3
Development and Planning
D0009
Waterfront Planning
2001-01-24
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to waterfront development planning, which constitutes areas immediately bordering on Lake Ontario. Includes information on the greater waterfront, public access to beaches, parkland development, waterfront housing, and community services. Documents may include waterfront requirements reports, correspondence, consultant reports, planning surveys, and feasibility studies.
This series provides a full range of records documenting the city's involvement in both initiating and controlling waterfront development. Detailed background information on specific sites and projects should be present. The breadth of issues and controversies associated with waterfront development should be well documented. Any interaction between the city and other levels of government in waterfront development should be well documented.
These records should provide an excellent documentation of waterfront planning and development. It is recommended that this series be deemed Archival.
Yes
N/A
City Archivist
2003-06-18
General Class of Records (GRC)
No
T
50 Y
T + 50 Y
T
50 Y
T + 50 Y
0
0
0
2
File closed upon termination of project
50 Years after File closed upon termination of project, Then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
No applicable record retention legislation.
Destroy After Archival Review
Destroy After Archival Review
Destroy After Archival Review
Senior Records and Information Analyst
2002-05-08
Director, Information Services
City of TorontoNot ScheduledS2967Ataratiri Project Files & PlansPaper0City of TorontoMun. Code C.97001537Area Plans and StudiesPaperPC + 5 yrsCity of TorontoMun. Code C.97000938Development Department RecordsPaper20 yrs.City of TorontoConverted001795Central Core & Waterfront Planning: DrawingsPaper0City of TorontoDraft002967Ataratiri Project Files & PlansPaper20 yrs
33
Assets and Property Management
A0171
Workplace Ergonomics
2001-01-24
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to identifying and analyzing workplace design issues on City-owned or leased premises, so as to create a safe workplace environment that maximizes employee physical and psychological comfort and productivity. May include information on placement of office furniture, artwork, plants, and equipment; ergonomic risk factors; and acquisition of suitable tools, machines, and systems. Documents may include completed ergonomic assessment forms, completed ergonomic consultation forms, reports and recommendations concerning routine workplace improvements, ergonomic evaluation statements, copies of quotation requests and service requests, and all supporting correspondence.
-20 Ergonomics Requests and Consultations
-30 Ergonomics Project and Topical Issues
The archival review for this primary was originally approved in 2003, and at that time the recommended disposition was Destroy After Archival Review. This recommendation was based on the information contained in the scope note, rather than on a detailed examination of the records covered by the primary. In the intervening period between 2003 and 2011, archival review of the actual records has revealed that there is little of long-term historical value contained in this primary. There records are largely low-level administrative records or transitory in nature. It is therefore recommended that the disposition be changed to Destroy.
Note: See related documents for the superseded original archival appraisal.
No
N/A
General Class of Records (GRC)
No
3 Y
4 Y
7 Y
0
0
0
0
0
1
Not Applicable For This RCS code.
Paper records only: 7 Years then Destroyed (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Occupational Health and Safety, R.S.O. 1990, c. O.1, s. 55
Order to inspect physical condition of a workplace.
Paper records are the master record copies. No use of databases. Electronic documents saved on the LAN constitute duplicate copies (of what's in paper format).
Destroy
Destroy
Senior Records and Information Analyst
2002-05-08
Director, Information Services
49
Development and Planning
D0006
Consent Applications
2001-01-24
Closed
Mixed Media
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to completed consent applications for land severance or boundary adjustments. This pertains to residential property owners seeking to divide their individual property or properties into smaller lots. Documents may include planners' comments and notes, copies of notices of public meetings, Ontario Municipal Board (OMB) appeals, and related correspondence. Case files are arranged numerically by application number.
Land Division, Committee of Adjustment
This primary contains records documenting the process involved in applying for land severance or boundary adjustments in relation to the subdivision of specific properties/developments.
The repetitious nature of the records, the prevalance of copies of documents rather than originals, the availability of much of the information elsewhere, in minutes, by-laws and reports, all serve to limit their research value. Such records could have general importance for understanding the on-going development of the city. As well, certain significant developments will be documented. However, the culling required to identify particular properties/issues of significance, and the work involved in comparing the documents on file here as opposed to elsewhere, to ensure a degree of uniqueness sufficient to merit retention, would be prohibitive. The end results of such a process would provide only minimal justification for the means with which they were obtained.
It is recommended that this primary be deemed Non-Archival.
No
N/A
City Archivist
2003-06-16
General Class of Records (GRC)
No
T
50 Y
T + 50 Y
T
50 Y
T + 50 Y
0
0
0
2
File closed upon termination of project
50 Years after File closed upon termination of project, Then Destroyed (Pending Council Approval)
Retention to be determined (Pending Council Approval)
No applicable record retention legislation.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2002-05-08
Director, Information Services
Etobicoke1984-1215509Index Card Reference System / ConsentPaperConEtobicoke1984-1215506Minutes of Public Hearings & Annual Report / ConsentsPaperPNorth York27502Land Division FilesPaper21 yrs.North York27502Land Division Files - Financial RequirementsPaper6 yrs.City of TorontoMun. Code C.97000938Development Department RecordsPaper20 yrs.City of TorontoMun. Code C.97000934Committee of Adjustment Files: Withdrawn ApplicatPaperPCity of TorontoMun. Code C.97000932Committee of Adjustment Files: Dangerous BusinessPaperPCity of TorontoMun. Code C.97000931Committee of Adjustment Files: SubmissionsPaperPScarborough2498706 01 14 315 000City Property TransactionsPaper40 yrs.North York27502Land Division Consent FilesPaper4 yrs.North York27502Land Division Consent ApplicationsPaper21 yrs.North York27502Fin.Sub.Land Division Consent Application FilesPaper12 yrs.Scarborough2498709 01 13 182 100Consents to Subdivide (Planning)PaperPPScarborough2498709 01 13 183 000Consents (Committee of Adjustment) Pickering (PlanPaperPPScarborough2498709 01 13 182 000Consents (Committee of Adjustment) - (Planning)Paper7 yrs.Etobicoke1984-1215504Consent ApplicationsPaperP
51
Development and Planning
D0012
Minor Variance Applications
2001-01-24
Closed
Mixed Media
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to applications made by the public for requests for minor variances. Minor variances constitute exceptions or minor changes to existing land use or development restrictions (i.e., zoning by-law). Documents may include planners' comments and notes, copies of notices of public meetings, Ontario Municipal Board (OMB) appeals, and related correspondence. Case files are arranged numerically by application number.
Committee of Adjustment
This primary contains records documenting the process involved in requesting exceptions from or minor changes to the city's existing land use or development restrictions, in relation to specific properties/developments.
The repetitious nature of the records, the prevalance of copies of documents rather than originals, the availability of much of the information elsewhere, in minutes, by-laws and reports, all serve to limit their research value. Such records could have general importance for understanding the on-going development of the city. As well, certain significant developments will be documented. However, the culling required to identify particular properties/issues of significance, and the work involved in comparing the documents on file here as opposed to elsewhere, to ensure a degree of uniqueness sufficient to merit retention, would be prohibitive. The end results of such a process would provide only minimal justification for the means with which they were obtained.
It is recommended that this primary be deemed Non-Archival.
No
N/A
City Archivist
2003-06-16
General Class of Records (GRC)
No
T
3 Y
T + 3 Y
T
3 Y
T + 3 Y
0
0
0
2
File closed upon termination of project
3 Years after File closed upon termination of project, Then Destroyed (Pending Council Approval)
Retention to be determined (Pending Council Approval)
No applicable record retention legislation.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2002-05-08
Director, Information Services
Scarborough2498709 01 13 241 000Variances - Committee of AdjustmentPaper7 yrs.Scarborough2498709 01 13 240 000Decisions - Committee of AdjustmentPaperPPMetro Toronto91-85Committee of Adjustment Case FilesPaperDisc Dept HeadEtobicoke1984-1219207Committee of Adjustment SheetsPaperCon.Etobicoke1984-1218534Committee of Adjustment FilesPaper2 yrs.Etobicoke1984-1216114Committee of Adjustment FilesPaperREtobicoke1984-1216064Committee of Adjustment FilesPaperPEtobicoke1984-1215506Minutes of Public Hearings & Annual Report/ConsentsPaperPEtobicoke1984-1215508Cardwheel Reference System/VariancePaperCon.Etobicoke1984-1215505Minutes of Public Hearings & Annual Report/VariancePaperPEtobicoke1984-1214529Committee of Adjustment DecisionsPaperPNorth York27502Committee of Adjustment ApplicationsPaper21 yrs.North York27502Committee of Adjustment DecisionsPaper4 yrs.City of TorontoMun. Code C.97002281Committee of Adjustment ApplicationsPaper60City of TorontoMun. Code C.97000938Development Department RecordsPaper20 yrs.Etobicoke1984-1215009Miscellaneous Subject Records(actual COA records)PaperPNorth YorkNot ScheduledCommittee of Adjustments Decisions, Reports, HeariPaper0North York27502Committee of Adjustments MinutesPaperPCity of TorontoMun. Code C.97000665Committee of Adjustment: Zoning DecisionsPaperPCity of TorontoMun. Code C.97000931Committee of Adjustment Files: SubmissionsPaperPCity of TorontoMun. Code C.97000933Committee of Adjustment Files: Pending ApplicationPaperPYorkNot ScheduledY023Committee of Adjustment ApplicationsPaper0Metro Toronto91-85Committee of Adjustment Case FilesPaperDisc-Dept HeadScarborough2498709 01 13 241 000Variances - Committee of AdjustmentPaper7 yrs.Etobicoke1984-1215502Variance ApplicationsPaperPEast York26-91Minor VariancesPaperP
78
Development and Planning
D0041
Rental Housing Demolition and Conversion Applications
2001-01-24
Closed
Mixed Media
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to applications concerning the demolition and/or conversion of rental housing units, including apartment buildings and public housing. The Residential Rental Property Demolition and Conversion Control bylaw protects rental housing from demolition or conversion to non-rental purposes (e.g. condominium or offices). It also applies to demolition activities such as interior renovations that remove some rental units, or change the number and type of rental units in a building. Documents may include submitted applications, planners' notes, public comments, and correspondence.
This primary contains records documenting the city's involvement in the review of applications under the Rental Housing Protection Act, an act designed to monitor the conversion of rental properties to individually owned units.
This compilation of material relating to a major planning issue would have research value. It is recommended that this primary be deemed Archival. Archival Services determined to amend disposition from Archival Review to Destroy.
No
N/A
City Archivist
2003-06-21
General Class of Records (GRC)
No
T
50 Y
T + 50 Y
T
50 Y
T + 50 Y
0
0
0
2
File closed upon resolution or notice of decision
50 Years after File closed upon resolution or notice of decision, Then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
City of Toronto Municipal Code Chapter 363, Building Construction and Demolition, Article I, Building Permits; Article IV, Agreements
Building Code Act, S.O. 1992, c. 23, s. 8. (1.1);
Planning Act, R.S.O. 1990, c. P. 13 (Last amendment: 2011, c. 6, Sched. 2.), s. 33. (8) Registration of notice
- s. 8. (1.) - An application for a permit to construct or demolish a building may be made by a person specified by regulation and the prescribed form or the form approved by the Minister must be used and be accompanied by the documents and information specified by regulation;
- s. 33. (8) - Notice of any condition imposed may be registered in the proper land registry office against the land to which it applies.
50 year retention based upon operational need as identified by Division
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2002-05-08
Director, Information Services
2009-09-17
City of TorontoMun. Code C.97002428Housing Registry SystemPaperPCCity of TorontoMun. Code C.97002487Housing Registry FilesActivePaper2 yrs.
103
Human Resources
H1214
Special Employment Programs and Placements
2001-01-24
Closed
The Strategic Recruitment, Compensation & Employment Services section leads, supports and guides the development, execution and management of the City of Toronto's staffing, employment equity, compensation and job evaluation strategies.
