www.e-laws.gov.on.ca/html/statutes/french/elaws_statutes_01m25_f.htm#BK306

http://www.collectionscanada.gc.ca/obj/007002/f2/007002-3000.1-e.pdf


of 131

Vital Statistics Reporting Records relating to the reporting of vital statistics (e.g. births, deaths, marriages) to the Ontario Registrar. Also includes marriage license applications and records relating to births, deaths and marriages in the municipal community, where no original record is retained by the Ontario Registrar.

Includes Completed marriage license applications, historical birth and death registers, records that demonstrate the reporting of vital statistics to Ontario.

Excludes Birth and death certificates issued by the Ontario Registrar.

Office Responsible for Retention and Disposition of Original Records Manager of Service Burlington.

Retention Timeline

Trigger Event


Disposition

For marriage license applications: End of calendar year (December 31).

1 Destroy

For statistical reporting to the Ontario Registrar, and historical birth and death registers: Date of creation.

Permanent Permanent

Citations N/A


Notes Historical birth and death registers may be subject to archival selection.



of 131

Trigger Event:

Payment of costs to applicant.


4

Disposition:

Destroy

Cost Sharing Program Administration Records relating to the administration of cost sharing programs e.g. Fencing.

Includes Program application, related correspondence, inspection, submitted quotes, departmental approvals of length and condition, calculation methodology for final payment.

Office Responsible for Retention and Disposition of Original Records Manager of Service Burlington.

Retention Timeline

Citations Corporation of the City of Burlington, By-law 24-2003, A by-law to determine how the cost of division fences shall be apportioned…




of 131

Trigger Event:

Approval of minutes and/or conclusion of incident.

Inactive Storage:

Permanent

Disposition:

Permanent

Emergency Management Records relating to emergency management of incidents requiring activation of the Emergency Operations Centre (EOC).

Includes Emergency Management and records of the Emergency Operations Centre, including forms completed as part of the Incident Management System and meeting minutes created throughout the business cycle. Also includes records of city-wide response to emergency weather events, e.g. flood, draught, heat wave.

Excludes Corporate Communications. Computer Aided Dispatch and Voice Recording System for Fire.


Retention Timeline

Citations Ministry of Community Safety and Correctional Services, Incident Management System Forms Emergency Management Act


Notes EOC records may be subject to archival selection, given nature of event, historical significance and legal concerns.

Sensitivity Medium

https://www.emergencymanagementontario.ca/english/emcommunity/ProvincialPrograms/IMS/Resources/IMS_forms/IMS_forms_Annex_C.html


of 131

Information Governance

Records and Information Management Corporate History and Archival Preservation Access to Information Privacy Protection


of 131

Trigger Event:



20

Disposition:

Destroy

Records and Information Management Records relating to the effective management of corporate records and information across the organization, including advice, recommendations, research and the establishment of corporate-wide standards and file plans for record creation, use, disclosure, storage and disposition. Also includes records relating to the operational storage, management and final disposition of inactive records, in physical off-site storage or on archived electronic storage media.

Includes Records Retention Schedule and Uniform File Plan working notes, records inventories and assessments, records compliance reviews, finding aids and departmental file plans, transmittal sheets, destruction memos and approvals.


Retention Timeline

Citations Government of Ontario Common Schedule for Administrative Records, “Information and Information Technology Management” ARMA International, Generally Accepted Recordkeeping Principles


Notes Record creation, use, disclosure, storage and disposition are collectively referred to as Information Governance in ARMA International’s Information Governance Maturity Model.

Sensitivity Low

http://www.arma.org/r2/generally-accepted-br-recordkeeping-principles


of 131

Trigger Event:

Selected for inclusion in the municipal archival collection.

Inactive Storage:

Permanent

Disposition:

Permanent

Corporate History and Archival Preservation Records selected for archival retention and preservation, including documents that demonstrate the development and evolution of City services and assets, demonstrating the history of the City of Burlington as a municipal organization. Also includes records of twinning and declarations of friendship between Burlington and other cities, and media monitoring.

Includes This series may include reports, minutes, plans, maps, drawings, media releases, speeches, photographs, films, publications, objects and ephemera in a wide variety of formats. Also includes media clippings and excerpts collected from news related to the City of Burlington.

Excludes Heritage Preservation. Permanent corporate records; historical publications available elsewhere and not linked directly to the history of Burlington as a municipal organization. Also excludes any historical materials covered by the mandate of City of Burlington Museums, the Burlington Public Library, and Burlington Historical Society.

Office Responsible for Retention and Disposition of Original Records City Clerk. For records of media monitoring: Manager of Communications.

Retention Timeline

Citations N/A


Notes Permanent retention applies equally to records in physical and electronic formats. Electronic archival records will be stored on ImageSite.

Sensitivity Low


of 131

Trigger Event:

Completion of request, closure of consultation or expiry of appeal period


5

Disposition:

Destroy

Access to Information Records relating to the completion of requests for information submitted under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Also includes records of routine disclosure and research requests.

Includes MFIPPA request files, records of internal and external research requests, final decision letters, Information and Privacy Commission appeal documentation, records as released, duplicates of unredacted records.


Retention Timeline

Citations Government of Ontario Common Schedule for Administrative Records, “Freedom of Information and Protection of Privacy (FIPPA) Case Files”


Notes Statistical data on freedom of information requests is retained and made available in IPC statistical reports and an open data set.



of 131

Trigger Event:

Completion of privacy consultation and/or privacy breach investigation.


15

Disposition:

Destroy

Privacy Protection Records relating to the effective and lawful collection, use and disclosure of personal information belonging to identifiable individuals, as defined and required under the Municipal Freedom of Information and Protection of Privacy Act and Generally Accepted Privacy Principles.

Includes Personal information collection statements, privacy breach mitigation, departmental advice and consultation, privacy impact assessments and any reporting required to the Information and Privacy Commission (IPC) in response to privacy breach incidents.

Excludes Corporate policies and Standard Operating Procedures that may relate to privacy: use Corporate Policy and Procedure Retention.


Retention Timeline

Citations Chartered Professional Accountants of Canada, Generally Accepted Privacy Principles Limitations Act, 2002 s.15(2)



http://www.cica.ca/resources-and-member-benefits/privacy-resources-for-firms-and-organizations/gen-accepted-privacy-principles/item61833.pdf



of 131

Finance

Financial Transaction Support Financial Reporting Banking and Cash Management Debt Management Security Deposit Maintenance Payroll Administration Insurance Coverage and Claims Resolution Procurement and Contract Management Revenue Management Property Taxation


of 131

Trigger Event:



6

Disposition:

Destroy

Financial Transaction Support Records relating to the daily management of finances and completion of financial transactions.

Includes Accounts payable and receivable, vouchers and original invoices, Daily Cash Balance sheets, POS balance sheets and daily totals, SAP entries, general ledger, journal entries, budget variance reports, adjustment records, expenses reporting and reimbursement, payment card statements and reports, petty cash management, capital closure records.

Excludes Budget Development; Financial Reporting.

Office Responsible for Retention and Disposition of Original Records Controller and Manager of Financial Services.

Retention Timeline

Citations Income Tax Act (Canada) R.S.C., 1985, c. 1 (5th Supp.) s.230(4)(4.1) Canada Revenue Agency Guide RC4409 - Keeping Records

Uniform File Plan 215-08, 401, 410

Sensitivity Medium

http://laws-lois.justice.gc.ca/eng/acts/I-3.3/page-388.html#h-150

http://www.cra-arc.gc.ca/E/pub/tg/rc4409/rc4409-13e.pdf


of 131

Trigger Event:

End of fiscal year.

Inactive Storage:

Permanent

Disposition:

Permanent

Financial Reporting Records relating to the reporting of financial information with long-term business value, demonstrating fiscal accountability and facilitating the review and understanding of City finances over extended periods of time.

Includes Annual financial statements, external financial audits and auditor reports, annual approved budget books, year-end Tax Status report.

Excludes Internal Auditing; Budget Development and proposed budget books. Working papers for Annual Financial Statements: use Transitory Records.

Office Responsible for Retention and Disposition of Original Records Director, Finance Department.

Retention Timeline

Citations Municipal Act, 2001 s.290(1), 294.2, 295(1), 296

Uniform File Plan 150-06-1, 165-21, 215-06, 430-04, 435-02, 435-03, 435-05, 435-06, 940-03

Sensitivity Low



of 131

Trigger Event:

End of fiscal year.


6

Disposition:

Destroy

Banking and Cash Management Records relating to banking and cash management activities, including the deposit and withdrawal of funds, financial investments, bank charges, service fees and interest.

Includes Bank reconciliation statements, account statements, cancelled cheques, bank vouchers, records related to banking at particular institutions. Also includes investment files and coupons.

Excludes Financial Transaction Support.

Office Responsible for Retention and Disposition of Original Records Controller and Manager of Financial Services.

Retention Timeline



Notes Cancelled cheques are received electronically.

Sensitivity Medium




of 131

Trigger Event:

Final debt repayment made.


6

Disposition:

Destroy

Debt Management Records relating to the payment and issuance of debt.

Includes Records of debentures paid by the City, issued by Halton Region. Also includes cancelled and paid debentures, and debenture registers.

Excludes Financial Reporting; Banking and Cash Management.


Retention Timeline



Sensitivity Medium




of 131

Trigger Event:

For security deposits - Final authorization to release received.

