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Protection of privacy

Protection of privacy

The protection of personal privacy in the day-to-day operations of an institution is one of the key principles of the Municipal Freedom of Information and Protection of Privacy Act (MPIFFA).

The privacy principles outlined in the Part II of MFIPPA reflect internationally accepted fair information practices, and are based on two beliefs:

  • That an individual has the right to control his or her own personal information
  • That the privacy rules governing the collection, use, disclosure, retention and disposal of personal information are necessary.

These privacy rules apply to all personal information in the custody or control of institutions regardless of whether an access request has been made, with the exception of public records and certain labour relations records.

The City of Ottawa is committed to upholding the standards of privacy established within the Act. City Staff are provided with the necessary training and the Access to Information and Privacy Office is consulted on a regular basis to provide advice to staff with regard to the collection, use, disclosure, retention and disposal of personal information.

Personal information

Understand what types of personal information the City of Ottawa keeps.

Corrections

Learn how and where to request a correction to your personal information.

Complaints

Learn how to file a privacy complaint if you feel that your personal security or information has been violated.

Personal information banks

See the three personal information banks – lists of personal data accessible by City staff – kept by the City of Ottawa:

City Operation's Personal Information Banks

Bank Title & Location

Individuals in Banks

Users

Legal Authorities

Retention and Disposition

Information Maintained & Uses

Emergency & Protective Services - Zoning Inspection -Complaint Report
Location: By-law and Regulatory Services

Citizens of Ottawa

By-law Services staff

Municipal Act, 2001, S.O. 2001, ss. 8, 11, 425-427.

Corporate Records Classification Scheme D02-04. Retention period is 23 years and then destroyed.

Zoning Inspection Complaint Report generated from a complainant. Contains complaintant name, address and phone number and property owner name and address.

Emergency & Protective Services - Property Standards Orders and letters
Location: By-law and Regulatory Services

Citizens of Ottawa

Property Standards staff

Sections 8 – 10 and 127 - 129 and 132 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme D16-01. Retention period is 13 years and then destroyed.

Enforcement case records relating to deficiencies at a residence. Contains name, address, phone number and assessment roll number.

Emergency & Protective Services - Bingo Lottery Events: Bona Fide/ Designated Members
Location: By-law and Regulatory Services

Citizens of Ottawa

Lottery Licensing staff

Sections 9,10(2) and Part IV of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E01-01. Retention period is 4 years and then destroyed.

Form used to record bona fide/designated members of an organization conducting bingos. Contains name and telephone number.

Emergency & Protective Services - Designated Members in Charge of a organization conducting bingos
Location: By-law and Regulatory Services

Citizens of Ottawa

Lottery Licensing staff

Sections 9,10(2) and Part IV of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E01-01. Retention period is 4 years and then destroyed.

Form used to designate members in charge when filing a bingo application for an organization. Contains name, address and telephone number.

Emergency & Protective Services - Charity Reconciliation Report
Location: By-law and Regulatory Services

Citizens of Ottawa

Lottery Licensing staff

Sections 9,10(2) and Part IV of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E01-06. Retention period is 4 years and then destroyed.

Charity Reconciliation Report filed after completion of a bingo. Contains Principal Officer's name, home address and home phone number.

Emergency & Protective Services - Domestic Animal Registration Application
Location: By-law and Regulatory Services

Citizens of Ottawa

Licensing staff

Section 8 of By-law 2003-77 respecting Animal Care and Control

Corporate Records Classification Scheme E01-09. Retention period is 3 years and then destroyed.

Domestic Animal application used for registration of dogs and cats. Contains name, address, home, work and cell phone number and e-mail address.

Emergency & Protective Services - Licensed Vehicles - Application form for Licensed Salesperson Location: By-Law and Regulatory Services

Citizens of Ottawa

Taxi Licensing staff

Sections 9 ,10(2), 156 and Part IV of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme
E01-14. Retention period is 2 years after information is superceded and then destroyed.
 

Application form used to register licensed vehicles to licensed salespersons. Contains name, address, telephone number, drivers licence number and plate number.

Emergency & Protective Services - Special Event Application - Refreshment Vehicle/Itinerants Sellers, Exhibition Licenses
Location: By-Law and Regulatory Services

Citizens of Ottawa

Licensing staff

S. 210(1), (5) and (11) of the Municipal Act, R.S.O. 1990, c.M.45, as amended

Corporate Records Classification Scheme E01-16; E01-17; E01-18 and E-10-19. Retention period is 2 years after information is superceded and then destroyed.