MIXED MEDIA
No
Various Divisional Systems
Yes
In various divisional applications
Yes
Some applications may produce reports and statistics
No
No
Yes
Internally developed MS Access database
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the City's special employment programs for both City employees and non-employees. These temporary placements help workers to gain experience in new career areas or assist persons in making a transition back to the paid workforce, without receiving monetary compensation from the City. Includes workstudy, co-operative education, internships and volunteer programs. Documents may include program information, resumes, application forms, reference checks, copies of work/education agreements, waiver forms, emergency contacts, sign-in sheets, evaluations, feedback forms, orientation materials and correspondence. Documents may be kept in electronic and/or paper formats.
Use for: Co-op students, internship programs, volunteers and supporting program information.
Primary consists of records related to employment programs offered by the City that are temporary in nature and do not involve monetary compensation (e.g., internships, co-op placements, volunteers). The records, which focus on routine program administration, document an organizational support function that does not have a significant impact on Toronto residents or its built or natural environment. For this reason, it is recommended that this primary be deemed non-archival.
Please note this RCS Code was re-appraised in 2014. For more information please see attached document: Re-appraisal document H1214.
No
N/A
City Archivist
2015-07-24
Both General Class of Records (GRC) and Personal Information Bank (PIB)
Common
2
No
Toronto Municipal Code, c. 169, s. 5.
Resumes, application forms, copies of work/education agreements, reference checks, waiver forms, emergency contacts, sign-in sheets, evaluations, feedback forms, orientation materials and correspondence.
Administration of co-operative education, internship and volunteer programs and/or placements.
Human Resources staff, managers of other divisions.
City employees operating in a volunteer capacity, co-op students, interns and volunteers.
T
6 Y
T + 6 Y
T
6 Y
T + 6 Y
0
0
1
File closed upon termination of special employment agreement/ placement or expiration of program.
6 Years after File closed upon termination of special employment agreement/ placement or expiration of program, Then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, s. 30
Dispose of personal information under the control of the institution accordance with the regulations.
Electronic Sytems Used: Special Events: Internally developed MS Access database that contains volunteer name & contact info only. All other documentation is maintained in the paper file. Reports (volunteer lists & stats) may be generated from the database. Long Term Care: Goldcare- database that includes a volunteer tracking section that maintains hours for each volunteer for each home. This database does not manage any other documentation related to volunteers.
Destroy
Destroy
Senior Records and Information Analyst
2002-05-08
Director, Information Services
2011-05-30
North YorkNot ScheduledMHR37VolunteersPaper0Etobicoke1984-1217514Volunteer IndexPaperConNorth YorkDraftHR2909CO-OP Student & Intern Programs - Client FilesPaper0North YorkDraftHR29CO-OP Student & Intern ProgramsPaper0City of TorontoDraft002850Volunteer FilesPaperPCCity of TorontoDraft002830Volunteer FilesPaperPCCity of TorontoDraft002785Volunteer FilesPaperPCMetro TorontoDraft1214Special Employment ProgramsPaper0Scarborough2498726 02 04 180 000Employment ProgramsPaper7 yrs.
COMMONAll Divisions
127
Legal and Licensing
L0505
Encroachments
2001-01-24
Closed
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the need for, and authorization of, encroachment agreements, which businesses or residents must apply to receive if they have structures or devices which overhang, or infringe on, City-owned or private properties. This may include signs hanging over sidewalks, use of sidewalk space for outdoor restaurant tables, and residential or commercial structures established on City parkland. May include information relating to the approval or rejection of requests for encroachments, ensuring compliance with encroachment agreement stipulations, and encroachment agreement renewals. Documents may include encroachment agreements, applications and requests for encroachments, copies of survey maps, photographs of respective sites, and all supporting correspondence.
WES & UDS encroachments; also EDCT encroachments (onto parkland)
Records provide details on Encroachment applications which are discussed and approved first by the appropriate Community Council, then by City Council. As the corporate copy of the encroachment agreement is retained in a separate primary, and as application details, discussions, and decisions are easily available in publicly accessible sources, the minutes of the Community Council and City Council, these records have no long term research. It is recommended that this primary be deemed non-archival.
No
N/A
City Archivist
2005-02-21
General Class of Records (GRC)
No
T
20 Y
T + 20 Y
T
20 Y
T + 20 Y
0
0
0
2
File closed upon issue resolved
20 Years after File closed upon issue resolved, Then Destroyed (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Limitations Act, S.O. 2002, c. 24, Sched. B., ss15(2)
No proceeding shall be commenced in respect of any claim after the 15th anniversary of the day on which the act or omission on which the claim is based took place.
Paper files are the master copies (most comprehensive). Key tracking data may be entered into various databases, including the Integrated Business Management System (IBMS) and an Access database.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2002-05-08
Director, Information Services
City of TorontoDraft002212Landscaping FilesPaper5 yrs.City of TorontoDiscontinued002024Area Way RecordsPaper0Metro TorontoNot ScheduledEncroachmentsPaper0North YorkNot ScheduledEncroachmentsPaper0City of TorontoMun. Code C.97002502Refuse Container / Encroachment Agreement TransmitActivePaper3 yrs.Scarborough2498716 01 18 513 000Encroachments/Rights of WaysPaperPPCity of TorontoMun. Code C.97001017Agreements, Areaways, EncroachmentsPaperPC
548
Assets and Property Management
A0520
Vehicle and Equipment Management
2001-03-21
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the management and operation of vehicles, boats, and light and heavy equipment (such as sanders, pumps, and trailers) that the City leases, owns, and operates. Also includes information on the acquisition and disposition of vehicles and light and heavy equipment. Documents may include permit registrations, asset inventories, tracking logs, preventive maintenance reports, copies of agreements, maintenance services history files, and equipment inspection reports.
NOTE: Light and heavy equipment is typically used in such operations as construction, works, and transportation.
Primary consists of administrative documents detailing routine maintenance and use of the City's vehicles and equipment. Records include maintenance and inspection reports, registrations, tracking logs, and inventories. Records have no long-term historical or research value, and do not warrant archival retention. It is is recommended that this primary be deemed non-archival.
No
N/A
City Archivist
2003-04-07
General Class of Records (GRC)
No
T
2 Y
T + 2 Y
T
2 Y
T + 2 Y
0
0
2
Life of Vehicle
2 Years after Life of Vehicle, Then Destroyed (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Highway Traffic Act, R.R.O. 1990, (Commercial Motor Vehicle Inspections) O. Reg. 575, s. 10, 11 (a)
Vehicle identification, repairs and maintenance, types and frequency of inspections and maintenance; records and statement until the earlier of two years after records and statement are made and six months after vehicle ceases to operator's responsibility.
Destroy
Destroy
Senior Records and Information Analyst
2002-05-08
Director, Information Services
Etobicoke1984-1219563Trane Centravac Operator LogPaper6 yrs.Etobicoke1984-1219560Equipment Service ReportPaper5 yrs.Etobicoke1984-1219515Equipment Stoleln and/or Damaged ReportPaper1 yr.Etobicoke1984-1219054Mobile Radio Inventory & ServicePaperConEtobicoke1984-1217025Tire Card FilePaperLife of TireEtobicoke1984-1217023Ration Information FilePaperLife of RadioEtobicoke1984-1217022Vehicle Information Card FilePaperLife of VehicleEtobicoke1984-1217020Work Order FilesPaperLife of VehicleEtobicoke1984-1217019Stock CardsPaperCon.Etobicoke1984-1217014Monthly Cost SummaryPaper1 yr.Etobicoke1984-1217013Deleted & Disposed Old Vehicle FilePaper1 yr.Etobicoke1984-1217003Daily Transaction ListingPaper2 yrs.York2731-76Apparatus File, Maintenance and Repair Records, Vehicle Defect Reports - records retained until apparatus is sold or traded inPaperLife ApparatusMetro TorontoNot ScheduledDaily Preventative Vehicle Maintenance ReportsPaper0Metro Toronto15-85Maintenance ReportsPaper7 yrs.Scarborough2498718 01 08 202 000Fire Hose MaintenancePaperPPCity of TorontoMun. Code C.97000936Trailer Inspection Reports: Cherry Nook GardensPaperPCity of TorontoMun. Code C.97000583Report on Equipment OperationPaper8 yrs.City of TorontoMun. Code C.97001811Fire Equipment Building FilesPaperLife of bldingMetro Toronto91-85Equipment, Supplies and Purchasing Admin Corresp.Paper7 yrs.Metro Toronto103-87Equipment, Supplies and PurchasingPaper5 yrs.Etobicoke1984-1219515Equipment Stolen and/or Damaged ReportPaper1 yr.York2371-76Equipment SpecificationsPaper1 yr.Etobicoke1984-1219560Equipment Service ReportPaper5 yrs.City of TorontoMun. Code C.97002109Equipment InventoryPaper7 yrs.Etobicoke1984-1219224Equipment InformationPaperSCity of TorontoMun. Code C.97002044Equipment Damage ReportPaper2City of TorontoMun. Code C.97002079Equipment Accounting/Operations ReportsActivePaper2 yrs.Etobicoke1984-1217020Work Order FilesPaperLife of vehicleEtobicoke1984-1217004Vehicle Permit FilePaper1 yr.Etobicoke1984-1217539Vehicle Mileage SummaryPaper2 yrs.Etobicoke1984-1217002Vehicle Information FilePaperLife of vehicleEtobicoke1984-1217022Vehicle Information Card FilePaperLife of vehicleMetro Toronto3068Vehicle Cost RecordsPaper2 yrs. A.D.Etobicoke1984-1217018Vehicle and Equipment ListingsPaperContinualCity of TorontoMun. Code C.97001232Motor Vehicle Weekly ReportsPaper2 yrs.Metro Toronto3068Motor Vehicle StatementsPaper2 yrs.East York26-91Motor Vehicle Service RecordsPaper2 yrs, out servEtobicoke1984-1217014Monthly Cost SummaryPaper1 yr.Etobicoke1984-1217017Employee Vehicle Parking RecordPaperContinualEtobicoke1984-1217013Deleted and Disposed Old Vehicle FilePaper1 yr.York2371-76Apparatus File, Maintenance Vehicle Defect ReportPaperLife
566
Human Resources
H1230
Employee Benefits
2001-05-14
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to benefit programs offered to City employees, including both permanent and auxiliary workers. This may include dental, vision, prescription, extended health, long term disability, short term disability, and pension benefits. May include information on benefits carriers and claims. Documents may include completed benefit application forms, claims processing reports and statistics, payroll deduction statements, and correspondence.
Primary consists of records that document the administration of benefits for City employees. Historically, this function has not been documented by the Archives because it is a business process associated with an organizational support function ? human resources ? rather than a function that has a direct impact on the city's citizens or its built or natural environment. For this reason, it is recommended that this primary be deemed non-archival.
Please note this RCS Code was re-appraised in 2014. For more information please see attached document: Re-appraisal document H1230.
No
N/A
City Archivist
2015-07-24
Personal Information Bank (PIB)
No
Municipal Act, 2001, c. 25, s. 282.
Completed benefit application forms, claims processing reports and statistics, payroll deduction statements, and correspondence.
Document employee benefit history.
Human Resources staff, managers of other divisions.
City employees.
S
6 Y
S + 6 Y
S
6 Y
S + 6 Y
0
0
2
Not Applicable For This RCS code.
6 Years after superseded, then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Homes for the Aged and Rest Homes Act Regulations (General) R.R.O. 1990, Reg. 637, s. 5
Record of staff benefits.