For marina records - Date of membership fee payment, or final payment from City to member.


6

Disposition:

Destroy

Security Deposit Maintenance Records relating to the receipt and payment of refundable development securities, held with contractors and developers, ensuring follow-through on work as promised on subdivisions, condominiums and other major developments. Also includes records related to deposit repayment for Marina memberships initiated from 1983 to 2005, and current Marina program records.

Includes Development securities, e.g. curb bond deposits, letters of credit, developer insurance certificates.

Excludes Financial Reporting; Banking and Investment; Debt Management. Also excludes contract securities and bid securities provided to the City by developers or contractors during the procurement process.


Retention Timeline



Sensitivity Medium




of 131

Trigger Event:

Attendance reporting - End of calendar year (December 31).

All other payroll records - Resignation, retirement or termination of employee.


6

Disposition:

Destroy

Payroll Administration Records relating to the calculation, preparation, provision and delivery of payroll services to City of Burlington employees, including income tax reporting and benefit payments.

Includes Attendance reporting, Time and Attendance Record (TAR), hourly and salaried pay records, payroll register, remittance payments, TD1 and T4 forms, OMERS financial information and calculations, direct deposit records, records of closing out employee account, employee charitable donation issuance e.g. United Way, and overtime. Also includes records related to payroll deductions under programs including the Employee Computer Loan Program, Credit Union and Canada Savings Bonds etc.

Excludes Financial Reporting; Banking and Cash Management; Debt Management.

Office Responsible for Retention and Disposition of Original Records Director, Finance Department, with the exception of closing out former employee accounts: these records are held by the Director, Human Resources Department.

Retention Timeline







of 131

Trigger Event:

Resolution of claim.


15

Disposition:

Destroy

Insurance Coverage and Claims Resolution Records relating to the purchase of insurance policies, correspondence with the City’s insurer and adjuster, receipt and resolution of insurance claims filed for and against the City.

Includes Request for insurance certificates, records of policies purchased by City, Claims against City, including Transit vehicles, motor vehicle collisions, property damage, E&O claims. Also includes litigation handled by the insurance company.

Excludes Litigation not handled by the insurance company: use Litigations and Prosecutions. Insurance certificates received from developers and contractors: use Procurement and Contract Management. Also excludes WSIB Reporting and Recordkeeping.

Office Responsible for Retention and Disposition of Original Records Insurance and Risk Management Officer.

Retention Timeline


Uniform File Plan 405-02, 501-04-2




of 131

Procurement and Contract Management Records relating to the procurement of goods and services through competitive tendering and other purchasing processes that result in agreements and contracts, including the procurement of engineering consultation, design and construction services. Also includes records related to leases, licenses and Joint Venture Agreements for facility use.

Includes Purchase orders, RFPs, RFQs, RFTs, REIs, RFIs, records of the competitive process, selection criteria, original vendor submissions, Vendor Master File, Vendors’ Performance Record, bid and contract securities, proof of WSIB, proof of insurance (such as Commercial General Liability, Professional Liability) and AODA compliance, vendor qualification, award letters, notices and announcements. Records include original agreements, changes to terms and conditions of the agreement, amendments, contractor performance monitoring, receipt of deliverables and any other related documentation contained in departmental contract files, e.g. agreement maintenance, oversight and vendor relationship management.

Excludes Agreement Retention, for single signed original agreements kept in Clerks Department.

Office Responsible for Retention and Disposition of Original Records For procurement values over $25,000, where the Manager of Procurement Services or designate has administered the procurement process: Manager of Procurement Services For procurement values under $25,000: Director or designate signing agreement. For procurement values over $25,000 where the Manager of Design and Construction or designate has administered the procurement process: Manager of Design & Construction For leases, license and JVAs: Manager or Director signing agreement.

Retention Timeline

Trigger Event


Disposition

For tendered procurement: Expiry of final contract.

7 Destroy

For other procurement: Date of purchase.

7 Destroy

For leases, licenses and Joint Venture Agreements: Expiry of final contract and all amendments.

15 Destroy

Citations City of Burlington By-law 19-2014, s.5.2(a), 14.1, 25, 32; BPS Directive, s.7.2.23 “Records Retention”

Uniform File Plan 465-01, 465-02, 465-03, 465-05, 465-13, 465-15, 575-08, 900-04

Sensitivity Medium

http://cms.burlington.ca/AssetFactory.aspx?did=30859

https://www.doingbusiness.mgs.gov.on.ca/mbs/psb/psb.nsf/Attachments/BPSProcDir-pdf-eng/$FILE/bps_procurement_directive-eng.pdf


of 131

Trigger Event:

End of fiscal year.


6

Disposition:

Destroy

Revenue Management Records relating to the receipt and management of revenue.

Includes Reserves and reserve funds, rent collections, user fees and charges, fine payments, sundry revenues, donations to the City. Also includes revenues from document sales, and records of government funding and grants to the City through programs such as the Federal Gas Tax, Provincial Gas Tax.

Excludes Tax revenues: use Property Taxation. Parking tickets and payments: use Parking Enforcement.


Retention Timeline


Uniform File Plan 415-01, 415-04, 415-05, 415-06, 415-09, 415-13, 750-04-8, 770-15-2, 940-07

Notes Records are closely related to Financial Transaction Support.

Sensitivity Medium




of 131

Property Taxation Records relating to municipal taxation, setting taxation rates, and changes to taxes levied. Also includes taxation rebates provided under a variety of taxation programs, and records of assessment.

Includes Records of tax rates, tax billing, local improvement balancing, mortgage company accounts, Municipal Property Assessment Corporation (MPAC) sales history, senior and disability taxation deferrals, records of MPAC pre-authorized payment (PAP), taxes levied, tax certificates, supplementary and omitted billings, penalty and interest on taxes, arrears, write-offs, tax batches, municipal tax collector’s roll, rebates, records of taxes levied on behalf of other entities, tax collection performance statistics. Also includes Minutes of Settlement records of the Assessment Review Board, MPAC Requests for Reconsideration, and Tax Sale documents. Also includes assessment rolls generated by MPAC, received and retained by the Clerks Department.

Office Responsible for Retention and Disposition of Original Records For assessment rolls generated by MPAC: City Clerk. For all other property taxation records: Manager of Financial Planning and Taxation.

Retention Timeline

Trigger Event


Disposition

For assessment rolls generated by MPAC: Date of receipt in Clerks Department.

Permanent Permanent

For all other property taxation records: Date of Tax Sale transfer, or end of fiscal year.

6 Destroy


Uniform File Plan 415-02, 415-03, 415-10, 415-11, 420

Notes The municipal tax collector’s roll is distinct from assessment rolls received from MPAC: it is created by the City, utilizing OpenTax.

Sensitivity Medium




of 131

Information Technology

Application and Database Systems IT Technology and Communications Infrastructure Information Security IT Service Management IT Backup and Disaster Recovery


of 131

Trigger Event:

Application or database decommissioned.


2

Disposition:

Destroy

Application and Database Systems Records relating to the operation, administration and maintenance of database solutions and business systems across the organization.

Includes All records related to application and database operation, administration and maintenance; also includes records of the operation and administration of interfaces between systems.

Excludes Security and access permissions: use Information Security and Disaster Recovery.

Office Responsible for Retention and Disposition of Original Records Director, Information Technology Services.

Retention Timeline

Citations N/A


Sensitivity Medium


of 131

Trigger Event:

Technology infrastructure decommissioned.


4

Disposition:

Destroy

IT Technology and Communications Infrastructure Records relating to IT infrastructure management, including the design and operation of local and wide area networks, telephone and mobile communication systems and programs, and datacentre technologies that include servers and storage systems.

Includes Records relating to IT infrastructure management described above, including system design and analysis.

Excludes Requirements definition for IT projects – see Corporate Project Management.


Retention Timeline

Citations Government of Ontario Common Schedule for Administrative Records, “Information and Information Technology Management” – Network Management and Telecommunications.


Sensitivity Medium

http://www.archives.gov.on.ca/en/recordkeeping/documents/Administrative-Common.pdf


of 131

Trigger Event:



6

Disposition:

Destroy

Information Security Records relating to information security parameters and standards.

Includes Policies and procedures relating to information security, access permission records, incident reports, training and awareness materials, risk assessments, security infrastructure and tools.

Excludes Privacy breach response: use Privacy Protection.


Retention Timeline

Citations Government of Ontario Common Schedule for Administrative Records, “Information and Information Technology Management” – IT/Systems Security and Reliability


Notes In the event of a privacy breach or related information security litigation, records will be transferred to the Clerks Department or Legal Department as required.

Sensitivity High

http://www.archives.gov.on.ca/en/recordkeeping/documents/Administrative-Common.pdf


of 131

Trigger Event:



5

Disposition:

Destroy

IT Service Management Records relating to the provision of support services to end-users of information systems and technology.

Includes Help Desk records, end-user support, inquiry logs, and issue resolution. Also includes statistical reports on number and type of service requests.

Excludes Business Performance, Strategic Planning. Also excludes training records: keep until superseded or obsolete, e.g. when relevant software no longer in use.


Retention Timeline

Citations N/A


Sensitivity Low


of 131

Trigger Event:



6

Disposition:

Destroy

IT Backup and Disaster Recovery Records related to data and system backup and recovery tools, including related design, procedures, standards and policies.

Includes Records associated with both routine backup and recovery to manage isolated system failures or data loss and disaster recovery that deals with catastrophic multiple system failures (e.g. loss of a datacentre).

