13. RECORDS RETENTION AND DISPOSITION BY-LAW 2003-527 (as Amended) SCHEDULE A AMENDMENTS

RÈGLEMENT SUR LA CONSERVATION ET LE DÉCLASSEMENT DES DOSSIERS (RÈGLEMENT NUMÉRO 527-2003, Tel que modifie, MODIFICATIONS À L'ANNEXE a

COMMITTEE RECOMMENDATION

That Council amend the Records Retention and Disposition By-law No. 2003-527(as amended) 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, tel que modifié, 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. Deputy City Manager's report, City Operations, dated 1 December 2009 (ACS2009-COS-ITS-0002)

Report to/Rapport au :

Corporate Services and Economic Development Committee

Comité des services organisationnels et du développement économique

and Council / et au Conseil

1 December 2009 / le 1 décembre 2009

Submitted by/Soumis par : Steve Kanellakos, Deputy City Manager/Directeur municipal adjoint,

City Operations/Opérations municipales

Contact Person/Personne ressource : Guy Michaud, Director, IT Services & Chief Information Officer

Information Technology Services/Services de technologie de l’information

(613) 580-2424 x12880, guy.michaud@ottawa.ca

City Wide/à l'échelle de la Ville

Ref N°: ACS2009-COS-ITS-0002

SUBJECT:	RECORDS RETENTION AND DISPOSITION BY-LAW 2003-527 (as Amended) SCHEDULE A AMENDMENTS
OBJET :	RÈGLEMENT SUR LA CONSERVATION ET LE DÉCLASSEMENT DES DOSSIERS (RÈGLEMENT NUMÉRO 527-2003, Tel que modifie, MODIFICATIONS À L'ANNEXE a

REPORT RECOMMENDATION

That the Corporate Services and Economic Development Committee recommend Council amend the Records Retention and Disposition By-law No. 2003-527(as amended) 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, tel que modifié, 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 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 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 and repealed by By-law 2004-567, 2005-507 and 2007-11.

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 will be identified by the Information Technology Services Branch, in the course of their Information Management service delivery, with clients and will be brought forward to Council on an annual basis for approval. This process will ensure that the City's records management framework is reflective of the organization and the types of official business records the City needs to retain.

It should be noted that the proposed amendment relates to Schedule A of the By-law only and essentially brings the schedule up to date. This amendment does not propose to address Council motion 61/4, approved on February 25^th, regarding the extension of the current retention period for e-mails for 2 years as recommended in the 2008 Hospitality Audit. As previously advised in a memo presented to Committee on October 6^th, staff have recommended that the implementation of a 2 year retention period for e-mails be temporarily deferred until an ongoing litigation matter addressing corporate control over employee e-mails is concluded and the Court decision in that matter is received.

CONSULTATION

The Legal Services Branch was consulted in the preparation of these amendments and their comments have been incorporated.

RURAL IMPLICATIONS

There are no specific rural implications associated with this report.

LEGAL/RISK MANAGEMENT IMPLICATIONS:

There are no legal or risk management impediments to the adoption of the recommendation in this report

FINANCIAL IMPLICATIONS

There are no direct financial implications as a result of this report.

SUPPORTING DOCUMENTATION

Document 1 – Draft Records Retention and Disposition By-law 2009-XXX Schedule A amendments table.

Document 2 - Amended By-law 2009-XXX Schedule A (incorporating changes contained within the table) is on file with the City Clerk

DISPOSITION

The City Solicitor to prepare the amending by-law for enactment upon approval of the report recommendation 1.

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.