Destroy
Destroy
Senior Records and Information Analyst
2002-06-13
Director, Information Services
Metro TorontoNot ScheduledV1230Employee BenefitsPaper0City of TorontoMun. Code C. 97002356Employee Advisory Service Client FilesPaper5 yrs.Metro Toronto2-72Reconciliation Lists re Fringe BenefitsPaper2 yrs.EtobicokeNot Scheduled8026Employee Benefits StatementPaper1 yr.Etobicoke1984-1216172Group Life Insurance ListingPaper7 yrs.Etobicoke1984-1218033Dental Plan ListingPaper2 yrs.Etobicoke1984-1218029Extended Health Care ListingPaper2 yrs.Metro Toronto103-87Retirement AllowancesPaperPEtobicoke1984-1218035Long Term Disability/Mutual Life PrintoutPaper3 yrs.Etobicoke1984-1216129Long Term Disability ListingPaper7 yrs.Metro Toronto103-87Long Term Disability Insurance - Active EmployeeActivePaperUntil RetiredEtobicoke1984-1218042Long term Disability File (LTD)ActivePaper+ 7 yrs.Etobicoke1984-1216133Employee on Long Term Disability RecordsActivePaper+2 yrs.Etobicoke1984-1218003Compensation & Medical Aid Index / White CardsActivePaperDur of employMetro Toronto103-87Dental Plan FilesPaper7 yrs.Etobicoke1984-1216141Dental Plan DeductionsPaper3 yrs.Metro Toronto103-87Prudentioal Medical Plan - General - Metro PensionPaper4 yrs.Etobicoke1984-1216144Extended Health Care Plan CoveragePaper7 yrs.Etobicoke1984-1218033Dental Plan ListingsPaper2 yrs.City of TorontoMun. Code C.97000393Resignations Locked in Benefits - CivicPaper75 yrs.City of TorontoMun. Code C.97000394Resignations Locked in Benefits - FirePaperPEtobicoke1984-1218045General Correspondence / BenefitsPaper7 yrs.East York26-91Employee Benefits - Contracts and InformationActivePaper+ 2 yrs.Metro Toronto2-72Duplicate Fringe Benefits ListsPaper2 yrs.
A0049Accident and Incident Reports
727
Community and Social Services
C2700
Housing Services
2001-07-13
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to housing services provided to low-income, homeless, and disabled persons, and may include both subsidized and non-subsidized assistance. Documents may include housing referrals, lists of accommodations provided, and supporting correspondence.
Primary consists of records, originating in the Head Office of Shelter, Support, and Housing Administration, that document the provision of housing services to a wide range of user groups. Although the analyst's notes indicate that the records in this primary consist of low level copies of documents, both the scope note and former retention fields suggest the inclusion of letterbooks, letter registers, and subject correspondence that could offer insight into operation of the program, the program's constituency, and the interaction between the two. For this reason, it is recommended that this primary be deemed archival.
Archival Services determined to amend disposition from Archival Review to Destroy
No
N/A
City Archivist
2006-05-07
General Class of Records (GRC)
No
T
7 Y
T + 7 Y
T
7 Y
T + 7 Y
0
0
0
2
File closed when services are no longer required
7 Years after File closed when services are no longer required, Then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Social Housing Reform Act, 2000 Regulations (Housing Projects Subject to Part VI of the Act) O. Reg. 339/01 Last amendment: O. Reg. 376/11, Part VIII Administration s. 35 (2).
Every housing provider shall retain its records relating to every household which occupies a unit in its housing projects for a period of at least five years after the date the household last resides in a unit in the housing project.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2003-02-18
Director, Information Services
City of TorontoMun. Code C. 97001273Master Rental Record: Non-profit HousingPaper8 yrsCity of TorontoMun. Code C. 97000937No Housing File CertificatesActivePaperPCCity of TorontoMun. Code C.97001287Account Code List: B ListsActivePaper1 yr.City of TorontoMun. Code C.97000941Subject CorrespondencePaper5 yrs.City of TorontoMun. Code C.97001298LetterbooksPaper5 yrs.City of TorontoMun. Code C.97001521Letter RegisterPaper7 yrs.Metro Toronto3033Incoming letter registerPaper4 yrs.City of TorontoMun. Code C.97002428Housing Registry SystemPaperPCCity of TorontoMun. Code C.97002487Housing Registry FilesActivePaper2 yrs.City of TorontoMun. Code C.97000767 / 000803General FilesPaper3 yrs.City of TorontoMun. Code C.97001115 / 001256General CorrespondencePaper5 yrs.Metro Toronto3033General CorrespondencePaper6 yrs.
729
Community and Social Services
C2702
Housing Services - Rooming Houses
2001-07-13
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the monitoring of rooming houses which are not operated by the City but do provide accommodation for low-income individuals and families. Includes information on how the rooming houses are used and maintained, rooming house service delivery agencies, and various housing issues. Documents may include copies of funding requests, copies of bylaws, complaints, reports and studies relating to the use and effectiveness of rooming houses, and all supporting correspondence.
NOTE: Rooming houses typically provide persons with individual bedrooms but shared bathrooms and kitchens.
Primary consists of records, originating in the Head Office of Shelter, Support, and Housing Administration, that document the City's role in monitoring privately-run rooming houses. Despite the apparent inclusion of non-archival maintenance and financial records (as indicated in the "Retention in Former Municipalities" fields), the primary may also contain records of informational value, such as reports, studies, and correspondence. According to the scope note, these documents may offer insight into rooming house service delivery agencies, as well as the use and effectiveness of this particular form of housing. Until the records can be reviewed, it is therefore recommended that this primary be deemed archival.
Archival Services determined to amend disposition from Archival Review to Destroy
No
N/A
City Archivist
2006-05-07
General Class of Records (GRC)
No
3 Y
5 Y
8 Y
3 Y
5 Y
8 Y
0
0
0
2
Not Applicable For This RCS code.
8 Years then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Housing Services Act, 2011 Regulations (General) O.Reg. 367/11, s. 102 (2)1,(3)(4)
2) 1. The housing provider must keep each of the following records for at least seven years after the end of the fiscal year to which the record relates: 1. The housing providers' financial records.
3) The housing provider must keep the records relating to a household that occupies a unit in a Part VII housing project for at least five years after the household last resides in a unit in the project.
4) If the housing provider refuses to offer a unit to a household, the housing provider shall keep a record of the decision to refuse to offer the unit to the household, including a copy of the notice given to the household under that section and the information used by the housing provider to make its decision, for at least seven years after the notice was given to the household.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2003-02-28
Director, Information Services
Metro Toronto91-85GrantsPaper7 yrs.Metro Toronto3033General CorrespondencePaper6 yrs.City of TorontoMun. Code C.97002420Rent Supplement FilesPaperPCCity of TorontoMun. Code C.97001753Rent Supplement ClaimsPaper5 yrs.City of TorontoMun. Code C.97001509Inspection ReportsPaper7 yrs.City of TorontoMun. Code C.97001115 / 001256General CorrespondencePaper5 yrs.
C2942Hostel Services - Mental Health Programs
746
Community and Social Services
C2730
Supportive Housing
2001-07-13
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the provision and management of supportive housing programs and services, which enable persons with mental health problems to live independently with or without support. Documents may include program description summaries and brochures, lists of applicants and participants, criteria eligibility lists, and all supporting documentation.
This primary provides a full range of records documenting the delivery of supportive housing services. Originating in the Head Office of Shelter, Support, and Housing Administration, these records appear to both describe the nature of the program and eligibility criteria for applicants. Therefore it is recommended that this primary be deemed archival.
Archival Services determined to amend disposition from Archival Review to Destroy
No
N/A
City Archivist
2006-05-07
General Class of Records (GRC)
No
T
7 Y
T + 7 Y
T
7 Y
T + 7 Y
0
0
0
2
File closed upon termination of services by client
7 Years after File closed upon termination of services by client, Then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Housing Services Act, 2011 Regulations (General) O.Reg. 367/11, s. 102 (2)1,(3)(4)
2) 1. The housing provider must keep each of the following records for at least seven years after the end of the fiscal year to which the record relates: 1. The housing providers' financial records.
3) The housing provider must keep the records relating to a household that occupies a unit in a Part VII housing project for at least five years after the household last resides in a unit in the project.
4) If the housing provider refuses to offer a unit to a household, the housing provider shall keep a record of the decision to refuse to offer the unit to the household, including a copy of the notice given to the household under that section and the information used by the housing provider to make its decision, for at least seven years after the notice was given to the household.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2003-03-13
Director, Information Services
City of TorontoMun. Code C.97001520Past Tenant Index CardsPaper7 ys.City of TorontoMun. Code C.97001273Master File Rental Record: Non-profit HousingPaper8 yrs.City of TorontoMun. Code C.97002428Housing Registry SystemPaperPCCity of TorontoMun. Code C.97002487Housing Registry FilesActivePaper2 yrs.City of TorontoMun. Code C.97001115 / 001256General CorrespondencePaper5 yrs.Metro Toronto3033General CorrespondencePaper6 yrs.City of TorontoMun. Code C.97001523Tenant Records - Co-op'sPaper7 yrs.City of TorontoMun. Code C.97001522Tenant Placement CardsPaperPCCity of TorontoMun. Code C.97001487Tenant Placement - Rent Subsidized ApplicationPaper7 yrs.City of TorontoMun. Code C.97002420Rent Supplement FilesPaperPCCity of TorontoMun. Code C.97001753Rent Supplement ClaimsPaper5 yrs.City of TorontoMun. Code C.97001271Rent Books: Non-profit HousingPaper8 yrs.
C2942Hostel Services - Mental Health Programs
748
Community and Social Services
C2790
Affordable Housing
2001-07-13
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the management and provision of affordable housing initiatives and projects. Affordable housing provides families and single persons with government financial assistance to ensure that housing costs do not consume an undue percentage of the person's or family's regular income. Affordable housing facilities may include high-rise apartments and townhouses, regardless of whether they are City-owned. Documents may include copies of federal and provincial legislation, copies of mission statements, apartment evaluation surveys, research studies, and all supporting correspondence.
NOTE: No master copies of financial documentation are captured under this primary classification. This classification concerns affordable housing projects themselves, not financial transactions associated with them. In addition, affordable housing initiatives do not necessarily always involve subsidies.
Primary consists of records documenting the City's involvement in the provision and management of affordable housing. Originating in the Head Office of Shelter, Support, and Housing Administration, the records in this primary appear to be rich in informational value, containing research studies, apartment evaluation surveys, and supporting correspondence that may offer insight into the condition of affordable housing in Toronto. As the records will likely have long term value for a variety of researchers, it is recommended that this primary be deemed archival.
Yes
N/A
City Archivist
2006-05-07
General Class of Records (GRC)
No
T
7 Y
T + 7 Y
T
7 Y
T + 7 Y
0
0
0
2
File closed upon services no longer required or housing provider terminates agreement of program
7 Years after File closed upon services no longer required or housing provider terminates agreement of program, Then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Housing Services Act, 2011 Regulations (General) O.Reg. 367/11, s. 102 (2)1,(3)(4)
-2) 1. The housing provider must keep each of the following records for at least seven years after the end of the fiscal year to which the record relates: 1. The housing providers' financial records.
3) The housing provider must keep the records relating to a household that occupies a unit in a Part VII housing project for at least five years after the household last resides in a unit in the project.
4) If the housing provider refuses to offer a unit to a household, the housing provider shall keep a record of the decision to refuse to offer the unit to the household, including a copy of the notice given to the household under that section and the information used by the housing provider to make its decision, for at least seven years after the notice was given to the household.
Destroy After Archival Review
Destroy After Archival Review
Destroy After Archival Review
Senior Records and Information Analyst
2003-03-27
Director, Information Services
City of TorontoMun. Code C.97002487Housing Registry SystemPaperPCCity of TorontoMun. Code C.97002428Housing Registry FilesPaper2 yrs.