Excludes Corporate policies approved by Council: use Policy and Procedure Retention.


Retention Timeline

Citations IT Services, Standard Operating Procedure, Backup Policy and Procedure (SOP-007)


Sensitivity Medium


of 131

Land Use

Land Use Planning and Development Committee of Adjustment Planning Policy and Research Heritage Designation and Protection


of 131

Trigger Event:

Assuming by-law approved, as built drawings received, application approved or rejected, and/or OMB decision issued.

Inactive Storage:

Permanent

Disposition:

Permanent

Land Use Planning and Development Records of all site-specific development services, land use planning and site engineering for rezonings, subdivisions, condominiums, land division, site plans and part lot control. Also includes Official Plan (OPA), Niagara Escarpment Plan (NEC) and Parkway Belt West Plan amendments.

Includes All records related to the completion of a development file, from initial application to final inspection and assumption. Records may include original applications, sign variances, correspondence, drawings and plans, public meeting notices and meeting notes, original signed agreements and final (as constructed, with P.Eng seal) site plans. Also includes pre-consultation meetings, original Planner contributions to committee reports kept with file, Planner notes, related studies and consultant reports, departmental opinions e.g. review by City Arborist, judgments and all official decisions concerning a particular development, compilation of records submitted to OMB appeals and Zoning Clearance. For plan amendments, records also include comments sent from City to Provincial agency and all associated staff contributions to Council and Committee reports. Excludes Planning Policy and Research. Also excludes final amended by-laws, which are retained in signed original format by the Clerks Department.

Office Responsible for Retention and Disposition of Original Records Manager of Development Services.

Retention Timeline

Citations Planning Act, s.21-22, s.44(10)

Uniform File Plan 501-16, 505-02, 510-02, 511-02, 520, 522, 525-02, 530-02, 535-02, 537-02, 538-02, 545-02, 550-02, 555-02, 555-03, 590-01

Notes Original records are typically compiled by the planner associated with a particular development until the file is considered closed. Pre-consultations that do not produce a formal development application may be destroyed as required within departmental space restrictions. Development applications may be initiated by a developer or by the City itself.

Sensitivity Medium

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90p13_e.htm#BK64


of 131

Trigger Event:


Inactive Storage:

Permanent

Disposition:

Permanent

Committee of Adjustment Records relating to issues considered and decisions made by the Committee of Adjustment on minor variances and consents, according to Planning Act regulations.

Includes Printed and signed original letters, final decisions, related notes and correspondence. Also includes records of cancelled or incomplete applications.

Excludes Records of the Standing and Advisory Committees of Council.

Office Responsible for Retention and Disposition of Original Records Secretary-Treasurer, Committee of Adjustment.

Retention Timeline

Citations Planning Act,s.44 and O.Reg 200/96 “Minor Variance Applications”


Sensitivity Low



of 131

Trigger Event:


Inactive Storage:

Permanent

Disposition:

Permanent

Planning Policy and Research Records relating to Planning policy and research related to the physical development of the City and to assist in the development, monitoring and review of policy. Data is collected to in accordance with the City of Burlington Official Plan (OP) “Monitoring” policies.

Includes Growth management data collected in accordance with monitoring policies of the OP; Joint Submissions such as Halton Area Planning Partnership responses to provincial initiatives (e.g. Amendments to Provincial Policy Statement, Planning Act, etc.); Official Plan Review files including: project management, public and stakeholder engagement, Official Plan Review (OPR) studies; amendments to the Official Plan; and Ontario Municipal Board appeals related to proposed amendments; Special policy projects e.g. Official Plan implementation studies (e.g. land use master plans); Senior/upper tier government initiatives (e.g. Region of Halton Official Plan, Best Planning Estimates); Planning and Research related to City-wide corporate projects.

Excludes Statistics Canada information kept and used for reference purposes: use Transitory Records. Official Plan Amendments relating to site-specific development applications. Records of OMB hearings and decisions related to development applications.

Office Responsible for Retention and Disposition of Original Records Manager of Policy and Research.

Retention Timeline

Citations Planning Act, s.26


Notes Official Plan revision file may include records of OMB decisions that have been incorporated in OP amendments. OMB records unrelated to a City development file may also be retained as reference and precedent material.

Sensitivity Low



of 131

Trigger Event:


Inactive Storage:

Permanent

Disposition:

Permanent

Heritage Designation and Protection Records relating to the identification, designation and protection of heritage buildings and properties, including research related to each property or building’s history and development.

Includes Historic and heritage building and property reports, inventories and photographs. May also include significant research and correspondence with Heritage Burlington, community members and other levels of government related to heritage protection. Also includes records of Planning policy and research decisions related to heritage protection for select buildings and properties.

Excludes Heritage Committee agendas and minutes: use Council and Standing Committee Documentation. Also excludes original signed by-law designating heritage property, retained with Council and Standing Committee Documentation in Clerks Department.

Office Responsible for Retention and Disposition of Original Records Manager of Development Services.

Retention Timeline

Citations Planning Act, s.44(10) Ontario Heritage Act, s.23, s.27(1), s.39.2(1), s.51.2(4)


Sensitivity Low


http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90o18_e.htm


of 131

Asset Management

Capital Works Project Management Asset Management Video Surveillance Road Rationalization and Closure Linear Infrastructure Permit Issuance Railway Infrastructure Management Mapping Cadastral Property Information Management


of 131

Trigger Event:

Total completion date, or holdback released.


15

Disposition:

Destroy

Capital Works Project Management Records relating to project management for the design and construction of hard assets by the City of Burlington, including new build, demolition, renewal, renovation or re-build of buildings, facilities and structures, storm water assets e.g. culverts and creeks, parks and open spaces, and roads.

Includes Site information and surveys, as-built drawings and specifications, permits and special approvals required in order to proceed with design and construction, e.g. Conservation Halton re: bridges and culverts.

Excludes Records of projects unrelated to hard asset design and construction: use Corporate Project Management.

Office Responsible for Retention and Disposition of Original Records Staff project lead, as assigned.

Retention Timeline As-built drawings are finalized at the project completion date, then retained permanently.

Citations Government of Ontario Common Schedule for Administrative Records, “Construction – Buildings – Project Case Files” Rakos, J. et al. Practical Guide to Project Management Documentation.


Notes Project documentation may go through multiple iterations in the course of a project, e.g. when project charters and stakeholders will change. All final, approved versions of documentation should be retained in the closed, inactive project file in order to fully document its evolution over time.

Sensitivity Medium

http://www.amazon.ca/Practical-Guide-Project-Management-Documentation/dp/047169309X


of 131

Trigger Event:

End of calendar year (December 31), or disposal date of asset.


6

Disposition:

Destroy

Asset Management Records relating to the ongoing inventory, assessment and management of City-owned and maintained hard assets, including parks and open spaces; storm water assets and structures; civic and community facilities; recreational centres; roads and sidewalks; street lighting, trees, fleet vehicles and equipment, stock items and Fire equipment.

Includes Documentation of asset receipt and inventorying, including summary inventory reports e.g. Celebration Program, city tree inventory, linear infrastructure inventory, vehicles currently owned, Fire vehicles and other Fire Department inventory control, playground equipment. Also includes condition assessments.

Excludes Insurance Claim or Incident Reporting; see note below. Also excludes Asset Maintenance and statistical reporting related to condition assessments: use Strategic Planning unless included with a report to Council, which will be retained as Council Documentation.

Office Responsible for Retention and Disposition of Original Records Service Owner with responsibility for managing particular asset, e.g. Director of Capital Works for capital assets.

Retention Timeline

Citations Government of Ontario Common Schedule for Administrative Records, “Moveable Assets Inventorying”

Notes Asset management records may also exist in databases, and summary information may be captured in Capital Budget reporting. In the event of an asset-related injury, e.g. tree branch fall, records related to the inventory of that asset will be pulled and retained as a new Incident Reporting or Insurance Claim record.

Sensitivity Medium


of 131

Video Surveillance Records of monitoring the safety and security of individuals and City-owned assets, property and facilities, collected via video surveillance.

Includes Surveillance recordings.

Excludes Surveillance recordings reviewed and incorporated to Zero Tolerance Investigation records.

Office Responsible for Retention and Disposition of Original Records Service Owner or Departmental Director responsible for facility and property where surveillance cameras are installed.

Retention Timeline

Trigger Event Inactive Storage Disposition

When video is not requested for law enforcement, claim, public safety, Zero Tolerance investigation or FOI request: Date of creation.

30 Days* Destroy

When video is requested for law enforcement, claim, public safety, Zero Tolerance investigation or FOI request: Completion of investigation, proceeding or request.

1 Year Destroy

Citations Office of the Privacy Commissioner of Canada. (2007). Guidelines for the Use of Video Surveillance of Public Places. Information and Privacy Commissioner of Ontario. (2013). Surveillance, Then and Now: Securing Privacy in Public Spaces. Municipal Freedom of Information and Protection of Privacy Act, O.Reg 823, s.5


Notes *Dependent upon the storage capacity of digital systems. When retention periods expire, video surveillance recordings will be routinely erased in order to ensure that they cannot be reconstructed or retrieved.

Sensitivity High

http://www.ipc.on.ca/images/Resources/video-e.pdf

http://www.ipc.on.ca/images/Resources/video-e.pdf

http://www.ipc.on.ca/images/Resources/pbd-surveillance.pdf

http://www.e-laws.gov.on.ca/html/regs/english/elaws_regs_900823_e.htm#s5


of 131

Trigger Event:

Date of rationalization or closure.

