HomeMy WebLinkAboutCRPS-05-108 - Repeal & Replace Records Retention By-Law 2004-155
~
Report To:
Date of Meeting:
Submitted By:
Prepared By:
Ward(s) Involved:
Date of Report:
Report No.:
Subject:
Finance and Corporate Services Committee
June 27, 2005
Gary Sosnoski, City Clerk and Chair, Records Retention
Committee
Christine Tarling, Manager of Corporate Records and
Archives Services, ext. 2769
None
June 9, 2005
CRPS-05-108
RECORDS RETENTION BY-LAW AND SCHEDULE
RECOMMENDATION:
That the Records Retention By-law 2004-155 (being a by-law to establish retention
periods and disposition methods for records of the municipality) be repealed; and
further,
That the Records Retention By-Law attached to Corporate Services Department report
CRPS-05-108, dated June 9, 2005, be approved.
BACKGROUND:
Section 255 (3) of the Ontario Municipal Act authorizes a municipality to establish retention
periods during which the records of the municipality must be retained and preserved subject to
the approval of the municipal auditor. The Act no longer requires City Council to pass a by-law
establishing retention periods and disposition methods for all corporate records, although having
a by-law does provide more authority to the retention schedule. The existing Records Retention
By-law 2004-155 and attached Schedules 1 to 14 were passed on June 29, 2004 and came into
effect on July 30, 2004. Since that time, the Records Retention Committee has approved 60
changes to the retention schedule with another 107 changes pending approval.
REPORT:
The proposed major change to By-law 2004-155 is to Section 2 which will allow for the retention
schedule to stand as a separate document from the by-law. This will allow amendments to the
schedule to be made without having to continually amend our by-law.
Under the change it is proposed that Council delegate the approval of the retention schedule to
the Records Retention Committee which is comprised of the City Clerk, the City Treasurer, the
City Solicitor and the City Auditor as well as the Manager of Corporate Records and Archives
Services and the Corporate Records Analyst. This change will allow amendments to the
schedule to be made on an ongoing basis without having to bring them to Council for approval
each time.
Overall, the proposed change to Section 2 will help to ensure that we are in compliance with the
schedule in accordance with the Municipal Act by allowing for the most up-to-date version of the
retention schedule to be available to City staff at all times.
Other proposed minor changes to the by-law relate to the proposed major change to Section 2
while others include additional definitions, the specification of ownership of City records as well
as a broad statement concerning a requirement for the way in which records should be created.
FINANCIAL IMPLICATIONS:
N/A
COMMUNICATIONS:
The proposed changes to the Records Retention By-law have been discussed with and
approved by the Records Retention Committee.
The most up-to-date version of the retention schedule will be available on the intranet in a
searchable format for City staff.
Christine Tarling
Manager of Corporate Records and Archives Services