Application form used to register refreshment vehicles; itinerants sellers and exhibition licenses. Contains name, address, phone and cell phone number.

Emergency & Protective Services - Application for Taxi Owners/Plates
Location: By-law and Regulatory Services

Citizens of Ottawa

Taxi Licensing staff

Sections 9 ,10(2), 156 and Part IV of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme E01-20. Retention period is 2 years after information is superceded and then destroyed.

Application form used to license taxi owners with plates. Contains name, address and phone number.

Emergency & Protective Services - Application to licensed Drivers
Location: By-Law and Regulatory Services

Citizens of Ottawa

Taxi Licensing staff

Sections 9 ,10(2), 156 and Part IV of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme E01-21. Retention period is 2 years after information is superceded and then destroyed.

Application form used to license taxi drivers. Contains name, address and phone number.

Emergency & Protective Services - Special Event Application
Location: By-Law and Regulatory Services

Citizens of Ottawa

Licensing staff

Sections 9 ,10(2), and Part IV of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E01-24. Retention period is 2 years after information is superceded and then destroyed.

Application Form used for application for Special Events. Contains name, address, home, work and cell phone number, fax number and e-mail address.

Emergency & Protective Services - Pyrotechnic Event Approval Form
Location: By-law and Regulatory Services

Citizens of Ottawa

By-law Services staff

S. 210 (1), (5) and (11) of The Municipal Act, R.S.O. 1990, c.M.45

Corporate Records Classification Scheme E01-25. Retention period is 2 years after information is superceded and then destroyed.

Pyrotechnic Event Approval form to record pyrotechnic event. Contains name of pyrotechnician, address, telephone number and fax number.

Emergency & Protective Services - Display Fireworks Approval Form
Location: By-law and Regulatory Services

Citizens of Ottawa

By-law Services staff

S. 210 (1), (5) and (11) of The Municipal Act, R.S.O. 1990, c.M.45

Corporate Records Classification Scheme E01-27. Retention period is 2 years after information is superceded and then destroyed.

Application for used for permission to display fireworks. Contains name of supervisor, address, telephone number, fax number, credit card information.

Emergency & Protective Services - Application for a Snowplow Contractors license
Location: By-Law and Regulatory Services

Citizens of Ottawa

By-law Services staff

Sections 9 ,10(2), and Part IV of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme
E01-34. Retention period is 2 years after information is superceded and then destroyed.

Application form used to apply for a snowplow contractors license. Contains name, address and telephone number.

Emergency & Protective Services - All Night Dance Events license application form
Location: By-Law and Regulatory Services

Citizens of Ottawa

By-law Services staff

Sections 9 and 10(2) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme
E01-35. Retention period is 2 years after information is superceded and then destroyed.

Application form used to apply for an All Night Dance event. Contains name, address and telephone number of applicant.

Emergency & Protective Services - Taxi Brokers license application
Location: By-Law and Regulatory Services

Citizens of Ottawa

Taxi Licensing staff

Sections 9 ,10(2), 156 and Part IV of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme
E01-36. Retention period is 2 years after information is superceded and then destroyed.

Documentation used to issue Taxi Brokers licenses. Contains name, address and phone number of taxi broker.

Emergency & Protective Services - By-law Occurrence Report
Location: By-law Enforcement & Complaints

Citizens of Ottawa

By-law Services staff

Sections 8 – 10 and 151 - 160 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E02-01. Retention period is 6 years and then destroyed.

By-law occurrence report used to record a by-law complaint. Contains complainant name, address and phone number.

Emergency & Protective Services - Complaint Files to Court
Location: By-law Enforcement & Complaints

Citizens of Ottawa

By-law Services staff

Sections 8 – 10 and 151 - 160 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E02-02. Retention period is 6 years and then destroyed.

Various by-law enforcement and complaint files used in the Court system concerning by-law complaints. Contains name, address, phone number and assessment roll number of person violating City by-law and also name, address and phone number of complainant.

Emergency & Protective Services - Parking Ticket Complaints
Location: Parking Enforcement

Citizens of Ottawa

Traffic & Parking Control staff

Municipal Act, 2001, S.O. 2001, ss. 8, 11, 425, 439

Corporate Records Classification Scheme E03-01. Retention period is 6 years and then destroyed.

Written correspondence from residents who are unhappy with regards to a parking ticket. Contains name, address and phone number.