Inactive Storage:

Permanent

Disposition:

Permanent

Road Rationalization and Closure Records relating to the permanent transfer, closure and rationalization of City-owned roads under the Roads Rationalization agreement signed with Halton Region, and the development of stop up, close and convey by-laws relating to roads.

Includes Maps, plans and by-law supporting documentation related to permanent road closure or transfer.

Excludes Original by-laws confirming closure of road: included with Council and Standing Committee Documentation. Also excludes records of temporary road closures: use Linear Infrastructure Permit Issuance.

Office Responsible for Retention and Disposition of Original Records Director of Capital Works, Manager Traffic Services and Senior Transportation Planner.

Retention Timeline

Citations The Regional Municipality of Halton and the Corporation of the City of Burlington, “Agreement respecting the maintenance of the Regional Road System” (August, 2006) Corporate Policy, “Roadways and Infrastructure – Road Closures – Temporary and Permanent”


Sensitivity Low



of 131

Linear Infrastructure Permit Issuance Records relating to the application for and issuance of permits to construct, cut or otherwise alter linear infrastructure in the City, e.g. roads, utilities, pipelines.

Includes Final permits for road cuts, utility cuts, driveway and private road-related permits, including all records from point of application to issuance.

Excludes Special Event Coordination, City Facility Rentals including special event permits.

Office Responsible for Retention and Disposition of Original Records Manager of Infrastructure and Data Management.

Retention Timeline

Trigger Event


Disposition

For application and related records: Date application received.

3 Destroy

For final permits: Permit issued.

Permanent Permanent

Citations N/A


Notes Final permit is retained permanently; material leading up to its issuance is destroyed after the required retention period.

Sensitivity Medium


of 131

Trigger Event:

Completion of railway infrastructure design and construction.

Inactive Storage:

Permanent

Disposition:

Permanent

Railway Infrastructure Management Records relating to the ownership of rail bridges, level crossings and other shared interests between the City and rail operators e.g. Canadian National Railway, retained after completion of any design and construction work.

Includes Board Orders in hard copy books and digitized formats.

Excludes Lease agreements: use Registered Agreement Retention. Also excludes Asset Management.


Retention Timeline

Citations N/A


Notes If design and construction work is required in relation to railway infrastructure, documentation shifts to this record series upon completion.

Sensitivity Medium


of 131

Trigger Event:

Date of creation.

Inactive Storage:

Permanent

Disposition:

Permanent

Mapping Records relating to mapping and Geographic Information Systems, geomatics and other resources that provide imagery and data used for the purposes of mapping and capturing imagery of built and natural environments.

Includes Hard copy maps, including topographical and contour types, aerial photographs, mapping tiles, GIS data. Also includes easement and encroachment location information.

Excludes GIS layers that are automatically refreshed, backed up and overwritten as Transitory Records.


Retention Timeline

Citations N/A


Notes Easement and encroachment information is shown on plans, added to the GIS system, scanned to ImageSite and filed in hard copy where applicable.

Sensitivity Low


of 131

Trigger Event:

Date of creation.

Inactive Storage:

Permanent

Disposition:

Permanent

Cadastral Property Information Management Records relating to the collection, maintenance, modification and management of cadastral property information and data, including property surveys.

Includes Property survey field notes, survey calculations (e.g. red book), all other survey documentation with a legal value. Also includes property reserves, final official surveys and reference plans, as they may relate to land transactions such as the transfer of a public right of way.

Excludes Draft surveys: use Transitory Records.


Retention Timeline

Citations N/A


Notes This record series is closely linked to legal processes for the transfer of property and real estate transactions.

Sensitivity Low


of 131

Maintenance

Asset Maintenance Vehicle and Mechanical Maintenance Municipal Cemetery Management Winter Control Weather Reporting


of 131

Trigger Event:

Maintenance completion date.


15

Disposition:

Destroy

Asset Maintenance Records relating to the maintenance of City-owned and maintained hard assets, including parks and open spaces; playground equipment; civic and community facilities; recreational centres; roads and sidewalks; street lighting; storm sewers, drainage and trees. Also includes records of maintenance for traffic signals, parking lots and garages, and work orders completed under reciprocal agreements, including records required to complete charge-backs.

Includes Work orders, records of chargeback, nature and frequency of work, e.g. crew cards. Documentation of maintenance activities, date and time of completed work. Also includes requests for action received from resident or third party.

Excludes Asset Management, including records of planned asset refurbishment and replacement. Also excludes Capital Works Project Management.

Office Responsible for Retention and Disposition of Original Records Director of department where maintenance is performed.

Retention Timeline

Citations Occupational Health and Safety Act, O.Reg. 714/94, s.6(7) Limitations Act, 2002 s.15(2)

Uniform File Plan 175-02-4, 560-05, 571-05, 750-02-1, 795-10-1, 795-11

Sensitivity Low




of 131

Vehicle and Mechanical Maintenance Records relating to the maintenance of mechanical equipment, vehicles and fleet maintenance, including records for Fire vehicle and aerial apparatus maintenance and repair.

Includes Documentation of maintenance activities, e.g. crew cards; date and time of completed work, Automated Vehicle Location information, and all vehicle maintenance records required to be retained under the Highway Traffic Act.

Office Responsible for Retention and Disposition of Original Records For City of Burlington fleet maintenance: Director of Roads and Parks Maintenance. For Burlington Fire Department fleet maintenance: Deputy Fire Chief or designate. For Burlington Transit vehicles: Director of Transit.

Retention Timeline

Trigger Event


Disposition

For Fire Department apparatus: Vehicle or apparatus decommissioned or sold.

2 Destroy

For Burlington Transit and City fleet vehicles: Life cycle of the asset.

15 Destroy

Citations Highway Traffic Act, O. Reg 199/07 Ministry of Transportation, Daily Inspection (Trip) and Maintenance Requirements

Uniform File Plan 465-11-3-1, 755-08

Notes Burlington Transit vehicles have a current life cycle of 12 years. Hard copies of fire vehicle and apparatus records are sent with the vehicle or apparatus when sold, as per NFPA1911.

Sensitivity Low

http://www.e-laws.gov.on.ca/html/regs/english/elaws_regs_070199_e.htm#BK19

http://www.mto.gov.on.ca/english/bus/regulations/daily/index.shtml


of 131

Trigger Event:

Date of contract receipt or date of internment.

Inactive Storage:

Permanent

Disposition:

Permanent

Municipal Cemetery Management Records relating to the management of municipal cemeteries, including records of plot and niche purchases and other services provided, e.g. marker foundations.

Includes Burial permits, plot and niche contracts, pre-need purchase records, crematorium certificates. Also includes records contained in the Internment and Property Database, indicating the location and identity of those interred.

Office Responsible for Retention and Disposition of Original Records Service Owner.

Retention Timeline

Citations Funeral, Burial and Cremation Services Act, 2002 Ontario Regulation 30/11, s.96-102



http://www.e-laws.gov.on.ca/html/regs/english/elaws_regs_110030_e.htm#BK121


of 131

Trigger Event:



15

Disposition:

Destroy

Winter Control Records relating to winter control for roads and sidewalks.

Includes Activity reports showing routes cleared, sand, salt and spray activities, and all other records that document Winter Control activities.

Office Responsible for Retention and Disposition of Original Records Director of Roads and Parks Maintenance.

Retention Timeline



Notes If litigation or a claim is made against the city relating to road conditions, winter control records related to that event are pulled from this series and incorporated to an incident reporting, claims and/or litigation file as required.

Sensitivity Low



of 131

Trigger Event:



3

Disposition:

Destroy

Weather Reporting Records relating to the forecast and reporting of weather conditions, received from an external third party weather reporting service from November to April annually, retained as reference records.

Includes Third party weather reporting service, weather report summaries.

Office Responsible for Retention and Disposition of Original Records Director of Roads and Parks Maintenance.

Retention Timeline

Citations N/A


Notes If an incident or significant weather event occurs that is expected to produce litigation or insurance claims against the city, weather forecasting records related to that event are pulled from this series and incorporated to an incident reporting, claims and/or litigation file as required. Original records are retained indefinitely by the weather service vendor.

Sensitivity Low


of 131

Transportation

Traffic and Transportation Planning Signalized Intersection History School Crossing Coordination Parking Enforcement Paid Parking Management


of 131

Trigger Event:



10

Disposition:

Destroy

Traffic and Transportation Planning Records relating to the provision of the Traffic Operations Management and Transportation Planning Services, including turn restrictions, road signs, detours, traffic count statistics and reporting, sight obstructions, traffic calming, road safety and speed limit reviews.

Includes Traffic control reviews, studies related to the frequency and location of motor vehicle collisions, stop sign reviews not related to signalized intersections. Also includes Environmental Assessments related to traffic and transportation planning, and all other functional planning documents.

Excludes Reports submitted to Committee and Council: see Council and Standing Committee Documentation.

Office Responsible for Retention and Disposition of Original Records Manager of Traffic Services and Senior Transportation Planner.

Retention Timeline

Citations Municipal Class Environmental Assessment Document, “Lapse of Time”

Uniform File Plan 750-01-01, 750-01-06, 750-03, 750-04, 750-08, 750-14, 750-18, 750-19

Notes Stop sign reviews that lead to creation of a signalized intersection are pulled from this series and incorporated to Signalized Intersection History.

