Changes made to Schedule A – Records Retention and Disposition Schedule
2005 - 2006
|
Subject Classification Code |
Subject Content |
Years Active |
Inactive Retention Trigger |
Years Inactive |
Explanation of Changes |
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E01
Licenses and Permits Issued
|
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E01-37 |
Day Nurseries/Day Care |
2 |
|
1 |
New classification required
to manage licenses required for operating day nurseries and day cares as
mandated by provincial legislation |
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F03
Banking and Cash Management
|
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|
F03-10 |
Electronic Funds Transfers |
T |
Plan Terminated |
7 |
Change in retention from
1/7 to accommodate active files that may go on
for years as clients may make payments through the pre-authorized plan. |
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F04
Taxation
|
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F04-30 |
Interim Tax Bills |
2 |
|
5 |
New classification to
capture individual tax bills which are sent out to residents of the City of
Ottawa.This classification differs from F04-22 in that it holds the actual
bills that are sent to clients. Client has specified 7 yr. retention. |
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F04-31 |
Final Tax Bills |
2 |
|
5 |
New classification to
capture individual tax bills which are sent out to residents of the City of
Ottawa. Client has specified 7 yr. retention. |
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F04-32 |
Supplementary / Omitted Tax
Bills |
2 |
|
5 |
New classification to
capture individual tax bills which are sent out to residents of the City of
Ottawa. Client has specified 7 yr. retention. |
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F08
Accounts Receivable
|
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F08-27 |
Bankruptcy Recoveries |
T |
Discharge of Bankruptcy |
7 |
New classification to
capture bankruptcy documents and correspondence from trustees regarding
debtors who have claimed bankruptcy. |
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|
F08-28 |
Customer Case Files |
T |
File Closed |
7 |
New classification to
capture correspondence detailing with the background history of Accounts
Receivable (AR) customers, which could include copies of invoices, contracts,
leases and/or credit bureau searches. |
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F15 Material Management |
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F15-03 |
Inventories |
2 |
|
5 |
New classification created
to hold client inventory records that
are subject to financial audit. |
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F15-04 |
Disposals |
2 |
|
5 |
New classification created
to hold client disposal records that are subject to financial audit. |
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F16
Payroll
|
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F16-06 |
Pay Details
|
3
|
|
P
|
Formerly entitled “Payroll
Input Summaries”. Name changed at client request to reflect current practice.
|
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|
F16-09 |
Canada Savings Plan
|
3
|
|
4
|
Formerly entitled “Canada
Savings Bonds”. Name changed at client request to reflect current practice.
|
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F16-13 |
T4 Tax
Information
|
3
|
|
4
|
Retention changed from 3 / P
to reflect Canada Customs and Revenue Agency Employer instructions.
|
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F25
Former City of Ottawa Superannuation Fund
|
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F25-09 |
Custodial and Safekeeping Statements (Year end) |
3 |
|
P |
New classification created
to capture COSF year-end statements. Client has an operational requirement to
keep these permanently. |
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|
F25-10 |
Regulatory Filing (Federal,
Provincial) |
3 |
|
P |
New classification created
to capture any documentation relating to the fund maintaining its
certification with Revenue Canada, Stats Canada and provincial regulators.