Emergency & Protective Services - Traffic and Parking Control Parking - Issues to Court - Notice of Intention to Appear
Location: Parking Enforcement

Citizens of Ottawa

Traffic & Parking Control staff

Municipal Act, 2001, S.O. 2001, ss. 8, 11, 425, 439

Corporate Records Classification Scheme E03-02. Retention period is 3 years after resolution and then destroyed.

Notice of intention to appear in court form regarding a parking ticket. Contains name, address and phone number.

Emergency & Protective Services - Parking Tickets
Location: Parking Enforcement

Citizens of Ottawa

Traffic & Parking Control staff

Municipal Act, 2001, S.O. 2001, ss. 8, 11, 425, 439

Corporate Records Classification Scheme E03-03. Retention period is 7 years and then destroyed.

Parking tickets issued to residents cars. Contains drivers license number.

Emergency & Protective Services - Animal Control - Animal Bite Report
Location: By-law and Regulatory Services

Citizens of Ottawa

By-law Services staff

Municipal Act, 2001, S.O. 2001, ss. 8, 11, 103-105

Corporate Records Classification Scheme E04-05. Retention period is 6 years after information has been superceded and then destroyed.

Animal Bite Report form used to document an animal bite. Contains name of person exposed, address and telephone number and date of birth and name of animal owner, address, telephone number and date of birth.

Emergency & Protective Services - Animal Control - Witness Statement relating to an animal bite
Location: By-law and Regulatory Services

Citizens of Ottawa

By-law Services staff

Municipal Act, 2001, S.O. 2001, ss. 8, 11, 103-105

Corporate Records Classification Scheme E04-05. Retention period is 6 years after information has been superceded and then destroyed.

Witness Report form used to document a witness accounting of an animal bite. Contains witness name, address, telephone number and date of birth.

Emergency & Protective Services - Animal Control - Dog Bite/Attack/ Leashing/Muzzle Order
Location: By-law and Regulatory Services

Citizens of Ottawa

By-law Services staff

Municipal Act, 2001, S.O. 2001, ss. 8, 11, 103-105

Corporate Records Classification Scheme E04-05. Retention period is 6 years after information has been superceded and then destroyed.

Dog Bite/Attack/Leashing/ Muzzle Order prepared after an attack by an animal. Contains name and address of animal owner.

Fire Services - Station Log Books
Location: Rural Services

Citizens of Ottawa

Rural Operations and Urban Operations staff

Sections 8 – 10, 128 and 467 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E05-02. Retention period is permanent.

Daily Activities In Each Station. EG. Deliveries, Training, Sick Leave, Fire Call Responses, etc. Station logs are often the only record of which firefighters attended specific fires. Records have long term value for any WSIB claims, death benefits, litigation, etc.

Fire Services - Fire Communications/ Dispatch
Location: Fire Services

Citizens of Ottawa

Rural Operations & Urban Operations staff

Sections 8 – 10, 128 and 467 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E05-03. Retention period is 6 years and then destroyed.

Contains Personal & Medical Information gathered during response which includes name, address, date of birth.

Fire Services - Fire Inspection Order
Location: Fire Services

Citizens of Ottawa

Fire Prevention staff

Sections 8 – 10, 128 and 467 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E06-01. Retention period is 2 years after the inspection has been completed and then destroyed.

Inspection Order used when building/house requires attention due to a fire risk. Contains name and address of home owner.

Fire Services - Fire Inspection/ Prevention Reports
Location: Fire Services

Citizens of Ottawa

Fire Prevention staff

Sections 8 – 10, 128 and 467 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E06-01. Retention period is 2 years after the inspection has been completed and then destroyed.

Used in general, retrofit or Fire Safety Inspections. Contains name, address and phone number.

Fire Services - Juvenile Fire-setters Program
Location: Fire Services

Citizens of Ottawa

Fire Prevention staff

Sections 8 – 10, 128 and 467 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E06-10. Retention period is 1 year after the case is closed and then destroyed.

Used to document juvenile firestarters. Contains name, address, phone numbers and medical information.

Fire Services - Fire Incident Reports
Location: Fire Services

Citizens of Ottawa

Fire Prevention staff

Sections 8 – 10, 128 and 467 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E07-01. Retention period is permanent.

Fire Response Reports For Each Fire Responded To By Ottawa Fire Services. Personal & Private Information of Individuals which include addresses, and telephone number.