Sensitivity Low


of 131

Trigger Event:

Date of last drawing or time card revision.


5

Disposition:

Destroy

Signalized Intersection History Records relating to the design and construction of signalized intersections, demonstrating how a signalized intersection has been modified or evolved over time.

Includes Signal warrants, drawings, timing cards, control systems, stop sign reviews related to signalized intersection creation, ‘signalized intersection’ files grouped by address and intersection name.

Excludes Capital Works Project Management.

Office Responsible for Retention and Disposition of Original Records Manager of Traffic Services.

Retention Timeline

Citations N/A


Sensitivity Low


of 131

Trigger Event:



7

Disposition:

Destroy

School Crossing Coordination Records relating to the oversight, administration and coordination of school crossings.

Includes Documentation of safety concerns, school crossing brochures, crossing counts and statistics.

Excludes Employee Records, and related records of individual crossing guards employed by the City: send originals to HR for central storage as part of Employee files. Also excludes time sheets and attendance reporting: use Payroll Administration.

Office Responsible for Retention and Disposition of Original Records Manager of Traffic Services.

Retention Timeline

Citations N/A


Sensitivity Low


of 131

Trigger Event:



7

Disposition:

Destroy

Parking Enforcement Records relating to the enforcement of parking by-laws.

Includes Records of hearing meetings, correspondence related to particular parking tickets and fines, officer shift reports, MTO reports sent to and from the City.

Excludes POA Court decisions related to Part II enforcement of parking tickets, e.g. accessible parking fines and charges. Also excludes paid tickets and receipts: use Financial Transaction Support. For by-law enforcement officer Vehicle Circle Checks, included with shift and duty reports: use Vehicle and Mechanical Maintenance.

Office Responsible for Retention and Disposition of Original Records Supervisor of Parking Services.

Retention Timeline

Citations Municipal Act, 2001, S.O. 2001, c. 25, O.Reg. 333/07 (Administrative Penalties) Administrative Monetary Penalties By-law 40-2014

Uniform File Plan 415-05-3, 415-09, 745-04

Notes Records of parking enforcement revenue, once provided to the Finance Department, are retained under the Financial Transaction Support record series.



of 131

Trigger Event:



1

Disposition:

Destroy

Paid Parking Management Records relating to the provision of paid parking management services.

Includes Parking machine revenue forms, lot permit payments and statistical reports related to use of paid parking spaces.

Excludes Parking Enforcement.

Office Responsible for Retention and Disposition of Original Records Supervisor of Parking Services.

Retention Timeline

Citations N/A




of 131

Transit

Transit Fare Administration Personal Transit Services Transit Routes and Scheduling


of 131

Trigger Event:



6

Disposition:

Destroy

Transit Fare Administration Records relating to purchases, reporting and audits for Burlington Transit fare administration. Also includes departmental audits and reviews of fare sales and revenue, inventory and inventory controls for fare media.

Includes Receipts, reports, balance sheets and data entries related to Burlington Transit fare administration. Also includes records of how transit fare levels are determined and changed.

Excludes Records of financial transactions, balances, data entry, accounting and audits unrelated to Burlington Transit fares: see Financial Transaction Support. Also excludes Revenue Management.

Office Responsible for Retention and Disposition of Original Records Supervisor of Business Services.

Retention Timeline



Sensitivity Medium




of 131

Trigger Event:

Client ends participation in program.


3

Disposition:

Destroy

Personal Transit Services Records relating to personal and customized transit services, e.g. Handi-Van client information and related programs.

Includes Client information, administrative program records, special routes and pick up/drop off locations.

Office Responsible for Retention and Disposition of Original Records Transit Manager.

Retention Timeline

Citations N/A


Notes Records collected before 2014 may include personal health information. As of 2014, original applications are received by the Town of Oakville and send to the City of Burlington following an eligibility review.



of 131

Trigger Event:



2

Disposition:

Destroy

Transit Routes and Scheduling Records relating to how citizens move around the city by utilizing public transit, routine planning of schedules, routes and bus stop locations.

Includes Transit schedules and routes, transit maps, bus stop and bus shelter location records.

Excludes Strategic Planning and Business Performance.

Office Responsible for Retention and Disposition of Original Records Director of Transit.

Retention Timeline

Citations N/A


Notes At the end of each calendar year, one official version of the annual Burlington Transit Map will be retained as an archival record.

Sensitivity Low


of 131

Building and Licensing

Building Services and Enforcement Building Activity Reporting Property Information Requests Licensing


of 131

Trigger Event:


Inactive Storage:

Permanent

Disposition:

Permanent

Building Services and Enforcement Records relating to all building permit issuance and ongoing inspection in compliance with the Ontario Building Code and applicable municipal by-laws. Includes records of the application for, review and issuance of all types of building in the City where a permit is required, plan examination, and records of building inspections, organized by address and location. Also includes permit issuance and enforcement related to signs.

Includes Building applications and submitted documents, permits to construct and demolish structures, pools, decks and fences, and any other aspect of building activities in the City. Records include related specifications, drawings, books of record, inspector logs, complaint records and related notes, building plans and rolls, reviewed site plans and correspondence, e.g. deficiency letters. Also includes cancelled building permits, and building inspector notes created or used in court.

Excludes Legal Issue Management, Litigation and Prosecution.

Office Responsible for Retention and Disposition of Original Records Manager of Building Permit Services & Chief Building Official.

Retention Timeline

Citations Building Code Act, 1992 s.3(9) and O.Reg. 332/12, Building Code


Notes Records are grouped together and organized by street address, legal lot or plan number. If charges are laid under the Building Code, the matter moves to Superior Court and is administered as a POA Court record under Litigation and Prosecution.

Sensitivity Medium

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_92b23_e.htm#BK5



of 131

Trigger Event:



1

Disposition:

Destroy

Building Activity Reporting Records relating to the reporting of building and construction activity statistics to government and other external organizations.

Includes Final reports, raw data collected in the creation of reports.

Office Responsible for Retention and Disposition of Original Records Manager of Building Permit Services & Chief Building Official.

Retention Timeline

Citations N/A


Sensitivity Low


of 131

Trigger Event:



15

Disposition:

Destroy

Property Information Requests Records relating to the completion of property information requests (PIR).

Includes Original PIR submissions, related correspondence and final property information response as prepared and sent to the requester by multiple departments.

Office Responsible for Retention and Disposition of Original Records For PIR original requests and circulations: Manager of Building Permit Services & Chief Building Official. For PIR response records, and related correspondence to requester: Director of Department sending response to requester.

Retention Timeline



Notes PIRs are received initially by Building Service, then circulated to all applicable departments and service areas, where information is prepared and sent to the requester directly.

Sensitivity Medium



of 131

Licensing Records relating to license applications and issuance by the City, including records of the application for, review and issuance of all licenses under municipal by-laws as they apply to lotteries, establishments and individuals. Also includes records of by-law enforcement and inspections related to licensing, completed by the City or external agencies.

Includes Building license applications and related information, police clearances and record checks, notices of violation, documents related to license renewal.

Excludes Animal licensing and related by-law enforcement: see Animal Control. Marriage license applications: see Vital Statistics Reporting.

Office Responsible for Retention and Disposition of Original Records Manager of By-law Enforcement and Licensing.

Retention Timeline

Trigger Event


Disposition

Application and related records: Date of final license expiry.

5 Destroy

Previous license: Date of renewal.

Until Trigger Event Destroy

Citations Municipal Act, 2001 Part IV City of Burlington, Licensing By-law 42-2008; Adult Entertainment By-law 1-2008; Lottery Licensing By-law 117-2007; Public Vehicles By-law 20-2009


Notes May include health and medical records related to an individual’s abilities and safety in the performance of a licensed activity.

Sensitivity High

http://www.burlington.ca/clerks/by-laws/html/42-2008.htm





of 131

Communications

Creative Services Publications and Visual Identity Management Corporate Communications


of 131

Trigger Event:

Completion of creative service.


Working design files - 2

Completed design files - 5

Disposition:

Destroy

Creative Services Records relating to the provision of internal creative services, including graphic design, signage, non-archival photography, web design and publication layout.

Includes Creative Services requisition forms and requests, draft designs, related correspondence with internal clients, non-archival photographs.

Office Responsible for Retention and Disposition of Original Records Manager of Communications.

Retention Timeline

Citations N/A


Notes Non-archival photographs are taken for a corporate purpose, including photographs of residents, children and identifiable individuals, used in publications but without long-term significance to the City’s history as a municipal organization. Final ‘as completed’ Creative Services electronic files may be retained as Publications for future use, either as precedent or archival files.

Sensitivity Low


of 131

Trigger Event:


Inactive Storage:

Permanent

Disposition:

Permanent

Publications and Visual Identity Management Records relating to the management of official, corporate publications for internal and external use. Also includes records relating to the creation and management of the City's corporate visual identity, including development and administration of the City logo, coat of arms, official brand, patents, trademark and copyright applications, and use of City logo by third parties.

Includes Final publications as released to the public, standards on use of the City logo and other elements of visual identity management, logo redesign, corporate fonts and colours. Examples of publications include CityTalk, official corporate signage and posters, pamphlets, Live and Play guide. Also includes Media Releases, staff newsletters, Burlington Story, Community Report, City Update and all publications issued for a similar purpose, and videos produced by the City in order to communicate a particular message.