Permanent retention per federal/provincial legislation. |
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|
F25-11 |
Original Plan Text and
Amendments |
3 |
|
P |
New classification created
to capture documentation pertaining to the registration and incorporation of
the COSF Plan per the Provincial Act, as well as any amending by-laws to the
plan. Client has indicated files must be kept permanently. |
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G01
City Council and Standing Committee Meetings
|
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G01-01 |
City Council |
2 |
|
P |
Change in retention from 2
/ 1 to permanent to reflect relationship of documents in this classification
that provide critical context to City council minutes. Archives also
consulted and in agreement. |
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H01 Organization Management
|
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H01-06 |
Position Reporting Relationship |
T |
Superseded |
10 |
New classification to hold
records that detail
job assignments and any added/deleted positions and include notes from the
union. Retention is in line with other H01 tertiaries. |
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H02
Employee Records
|
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H02-04 |
Employee Uniforms |
T |
Termination of Employee |
7 |
New classification created
to allow these files to be kept in HR (with an appropriate retention) due to
the fact that uniforms are part of the collective agreement and can be
grieved. The F15-02 uniform classification is only for the financial tracking
of the uniform ordering process. |
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H14
Compensation and Benefits
|
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|
H14-04 |
Pay Equity |
T |
Superseded |
10 |
New classification
requested by Employee Services to hold records relating to Pay Equity. |
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H15
Occupational Health and Safety
|
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H15-02 |
Workplace Inspections |
T |
Inspection Completed |
5 |
Active retention change
from T / 1 requested by client. Inactive retention change from 2 years to 5
years requested by Legal, to monitor history in the event of a change to the
legislation. |
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I02
MFIPPA Requests
|
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I02-06 |
PHIPA Requests |
2 |
|
7 |
New classification created
to capture records related to requests related to the Personal Health
Information Protection Act. Retention in line with MFIPPA. |
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S00
Social and Health Programs - General
|
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S00-01 |
Public Health and Information Line |
2 |
|
26 |
Formerly
entitled “Information Lines and Daily Activity Logs”. Name changed from T/5
at client request to reflect current practice. Retention change necessary due
to operational requirements and alignment with Nursing Documentation
Standards (Revised 2002). |
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S01
Family Health Programs and Services
|
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S01-01 |
Public Health Information Line |
T |
Case Closed |
2 |
Deleted due to duplication. |
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S05
Health Protection
|
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S05-02 |
Specific Dental Case Files |
3 |
|
17 |
Retention changed from T /
16 to accommodate legislation (Health Disciplines Act, Regulation 447,
Sub-sections 38 and 17) and business practice. |
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S06 Immunization and
Tuberculosis Assessment |
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S06-06 |
Tuberculosis Prescriptions |
1 |
|
20 |
New classification created
to hold records related to prevention of the disease. If the disease
manifests itself, a case file is opened. Records must be kept for 21 years. |
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S08
Environmental Health/Inspection
|
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S08-07 |
Special Events Health Inspections |
T |
Inspection Completed |
10 |
Retention changed from T/ 6
to align with that of other food related health inspections. |
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S08-09 |
Disinterments |
1 |
|
P |
New classification
requested by Environmental Health to hold records pertaining to
disinterments. |
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S09
Long Term Care
|
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S09-04 |
Resident Care |
T |
Client Deceased |
5 |
Change in retention from T
/ P to keep in line with dictates of Homes for
the Aged and Rest Homes Act . |
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|
S09-08 |
Discharged Resident |
1 |
|
19 |
Formerly “Palliative Care”,
name change at request of client. Retention change from T / 10 to conform to
legislation. |
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T11 Transit Operations
|
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T11-03 |
Para Transport |
3 |
|
4 |
Classification deleted and
records moved into new secondary created due to large volume of ParaTranspo
records. |
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T14 Para Transpo Operations
New Secondary to hold
records related to Para Transpo. |
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T14-00 |
General |
2 |
|
1 |
New classification created
to hold records related to Para Transport. |
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T14-01 |
Para Transpo Client Registration |
T |
Termination of service |
1 |
New classification created
to hold records related to Para Transport. |
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T14-02 |
Para Transpo Temporary Registration |
T |
Termination of service |
1 |
New classification created
to hold records related to Para Transport. |
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|
T14-03 |
Para Transpo Booking and Operations Support |
2 |
|
1 |
New classification created
to hold records related to Para Transport. |
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T14-04 |
Para Transpo Customer Complaints/Commendations |
3 |
|
4 |
New classification created
to hold records related to Para Transport. |
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T14-99 |
Special Projects
|
T |
Project completed |
6 |
New classification created
to hold records related to Para Transport. |
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V07
Fixed Equipment
New secondary created to
house records related to fixed equipment used by the municipality such as
maintenance, inventory and history files on such equipment. |
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V07-00 |
General |
2 |
|
1 |
New classification. See
notation in secondary |
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V07-01 |
Specific Fixed Equipment |
T |
Disposal of equipment |
4 |
New classification. See
notation in secondary. Retention inline with other equipment related
tertiaries. |
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V07-99 |
Special Projects |
T |
Project completed |
6 |
New classification. See
notation in secondary |
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W00 Water, Wastewater and Solid Waste -
General
|
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W00-02 |
Ministry of the Environment
(MOE) Compliance |
5 |
|
10 |
New classification created to
accommodate files that deal with the Ministry of the Environment compliance.