Document 1

Changes made to Schedule A – Records Retention and Disposition By-law 2009-XXX

To accompany report to Council for RRD By-law 2009-XXX

Subject Classification Code	Subject Content	Years Active	Inactive Retention Trigger	Years Inactive	Explanation of Changes
D12 Permits
D12-03	Encroachments - Temporary	T	Change of use	5	Retention changed from 3/4 as permit is valid for as long as a business is in operation.
D12-09	Water Permits	T	Cost recovery completed	5	New classification created to hold records related to water permits.
E01 Licenses and Permits Issues (to and by the City)
E01-39	Confined Space Entry Permits	T	Space no longer exists	1	New classification created to hold records related to confined space entry permits. These permits are governed by Ontario Regulation 632/05, s. 21 (1).
E01-40	Miscellaneous Permits	2		1	New classification created to hold a variety of low volume permits that have no stated legislated retention.
E05 Fire Services
E05-02	Station Log Books	T	Superseded	P	Retention changed from T/10 years as fire station logs are often the only record of firefighters who attended specific fires. Records have long term value for WSIB claims, death benefits, litigation, etc.
E05-03	Fire Communications/Dispatch	3		3	Retention changed from T/5.
E08 Emergency Medical Services
E08-00	General	2		5	Retention changed from 3/3 due to Ministry of Health and Long-Term Care RFP No. 2001-46, Ottawa Central Ambulance Communications Centre, Appendix E of Schedule E, pg. 98, which states “Records shall be maintained for a period of 7 years”.
E08-01	Communications/Dispatch	2		5	Retention changed from 3/3 due to Ministry of Health and Long-Term Care RFP No. 2001-46, Ottawa Central Ambulance Communications Centre, Appendix E of Schedule E, pg. 98, which states “Records shall be maintained for a period of 7 years”.
E08-02	Emergency Medical Complaints	2		5	Retention changed from 3/3 due to Ministry of Health and Long-Term Care RFP No. 2001-46, Ottawa Central Ambulance Communications Centre, Appendix E of Schedule E, pg. 98, which states “Records shall be maintained for a period of 7 years”.
E08-06	Support Services and Logistics	2		5	Retention changed from T/1 due to Ministry of Health and Long-Term Care RFP No. 2001-46, Ottawa Central Ambulance Communications Centre, Appendix E of Schedule E, pg. 98, which states “Records shall be maintained for a period of 7 years”.
E08-07	Other Ambulance Services	2		5	Retention changed from 3/3 due to Ministry of Health and Long-Term Care RFP No. 2001-46, Ottawa Central Ambulance Communications Centre, Appendix E of Schedule E, pg. 98, which states “Records shall be maintained for a period of 7 years”.
E08-09	Daily Shift/Health Call Reports	3		17	Name changed, formerly titled Daily Shift Reports.
E08-12	Public Education - EMS	2		5	Retention changed from 3/3 due to Ministry of Health and Long-Term Care RFP No. 2001-46, Ottawa Central Ambulance Communications Centre, Appendix E of Schedule E, pg. 98, which states “Records shall be maintained for a period of 7 years”.
E13 Vital Statistics
E13-01	Marriage Records and Registers	2		P	Retention changed from T/P. Name changed, formerly titled “Birth/Death/Marriage Registers” this classification will now contain only Marriage Records and Registers.
E13-02	Death Records and Registers	2		P	Retention changed from T/P. New classification created to hold Death Records and Registers.
E13-03	Birth Records and Registers	2		P	Retention changed from T/2. New classification created to hold Birth Records and Registers.
E13-04	Commissioner of Oaths Appointments	T	Superseded	3	New classification created to hold Commissioner of Oaths Appointments records that were previously held in E13-02.
F04 Taxation
F04-19	Tax Assessment Phase In / Capping	T	File closed	6	New classification created to hold tax assessment records.
F15 Material Management
F15-05	Fuel Reconciliation	1		P	Retention changed due to Technical Standards and Safety Act, 2000 which states records must be maintained for the life of the fuel storage tank.
F16 Payroll
F16-01	Time Cards	1		6	Classification deleted. Combined with F16-02 Time/PaySheets
F16-04	Third Party Payments	3		4	Name changed, formerly titled Health Carrier. Name changed to allow for a broader application of the classification.
F16-07	Employee Health Tax/OHIP	3		4	Classification deleted. Records captured in F16-06 Pay Details.
F16-08	Payroll Bank Reports	3		4	Retention changed from permanent to 7 years in total. Original retention was longer than necessary.
F16-12	Retro-Active Pay	3		3	Classification deleted. Information captured in F16-06 Pay Details.
G01 City Council and Standing Committee Meetings
G01-02	Audit Committee	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G01-03	Corporate Services and Economic Development Committee	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G01-04	Community and Protective Services Committee	2		2	Name change, formerly titled Emergency and Protective Services Committee. Change in title to reflect new committee name. Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G01-05	Environmental Services Committee	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G01- 06	Health, Recreation and Social Services Committee	2		1	Classification deleted. Health, Recreation and Social Services Committee is no longer a committee (now part of the Community and Protective Services Committee).
G01-07	Planning and Development Committee	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G01-08	Agriculture and Rural Affairs Committee	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G01-09	Transportation Committee	2		2	Name changed, formerly titled Transportation and Transit Committee. This committee was split into two committees. Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G01-12	Transit Committee	2		2	Name changed, formerly titled Transportation and Transit Committee. This committee was split into two committees. Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G02 City Council and Standing Committee - MINUTES