Excludes Creative Services, Archival Acquisition.

Office Responsible for Retention and Disposition of Original Records Manager of Communications. If publications are considered to be archival: City Clerk.

Retention Timeline

Citations N/A


Notes Final publications are typically issued and stored in hard copy and electronic format, ideally in PDF or PDFA. Publications may be stored electronically if originally designed in that format, and as volume may require. Publications are also subject to archival selection.

Sensitivity Low


of 131

Trigger Event:

Resolution of issue or completion of project.


15

Disposition:

Destroy

Corporate Communications Records relating to corporate communications response to a wide variety of issues, including communications and public relations advice, consultation and input offered to the City of Burlington, structured as project files or as response and resolution related to a particular issue or incident.

Includes Internal and external correspondence related to issue response, project charters related to a communications issue, Communication and Engagement Plans, briefing notes, speaking notes and news releases. May also include records of communication products related to a particular issue, and corporate communications response to emergency and crisis events, e.g. train derailments and evacuations, where records are not captured or retained with those of the Emergency Operations Centre (EOC).

Excludes Emergency Management and records of the Emergency Operations Centre, including forms completed as part of the Ontario Incident Management System.

Office Responsible for Retention and Disposition of Original Records Manager of Communications.

Retention Timeline



Notes Records may be structured as issue response or project files, grouped according to issue. May also be subject to archival selection.

Sensitivity Medium



of 131

Culture, Community and Recreation

Facility Rental Community Program Administration Program Participant Registration Zero Tolerance Investigation


of 131

Trigger Event:



2

Disposition:

Destroy

Facility Rental Records relating to the rental of space and facilities on City-owned property, including display and advertising spaces. Also includes records relating to city facility rentals for events and other bookings, e.g. arenas, pools, picnics.

Includes Applications, approval letters, records of advertising space purchases e.g. bus shelters, readographs. Also includes all records of bookings and event permit issuance.


Office Responsible for Retention and Disposition of Original Records Director of Department in charge of rentals for particular facilities.

Retention Timeline

Citations Corporate Policies, “Advertising on City Property” and “Facility Rentals”


Sensitivity Medium


of 131

Trigger Event:



When no certificate is issued - 2

When a certificate is issued - 5

Disposition:

Destroy

Community Program Administration Records relating to the administration, facilitation and management of all community and recreational programs, e.g. Aquatics, Sports Clubs, Teen Tour Band, and Seniors programs. Also includes records of program promotions and marketing.

Includes Program descriptions, marketing materials, booking procedures and program advertisements. May also include records of cultural events linked with community and recreational programs run by the City.

Excludes All records containing personal information of particular program participants: use Program Participant Registration.

Office Responsible for Retention and Disposition of Original Records Director of Parks and Recreation.

Retention Timeline

Citations N/A

Uniform File Plan 900-02, 905, 910, 915, 920

Sensitivity Medium


of 131

Trigger Event:



1

Disposition:

Destroy

Program Participant Registration Records relating to the registration process for Parks and Recreation community programs, including records of program participant cancellation and the collection of personal information relating to participants. This series may include records of personal health information, including allergies, medication, sensitivities, and information pertaining to family relationships.

Includes Program applications, participant lists, program receipts, cancellations, related correspondence, participant information records.


Office Responsible for Retention and Disposition of Original Records Director of Parks and Recreation.

Retention Timeline

Citations Municipal Freedom of Information and Protection of Privacy Act, O.Reg 823, s.5


Notes Personal information of participants should be retained for the bare minimum of time required to provide and complete a service, then securely destroyed.



of 131

Trigger Event:

Date of investigation closure and final resolution.


4

Disposition:

Destroy

Zero Tolerance Investigation Records relating to complaints, investigations, enforcement and outcomes of the Zero Tolerance Policy.

Includes Zero Tolerance complaint forms, witness statements, email correspondence related to incident, records and documentation of issue resolution and final outcomes.

Office Responsible for Retention and Disposition of Original Records Chair of the Zero Tolerance Committee.

Retention Timeline

Citations Corporate Policy, Parks and Recreation – Zero Tolerance


Notes Records in this series are considered to be highly confidential.




of 131

Human Resources

Recruitment Job Evaluation Labour Relations Employee Records Occupational Training Compliance and Certification WSIB Reporting and Employee Medical Records


of 131

Trigger Event:

Completion of recruitment.


3

Disposition:

Destroy*

Recruitment Records relating to recruitment and staffing activities performed for all full and part time staff positions.

Includes Applications for employment, job postings, job competitions, interview notes and selection decisions, offers of employment.

Excludes Employment contracts, terms and conditions, finalized offer letters: use Employee Records. Also excludes unsolicited resumes, which are deleted or destroyed immediately upon receipt and not retained by the organization. Also excludes records related to Human Resources capacity planning: use Strategic Planning, and orientation programs: use Employee Learning and Development.

Office Responsible for Retention and Disposition of Original Records Director of Human Resources, with the exception of student staffing procedures performed by Roads and Parks Maintenance and Parks and Recreation.

Retention Timeline

Citations N/A

Uniform File Plan 315-01 – 315-05

Notes *Recruitment records related to successful candidates are retained in the new employee file, with other Employee Records. Completed applications where no interview is performed are retained in the online hiring system.



of 131

Trigger Event:

Job reevaluated and/or compensation level changed.


50

Disposition:

Destroy

Job Evaluation Records relating to the evaluation and composition of jobs, including the determination of compensation levels and associated review.

Includes Job evaluations, job descriptions, records of the Job Evaluation Committee. Also includes records related to equal opportunity, employment and pay equity.

Excludes Recruitment.

Office Responsible for Retention and Disposition of Original Records Director of Human Resources.

Retention Timeline

Citations N/A


Notes Records of job evaluations related to pay equity legislation may be subject to permanent disposition, if requested for an investigation under the Pay Equity Act.

Sensitivity Low


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Trigger Event:

Labour relations matter resolved.

Inactive Storage:

Permanent

Disposition:

Permanent

Labour Relations Records relating to labour relations matters in which the City is directly involved.

Includes Collective agreements signed by the City and/or its representatives, records of negotiations, memorandums of settlement, related background material used in making decisions, grievances, settlements, strike manuals, seniority lists and arbitrations. Also includes records related to employee benefit programs.

Excludes Reference copies of collective agreements from other municipalities and organizations: use Transitory Records.


Retention Timeline

Citations N/A


Sensitivity High


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Trigger Event:

Termination, resignation or retirement of employee.


50

Disposition:

Destroy

Employee Records Records relating to the employment history of all City employees, including students, temporary, permanent, contract, full and part time positions, volunteer and employee records for the Burlington Fire Department. Also includes records relating to leaves, e.g. Short or Long Term Disability, extended or parental leave.

Includes Employee contract, related terms and conditions, letters of recommendation, job sharing program participation, job rotations, performance evaluations, disciplinary measures, commendations, references, resumes, letters of resignation and records of termination or retirement, exit interviews. Also includes record of professional development courses completed through Our Training Room, Staff Education Assistance Board decisions and external training records.

Excludes Occupational Learning and Development.

Office Responsible for Retention and Disposition of Original Records Director of Human Resources, with the exception of student employee records held by Roads and Parks Maintenance and Parks and Recreation.

Retention Timeline

Citations Limitations Act, 2002 s.15(2) Employment Standards Act, s.15(5) Government of Ontario Common Schedule for Administrative Records, Human Resources – Individual Employee Files.

Uniform File Plan 310, 320

Notes For Burlington Fire, hard copy records related to length of service are included in this series.



http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_00e41_e.htm#BK21


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Trigger Event:

Completion date of course or awareness event.


50

Disposition:

Destroy

Occupational Training Compliance and Certification Records relating to occupational training where there is a legislated, operational or legal requirement to retain records. Includes raising awareness and educating employees on workplace Health and Safety, in accordance with the Occupational Health and Safety Act. Also includes driver training and other training programs requiring a special license or certification, equipment use e.g. air brake endorsement, key issuance, pool operations and CPR, and Fire prevention and suppression training records for the Burlington Fire Department.

Includes Training materials related to Health and Safety, the Joint Health and Safety Committee, workplace inspections and reports on workplace health and safety risks, WHMIS and other health and safety training records. Also includes records of certifications required for workplace operations, e.g. licensing, arborist certifications, snowplow operations.

Excludes Professional Development and training materials unrelated to a long-term business need, or kept by an employee for reference: use Transitory Records. Also excludes WSIB Reporting and Recordkeeping, records of employee training and certification included with Our Training Room and employee files.

Office Responsible for Retention and Disposition of Original Records Human Resources Consultant - Employee Health & Wellness.

Retention Timeline

Citations Occupational Health and Safety Act, s.25(2), s.26(1) Ontario Ministry of Labour, Ontario Fire Service Section 21 Advisory Committee Health and Safety Manual, Section 7-3, “Documentation of Training”

Uniform File Plan 315-07, 335-01 – 335-09, 755-06

Notes Health and Safety related training materials that become associated with investigations for WSIB Reporting and Recordkeeping, insurance claims or litigation will be moved to the relevant WSIB incident file and retained as part of that record.

Sensitivity Medium

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90o01_e.htm#s26s1

http://www.oafc.on.ca/sites/default/files/uploads/documents/Section21/Section21-7/GN-7-03%20Doc%20of%20Training.pdf


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Trigger Event:



60

Disposition:

Destroy

WSIB Reporting and Employee Medical Records Records relating to the reporting of work-related incidents and injuries under the Workplace Safety and Insurance Act, 1997.