Fire Services - Fire Investigation Reports
Location: Fire Services

Citizens of Ottawa

Fire Prevention staff

Sections 8 – 10, 128 and 467 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme E07-02 Retention period is permanent.

Fire Investigation Reports which includes records re: fire investigations. Photographs, Witness Statements, etc. which contain name, address and phone number.

Ottawa Paramedic Services - Communications/ Dispatch
Location: Paramedic Services

Citizens of Ottawa

Communications Supervisors, Coordinators, Deputy Chief, Admin. Assistant, Quality Improvement Technical, MOHLTC Field Manager, all within Paramedic Services

Personal Health Information Protection Act, s.10 and Municipal Act, ss. 8 & 11

Corporate Records Classification Scheme E08-01. Retention period is permanent.

Documentation relating to shift logs, addresses of major calls, Equipment Failure Reports, Contingency Plans, Conference Organization and Duty Officer Notification Reports which include names and addresses.

Ottawa Paramedic Services - Emergency Medical Complaints
Location: Paramedic Services

Citizens of Ottawa

Communications Supervisors, Coordinators, Deputy Chief, Admin. Assistant, Quality Improvement Technical, MOHLTC Field Manager, all within Paramedic Services

Personal Health Information Protection Act, Municipal Act, ss. 8 & 11, and Ambulance Act, s. 19

Corporate Records Classification Scheme E08-02. Retention period is 7 years and then destroyed.

Investigation Summary Reports which contains complainant name, patient name, address and medication information.

Ottawa Paramedic Services - Emergency Medical Investigations
Location: Paramedic Services

Employees and citizens of the City of Ottawa

Performance Management Coordinator, Quality Review Officers, Paramedic Team Leaders, Quality Improvement Technicians

Ambulance Act, O. Reg 257/00, Ambulance Service Documentation Standards, Land Ambulance Service Certification Standards

Corporate Records Classification Scheme E08-03. Retention period is permanent.

Name of complainant, patient, witnesses, paramedics, Ambulance Call Reports and Incident Reports, records of interviews, Investigation Summary Report

Ottawa Paramedic Services - Daily Shift Reports
Location: Paramedic Services

Employees and citizens of Ottawa

Performance Management Coordinator, Quality Review Officers, Quality Improvement Technicians

Ambulance Act, O. Reg 257/00, Ambulance Service Documentation Standards, Land Ambulance Service Certification Standards, Personal Health Information Protection Act, s. 10, Public Hospitals Act s. 14

Corporate Records Classification Scheme E08-09. Retention period is 20 years and then destroyed.

Name and address of patient, names of paramedics Personal health information contained in Ambulance Call Reports and Incident Reports

Ottawa Paramedic Services - Grover Database
Location: Paramedic Services

Employees and citizens of Ottawa

Performance Management Coordinator, Quality Review Officers, Quality Improvement Technicians

Ambulance Act, O. Reg 257/00, Ambulance Service Documentation Standards, Land Ambulance Service Certification Standards, Personal Health Information Protection Act, s. 10

Database application. Ongoing retention.

Name and address of patient, names of paramedics Personal health information contained in Ambulance Call Reports and Incident Reports

Ottawa Paramedic Services - Rampart CST Database
Location: Paramedic Services

Citizens of Ottawa

Performance Management Coordinator, Quality Review Officers, Quality Improvement Technicians

Ambulance Act, O. Reg 257/00, Ambulance Service Documentation Standards, Land Ambulance Service Certification Standards, Personal Health Information Protection Act, s. 10

Database application. Ongoing retention.

Name and address of patient. Personal health information collected on electronic patient care record

Fire Services - HAZMAT Incident Reports
Location: Fire Services

Employees of Ottawa

Fire Services staff

Sections 8 – 10, 128 and 467 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification
E09-05. Retention period is permanent.

HAZMAT Incident Reports for each hazardous material response as responded to by Ottawa Fire Services.

City Librarian - MFIPPA requests
Location: Library

Citizens of Ottawa

Library staff

Freedom of Information and Protection of Privacy Act, s. 26

Corporate Records Classification Scheme R08-00. Retention period is 3 years and then destroyed.

Letter/application form requesting copies of library records. Contains name, address, phone number and e-mail address.

City Librarian - Program Registration Files
Location: Library

Citizens of Ottawa

Library staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R08-00. Retention period is 3 years and then destroyed.

Used to notify program participants of program cancellations. Contains childs name, parents name, phone number and e-mail address.

