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5. RECORDS RETENTION AND
DISPOSITION BY-LAW 2003-527, SCHEDULE A AMENDMENTS RèGLEMENT SUR LA CONSERVATION ET LE DéCLASSEMENT DES DOSSIERS
(RèGLEMENT NUMÉRO 527-2003), MODIFICATIONS à L’ANNEXE A |
Committee Recommendation
That Council amend the Records Retention
and Disposition By-law No. 2003-527 to incorporate the revisions to Schedule 'A
', as outlined in Document 1, subject to the approval of the City's external
auditor.
Recommandation du comité
Que le Conseil modifie le Règlement sur la conservation et le
déclassement des dossiers (Règlement numéro 527-2003) afin d'intégrer les
révisions à l'Annexe A, comme il est indiqué dans le document 1, sous réserve
de l'approbation du vérificateur externe de la Ville.
Documentation
1. Chief Corporate Services Officer's report
dated 16 January 2007 (ACS2007-CRS-ITS-0001).
Report
to/Rapport au :
Corporate Services and Economic Development Committee
Comité des services organisationnels
et du développement économique
and Council / et au Conseil
16 January 2007 / le 16 janvier 2007
Submitted by/Soumis par : Greg Geddes, Chief Corporate Services Officer/
Contact
Person/Personne ressource : Janet Harris-Campbell, Director Information Technology
Services and Chief Information Officer
Information Technology Services/Services de
technologie de l'information
(613) 580-2424 x21689,
Janet.Harris-Campbell@Ottawa.ca
REPORT RECOMMENDATION
That the Corporate Services and Economic Development Committee recommend Council amend the Records Retention and Disposition By-law No. 2003-527 to incorporate the revisions to Schedule 'A ', as outlined in Document 1, subject to the approval of the City's external auditor.
RECOMMANDATION DU
RAPPORT
Que le Comité des
services organisationnels et du développement économique recommande au Conseil
de modifier le Règlement sur la conservation et le déclassement des dossiers
(Règlement numéro 527-2003) afin d'intégrer les révisions à l'Annexe A, comme
il est indiqué dans le document 1, sous réserve de l'approbation du
vérificateur externe de la Ville.
BACKGROUND
Section
255 of the Municipal Act 2001 provides
that a municipality may, subject to the approval of the municipal auditor,
establish retention periods during which the records of the municipality must
be retained and preserved, and that except as otherwise provided, a record of
the municipality may be destroyed if a retention period for the record has been
established and the retention period has expired or the record is a copy of the
original record.
The
Records Retention and Disposition (RRD) By-law No. 2003-527, as amended,
establishes for the records in the custody, or under the control of the City, a
schedule for retention and disposition and provides the City with the legal
authority to destroy redundant official records, their administrative
duplicates and transitory records. The
City's existing RRD By-law was initially approved by Council in October, 2003.
Schedule
'A' of the by-law is the records retention and disposition schedule. This Schedule is comprised of a timetable
that plans the life of a record from the time of its creation, through its
maintenance stages as an active record stored on-site, to an inactive record
stored off-site, to its final disposition either as waste or permanent
retention. Schedule 'A' was amended by
By-laws 2004-567 and 2005-507 to incorporate additions and revisions to the
Schedule.
The
records retention and disposition schedule is correlated with a corporate
records classification scheme. City departments are required to classify their
official business records accordingly.
Both the schedule and the scheme will necessarily require ongoing review
and modification to accommodate changing legislation, user needs and program
changes. As a result of these natural
and expected business developments, modifications to the records retention and
disposition schedule have been identified by the Information Technology Services
Branch, in the course of its Information Management service delivery, with
clients and are then brought forward to Council on an annual basis for
approval. This process ensures that the
City's records management framework is reflective of the organization and the
types of official business records the City needs to retain.
PROPOSED
AMENDMENTS TO SCHEDULE 'A'
Document
1, outlines the recommended changes that would be applied to Schedule 'A' of
the Records Retention and Disposition By-law. The changes result from :
1.
A confirmation of the business functions of the new City
through an extensive consultation with City departments between October 2005
and October 2006,
2.
A validation of retention periods based on the Ontario
Municipal Records Retention Guide published by the Association of Municipal
Managers, Clerks and Treasurers of Ontario (AMCTO).
3.
A review of retention periods with respect to their
appropriateness by Legal Services Branch and the external auditor.
It is proposed to enact a by-law that repeals Schedule 'A' of the existing by-law and adopts a new Schedule 'A' that incorporates the recommended changes.
CONSULTATION
The Legal Services Branch and the external auditor were consulted in the preparation of these amendments and their comments have been incorporated.
FINANCIAL IMPLICATIONS
There are no direct financial implications as a result of this report, save and except for the ability to dispose of redundant City records and thereby reduce storage costs.
SUPPORTING DOCUMENTATION
Document 1 – Recommended changes to
Schedule 'A' of the Records Retention and Disposition By-law.
Document 2 - Draft Records Retention
and Disposition amending By-law.
Document 3 - Amended 'Schedule A' (incorporating changes contained within the table) is on file with the City Clerk.
DISPOSITION
The
City Solicitor to prepare the by-law for amendment upon approval of the report
recommendation.
City Auditor to forward the amending by-law to the City’s External Auditor for approval pursuant to Section 255 of the Municipal Act 2001 after enactment by City Council.