Includes WSIB incident reports for work-related incidents, including Form 6 and 7 workplace injuries, WSIB investigations, records of return to work, modified duties. Also includes all records related to correspondence and reporting to the Workplace Safety and Insurance Board, e.g. wage transfers, appeals, statements of accounts and all other mandatory reporting.

Excludes Employee Records unrelated to a WSIB incident.


Retention Timeline

Citations Workplace Safety and Insurance Act, 1997 s.57(1) WSIB Ontario Operational Policy Manual, “Cancers in Fire Fighters and Fire Investigators”


Notes Records are organized by employee name and WSIB claim number.


http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_97w16_e.htm#BK67

http://www.wsib.on.ca/WSIBPortal/faces/WSIBManualPage;jsessionid=KwnLTnJKJNxKMRQbQ5wYyBLT3xNQ2DP1BRLWBxcnD7dTdPdWNSGX!1170210160?cGUID=23-02-01&fGUID=835502100635000537&_afrLoop=78093544277000&_afrWindowMode=0&_afrWindowId=null#%40%3FcGUID%3D23-02-01%26_af


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Fire

Fire Voice Recording System Computer Aided Dispatch Fire Inspection and Prevention Public Fire Education and Community Outreach


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Trigger Event:

Incident date.


2

Disposition:

Destroy

Fire Voice Recording System Records relating to recordings created by the 24-hour voice recording system for Burlington Fire Department dispatch, including 9-1-1 calls and radio dispatch.

Includes 24-hour digital recordings of fire calls and dispatch, archived legacy records of the “CRISYS” system, “Freedom” and “Nice” recordings that may exist on data servers.

Excludes Computer Aided Dispatch system records.

Office Responsible for Retention and Disposition of Original Records Fire Chief.

Retention Timeline

Citations Ministry of Community Safety and Correctional Services, Public Fire Safety Guidelines: Records Management


Notes If recordings are required as evidence in the instance of a claim, litigation or service review, recordings will be pulled and retained as part of a larger claim, litigation or service review record series: use Insurance Coverage and Claims, Litigation and Prosecution, and Business Performance.


http://www.mcscs.jus.gov.on.ca/english/firemarshal/fireserviceresources/publicfiresafetyguidelines/04-60-12.htmlhttp:/www.mcscs.jus.gov.on.ca/english/firemarshal/fireserviceresources/publicfiresafetyguidelines/04-60-12.html



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Trigger Event:

End of day.


15

Disposition:

Destroy

Computer Aided Dispatch Records of the computer aided dispatch and records management system (CAD RMS) for the Burlington Fire Department. Also includes dispatch records created and stored in accordance with the Burlington Fire Dispatch Agreement.

Includes Fire Occurrence Reports, support documentation and log, incident data including suppression information, Fire Marshall of Ontario (FMO) reports, fire incident photographs and other notes.


Retention Timeline

Citations Ministry of Community Safety and Correctional Services, Public Fire Safety Guidelines: Records Management






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Trigger Event:

Inspection complete.

Inactive Storage:

Permanent

Disposition:

Permanent

Fire Inspection and Prevention Records relating to fire inspection and prevention under the Ontario Fire Code.

Includes Inspection reports and additional records related to the inspection of buildings and properties for fire prevention purposes.

Excludes Fire prevention education and outreach.


Retention Timeline

Citations Ministry of Community Safety and Correctional Services, Public Fire Safety Guidelines: Records Management Fire Prevention and Protection Act, O.Reg. 213/07 “Records” 1.1.2.1.


Notes Records are kept permanently in accordance with Building Department collection of records related to built structures in the City, organized by address.

Sensitivity Medium





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Trigger Event:

Date of outreach event, or end of calendar year (December 31).


15

Disposition:

Destroy

Public Fire Education and Community Outreach Records relating to public fire education, training and outreach provided by the Burlington Fire Department.

Includes Educational materials, pamphlets, records of outreach messages and discussion related to fire prevention and protection, including count of touch points and summary totals of event attendee statistics. Also includes records of requests to attend community events, and requests by Fire Fighters to include educational messages in public visits.


Retention Timeline

Citations Ministry of Community Safety and Correctional Services, Public Fire Safety Guidelines: Records Management Limitations Act, s.15(2)


Sensitivity Low




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Appendices

Retention Schedule Summary Corporate Records and the Service Portfolio


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Retention Schedule Summary

Record Series Trigger Event (T) Years Disposition

Corporate Series

Transitory Records Materials are obsolete, no longer required, irrelevant or meaningless.

Until T Destroy

General Correspondence End of calendar year (December 31). 1 Destroy

Staff Committees and Collaboration End of calendar year (December 31). 1 Destroy

Business Performance End of calendar year (December 31). 4 Destroy

Strategic Planning End of calendar year (December 31). 6 Destroy

Corporate Project Management Project completed, software retired, or system decommissioned.

5 Destroy

Issue Resolution Issue resolved. 2 Destroy

Public Engagement End of calendar year (December 31). 5 Destroy

Internal Auditing Audit complete and final report issued. 7 Destroy

Budget Development Approval of subsequent year’s capital budget.

2 Destroy

Open Data Publication Refresh of open data set. Until T Destroy

Events Coordination End of event. 2 Destroy

Commercial Electronic Message Consent Withdrawal of consent. 151 Destroy

Incident and Collision Reporting: minor incidents in Parks and Recreation

End of calendar year (December 31). 2 Destroy

Incident and Collision Reporting Closure of incident investigation, or date of motor vehicle collision.

15 Destroy

Environmental and Energy Management End of calendar year (December 31). 10 Destroy

Accessibility Management End of calendar year (December 31). 10 Destroy

Legal Matters

Legal Issue Management – Routine (General) Response


Legal Issue Management – Solicitor-Client Advice

Resolution of matter. 15 Destroy

Legal Issue Management – Formal Legal Opinion

End of calendar year (December 31). Permanent Permanent

Litigation and Prosecution - Litigation Settlement, resolution and expiry of appeal period.

15 Destroy

Litigation and Prosecution - Prosecution Settlement, resolution and expiry of appeal period.

7 Destroy

Provincial Offences Act Administration (POA)

Settlement, resolution or closure of POA matter.

7 Destroy

Real Property Interest Development Completion of real estate transaction. Permanent Permanent

Agreement Retention Final agreement and any applicable amendments expire.

15 Destroy

1 Dependent on technological capacity.


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Record Series (ctd) Trigger Event (T) Years Disposition

By-law Enforcement

By-law Enforcement Date of inspection or resolution of complaint.

5 Destroy

Animal Control End of calendar year (December 31). 4 Destroy

Clerks and Council

Council and Standing Committee Documentation

Date of creation. Permanent Permanent

Council and Committee Support Services End of calendar year (December 31). 4 Destroy

Citizen and Advisory Committee Documentation - Agendas and Supporting Documentation

Minutes approved. 5 Destroy

Citizen and Advisory Committee Documentation - Minutes

Minutes approved. Permanent Permanent

Executive Opinion and Consultation End of calendar year (December 31). 4 Destroy

Election Coordination and Administration – Ballots and Voting Records

Date of election. 120 Days Destroy

Election Coordination and Administration – All Other Election Records

Council sworn in following subsequent election year.

4 Destroy

Policy and Procedure Retention – Corporate


15 Destroy

Policy and Procedure Retention – Department


10 Destroy

Vital Statistics Reporting – Marriage License Applications


Vital Statistics Reporting – Statistical Reporting and Historical


Cost Sharing Program Administration Payment of costs to applicant. 4 Destroy

Emergency Management Approval of minutes and/or conclusion of incident.

Permanent Permanent

Information Governance

Records and Information Management End of calendar year (December 31). 20 Destroy

Corporate History and Archival Preservation

Selected for inclusion in the municipal archival collection.

Permanent Permanent

Access to Information Completion of request, closure of consultation or expiry of appeal period.

5 Destroy

Privacy Protection – Advice and Consultation

Completion of privacy consultation and/or privacy breach investigation.

15 Destroy

Finance

Financial Transaction Support End of calendar year (December 31). 6 Destroy

Financial Reporting End of fiscal year. Permanent Permanent

Banking and Cash Management End of fiscal year. 6 Destroy

Debt Management Final debt repayment made. 6 Destroy

Security Deposit Maintenance – Marina Records

Date of membership fee payment, or final payment from City to member.

6 Destroy

Security Deposit Maintenance – All other security deposit records

Final authorization to release received. 6 Destroy


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Finance (ctd)

Payroll Administration – Attendance Reporting


Payroll Administration – All other payroll records

Resignation, retirement or termination of employee.

6 Destroy

Insurance Coverage and Claims Resolution

Resolution of claim. 15 Destroy

Procurement and Contract Management – Tendered and Other Procurement

Expiry of final contract and/or date of purchase order.

7 Destroy

Procurement and Contract Management – Leases, Licences and JVAs

Expiry of final contract and all amendments.

15 Destroy

Revenue Management End of fiscal year. 6 Destroy

Property Taxation Date of tax sale transfer, or end of fiscal year.

6 Destroy

Information Technology

Application and Database Systems Application or database decommissioned.

2 Destroy

IT Technology and Communications Infrastructure

Technology infrastructure decommissioned.