782
Community and Social Services
C2942
Hostel Services - Mental Health Programs
2001-07-13
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the monitoring of boarding house services which provide persons with mental health problems with temporary accommodation. These boarding houses are not owned or operated by the City, but the City does make periodic inspections of them. May include information on City operating standards and boarding house conditions. Documents may include boarding house inspection reports, copies of agreements, site visit reports, and supporting correspondence.
Habitat Services
Primary consists of records that document the City's role in monitoring privately-run boarding houses that provide accommodation to individuals with mental illness. Originating in the Head Office of Shelter, Support, and Housing Administration, records in this primary appear to possess both informational and evidential value. Reports and correspondence detail operational standards, boarding house conditions, and the City's responses to those conditions. As the records not only offer insight into the role of boarding houses within the City's hostel services program, but also address the issue of housing as it relates to persons with mental illness, it is recommended that this primary be deemed archival.
Archival Services determined to amend disposition from Archival Review to Destroy
No
N/A
City Archivist
2006-05-07
General Class of Records (GRC)
No
T
21 Y
T + 21 Y
T
21 Y
T + 21 Y
0
0
0
2
File closed upon termination of contract or agreement
21 Years after File closed upon termination of contract or agreement, Then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
No applicable record retention legislation.
Shelter Standards 2002, Hostel Service Unit, Shelter, Housing and Support Division, CNS Department, City of Toronto - November 2002.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2003-04-02
Director, Information Services
City of TorontoMun. Code C. 97000753Mental Health Nurse ReportsPaper15 yrs.Etobicoke1984-1214018Case Histories - Mental Health/MedicalPaper10 yrs.City of TorontoMun. Code C.97000941Subject CorrespondencePaper5 yrs.City of TorontoMun. Code C.97001509Inspection reportsPaper7 yrs.Metro Toronto2910General CorrespondencePaper6 yrs.
C2702Housing Services - Rooming HousesC2730Supportive Housing
790
Community and Social Services
C2970
Housing Improvement and Preservation
2001-07-13
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the development and management of programs that provide financial assistance to low and moderate-income persons and organizations so that they may improve, preserve, and/or increase their existing housing. These programs may apply both to private homeowners and non-profit associations. Documents may include copies of policies and procedures, applications for assistance, housing improvement studies and reports, proposals for housing preservation and improvement, copies of financial grants, and correspondence.
NOTE: No master copies of financial documentation are captured under this primary classification. This classification is not concerned with the disbursement of funds.
Termite Program, Residential Rehabilitation Assistance Program (RRAP), Commercial Facade Program, Lowrise Rehabilitation Program, Ontario Home Renewal Program (OHRP), Carpenter Ants Program, Home Modification Program, Convert-to-Rent Program
Primary consists of records documenting the development and delivery of various City-run housing improvement programs for low- to moderate income individuals and non-profit organizations. Given the range of programs associated with this primary, and the types of documents it contains, it is recommended that this primary be deemed archival.
Archival Services determined to amend disposition from Archival Review to Destroy.
No
N/A
City Archivist
2006-05-07
General Class of Records (GRC)
No
T
7 Y
T + 7 Y
T
7 Y
T + 7 Y
0
0
0
2
File closed at completion of project
7 Years after File closed at completion of project, Then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Housing Services Act 2011 Regulations (General), O.Reg. 367/11, Records and Reports s.102, 103 (Last amendment: O. Reg. 38/12).
s.102 - Records, s.103 - Annual Reports
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2003-04-02
Director, Information Services
Scarborough2498714 12 02 216 100OHRP Loans - Special ChargesPaper21 yrs.Scarborough2498706 01 03 799 000O.H.R.P. LoansPaper20 yrs.City of TorontoMun. Code C. 97000939Termite Inspection ReportsPaper21 yrs.City of TorontoMun. Code C. 97001238Home Improvement Loan Files: Home Modification ProgramPaper21 yrs.East York26-91Ontario Home Renewal Plan RecordsPaper16 yrs. AREtobicoke1984-1214522Termite Damage ReportPaperPEast York26-91Termite Inspection and Control RecordsPaperPScarborough2498706 01 03 499 000O.H.R.P. LoansPaper20 yrsCity of TorontoMun. Code C.97000938Development Department RecordsPaper20 yrs.East York26-91Ontario Home Renewal Plan RecordsPaper16 yrs. - arcCity of TorontoMun. Code C.97001509Inspection ReportsPaper7 yrs.Metro Toronto2910General CorrespondencePaper6 yrs.
C2970Housing Improvement and Preservation
872
Community and Social Services
C2910
Homelessness
2001-09-05
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to homelessness in general. Homeless persons are persons who lack regular living accommodations. Documents may include copies of federal and provincial legislation, copies of mission statements, homelessness prevention recommendations, homelessness initiatives, and supporting correspondence.
Primary consists of records, originating in the Head Office of Shelter, Support, and Housing Administration, that document the issue of homelessness in general. Although the analyst's notes indicate that the records in this primary consist of low level copies of documents, the scope note suggests that the primary could contain records of some informational value, such as mission statements and supporting correspondence. Until the actual records can be reviewed, it is therefore recommended that this primary be deemed archival.
Archival Services determined to amend disposition from Archival Review to Destroy.
No
N/A
City Archivist
2006-05-07
General Class of Records (GRC)
No
3 Y
4 Y
7 Y
3 Y
4 Y
7 Y
0
0
0
1
Not Applicable For This RCS code.
7 Years then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
No applicable record retention legislation.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2003-03-28
Director, Information Services
1311
Legal and Licensing
L9000
Legal Matters and Cases
2001-10-15
Closed
Paper
Yes
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the administration of, and consultation for, legal matters and litigation affecting or initiated by the City. This may include information on legal opinions and decisions, litigation fees, legal challenges and issues, by-law enforcement court cases, and judicial decisions. Documents may include subpoenas, copies of contracts and legislation, copies of property plans, legal exhibits such as photographs, legal research documentation, and supporting correspondence.
Primary consists of records relating to the City's legal matters and litigation. Many of these records will contain information with long-term research and historical value for an understanding of the City's history and development, and warrant archival retention. It is recommended that this primary be deemed archival.
Yes
N/A
City Archivist
2003-05-10
General Class of Records (GRC)
Toronto Water - Water Treatment & Supply
No
T
15 Y
T + 15 Y
T
15 Y
T + 15 Y
0
0
0
2
File closed upon resolution of case
15 Years after File closed upon resolution of case, Then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Limitations Act, S.O. 2002, c. 24, Sched. B., ss15(2)
No proceeding shall be commenced in respect of any claim after the 15th anniversary of the day on which the act or omission on which the claim is based took place.
Destroy After Archival Review
Destroy After Archival Review
Destroy After Archival Review
Senior Records and Information Analyst
2002-05-08
Director, Information Services
Metro TorontoNot ScheduledV0600LitigationPaper0Metro TorontoNot ScheduledV0578Coroner's InquestsPaper0Scarborough2498714 12 03 210 000Litigation - R.C. HarrisPaperPpScarborough2498709 05 03 210 100Prosecution FilesPaper7 yrs.Scarborough2498706 01 13 176 000One Foot ReservePaper40 yrs.Scarborough2498706 01 03 571 000Hearings - O.M.B.Paper6 YRS.Scarborough2498706 01 03 134 100O.M.B. Applications for ApprovalPaper6 yrs.City of TorontoMun. Code C. 97002382Street Allowance control Court RecordsPaper7 yrs.City of TorontoMun. Code C. 97002444Employment Law FilesPaper6 yrs.City of TorontoMun. Code C. 97002060Court Files: Previous Fire CodesActivePaperPCCity of TorontoMun. Code C. 97000438Miscellaneous Papers and Releases (legal documents not scheduled separately)PaperPMetro Toronto103-87Subpoenas, Memos & DirectivesPaperAMetro Toronto144-90Land Compensation FilesPaper20 yrs.Etobicoke1984-1214513Court CasesPaper7yrs-case settlNorth York27502Confirmatory By-law FilesPaper7 yrs.North York27502Certification of Title Records (Legal)Paper7 yrs.North York27502Supreme Court JudgementsPaperPNorth York27502Prosecution FilesPaper6 yrs.North York27502Certification of Title Records - Title SearchesPaper7 yrsCity of TorontoConverted000927Legal Files Discontinued in 1990Paper0City of TorontoMun. Code C.97002435CollectionsPaperCC + 5 yrs.City of TorontoMun. Code C.97002274Eviction ProceedingsPaperPC + 10 yrs.City of TorontoDraft003214Court FilesActivePaper5 yrs.City of TorontoNot Scheduled002872Liens, Loans, Housing OrdersPaper0City of TorontoMun. Code C.97002382Street Allowance Control Court RecordsPaper7 yrs.City of TorontoDraft002890Court FilesInactivePaper10Scarborough2498704 03 01 194 000Legal FilesPaper6 yrsEtobicoke1984-1216076Legal FeesPaper7 yrsScarborough2498706 01 10 120 000Hearings - Administrative TribunalsPaper5 yrsScarborough2498706 01 03 412 000Title ProblemsPaper40 yrsMetro Toronto104-87Court DocketPaper3 yrs.Metro Toronto104-87Legal OpinionsPaperArchivesNorth York27502C of A Applications - Decisions - AppealsPaper12 yrs.City of TorontoMun. Code C.97002441Building Permit LitigationActivePaper+ 15 yrs.City of TorontoMun. Code C.97002442Assessment LitigationActivePaper+ 60 yrs.Scarborough2498706 01 03 210 000Litigation FilesPaper10 yrsCity of TorontoMun. Code C.97001068Court DocketsPaper3 yrs.Etobicoke1984-1215011Legal Service AccountsPaper7 yrs.North York27502Legal Opinions - ElectionsPaperPSYork2371-76Non-Judicial Inquiries-Investigtions Coroner's InqPaper6 yrs.North York27502Writs of Summons - Accidents, etc.Paper7 yrs.City of TorontoMun. Code C.97002286Unpaid ExecutionsPaper20 yrs.City of TorontoMun. Code C.97002595Significant Legal CasesPaperPNorth York27502Quit Claim DeedsPaper12 yrs.City of TorontoMun. Code C.97002434Property Title SearchesActivePaperPScarborough2498706 01 03 492 100Legal OpinionsPaper6 yrs.City of TorontoMun. Code C.97002285Legal OpinionsActivePaperPNorth York27502Legal OpinionsPaperPSEast York26-91Legal OpinionsPaper7 yrs. arc. RevScarborough2498716 01 03 300 000Legal Matters, City LiabilityPaper10 yrs.City of TorontoMun. Code C.97002275Injuction ProceedingsPaper30 yrs.City of TorontoMun. Code C.97002443General Litigation FilesActivePaper+ 15 yrs.City of TorontoMun. Code C.97002433General Legal Services FilesActivePaper+ 60 yrs.City of TorontoMun. Code C.97002263GarnishmentsPaper7 yrs.North York27502Court CasesPaperPNorth York27502Collective Bargaining Records (Legal)Paper12 yrs.Metro Toronto144-80Collection Files - Welfare, Hospitalization, etcActivePaper+ 2 yrs.
CHLegal Services
A0049Accident and Incident Reports
1344
Legal and Licensing
L0001
Sign By-Law Variance Applications
2002-03-12
Closed
Paper
N/A
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to applications submitted by the public for requests for variances to the City's sign by-law. These variances constitute authorized departures from the literal requirements of the sign by-law, permitting such things as the size and locations of signs to vary from the formal requirements. Documents may include completed application forms, planners' comments and notes, plans of survey, copies of zoning notices, drawings of the proposed sign(s), photographs of the proposed sign locations and other property signs, and all supporting correspondence. Case files are arranged numerically by application number.
This primary contains records documenting the process involved in requesting variances to the city's existing sign by-law, in relation to specific properties/developments.