G02-01	City Council (copies)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G02-03	Audit Committee (copies)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G02-05	Corporate Services and Economic Development Committee (copies)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G02-07	Community and Protective Services Committee (copies)	2		2	Name changed, formerly titled Emergency and Protective Services Committee (copies). Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G02-08	Community and Protective Services Committee (originals)	1		P	Name changed, formerly titled Emergency and Protective Services Committee (originals).
G02-09	Environmental Services Committee (copies)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G02-11	Health, Recreation and Social Services Committee (copies)	2		1	Classification deleted. Health, Recreation and Social Services Committee is now part of the Community and Protective Services Committee.
G02-12	Health, Recreation and Social Services Committee (originals)	1		P	Classification deleted. Health, Recreation and Social Services Committee is now part of the Community and Protective Services Committee.
G02-13	Planning and Development Committee (copies)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G02-15	Agriculture and Rural Affairs Committee (copies)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G02-17	Transportation Committee (copies)	2		2	Name changed, formerly titled Transportation and Transit Committee, which was split into two committees. Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G02-18	Transportation Committee (originals)	1		P	Name changed, formerly titled Transportation and Transit Committee, which was split into two committees.
G02-22	Community and Protective Services Committee (City Clerks Copies)	9		1	Name changed, formerly titled Emergency and Protective Services Committee (City Clerk’s Copies).
G02-27	Transportation Committee (City Clerk’s copies)	9		1	Name changed, formerly titled Transportation and Transit Committee, which was split into two committees.
G02-28	License Committee (copies)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G02-30	Transit Committee (City Clerk’s copies)	9		1	New classification to capture City Clerk’s copies of new Transit Committee files.
G02-31	Transit Committee (copies)	2		2	New Classification formerly titled Transportation and Transit Committee, which was split into two committees. Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G02-32	Transit Committee (originals)	1		P	New Classification formerly titled Transportation and Transit Committee, which was split into two committees.
G06 Advisory Committees of Council
G06-01	Accessibility Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-03	Rural Issues Advisory Committee (miscellaneous)	2		2	Name changed from Agricultural and Rural Affairs Advisory Committee. Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-04	Rural Issues Advisory Committee (original minutes)	1		P	Name changed from Agricultural and Rural Affairs Advisory Committee.
G06-05	Arts Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-07	Capital Games Steering Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-09	Cycling Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-11	Environmental Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-13	Equity and Diversity Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-15	French Language Services Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-17	Health and Social Services Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-19	Heritage Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-21	Mobility Issues Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-23	Ottawa Forests and Greenspace Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-25	Ottawa Youth Cabinet Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-27	Parks and Recreation Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-29	Poverty Issues Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-31	Seniors Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-33	Taxi Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-35	Transportation Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-37	Local Architecture Conservation Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-39	Pedestrian and Transit Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-41	Roads and Cycling Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-43	Arts, Heritage and Culture Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act, 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G06-45	Business Advisory Committee (miscellaneous)	2		2	Retention changed from 2/1 due to Municipal Act. 2001, Part VI, section 235 which changes the term of Council from 3 years to 4 years.
G07 Committees, Commissions, Boards and Task Forces
G07-30	Utility Coordinating Committee (miscellaneous)	2		1	New classification to capture Utilities Coordinating Committee records.
G07-31	Utility Coordinating Committee (original minutes)	1		P	New classification to capture Utilities Coordinating Committee records.
G19 External Audits
G19-00	General	2		1	New classification to capture records from the City of Ottawa Auditor General’s office.
G19-01	Specific Audits	T	Audit completed	7	New classification to capture records from the City of Ottawa Auditor General’s office.
G19-02	Audits at Council’s Request	T	Audit completed	7	New classification to capture records from the City of Ottawa Auditor General’s office.
G19-03	Fraud and Waste Audits	T	Audit completed	7	New classification to capture records from the City of Ottawa Auditor General’s office.
G19-99	Special Projects	T	Project completed	6	New classification to capture records from the City of Ottawa Auditor General’s office.
H01 Organization Management
H01-06	Organization and Position Management	3		4	Name changed from Organization Management- Position Reporting Relationship. Retention changed from T/10 to align with business requirements.
