Records Retention By-law (consolidated version) - …

1 OFFICE CONSOLIDATION By-law 272-2014 To adopt a new Records Retention By-law to establish a Schedule of Retention Periods for the Records of the Corporation of the City of Brampton and Repeal Records Retention By-law 163-2008, as amended Amended by By-law 183-2015 WHEREAS Section 255 of the Municipal Act, 2001 provides for a municipality, subject to the approval of the Municipal Auditor, to establish Retention periods during which the Records of the municipality and local boards of the municipality must be retained and preserved; AND WHEREAS Records Retention By-law 163-2008, as amended, established Retention periods for official Records of the City; AND WHEREAS it is now appropriate to adopt an updated Records Retention By-law for the City; NOW THEREFORE the Council of The Corporation of the City of Brampton ENACTS as follows: 1.

2 The classes of Records listed in Schedule A to this By-law shall be retained and preserved in the manner and for the Retention periods set out in Schedule A. 2. By-laws 163-2008 and 307-2010 are hereby repealed. 3. This By-law shall come into effect upon approval of the Retention periods by the Municipal Auditor. ENACTED THIS 10th day of September, 2014. THE CORPORATION OF THE CITY OF BRAMPTON Original Signed by: Susan Fennell, Mayor Peter Fay, Clerk Schedule A: New Records Retention By-LawCity of Brampton Amended by By-law 183-2015 Primary Title:A broad category of record types, that have some similarities.

3 Secondary Title:A narrower grouping of record types that often have common rules around Retention and Title:A very narrow grouping of Records that have unique requirements around Retention and :The description differentiates and clarifies definitions of record classes in the schema. Each contains descriptive information pertaining to the City of Brampton's Records and include examples to the sub-function level of record types which may fall into the respective Code:Trigger Event: Retention Requirement - Active: Retention Requirement - Inactive:Disposition:Archival Notes:Identifies the Records that Peel Archives would like to have sent to them once the Retention period has been record Indicator:Personal Information Bank:Case File Indicator.

4 Indicates whether Records are filed as a single file (a document), or a group of files (a document set or case file).Citations:Old Class Codes:Refers to a legal, regulatory or otherwise authoritative document which identifies a Retention timeframe. Identifies the related class codes from the City of Brampton's File Classification and Records Retention By-law 307-2010 Guide (to be used for reference purposes only).DEFINITIONS:The length of time a record needs to be retained once a specific event (aka Trigger Event) has when a record ceases to be active, and the inactive Retention becomes actions taken regarding Records that have met their Retention requirements and are no longer needed for conducting current City business.

5 These actions include shredding, deleting, recycling, or transferring ownership of Records to Peel Archives. A record that is essential to the operations and/or survival of the City of Brampton. Vital Records can generally be used to recreate the City's legal and/or financial to content that may contain personal information or information about an identifiable individual that is recorded in any form . This element is intended to identify where there may be an issue regarding the collection, use, storage or disclosure of personal information. Types of content that may be impacted by a privacy consideration are third party personal information, content subject to solicitor-client privilege, and medical Records .

6 The primary authority regarding privacy for the City of Brampton is the Municipal Freedom of Information and Protection of Privacy alpha-numeric code used to identify a record length of time a record needs to be retained prior to a specific event (aka Trigger Event) occurring. Amended by By-law 183-2015 PrimarySecondaryTertiaryAssets and Real Property ManagementCity AssetsRecords relating to the management and inventory control for parts, materials, supplies and stock items required for the maintenance or repair of City owned assets.

7 Includes Records relating to City exterior and interior appurtenances such as flagpoles, statues, sculptures and memorial, as well as Records relating to the City's Asset Inventory Control of asset, or inventory record is superseded24 Selective ArchivalArchive if related to planning and construction of statues, sculptures and memorialsYes2028B67, F37, F38 Assets and Real Property ManagementCity Owned Building Files/ ReportsIncludes material relating to the planning, design, construction, major repairs, alterations and demolition of City owned buildings. Also includes maps, and is disposed of2 PermanentDo not Destroy/ ArchiveArchive maps and plansYesYes200420556001B60 Assets and Real Property ManagementBuilding Maintenance & RepairsIncludes Records relating to property maintenance and repair of buildings and lands owned by the City, including noise barrier fencing and retaining walls.

8 (includes Records related to work orders, inspections, elevators, janitorial services, and roof maintenance). year end24 Confidentially DestroyYes211320342073B44 Assets and Real Property ManagementFacilities ManagementIncludes Records relating to the proposed use of City land and facilities; correspondence, descriptions, reports,drawings and other Records dealing with thecoordinating of physical space within City ownedand leased buildings; and Records regarding the selection,design and maintenance of owned andleased office equipment and furniture. Includes Records relating to property maintenance and repair of buildings and lands owned by the City, including contracts related to various City of Brampton PM and DM service contracts for citywide facilities.

9 Year end or end of contract24 Confidentially DestroyYes210720202050205520823012206320 2260006002A40, B51, B64, B66 Assets and Real Property ManagementFleet ManagementIncludes Records relating to the maintenance of all vehicles currently owned, operated and maintained by the City; ownership and licensing information; inspections and driver vehicle inspection reports (DVIR); mobile accessory equipment used in conjunction with vehicles; maintenance and history files; work orders on equipment such as generators, pumps, snow blowers, plows, sanders, etc. and protective equipment.

10 Includes maintenance Records for all City of Brampton vehicles, including of asset 24 (DVIR - 6 months)Confidentially DestroyYes20262027D12, V01, V02, V04, V15, V30, Assets and Real Property ManagementReal Property Agreement AdministrationAcquisitions & DisposalsIncludes Records relating to the acquisition and expropriation of lands for City purposes. Also includes Records related to purchase and sale of City- owned assets (lands and buildings) and property by the City. of asset28 Confidentially DestroyYesYes209320402063210720546000600 26003L14, L15 Old Classification CodesPersonal Information BankCity of Brampton Retention and Disposition ScheduleTitleDescriptionClass CodeActive RetentionIn-Active RetentionCase File IndicatorTrigger EventVital record IndicatorDispositionArchival NotesCitation Amended by By-law 183-2015 PrimarySecondaryTertiaryOld Classification CodesPersonal Information BankCity of Brampton Retention and Disposition