The repetitious nature of the records, the prevalance of copies of documents rather than originals, the availability of much of the information elsewhere, in minutes, by-laws and reports, all serve to limit their research value. Such records could have general importance for understanding the on-going development of the city. As well, certain significant developments will be documented. However, the culling required to identify particular properties/issues of significance, and the work involved in comparing the documents on file here as opposed to elsewhere, to ensure a degree of uniqueness sufficient to merit retention, would be prohibitive. The end results of such a process would provide only minimal justification for the means with which they were obtained.
It is recommended that this primary be deemed Non-Archival.
No
N/A
City Archivist
2007-01-31
General Class of Records (GRC)
2
No
T
15 Y
T + 15 Y
T
15 Y
T + 15 Y
0
0
0
2
File closed upon notice of decision
15 Years after File closed upon notice of decision, Then Destroyed (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Municipal Code Ch. 693, Signs. Limitations Act, S.O. 2002, c. 24, Sched. B., ss15(2).
- No proceeding shall be commenced in respect of any claim after the 15th anniversary of the day on which the act or omission on which the claim is based took place.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2002-05-08
Director, Information Services
2007-09-12
City of TorontoMun. Code C. 97001812Sign Control Index CardsActivePaperPCCity of TorontoDraft003118Sign By-law ExemptionsPaper3 yrs.
D0012Minor Variance Applications
1358
Governance
G0200
Declarations of Office
2002-05-15
Closed
The City Clerk's Office elect Government by ensuring election readiness and managing elections operations; makes government work by managing government decision-making, supporting elected and accountability officials, providing ceremonial and official event services and delivering provincially delegated services; promote open government by managing and storing records, enabling corporate information stewardship and delivering creative, printing and distribution services
Paper
Records Classification System (RCS)
Dates
No
No
Undetermined
Undetermined
Undetermined
Undetermined
No
Undetermined
No
No
Records relating to declarations of office given by members of council before taking office to which elected by regular election, by-election or appointment. Oaths of office and qualification are sworn in before a Commissioner of Oaths and received by the City Clerk. Members cannot take their council seat or conduct business until after the declarations of office has been made as cited under City of Toronto Act, 2006, S.O. 2006, c. 11, Sched. A, s.186. Documents include signed declaration forms.
Record of Declarations of elected members of council and mayor
These records document the City's involvement in promoting arts, culture, and recreation through a process of appointing individuals and/or groups to positions of public influence. They provide a record of those nominated for particular positions, the selection procedure, and related public appearances by the appointees. They will contribute significantly to our understanding of the municipal government's activities in support of arts, culture and recreation, as well as the activities of specific individual citizens and interest groups. Analysis of the records of the nominees and the appointees may contribute to a researcher's appreciation of the evolving nature of public opinion and social values over time in Toronto, particularly as they relate to issues of gender and ethnicity in the fields of arts, culture, and politics. For these reasons the records should be deemed archival.
Yes
N/A
City Archivist
2005-03-17
General Class of Records (GRC)
City Clerk's Office (CCO)
2
No
Act, 2001, c. 25, s. 8.
Name, completed nomination forms, news clippings, promotional materials relating to public appearances, selection and nomination reports, supporting correspondence.
Determine special appointments.
City Clerk's Office, City Council.
Members of the public given special appointments.
8 Y
0
8 Y
0
0
0
1
Not Applicable For This RCS code.
Paper records only: 8 Years then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
City of Toronto Act, 2006, S.O. 2006, c. 11 , Sched. A, s186 - Declaration of Office
Destroy After Archival Review
Destroy After Archival Review
Senior Records and Information Analyst
2008-03-28
Director, Information Services
2008-03-28
Scarborough2498702 01 04 312 000Oaths & Declarations of OfficePaper0Etobicoke1984-1215071Oaths & AppointmentsPaper4 yrs.East York26-91Oaths of OfficePaper0City of TorontoMun. Code C.97000505Declarations of Office: Civic OfficialsPaperPCCity of TorontoMun. Code C.97000504Declarations of Office: Council MembersPaperP
CACity Clerk's Office (CCO)
1841
Assets and Property Management
A0049
Accident and Incident Reports
2001-01-24
Closed
PAPER
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the City's reporting of accidents or incidents that have occurred on City properties, including parks and recreational facilities, and that may involve members of the public, City staff, and buildings and structures. Accident reporting concerns events such as vandalism, arson, vehicle accidents, and personal injuries that have occurred. Incident reporting concerns events that had the potential to be accidents, but were not accidents, and are used for tracking hazardous trends. May also include detailed investigative reports for individual accidents or incidents, which document synopses of events, probable causes, and recommendations for improvement. Documents may include completed accident and incident report forms, detailed investigative full and summary reports, and all supporting correspondence.
-20 Standard Reporting (re: Supervisor's Report of Injury/Accident form)
-30 Investigative Reporting ( re: detailed investigative reports)
Records consist of completed accident, injury, or incident reports involving the public and City staff at City properties. Records are generally administrative and housekeeping and, as such, do not warrant long term archival retention. More detailed records relating to the follow-up on significant accidents, injuries and incidents would be found in the appropriate departmental records, as well as Council and committee proceedings.
No
N/A
City Archivist
2003-03-24
General Class of Records (GRC)
No
T
2 Y
T + 2 Y
T
2 Y
T + 2 Y
0
0
0
2
File closed upon resolution of case.
2 Years after File closed upon resolution of case, Then Destroyed (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Limitations Act, S.O. 2002, c. 24, Sched. B., s. 4, 5 (1)
- A proceeding shall not be commenced in respect of a claim after the second anniversary of the day on which the claim was discovered; claim is discovered on the earlier of, day on which the person with the claim first knew, of the injury.
Data from completed paper forms (Supervisor's Report of Injury/Accident form) are manually inputted into IDSM, a disability management database (master copies of standard reporting is electronic). As for the detailed investigative reports, master copies are in paper format. Client recommended keeping reports for five years, then destroying.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2002-05-08
Director, Information Services
Metro TorontoNot ScheduledV2205Motor Vehicle Property Damage and TheftPaper0Scarborough2498716 01 18 681 000Metro Police Vehicle Accident ReportsPaper4 yrs.Etobicoke1984-1217006Vehicle Accident FilePaper10 yrs.City of TorontoMun. Code C.97001081Illness and Accident File CardsActivePaperPCMetro TorontoNot ScheduledAccident Reports, Statistics,Paper0Metro TorontoNot ScheduledManuals for Accident Reporting SystemPaper0Metro TorontoNot ScheduledDriver Accidents ReportsPaper0Metro TorontoNot ScheduledAccident and Incident ReportsPaper0Metro TorontoNot ScheduledCorrespondence/Memos - Accident ReportsPaper0Metro TorontoNot ScheduledIncident Reports on ClientsPaper0Metro Toronto15-85Employee AccidentsPaperU/SMetro Toronto103-87Employee AccidentsPaperU/SNorth YorkNot ScheduledNY000Accident & Incident ReportsPaper0YorkNot ScheduledYxxxEmployer's Accident ReportsPaper0Metro Toronto15-85Motor Vehicle AccidentsPaper4 yrs.Etobicoke1984-1219216AccidentsPaper5 yrs.North York27502Accident Statistics (Punch Cards)PaperPNorth York27502Accident StatisticsPaper7 yrs.York2371-76Accident Reports, street lighting, equipment damagPaper10 yrs.City of TorontoMun. Code C.97002553Accident Reports SystemPaperPCYork2371-76Accident Reports - Vehicle copiesPaper2 yrs.York2371-76Accident Reports - vehicle and equipmentPaper10 yrs.York2371-76Accident Reports - traffic equipment damagePaper10 yrs.Scarborough2498726 32 02 537 200Accident Reports - Recreation & ParksPaper6 yrs.Scarborough2498726 32 02 537 300Accident Reports - Metro PolicePaper2 yrs.North York27502Accident ReportsPaper3 yrs.City of TorontoMun. Code C.97000585Accident Report FilesActivePaper10 yrs.North York27502Accident Coding SheetsPaper1 yrYork2371-76Accident - Field SheetsPaper3 yrs.Etobicoke1984-1219514Accident ReportPaper5 yrs.
1846
Information, Communications and Administration
I0540
Corporate Project Management
2003-04-01
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the collection, usage, and maintenance of documentation concerned with the effective management and control of all corporate projects conducted by and/or for the City. May include information relating to project status reporting, planning and estimating, progress tracking, quality assurance, and contingencies. Documents may include copies of requests for proposals and purchase orders, copies of organizational charts, copies of vendor catalogues, copies of presentations, memorandums, project control books, and all supporting correspondence.
Project Control Books
Although the analyst's notes suggests that the records in this primary do not relate to the actual corporate projects, the scope note suggests otherwise. The inclusion in this primary of presentations, memoranda, project books, and supporting correspondence indicate a contextual overview which could have long-term research value. It is recommended that this primary be deemed archival. Archival Services determined to amend the disposition from Archival Review to Destroy.
No
N/A
General Class of Records (GRC)
No
T
10 Y
T + 10 Y
T
10 Y
T + 10 Y
0
0
0
2
File closed upon project successfully completed or prematurely cancelled and no more documents are added to the file (i.e., at end of project closure phase)
10 Years after File closed upon project successfully completed or prematurely cancelled and no more documents are added to the file (i.e., at end of project closure phase), Then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
No applicable record retention legislation.
Paper records constitute the master copies (electronic records are maintained on the LAN). Retention is to be determined - no coordinated offsite transfer, and no destruction, of records to date.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2003-05-01
Director, Information Services
Metro Toronto103-87Projects - Survey/Data SheetsPaperDisc Dept HeadMetro Toronto103-87Projects - Financial RecordsPaperAudit + 5 yrsMetro Toronto103-87ProjectsPaperAMetro Toronto103-87ProjectsPaperAMetro Toronto103-87Projects Survey/Data SheetsPaperDisc Dept. HeadMetro Toronto103-87Projects - Financial RecordsPaperAudit + 5 yrs.Metro Toronto103-87ProjectsPaperAScarborough2498720 01 13 191 000Development and Other ProjectsPaper5 yrs.
1854
Information, Communications and Administration
I0045
Enquiries and Complaints
2003-04-10
Closed
Paper
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the exchange of communication between City departments and external organizations and individuals. The City may communicate with internal and external parties to address complaints and enquiries, provide information and notifications, and to resolve various issues. Documents may include correspondence received and copies of correspondence sent internally between City departments and to external organizations and individuals, and any other supporting documentation.
NOTE: This primary classification is intended for discrete records series that specifically concern the exchange of information internally between City departments and external organizations. In most cases, however, correspondence concerning enquiries and complaints is incorporated within files dealing with a particular subject topic, as opposed to constituting a distinct records series; see the appropriate subject-based primary classification as concerns arrangement of these types of records.
The archival review for this primary was originally approved in 2003, and at that time the recommended disposition was Destroy After Archival Review. This recommendation was based on the information contained in the scope note, rather than on a detailed examination of the records covered by the primary. In the intervening period between 2003 and 2011, archival review of the actual records has revealed that there is little of long-term historical value contained in this primary. There records are largely low-level administrative records or transitory in nature. It is therefore recommended that the disposition be changed to Destroy.
Note: See related documents for the superseded original archival appraisal.
No
N/A
City Archivist
2011-10-07
Personal Information Bank (PIB)
No
Act, 2001, c. 25, s. 2.
Records relating to the exchange of communication between the City and external organizations and individuals.
Resolve complaints from the public.
Directors, Managers, and Supervisors.
Private Citizens.
T
3 Y
T + 3 Y
T
3 Y
T + 3 Y
0
0
0
2
File closed upon resolution of case
3 Years after File closed upon resolution of case, Then Destroyed (Pending Council Approval)
Retention to be determined (Pending Council Approval)
No applicable record retention legislation.