H07 Employment Testing
H07-01	Specific Employment Testing	T	Termination of employee	20	Retention changed from T/6 to align with E08-09 Daily Shift/Health Call Reports classification retention.
H15 Occupational Health and Safety
H15-04	Ergonomic Intervention Program	T	Termination of employee	10	Retention changed from T/5. Ontario College of Nurses recommends records retention of 10 years after last visit.
H15-05	Employee Assistance Program Clients	T	Client’s last visit	7	Name changed, formerly titled Employee Assistance Program. Name changed to indicate that these are client files.
H18 Human Rights and Workplace Equity
H18-06	Human Rights Tribunal of Ontario Complaints	T	Complaint resolved	P	Name changed from Ontario Human Rights Commission due to name change of organization.
I01 Information Management
I01-12	Records Transferred to Other Agencies	1		P	New classification created to hold to records related to the authorization to transfer City records to outside agencies.
L02 Unregistered Contracts and Agreement
L02-14	Infrastructure Agreements	T	Agreement expiry	7	Name changed, formerly titled Underground Infrastructure Agreements. Name changed to allow for a broader application of the classification.
L03 Appeals and Hearings
L03-08	Human Rights Tribunal of Ontario	T	Appeals exhausted	P	Name changed from Ontario Human Rights Commission due to name change of organization.
L06 Legal Opinions and Inquiries
L06-01	Opinions to Council	4		7	Retention changed from 3/8 to coincide with Council term.
L07 Provincial and Environmental Approvals
L07-08	Private Works and Activities	T	Ammended/super- seded	P	Retention changed from T/10 to T/P.
L08 Insurance Policies and Claims
L08-07	Vehicle Accident Claims	T	Case closed	25	Retention changed from T/7 due to Ont. Regulation 672, which applies to accidents that occurred before Jan. 1994. Ont. Regulation 403/96 applies to accidents that occurred on or after Nov. 1, 1996.
L08-09	Vehicle Accident Claims 1994 to 1996 Only	T	Case closed	100	New classification to hold records related to vehicle accident claims between 1994 and 1996. Ont. Regulation 672 applies to accidents that occurred before Jan. 1994. Ont. Regulation 403/96 applies to accidents that occurred on or after Nov. 1, 1996. The 100 year retention would ensure the record would be intact if the claimant were to survive 100 yrs after the accident – and avoids a permanent retention.
R13 Arts and Heritage Development
R13-01	Awards/Commemorations	3		P	Name changed, formerly titled Awards. Name changed to allow for broader application of the classification.
S06 Immunization and Tuberculosis Assessment
S06-06	Tuberculosis – Prescriptions and Survelliance	1		20	Name changed, formerly titled Tuberculosis – Prescriptions. Name changed to broaden the scope to include medical surveillance records.
S09 Long Term Care
S09-04	Resident Care	T	Client deceased	6	Retention changed from T/5 due to Ministry of Health and Long-Term Care Standard 0609-01 which states records shall be retained for at least 6 years.
T01 Transportation Planning
T01-07	Transit Development Inspections and Releases	T	Release of funds	7	New classification to capture specific types of inspections.
T03 Surface Operations and Maintenance
T03-02	Parks Maintenance	2		3	Retention changed from T/10 as original retention was longer than necessary.
T07 Traffic Control and Safety
T07-14	Motor Vehicle Accident Reports	T	Investigation completed	10	Name changed, formerly titled Police Collision Reports. Name changed to align with client naming conventions.
T08 Area Traffic Management
T08-01	Area Traffic Projects	T	Study completed	10	Retention changed from 3/3 due to align with business requirements.
T11 Transit Operations
T11-02	Booking and Operations Support	1		6	Retention changed from 2/1 as files are linked to timekeeping records, which have a 7 year retention.
W00 Water, Waterwater and Solid Waste - General
W00-03	Operational Data Sheets	T	Superseded	5	Retention changed from 2/3 due to Ontario Regulation 128/04 (6) which recommends a 5 year retention after the last entry.
W05 Operations Support
W05-06	Large Water Meters	T	Building demolition	3	Name changed from water meters for clarity. Retention changed to align with business requirements.
W05-07	Water and Sewer Servicing Reviews and Approvals	T	Servicing completed	10	New classification created to hold water and sewer servicing application records.
W11 Water Purification Plants
W11-03	Purification Plant Operational Support	T	Superseded	5	Retention changed from 2/3 to Ontario Regulation 128/04 which states …ensure that logs and other recordkeeping mechanisms are accessible … for at least five years after the last entry .
W12 Water Pumping Stations, Reservoirs and Elevated Tanks
W12-02	Water Pumping Stations, Reservoirs, Elevated Tanks Operational Support	T	Superseded	5	Retention changed from 2/3 to Ontario Regulation 128/04 which states …ensure that logs and other recordkeeping mechanisms are accessible … for at least five years after the last entry .
W14 Water Distribution
W14-02	Watermains	5		10	New classification created to hold water distribution records.
W14-03	Valves	5		10	New classification created to hold water distribution records.
W14-04	Hydrants	5		10	New classification created to hold water distribution records.
W14-05	Water Service Laterals	5		10	New classification created to hold water distribution records.
W14-06	Water Loss Control	5		10	New classification created to hold water distribution records.
W14-07	Water Quality Maintenance	5		10	New classification created to hold water distribution records.
W15 Rural Water and Wastewater Issues
W15-01	Drinking Water Systems	T	Superseded	P	Name changed, formerly titled Communal Water Systems. Name changed to allow for a broader application of the classification.
W17 Water and Wastewater Testing
W17-01	Specific Testing	5		10	Retention changed from T/10 due to Safe Drinking Water Act, 2002.