Retention set according to the “Safe Drinking Water Act” 2002. |
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W00-03 |
Operational Data Sheets |
2 |
|
3 |
New classification created to accommodate files including
operational data sheets that relate to testing and chemical delivery.
Retention based on regulation requirements (Ontario Regulation 128/04). |
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W00-04 |
Compliance Inspection
Annual Report |
5 |
|
10 |
New classification created to
accommodate the Annual Reports on the Compliance Inspections performed in a
Water Purification Plant. Retention set according to the “Safe Drinking Water
Act” 2002. |
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W05 Operations Support |
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W05-07 |
Dischargers |
T |
Superseded |
6 |
Deleted. Moved into W19-05 |
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W05-09 |
Rain Gauge Network |
T |
Superseded |
P |
New classification created to
accommodate the Rain Gauge Network run by the City of Ottawa (e.g.
construction, calibration, equipment, modeling, statistical data). |
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W07 Wastewater and Stormwater Pumping Stations |
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|
W07-01 |
Specific Wastewater
and Storm Water Pumping Stations |
T |
Superseded |
21 |
Change in retention from T
/ 10 to comply with AMCTO retention guidelines and better align with W06-01
Municipal drains. |
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W08 Storm and Sanitary Sewers |
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W08-01 |
Construction Projects- by
Contract Number |
T |
Project Completed |
21 |
Change in retention from T
/ 10 to comply with AMCTO retention guidelines and better align with W06-01
Municipal drains. |
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|
W08-02 |
City Sewers |
10 |
|
11 |
Retention change from T /
10 to remove trigger and align with AMCTO recommendations. Also aligns with
City of Ottawa’s infrastructure revitalization project that has a 20-year
cycle. |
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|
W08-03 |
Private Sewers |
10 |
|
P |
Retention change from T /
10 to remove trigger. Permanent retention requested by client as this is the
only record the City would have for private sewers. |
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W09 Storm Water Management |
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W09-02 |
Operational Resources |
T |
Decommissioning of facility |
1 |
New classification created
to capture files related to Storm Water operations. |
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W09-03 |
Subwatershed and
Serviceability Studies |
T |
Superseded |
25 |
New classification created to
capture the documents that deal with storm water management studies and
assessments. |
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W09-04 |
City Owned or Managed
Facilities |
T |
Decommissioning of facility |
P |
New classification created to
accommodate files that deal with city owned or managed storm water facilities
as well as Raingauge information. |
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W09-05 |
Public and Private Agency
Owned or Managed Facilities |
T |
Decommissioning of facility |
P |
New classification created to
accommodate files that deal with storm water facilities that are owned or
managed by Public Agency (e.g. National Capital Commission, Ministry of
Transportation) or are Privately owned or managed. |
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|
W09-06 |
Facility Monitoring |
T |
Superseded |
6 |
New classification created to hold
documents which deal with on going monitoring of eight storm water facilities
(annual reports for the Ministry of Environment). |
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W11
Water Purification Plants
|
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|
W11-03 |
Purification Plant Operational Support |
2 |
|
3 |
New Classification to capture
the documents that deal with the operational support activity in a water
purification plant. Retention based on regulation requirements (Ontario
Regulation 128/04). |
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W12
Water Pumping Stations, Reservoirs and Elevated Tanks
|
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|
W12-01 |
Specific Water Pumping Stations, Reservoirs and Elevated
Tanks |
T |
Superseded |
P |
Name change to accommodate
merging of W13. |
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|
W12-02 |
Water Pumping Stations, Reservoirs and Elevated Tanks
Operational Support |
2 |
|
3 |
New Classification to capture
the documents that deal with the operational support activity for Water
Pumping Stations, Reservoirs and Elevated Tanks. Retention based on
regulation requirements (Ontario Regulation 128/04). |
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W13
Water Reservoirs
|
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W13-00 |
General |
2 |
|
1 |
Deleted. Moved into W12. |
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W13-01 |
Specific Water Reservoirs |
T |
Superseded |
P |
Deleted. Moved into W12. |
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W13-99 |
Special Projects |
T |
Project Complete |
6 |
Deleted. Moved into W12. |
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W16 Wastewater TreatmentW16 Wastewater
Treatment retention changed to align with W07 Wastewater and Storm Water
Pumping Stations. Client suggested retentions be the same in these two
secondaries. AMCTO recommends current
year +20 years for sewer infrastructure.