Paper records typically (though not necessarily always) constitute the master copies. Retention TBD. A number of inquiry and complaints issued. None of these records will have long-lasting, historical value. Final disposition should be destruction.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2002-04-16
Director, Information Services
Metro TorontoNot ScheduledV7109Compliance (Internal Inquiries)Paper0Metro TorontoNot ScheduledV4307Program Management - Councillors' InquiriesPaper0Metro TorontoNot ScheduledV0190Complinats and InquiriesPaper0City of TorontoMun. Code C. 97001844Inspection ReportsPaper10 yrs.City of TorontoMun. Code C. 97001082Surface Complaint FormsActivePaper5 yrs.City of TorontoMun. Code C. 97001490Lane Opening Inquiries: RequestsPaper6 yrs.City of TorontoMun. Code C. 97002064Agreement Compliance InquiriesActivePaperPCCity of TorontoMun. Code C. 97000096Telephone Inquiry SheetsActivePaper3 yrs.City of TorontoMun. Code C. 97002055Dispatch Complaint LogsActivePaper1 yr.City of TorontoMun. Code C. 97000798 001995 001996 001197Complaints Files Card IndexPaper3 yrs.City of TorontoMun. Code C. 97000799 001998 001999 002000Complaints FilesActivePaper3 yrs.City of TorontoMun. Code C. 97000071Enqury SheetsActivePaper5 yrs.City of TorontoMun. Code C. 97000825Complaint FilesActivePaper2 yrs.City of TorontoMun. Code C. 97001404Public Inquiries: Students and TouristsPaper6 monthsCity of TorontoMun. Code C. 97Zoning EnquiriesActivePaper2 yrs.City of TorontoMun. Code C.97001816Public Works Curb Cuts EnquiriesActivePaper2 yrs.North York27502Public Inquiries and Complaint FilesPaper2 yrs.East York26-91Compliants/Investigations GeneralPaper5 yrs.York2371-76Complaints - traffic, garbage, untidy property, etPaper10 yrsNorth York27502Complaints FormPaper2 yrs.North York27502Complaints - Dental ProgramPaper3 yrs.Scarborough2498704 03 09 740 100ComplaintsPaper6 yrs.North York27502ComplaintsPaper2 yrs.York2371-76ComplaintsPaper3 yrs.Scarborough2498712 01 01 195 000Complaint LettersPaper4 yrs.North York27502Complaint Files - Multiple OccupancyPaper10 yrs.Etobicoke1984-1214052Complaint FilesPaper7 yrs.York2371-76Complaint CardsPaper2 yrs.North York27502Complaint FormsPaper2 yrs.City of TorontoMun. Code C.97000825Complaint FilesActivePaper2 yrs.City of TorontoMun. Code C.97001407Public Inquiries: MiscellaneousPaper1 yr.North York27502Public Inquiries & Complaint FilesPaper2 yrs.
1889
Natural Environment and Sustainable Resources
N0515
Horticulture Management
2003-08-29
Closed
Mixed Media
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the requirements, selection, production, planting, and maintenance associated with the City's horticultural initiatives. Horticulture concerns the science of cultivating edible and/or ornamental plants. The City practices horticulture by planting or depositing and maintaining flowers, grass, and shrubs in City parks, golf courses, sports fields, conservatories, and City-owned buildings. May include information relating to the production of horticultural plants in City-owned greenhouses and the application of pesticides and fertilizers. Documents may include inventory listings of horticultural displays, horticultural production schedules, listings of required supplies for horticultural production, completed fertilizer and pesticide use authorization forms and summary tracking lists, and all supporting notes.
-20 Horticultural Tracking Data
-30 Pesticide Use Authorizations
-40 Fertilizer Application Authorizations
The records covered by this primary include both an electronic database of horticultural tracking information and paper documents containing information that is entered into the database for aggregate analysis. Records generally pertain to the selection, production, planting, and maintenance of plant materials associated with the City's horticultural initiatives in parks, public open spaces, greenhouses, and other locations.
Records appear to be similar to the records covered by N0514 (Urban Forestry Inventory and Tracking), except they cover non-tree plant materials. N0514 is deemed to be so important by the creating department that the records are deemed to be permanent. By contrast, the creating department for these records has not given them the same weight.
Nevertheless, these records could provide researchers with information relevant to a wide range of issues, such as the history of landscape design, changes in horticultural tastes (e.g., from exotic plants to native plants), use and impact of pesticides and other chemicals, impact of global warming on the City's natural environment., operations in such historically important City-owned greenhouses as Allan Gardens and Edwards Gardens. The case for the importance of these records is made even stronger because there is no other primary specifically covering "horticultural" issues.
Because the records covered by this primary have long-term research value, it is recommended that they be deemed to be archival.
Archival Services determined to amend the disposition from Archival Review to Destroy.
No
N/A
General Class of Records (GRC)
No
T + 1 Y
0
T + 1 Y
2 Y
5 Y
7 Y
0
0
0
2
source paper data have been fully entered into database system & quality assurance done
Paper records: One year after source paper data have been fully entered into database system & quality assurance done, Then Destroyed, Subject to Archival Review
Electronic records: 7 Years then Destroyed, Subject to Archival Review (Pending Council Approval)
Retention to be determined (Pending Council Approval)
- Limitations Act, S.O. 2002, c. 24, Sched. B., s. 15 (2);
- City of Toronto - Municipal Code, Chapter 612, By-law # 456-2003.
- No proceeding shall be commenced in respect of any claim after the 15th anniversary of the day on which the act or omission on which the claim is based took place.
- Pesticides, Use of
Horticultural Tracking Data - electronic data stored on an internal database and management system comprise the master record copies. Information from paper copies is manually inputted into the database, and the paper records are not referred to after that (source paper documents are destroyed after 1 year). Department requires about 5 years' worth of data for operational purposes.
Pesticide and fertilizer authorizations - paper copies are master record copies. Key data are manually inputted into an Excel database, so that summary aggregate data can be viewed about the totals, etc. Client recommended keeping summary aggregate data in database for 10 years. No records (paper or electronic) destroyed to date. Destruction is recommended as the final records disposition.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2005-04-19
Director, Information Services
1891
Natural Environment and Sustainable Resources
N0517
Natural Flora Maintenance
2003-09-02
Closed
Electronic - Text
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to initiatives supporting the stewardship and maintenance of native plant species in the City's natural areas, such as ravines. The objective is to maintain these areas in a natural environmental state concerning the growth of plant species. May include information relating to encouraging the growth and/or cultivation and planting of native plant species, and culling invasive and foreign plant species. Documents may include natural flora requirements listings, natural flora maintenance reports, and all supporting notes.
Natural Environment Tracking Data
Although the theme of encouraging native plants and planting has been a significant one over the last twenty years, and will be of long term interest to researchers, other primaries deemed to be archival adequately cover this and related topics.(notably N0048, Environmentally Sensitive Areas; and N0051, Naturalization Plans). The records covered by this primary are primarily housekeeping and therefore have little long-term research value.
It is recommended that this primary not be deemed to be archival.
No
N/A
City Archivist
2006-03-12
General Class of Records (GRC)
No
T + 1 Y
0
T + 1 Y
6 Y
0
6 Y
0
0
0
2
source paper data have been fully entered into database system
Paper records: One year (source paper data have been fully entered into database system), Then Destroyed
Electronic records: 6 Years then Destroyed (Pending Council Approval)
Retention to be determined (Pending Council Approval)
- Limitations Act, S.O. 2002, c. 24, Sched. B., ss 15 (2);
- City of Toronto - Municipal Code, Chapter 658
- No proceeding shall be commenced in respect of any claim after the 15th anniversary of the day on which the act or omission on which the claim is based took place.
- Ravine Protection
Electronic data will be stored on an internal database and management system (currently under development) and will comprise the master record copies. Information from paper copies will be manually inputted into the database, and the paper records are not expected to be referred to after that (source paper documents should be destroyed after 1 year). Department requires about 5 years' worth of data for operational purposes.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2005-04-19
Director, Information Services
1897
Natural Environment and Sustainable Resources
N0514
Urban Forestry Inventory and Tracking
2003-09-24
Closed
Electronic - Text
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the collection and use of inventory and health and maintenance tracking data concerning trees found along City streets and in some parks. Includes detailed information concerning individual trees, such as tree species, age, size, date planted, health, and location. Also includes information relating to complaints and requests made for service, and work performed by the City, concerning individual trees.
Given the long-term operational value of the urban forestry inventory, permanent retention is reasonable. Given the long-term research value of these records, however, periodic transfer of copies of the electronic records, or public access to an electronic database maintained by the custodial department, should be seriously considered.
Researchers could use such records to investigate many topics in addition to the care, treatment, and fate of individual trees (the primary interest of the creating department), such as global warming, impact of various forms of air, water or other forms of pollution on the urban forest, evidence of various forms of air, water, and other forms of pollution in the urban environment, long-term historical trends based on data that has been superceded but not erased from the electronic database.
Two issues arise, however. First, does this primary cover analyses based on information in the inventory, as well as the raw data itself? If the "transitory" paper records are, in fact, the only evidence of how the department used the information, and the only historical record of actual analyses, the paper records should not be "transitory" but appraised for archival value. Second, does the electronic database include the information about complaints and requests for service mentioned in the scope note? If it does not, these records should be appraised for archival value.
It is recommended that the electronic records in this primary be deemed permanent, with researcher access being made possible in the future, and that the paper records being identified for possible archival designation, rather than continuing to be designated "transitory.".
Yes
N/A
General Class of Records (GRC)
No
0
0
0
P
0
P
0
0
0
1
Not Applicable For This RCS code.
Electronic records only: Permanent Storage (Pending Council Approval)
Retention to be determined (Pending Council Approval)
- Forestry Act, R.S.O. 1990, c. F.26, s.5;
- City of Toronto - Municipal Code, Chapter 813, Art. III, Bylaw No.780-2004.
- Establish programs to protect, manage or establish woodlands and to encourage forestry that is consistent with good forestry practices.
- Tree Protection
Electronic records comprise the master copies, saved on the Toronto Maintenance Management System (TMMS). Paper copies are transitory printouts and produced only when needed for reference purposes. Notes are regularly entered into, and e-mail messages regularly pasted into, TMMS.
Destroy After Archival Review
Permanent / Archival Review
Destroy After Archival Review
Senior Records and Information Analyst
2005-04-19
Director, Information Services
Etobicoke1984-1217506Forestry Index (Online)ActiveElectronicContinualEtobicoke1984-1217507Trees Address FileActivePaperContinual
D0009Waterfront Planning
1912
Information, Communications and Administration
I0310
Graphic Design Records
2004-03-09
Closed
Mixed Media
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the professional graphic design of City information resources, which include posters, flyers, brochures, manuals, specialty promotional items and the Corporate Identity Program (CIP), both paper-based and electronic format. Information includes approved and rejected layouts and formats, printing specifications, graphic design and requests for web posting, and consultation notes. Documents may include photographs or their electronic identification, former work samples, exchange of communication between the divisions in relation to services provided, copies of legal information and all supporting documents.
Creative Design Docket files
Primary consists of records regarding the design and approval process for posters, flyers, brochures etc. related to City programs. These records typically contain the correspondence between the Division and the graphic designer selecting colours, font sizes and layouts, as well as the technical aspects of printing specifications. While this series has some evidential and informational value, its potential for long-term historical or research value is limited because of the records' administrative nature.
It is recommended that this primary be deemed non-archival.
No
N/A
City Archivist
2009-02-15
General Class of Records (GRC)
No
3 Y
5 Y
8 Y
3 Y
5 Y
8 Y
0
0
0
1
Not Applicable For This RCS code.