4 Destroy

Information Security End of calendar year (December 31). 6 Destroy

IT Service Management End of calendar year (December 31). 5 Destroy

IT Backup and Disaster Recovery End of calendar year (December 31). 6 Destroy

Land Use

Land Use Planning and Development Assuming by-law approved, as-built drawings received, application approved or rejected, and/or OMB decision issued.

Permanent Permanent

Committee of Adjustment End of calendar year (December 31). Permanent Permanent

Planning Policy and Research End of calendar year (December 31). Permanent Permanent

Heritage Designation and Protection End of calendar year (December 31). Permanent Permanent

Asset Management

Capital Works Project Management Total completion date, or holdback released.

15 Destroy

Capital Works Project Management – As-Built Drawings

Total completion date, or holdback released.

Permanent Permanent

Asset Management End of calendar year (December 31), or disposal date of asset.

6 Destroy

Video Surveillance – Not requested for investigation or claim

Date of creation. 30 Days2 Destroy

Video Surveillance – Requested for investigation or claim

Completion of investigation, proceeding or request.

1 Destroy

Road Rationalization and Closure Date of rationalization or closure. Permanent Permanent

2 Dependent upon the storage capacity of digital systems.


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Asset Management (ctd)

Linear Infrastructure Permit Issuance – Application and Related Records

Permit issued. 3 Destroy

Linear Infrastructure Permit Issuance – Final Permits

Permit issued. Permanent Permanent

Railway Infrastructure Management Completion of railway infrastructure design and construction.

Permanent Permanent

Mapping Date of creation. Permanent Permanent

Cadastral Property Information Management


Maintenance

Asset Maintenance Maintenance completion date. 15 Destroy

Vehicle and Mechanical Maintenance – Fire

Vehicle or apparatus decommissioned or sold.

2 Destroy

Vehicle and Mechanical Maintenance – Transit and Fleet

Life cycle of the asset complete. 15 Destroy

Municipal Cemetery Management Date of contract receipt or internment. Permanent Permanent

Winter Control End of calendar year (December 31). 15 Destroy

Weather Reporting End of calendar year (December 31). 3 Destroy

Transportation

Traffic and Transportation Planning End of calendar year (December 31). 10 Destroy

Signalized Intersection History Date of last drawing or time card revision.

5 Destroy

School Crossing Coordination End of calendar year (December 31). 7 Destroy

Parking Enforcement End of calendar year (December 31). 7 Destroy

Paid Parking Management End of calendar year (December 31). 1 Destroy

Transit

Transit Fare Administration End of calendar year (December 31). 6 Destroy

Personal Transit Services Client ends participation in program. 3 Destroy

Transit Routes and Scheduling End of calendar year (December 31). 2 Destroy

Building and Licensing

Building Services and Enforcement End of calendar year (December 31). Permanent Permanent

Building Activity Reporting End of calendar year (December 31). 1 Destroy

Property Information Requests End of calendar year (December 31). 15 Destroy

Licensing – Application and Related Records

Lottery, establishment or individual is no longer licensed.

5 Destroy

Licensing – Previous License

Date of renewal. Until T Destroy

Communications

Creative Services – Working Design Files

Completion of creative service. 2 Destroy

Creative Services – Completed Design Files

Completion of creative service. 5 Destroy


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Communications (ctd)

Publications and Visual Identity Management

End of calendar year (December 31). Permanent Permanent

Corporate Communications Resolution of issue or completion of project.

15 Destroy

Culture, Community and Recreation

Facility Rental End of calendar year (December 31). 2 Destroy

Community Program Administration – No certificate issued


Community Program Administration – Certificate issued


Program Participant Registration End of calendar year (December 31). 1 Destroy

Zero Tolerance Investigation Date of investigation closure and final resolution.

4 Destroy

Human Resources

Recruitment Completion of recruitment 3 Destroy

Job Evaluation Job reevaluated and/or compensation level changed.

50 Destroy

Labour Relations Labour relations matter resolved. Permanent Permanent

Employee Records Termination, resignation or retirement of employee.

50 Destroy

Occupational Training Compliance and Certification

Completion date of course or awareness event.

50 Destroy

WSIB Reporting and Employee Medical Records


60 Destroy

Fire

Fire Voice Recording System Incident date. 2 Destroy

Computer Aided Dispatch End of day. 15 Destroy

Fire Inspection and Prevention Inspection complete. Permanent Permanent

Public Fire Education and Community Outreach

Date of outreach event, or end of calendar year (December 31).

15 Destroy


of 131

Corporate Records and the Service Portfolio

Record Series Service Most Likely to Create, Use and Hold Records

Transitory Records All Services

General Correspondence All Services

Staff Committees and Collaboration All Services

Business Performance All Services, Corporate Management Service

Strategic Planning All Servic es, Corporate Management Service

Corporate Project Management All Services

Issue Resolution All Services

Public Engagement All Services, Communications Service

Internal Auditing Internal Audit Service

Budget Development All Services, Financial Management Service

Open Data Publication All Services

Events Coordination All Services, Cultural Service

Consent Collection All Services

Incident Reporting All Services

Environmental and Energy Management Environment and Energy Service

Accessibility Management Asset Management Service, Communications Service, Service Burlington

Legal Issue Management Corporate Legal Service

Litigation and Prosecution Corporate Legal Service

Provincial Offences Act Administration (POA) Halton Court Service

Real Property Interest Development Corporate Legal Service

Agreement Retention Service Burlington

By-law Enforcement By-law Enforcement Service

Animal Control Animal Control Service

Council and Standing Committee Documentation Council and Citizen Committee Service

Council and Committee Support Services Council and Citizen Committee Service

Citizen and Advisory Committee Documentation Council and Citizen Committee Service

Executive Opinion and Consultation Corporate Management Service

Election Coordination and Administration Council and Citizen Committee Service

Policy and Procedure Management Service Burlington

Assessment Roll Retention Service Burlington

Vital Statistics Reporting Service Burlington

Cost Sharing Program Administration Service Burlington

Emergency Management Emergency Management Service

Records and Information Management Service Burlington

Corporate History and Archival Preservation Service Burlington

Access to Information Service Burlington


of 131


Privacy Protection Service Burlington

Financial Transaction Support Financial Management Service

Financial Reporting Financial Management Service

Banking and Cash Management Financial Management Service

Debt Management Financial Management Service

Security Deposit Maintenance Financial Management Service

Payroll Administration Financial Management Service

Insurance Coverage and Claims Resolution Financial Management Service

Motor Vehicle Collision Reporting Fleet Management Service

Procurement and Contract Management Financial Management Service, All Services

Revenue Management Financial Management Service

Property Taxation Financial Management Service

Application and Database Systems Information Technology Service

IT Technology and Communications Infrastructure Information Technology Service

Information Security Information Technology Service

IT Service Management Information Technology Service

IT Backup Recovery and Disaster Recovery Information Technology Service

Land Use Planning and Development Development Review Service

Committee of Adjustment Development Review Service

Planning Policy and Research Planning Policy Service

Heritage Designation and Protection Development Review Service

Capital Works Project Management Asset Management Service Facilities and Buildings – Design and Construction Service Parks and Open Space – Design and Development Parks and Open Space – Design and Construction Service Street Lighting Service Roads and Structures – Design and Construction Service Surface Water Drainage Service

Asset Management Asset Management Service

Video Surveillance Civic and Community Facility Operations Service

Road Rationalization and Closure Transportation Planning Service Traffic Operations Management Service

Linear Infrastructure Permit Issuance Asset Management Service Roads and Structures – Design and Construction Service

Railway Infrastructure Management Asset Management Service

Mapping Geographic Information Services and Mapping Service

Cadastral Property Information Management Geographic Information Services and Mapping Service

Asset Maintenance Asset Management Service Street Lighting Service Parks and Open Space Maintenance Service Road and Sidewalk Maintenance Service Tree Management Service Winter Control Service


of 131


Vehicle and Mechanical Maintenance Fleet Management Service

Municipal Cemetery Management Cemetery Service

Winter Control Winter Control Service

Weather Reporting Winter Control Service

Traffic and Transportation Planning Traffic Operations Management Service Transportation Planning Service

Signalized Intersection History Traffic Operations Management Service

School Crossing Coordination Traffic Operations Management Service

Parking Enforcement Parking Management Service

Paid Parking Management Parking Management Service

Transit Fare Administration Transit Service

Personal Transit Services Transit Service

Routes and Scheduling Transit Service

Building Services and Enforcement Building Code Permit and Inspection Service

Building Activity Reporting Building Code Permit and Inspection Service

Property Information Requests Building Code Permit and Inspection Service

Licensing Building Code Permit and Inspection Service

Creative Services Communications Service

Publications and Visual Identity Management Communications Service

Corporate Communications Communications Service

Facility Rental Civic and Community Facility Operations Service Sport Service

Community Program Administration Recreation Service Sport Service

Program Participant Registration Recreation Service Sport Service

Zero Tolerance Investigation Recreation Service Sport Service

WSIB Reporting and Employee Medical Records Human Resources Service

Recruitment Human Resources Service

Job Evaluation Human Resources Service

Labour Relations Human Resources Service

Employee Records Human Resources Service

Occupational Training Compliance & Certification Human Resources Service

Fire Voice Recording System Fire Protection Service

Computer Aided Dispatch Fire Protection Service

Fire Inspection and Prevention Fire Protection Service

Public Fire Education and Community Outreach Fire Protection Service