Ex-RMOC records program also recommended 25 years. Retention for all
W16s changed from 3/3 to 10/11, with the exception of W16-00 and W16-09. |
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W16-01 |
Aeration Tanks |
10 |
|
11 |
See notation in secondary |
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|
W16-02 |
Biosolids Utilization |
10 |
|
11 |
See notation in secondary |
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|
W16-03 |
Blower Building |
10 |
|
11 |
See notation in secondary |
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W16-04 |
Chlorine Contact Chamber |
10 |
|
11 |
See notation in secondary |
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W16-05 |
Disinfection |
10 |
|
11 |
See notation in secondary |
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W16-06 |
Emergency Electric Power Generation |
10 |
|
11 |
See notation in secondary |
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W16-07 |
Outfalls |
10 |
|
11 |
See notation in secondary |
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|
W16-08 |
Primary Clarifiers |
10 |
|
11 |
See notation in secondary |
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W16-09 |
RAS/WAS North |
10 |
|
11 |
See notation in secondary |
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|
W16-10 |
RAS/WAS South |
10 |
|
11 |
See notation in secondary |
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|
W16-11 |
RSPS-Raw Sewage Pump Station (Plant) |
10 |
|
11 |
See notation in secondary |
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W16-12 |
SCADA |
10 |
|
11 |
See notation in secondary |
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|
W16-13 |
Screen and Degrit |
10 |
|
11 |
See notation in secondary |
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|
W16-14 |
Secondary Clarifiers |
10 |
|
11 |
See notation in secondary |
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|
W16-15 |
Lagoons |
10 |
|
11 |
See notation in secondary |
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|
W16-16 |
Treatments |
10 |
|
11 |
See notation in secondary |
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|
W16-17 |
Communal
Systems |
10 |
|
11 |
See notation in secondary |
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|
W16-18 |
Digesters |
10 |
|
11 |
In addition to retention
change, name change at client request. |
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|
W16-19 |
Reports |
10 |
|
11 |
See notation in secondary |
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|
W16-20 |
Electrical Substation 1 |
10 |
|
11 |
See notation in secondary |
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|
W16-21 |
Electrical Substation 2 |
10 |
|
11 |
See notation in secondary |
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|
W16-22 |
East Boiler Plant |
10 |
|
11 |
See notation in secondary |
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|
W16-23 |
West Boiler Plant |
10 |
|
11 |
See notation in secondary |
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|
W16-24 |
Cogeneration Facilities |
10 |
|
11 |
See notation in secondary |
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|
W16-25 |
Sludge Dewatering |
10 |
|
11 |
See notation in secondary |
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|
W16-26 |
Plant Drainage |
10 |
|
11 |
See notation in secondary |
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|
W16-27 |
WAS Thickening |
10 |
|
11 |
In addition to retention
change, name change at client request. |
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|
W16-28 |
Septage Receiving |
10 |
|
11 |
See notation in secondary |
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|
W16-29 |
Sludge Haulage |
10 |
|
11 |
See notation in secondary |
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W18 Water Quality
|
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|
W18-03 |
Drinking Water Quality |
T |
Evaluation Completed |
50 |
New classification to
accommodate the records containing information about the quality of the
drinking water. |
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W19
Sewage and Industrial Waste
|
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|
W19-02 |
Waste Manifests |
1 |
|
2 |
Change in retention from 4
/ 1 to align with O. Reg. 157/98, s.
6 (2). which states records should be held for a periods of at least two
years after the calendar year to which the records relate. |
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|
W19-03 |
Waste Manifests
(Local Haulers) |
1 |
|
3 |
Change in retention from 2
/ 1 to align with O. Reg. 157/98, s. 6 (2). which states records should be
held for a periods of at least two years after the calendar year to which the
records relate. |
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|
W19-05 |
Sewage and Industrial Waste |
T |
|
6 |
New tertiary created to
hold records related to sewage and industrial waste such as leachate and
sludge as well as dischargers that were moved from W05-07. |
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|
W19-06 |
Wastewater Inspections |
3 |
|
2 |
New classification to
accommodate wastewater inspection reports. Retention based on need for
information requests. |
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