8 Years then Destroyed (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Copyright Act (Canada), R.S.C. 1985, c. C-42, subclause 54.(1)(a)(b); as amended 1997, c. 24, s.31(1)
Shall cause to be kept register of copyrights of (a) names or titles of works and other subject-matter in which copyright subsists; names, address of authors, performers, makers of sound recordings, broadcasters, owners of copyright, assignees of copyright, and persons to whom an interest in copyright has been granted by licence.
Master copies of records include paper files and electronic files (Filemaker system and computer hard drives re: graphic design software). All 3 versions (paper, Filemaker, and hard drives) are master copies, as each version contains some information not found in the other versions. Inactive digital records are retained on both DVD and CD.
Destroy
Destroy
Destroy
Senior Records and Information Analyst
2009-01-22
Director, Information Services
2008-12-18
East York26-91Brochures and Fliers (EY) Production FilesPaper2 yrs.
1927
Governance
G0051
History of Committees of Council, City Agencies & Corporations
2004-06-22
Closed
Secretariat manages meetings for City Council and its committees and selected agencies and commissions. Responsibilities includes recording of Council, committees, agencies and commissions' meetings and decisions; maintains by-laws and the Toronto Municipal Code; manages public appointments to agencies and commissions and serve Members, staff and the public in four district locations.
Mixed Media
Records Classification System
Dates, agencies & boards name
No
NA
NA
Yes
Maintained on the network shared G:\Drive
No
No
No
Yes
Authoritative records in paper format are maintained in LLRS
No
No
No
No
Records relating to the history of City committees, agencies, corporations and other special purpose bodies established and members appointed by City Council. The bodies may range from large corporations to small community-based agencies and boards with varying responsibilities. Documents include historical accounts of the establishment of the bodies; copies of council and committee decisions establishing the bodies; reports; letters; appointment documents and all supporting correspondence. Records may exist in both paper and electronic format. Records are organized by the name of the body and the establishment date.
Note: Relevant council, committees and the bodies meeting records are governed by G0001
Secretariat maintains the official documentation of the City's establishment of committees, agencies, corporations, as well as Council appointments of members to these bodies. Additionally, Secretariat maintains information about the memberships, activities and decisions of these bodies. Although copies of portions of these records may also be found elsewhere, Secretariat's holdings are authoritative, comprehensive, and serve as a valuable information resource for keeping track of the many Council committees, City agencies and corporations. These files provide an important information source about corporate structure and governance in the City of Toronto. They also give insight into City Council and the roles in which various committees and individual members have impacted the City of Toronto, its citizens and its natural and built environment. The records will be a valuable resource for the Archives when writing administrative histories, and will also be valuable to researchers trying trace the history of City committees, agencies and corporations.
Given that these records possess high degree of both evidential and informational value, it is recommended that this primary be subject to archival review.
Yes
N/A
City Archivist
2014-06-03
General Class of Records (GRC)
City Clerk's Office (CCO);CCO - Secretariat (SEC)
2
No
T
3 Y
T + 3 Y
T
3 Y
T + 3 Y
2
File to remain active until closed.
3 years after file to remain active until closed, , disposition to be determined (Pending Council Approval)
Retention to be determined (Pending Council Approval)
No applicable record retention legislation.
Destroy After Archival Review
Destroy After Archival Review
Senior Records and Information Analyst
2013-12-05
Director, Information Services
2014-03-13
CACity Clerk's Office (CCO)CAHCCO - Secretariat (SEC)
18244
Financial Management
F4100
OMERS Statements and Reports
2007-07-18
Closed
Paper
Yes
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the administration of the Ontario Municipal Employers Retirement System (OMERS). OMERS is the compulsory municipal employees pension plan every City of Toronto employee and the City contributes to through payroll deductions and matching contributions. In the normal course of business, the City's Pension unit receives documentation from OMERS reporting upon the performance of the fund's investments. Record types received by Pensions includes no further benefits of pension disbursements, annual updates, pension adjustments, statements, and annual reports.
Note: Records relating to the administration of non-OMERS pension funds (eg. Firefighters, Metro Civic, Police) are located in primary F4000 Pension Plan Investment & Administration. Documents relating to the individual plan member are filed within the employee file (F1301). Electronic documents are unstructured; everything is printed out and filed. No retention requirement.
To monitor investments and regularly scheduled payments to OMERS pensioners. The documents generated by OMERS are forwarded to the City as courtesy copies.
01 - Contribution Remittance
02 - 119 Year End Reporting
N/A
N/A
General Class of Records (GRC)
2
No
T
7 Y
T + 7 Y
0
0
0
2
File closed upon termination of the last surviving beneficiary of the pension policy
Paper records only: 7 Years after File closed upon termination of the last surviving beneficiary of the pension policy, , disposition to be determined (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Income Tax Act, (Canada), R.S.C. 1985, c. 1 (5th Supp.), s. 230; Ontario Municipal Employees Retirement System Act, S.O. 2006, c. 2, ss21(2). City of Toronto By-law No. 953-2000 - Participation in the Ontario Municipal Employees Retirement System.
-Records and books of account to determine tax payable, accounts and vouchers to verify information to be kept six years from end of last tax year to which they relate. - The Administration Corporation shall give a copy of the annual report to every employer participating in the pension plans and to any member or former member of the plans who requests it.
Electronic documents are unstructured; everything is printed out and filed. No retention requirement.
Senior Records and Information Analyst
2008-10-29
Director, Information Services
2008-10-30
Metro TorontoNot ScheduledV1383Ontario Municipal Employees Retirement System (OMERS)Paper0Scarborough2498714 07 12 202 000Pension Plan - OMERS (Before 1967)PaperPPEtobicoke1984-1218044Government Annuities ListingPaper2 yrs.Etobicoke1984-1218043Deferred Pension FilesPaperCon.Etobicoke1984-1218028Pension - OMERS/Payment ListingPaper2 yrs.City of TorontoMun. Code C.97001064OMERS Monthly Contribution ReportsActivePaper2 yrs.City of TorontoMun. Code C.97001059OMERS RefundsPaper7 yrs.City of TorontoMun. Code C.97001060OMERS TransfersPaper7 yrs.Scarborough2498714 07 12 202 000Pension Plan - OMERS Before 1967InactivePaperPPMetro Toronto103-87OMERS - General FilesInactivePaperArchivesEtobicoke1984-1216148Pension - OMERS / Payment ListingInactivePaperContinualCity of TorontoMun. Code C.97001062OMERS PensionsInactivePaperPCCity of TorontoMun. Code C.97001061OMERS Deferred PensionsInactivePaper7Y
18275
Governance
G5500
Lobbyist Registry Applications
2008-03-28
Closed
Mixed Media
No
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Undetermined
Records relating to the application, approval and/or denial of all lobbyists wishing to represent themselves, their employer or a third party that is interested in conducting business with the City of Toronto. Information is kept in both hard copy and electronic. Hard copy records include the signed register and declarations, electronic records include the application information and is available to the public (the Lobbyist Registry System). Documents can include delegation forms, certification forms, and supporting correspondence related to the registration.
Any lobbyist wishing to conduct business with the City of Toronto on behalf of their patrons must be registered in the City?s Lobbyist Registry office.
Series consists of all records relating to the management of the Lobbyist Registry program. This consists of applications by all individuals that will be lobbying on behalf of any organization wishing to conduct business with the City. This program is a direct result of the Toronto Computer Leasing Inquiry and the recommendations of Commissioner Justice Denise Bellamy.
Much as the records of the above inquiry have provided insight into the role played by lobbyists in the decision making at the City, the lobbyist applications forms, register, and other forms included in this series will allow individuals to track those who lobbied on behalf of specific organizations over time.
It is recommended that this series be deemed archival.
N/A
N/A
General Class of Records (GRC)
1
No
City of Toronto Act, S.O. 2006, c.11,ss165 (1). Municipal Code, Chapter 140, Article V s140-32 - Storage, City or Toronto By-law 150-2007
Name, address, telephone number, nature of lobbying activity
To demonstrate transparency of lobbyists with respect to City business in accordance with Bellamy report recommendations
Database to be accessed by citizens via internet
Individual citizens as well as professional lobby groups.
T + 2 Y
8 Y
T + 10 Y
T + 10 Y
0 Y
T + 10 Y
2
File closed at cessation of business with lobbyist.
10 Years after File closed at cessation of business with lobbyist, , disposition to be determined (Pending Council Approval)
Retention to be determined (Pending Council Approval)
City of Toronto Act, S.O. 2006, c.11,ss165 (1). Municipal Code, Chapter 140, Article V s140-32 - Storage, City or Toronto By-law 150-2007
- The City shall establish and maintain a registry in which shall be kept such returns as may be required by the City that are filed by persons who lobby public office holders.
- Any return or other document that is received by the Registrar may be entered or recorded by any information storage device, including any system of mechanical or electronic data processing, that is capable of reproducing the stored return or other
document in intelligible form within a reasonable time.
Senior Records and Information Analyst
2008-09-16
Director, Information Services
2008-09-23
North YorkNot ScheduledMGA30Lobby GroupsPaper0City of TorontoNot Scheduled002615Lobbyist Disclosure RecordsPaper0
32232
Information, Communications and Administration
I0007
Fraud and Waste Hotline Complaints or Investigations
2010-06-09
Closed
The Forensic Unit is responsible for the operation of the City's Fraud and Waste Hotline Program and for conducting and coordinating investigations directed at the detection of fraud, waste and wrongdoing involving City resources.
MIXED MEDIA
Cabinets
No
Fraud and Waste Hotline Domino Database
N/A
Once a complaint is received, the matter is documented in our database. Details of the complaint are tracked including actions taken to resolve the complaint, until the matter is closed.
Yes
Electronic records are maintained in the Fraud and Waste Hotline Database. These electronic records are meant to be an electronic copy of the hard copy records, but not an exact mirror copy.
Yes
The electronic file also contains scanned or electronic copies of all pertinent documentation such as evidence, correspondence, background notes, and interviews
Yes
Records collection is kept in numerical order with a unique ID
No
No
No
No
No
No
Records relating to the information pertaining to the life cycle of complaints and allegations submitted to the Fraud and Waste Hotline operated by the Forensic Unit. Complaints can be made by phone, fax, email or online form. Both the hard copy and electronic file contains originals and copies of pertinent documentation such as evidence, correspondence, background notes, and interviews. Although, the electronic records are meant to be an electronic copy of the paper records, it is not an exact mirror copy. The files are arranged by year and complaint file number. During the time that a file is 'outstanding' or active, the file may reside with a Forensic Unit team member or filed centrally pending a final resolution or outcome.
Note: The matter is documented when the complaint is received and the information is stored in the Fraud and Waste Hotline Domino database. The statistical summary of the annual Fraud and Waste investigations would appear in the Auditor General's report to Council.
This primary consists of complaints files created by the Forensic Unit of the Auditor General's Office. Files are used to track the investigation of complaints and allegations made by City staff and the general public from receipt to resolution. Although the files contain confidential, personal information that will limit public access for a lengthy period of time, the records document ongoing efforts by the City to eliminate fraud and waste and protect its revenue, property, and proprietary information. It is therefore recommended that this primary be deemed archival. Archival Services determined to amend the disposition from Archival Review to Destroy.
No
N/A
City Archivist
2011-01-25
General Class of Records (GRC)
Auditor General's Office - Office of the Auditor General
2
No
Collected are Names, Address, Employee Numbers and Attendance
City employees, the general public and anyone doing business with The City can report suspected wrongdoing involving municipal resources, waste or contracts
City of Toronto Auditor General's Office - Forensic Unit
City Employees
T
10 Y
T + 10 Y
T
10 Y
T + 10 Y
2
Case closed at the discretion of the Director, Forensic Unit, Auditor General's Office
10 years after case closed at the discretion of the director, forensic unit, auditor general's office, then destroyed (Pending Council Approval)
Retention to be determined (Pending Council Approval)
City of Toronto Fraud Prevention Policy and Fraud/Waste Hotline (March 12, 2007)
City of Toronto Whistle Blower Protection (June 15, 2011)
Destroy
Destroy
Senior Records and Information Analyst
2010-07-21
Director, Information Services
2010-07-21
IAAuditor General's Office - Office of the Auditor General
32341
Legal and Licensing
L0371
Pet License Records
2011-02-11
Closed
Animal Services promotes responsible pet ownership through the enforcement of the Municipal Code, Chapter 349 and other animal related laws. Provide a 24 hour emergency response to calls for animals that are injured, in distress or are jeopardizing the safety of the public. Responsible for sheltering animals that are lost or surrendered by owners or animals that are available for adoption to new homes.
PAPER
No
ePets, Chameleon, Moneris, Global Payment Systems
ePet is a web application permitting pet owners to apply for/renew licenses. Chameleon contains information manually entered from ePet such as payments using third party vendors such as Moneris (former), Global Payment Systems (current), or future e-payment service provider. Also, walk-in payments (paper forms) are manually fed into Chameleon.
Yes
Yes
Yes
No
Yes
Information from Chameleon is inputted manually to ePets. TAS hoping to have IT build a bridge for downloading from Chameleon to ePet.
Yes
ePets information is transferred to Chameleon, manually until a bridge is found.
Yes
see notes above.
No
No
Records relating to the registration and renewal of pet licenses. Payments are made in one of two ways: 1) online through a third party payment vendor or, 2) in person at a Toronto Animal Services location by completing a payment form. Payment data in both electronic and paper formats are managed through the database used by Toronto Animal Serives. They include but are not limited to containing the following information: owner's name, owner's address, primary contact number, breed of pet, sex, colour, annual expiration date of license, expiration date of rabies vaccine, pet's name, indication if pet was neutered or spayed, license fee, payment method, date paid, donation amount, and microchip number and all other supporting documentation.
PetNet Microchip forms
These transactional records are created in the fulfillment of a routine function. They have a very short useful life and have no future research value. They are also a PIB, with the problems of access that this entails. For these reasons, it is recommended that these records be deemed non-archival.
No
NO
City Archivist
2013-01-08
Personal Information Bank (PIB)
4
No
Dog Owners Liability Act, R.S.O. 1990, c.D16
Toronto Municipal Code Chapter 349, sections 10 (for dogs) and 18 (for cats)
Pet owner's name and address, phone number.
For administering the new issuance and renewal of pet licences in the city.
Toronto Animal Services staff
Pet owners/companions.
T
2 Y
T + 2 Y
T
2 Y
T + 2 Y
2
File closed upon expiration of license.
2 years after file closed upon expiration of license, disposition to be determined (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Municipal Code, Chapter 349, Animals, Article IV Dogs, s. 349-10.A Registration; tags; Article V Cats, 349-18.A, Registration; tags (City of Toronto By-law 349-2009)
Municipal Code, Chapter 441 Fees and Charges, (By-law No. 1056-2006), s. 441-7
349-10.A & 349-18.A - pay a tag and licence fee in the amount specified in Chapter 441, Fees and Charges
441-7 - Payment of fees and charges
Destroy
Destroy
Senior Records and Information Analyst
2012-07-24
Director, Information Services
2013-05-22
City of TorontoMun. Code C. 97002050Dog Licence Payment StubsActivePaper3 yrs.Etobicoke1984-1215147Dog Licence Sales Update SheetPaper1 yr.Etobicoke1984-1215130Spay & Neuter WaiverPaper4 yrs.North York27502Dog License LedgersInactivePaper6 yearsCity of TorontoMun. Code C. 97002330Dog Licence Master FileInactivePaper6 monthsCity of TorontoMun. Code C. 97002050Dog Licence Payment StubsInactivePaper3 yearsCity of TorontoMun. Code C. 97002049Dog Licence ApplicationsInactivePaper1 yearScarborough2498726 01 10 101 000License Register (Animal Centre)InactivePaper3 yearsScarborough2498726 01 10 111 000Dog LicensesInactivePaper2 yearsEast York 26-91Dog Licensing RecordsInactivePaper2 years
UDI
32581
Assets and Property Management
A0700
Environmental Building Assessments
2012-12-14
Closed
Maintain records and co-ordinate environmental projects for various City Divisions and client groups.
PAPER - REPORTS
Filing Cabinets
No
No
Undetermined
Undetermined
Undetermined
Undetermined
No
No
Undetermined
No
Records relating to the environmental condition of building materials for facilities owned/operated by the City Facilities Management Division including any remediation of assets, monitoring of designated and/or hazardous substances used in the construction of the asset. These assessments are a requirement of Provincial and/or Federal legislation to establish the existence of designated/hazardous materials present within City owned buildings and whether or not they pose a health hazard to the asset's occupants. These materials may include but are not limited to: arsenic, asbestos, benzene, coke oven emissions, lead, mercury, mould, Polychlorinated biphenyls (PCBs), silica, Urea Formaldehyde Foam Insulation (UFFI), underground and above-ground storage tanks (USTs/ASTs). Documents include hard copies of studies and report assessments.
Note: The reports are organized by address only.
Primary consists of studies and reports related to the identification and removal of designated hazardous substances from City-owned buildings. City-owned buildings are of long term interest for aspects of their architectural design and construction. However, the remediation of hazardous substances would make few changes to the structure. If any substantive changes were required, records of this nature would be located in "A0501 - Construction and Renovation" which is designated as archival. The other important aspect of this primary is its relation to the broader issue of environmental contamination. For example. soil contamination is of long term significance as land ownership conveys environmental liability. Records of this nature are captured in primaries such as "P3742 - Environmental Site Reports" or "N0046 - Environmental Assessments" both of which are designated as archival. However, the identification and remediation of hazardous substances in individual buildings would have limited long term value, as once the removal of the specific substance is completed the problem is resolved.
As these records do not add to the understanding of the design and construction of the buildings and have only a short-term value for the identification of environmental contamination, it is recommended that this primary be designated as non-archival.
No
NO
City Archivist
2013-01-08
General Class of Records (GRC)
CS - Facilities Management;CS - Facilities Management - Design, Construction & Asset Preservation
2
No
T + 2 Y
6 Y
T + 8 Y
2
File closed upon completion of assessment.
Paper records only: 8 years after file closed upon completion of assessment, disposition to be determined (Pending Council Approval)
Retention to be determined (Pending Council Approval)
- Municipal Code Chapter 423, Environmental Reporting and Disclosure, City of Toronto By-law No. 1293-2008, s. 423-5.
- Occupational Health and Safety Act, R.S.O. 1990, c. O.1 Last amendment: 2009, c. 33, Sched. 20, s. 3. PART VIII Enforcement s. 54. (1) (o);
- Environmental Protection Act, R.S.O. 1990, c. E.19 (Last amendment: 2010, c. 16, Sched. 7, s. 2) s. 165. (1) 1.
- s. 423-5 Record keeping - The information upon which reports referred to in this chapter are based shall be retained for a minimum of five years from the date the report is submitted and, upon request, shall be proved to the Medical
Officer of Health for audit purposes.
- s. 54. (1) (o) - require in writing, within such time as is specified, a person who is an employer, manufacturer, producer, importer, distributor or supplier to produce records or information, or to provide, at the expense of the person, a report or evaluation made or to be made by a person or organization having special, expert or professional knowledge or qualifications as are specified by the inspector of any process or biological, chemical or physical agents or combination of such agents present, used or intended for use in a workplace and the manner of use.
- s.165.1 (1) - Every person required by this Act or the regulations to retain a record shall make it available to a provincial officer for inspection upon his or her request
Electronic records used only as convenience copies and are maintained on the client's G: drive.
Destroy
Senior Records and Information Analyst
2013-01-22
Director, Information Services
2013-05-22
CDFacilities ManagementCDBCS - Facilities Management - Facilities Design & Construction
32661
Governance
G0305
Election Compliance Audit
2013-11-25
Closed
Election Services manages the municipal election process, by-elections, referenda and appointments to Council vacancies. Responsibilities includes logistics and administration of financial disclosure, rebates and compliance audit requirements. The unit also delivers election services for external agencies, other municipalities and provinces through its contract election service office. The regular municipal election is held every four years. In an election year, the unit hires close to 10,000 staff and many of them are members of the Toronto Public Service
MIXED MEDIA
Records Classification System
Candidate name & Municipal Election Year/Date
No
NA
NA
Yes
Network Shared G:/Drive
No
No
No
Yes
Authoritative paper records are maintained in LiveLink Records Server
No
No
No
No
Records relating to compliance audit proceedings of council candidates' election campaign finances under the provisions of the Municipal Elections Act (MEA). Eligible voters may request a compliance audit of a candidate who may have contravened the MEA by filing a written application to the City Clerk within 90 days after the primary filing date; the supplementary filing date; the filing date for the final financial statement or the date on which the candidate's extension, if any, expires. Information includes: selection of an auditor to conduct compliance audits on applications granted by the Compliance Audit Committee; considers legal proceedings; and costs recovery of conducting the compliance audit from the applicants resulting from auditor's report. Authoritative records are organized by candidate names and dates, whether in paper or electronic format. Documents include RFPs for hiring a forensic auditor, forensic audit reports and related correspondence and may also include copies of legal documents and copies of compliance audit applications
Note: Compliance Audit Committee is established by City Council to consider applications for compliance audits of candidates' campaign finances, pursuant to the Municipal Elections Act. Relevant Compliance Audit Committee meetings and original audit applications records are governed by G0001
Compliance Audit Proceeding records
Transparent and fair elections are vital to a democracy, and these records do document an aspect of how the City Clerk's Office regulates elections. However, they are low-level support and administrative documents. Higher-level audit documents that relate to government accountability, including the audits themselves (that is, the summary documents that these records support) are preserved in the records of the Compliance Audit Committee under G0001, which is both permanent and archival. While election spending is a hot-button topic, any public interest in these records will take place at the time of the audit. Thereafter, interest in these records will wane with the passing of time, and given the fact that the retention period is at least 8 years, the elected individual may be out of office and out of the public eye by the time the Archives would consider acquiring the records. It is recommended that these records be designated non-archival.
No
NO
City Archivist
2014-04-12
Both General Class of Records (GRC) and Personal Information Bank (PIB)
City Clerk's Office (CCO);CCO - Elections & Registry Services (ERS)
4
No
Municipal Elections Act, S.O.1996, c.32, Sched. S. 81.1. (1)
Copies of Compliance Audit Applications, Auditor Selection & Appointment, Auditor's Reports, Legal Proceedings & Cost Recovery
Compliance Audit Proceeding relating to MEA
City Clerk's Office - Election Staff
Candidates for City Council
T + 8 Y
6 M
T + 8 Y + 6 M
T + 8 Y
6 M
T + 8 Y + 6 M
2
File to remain active until case is closed.
8 years plus 6 months after file to remain active until case is closed, disposition to be determined (Pending Council Approval)
Retention to be determined (Pending Council Approval)
Municipal Elections Act, S.O. 1996, c.32, Sched (Last amendment: 2012, c. 8, Sched. 35), s. 88. (4) (Exception, election campaign finance documents)
s. 88. (4) (Exception, election campaign finance documents) - Subsection (2) (Destruction of records) does not apply to documents filed under sections 78 (Financial statement and auditor?s report) and 79.1.(1), 4. The candidate subsequently incurs expenses relating to a recount or a proceeding under section 81 (compliance audit) or section 83 (controverted elections) which the clerk shall retain until the members of the council or local board elected at the next regular election have taken office.
Destroy
Destroy
Senior Records and Information Analyst
2014-01-27
Director, Information Services
2014-03-05
CACity Clerk's Office (CCO)CADCCO - Elections-Services (ES)
G0200Declarations of Office