City Librarian - E-News Distribution List
Location: Library

Citizens of Ottawa

Library staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R08-00. Retention period is 3 years and then destroyed.

Used to distribute the library's electronic newsletter. Contains name and e-mail address.

City Librarian - Library Incident Reports
Location: Library

Citizens of Ottawa

Library staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R08-00. Retention period is 3 years and then destroyed.

Used to record incidents of theft, vandalism and inappropriate behaviour. Contains name, vehicle description, license plate number, library barcode.

City Librarian - Library Eviction notices
Location: Library

Citizens of Ottawa

Library staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R08-00. Retention period is 3 years and then destroyed.

Used to ban individuals from library facilities. Contains name, address, library barcode and phone number.

City Librarian - Library Donor Lists
Location: Library

Citizens of Ottawa

Library staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R08-00. Retention period is 3 years and then destroyed.

Used to track the names of donors for future campaigns. Contains name, address, phone number and e-mail address.

City Librarian - E-mails via OPL website
Location: Library

Citizens of Ottawa

Library staff

Sections 8 - 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R08-00. Retention period is 6 years and then destroyed.

Used to administer creating writing contest for youth. Contains e-mail address, phone number and library card number.

City Librarian - ILS Borrower Records
Location: Library

Citizens of Ottawa

Library staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R08-04. Retention period is 6 years and then destroyed.

Used for requesting and borrowing library materials. Includes cardholder name, address, phone number, e-mail address, library barcode and library borrower number.

City Librarian - Registration forms for Summer Reading Camp
Location: Library

Citizens of Ottawa

Library staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R08-06. Retention period is 6 years and then destroyed.

Used to administer the summer reading club. Contains name of registrant, sex and age.

City Librarian - Awesome Authors contest entries
Location: Library

Citizens of Ottawa

Library staff

Sections 8 - 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R08-07. Retention period is 6 years and then destroyed.

Used to administer creative writing contest for youth. Contains childs name, parents name, address, phone number, age and e-mail address.

Parks, Recreation & Cultural Services - City Facility & Program Bookings - Application Form for Use of Halls, Special Studios and Gymnasiums
Location: Sports & Recreation Venues, Parks & Program Branch

Citizens of Ottawa

Parks and Recreation staff

s. 11(1)(5) of the Municipal Act, S.O. 2001, c. 25

Corporate Records Classification Scheme A05-06. Retention period is 5 years and then destroyed.

Application for used to book halls, special studios and gymnasiums and is used for the purposes of processing the application and management of the City of Ottawa recreation and culture programs. Contains name, address, home and office phone numbers, fax and e-mail address.

Parks, Recreation & Cultural Services - City Facility & Program Bookings - General Key Agreement; Management Agreement & Key Controller Agreement used when entering Community Facilities
Location: Sports & Recreation Venues, Parks & Program Branch

Citizens of Ottawa

Parks and Recreation staff

s. 11(1)(5) of the Municipal Act, S.O. 2001, c. 25

Corporate Records Classification Scheme A05-06. Retention period is 5 years and then destroyed.

General Key Agreement; Management Agreement and Key Controller Agreement used when entering Community Facilities. Contains name, address, home and work phone numbers, e-mail address and fax number.

Parks, Recreation & Cultural Services - Independent Instructor Agreement
Location: Customer Relations, Business Integration & Fund Branch

Citizens of Ottawa

Parks and Recreation staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R00-02. Retention period is 1 year after change of instructor and then destroyed.

Independent Instructor Agreement form to be used when providing classes to the public as part of the City's recreation and culture programs. Contains instructor name, address, telephone and fax number and e-mail address.

Parks, Recreation & Cultural Services - Instructor List
Location: Customer Relations, Business Integration & Fund Branch

Citizens of Ottawa

Parks and Recreation staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R00-02. Retention period is 1 year after change of instructor and then destroyed.

Instructor List for the various programs offered by the City of Ottawa to be used when contacting the instructor. Contains name and telephone number.

Parks, Recreation & Cultural Services - Specific Aquatic Programs - Waterplay Program
Location: Sports & Recreation Venues, Parks & Program Branch

Citizens of Ottawa

Parks and Recreation staff

s. 11(1)(5) of the Municipal Act, S.O. 2001, c. 25

Corporate Records Classification Scheme R01-01. Retention period is 6 years and then destroyed.

Waterplay Program pre-registration used for children enrolling into the program. Contains name of parent and work/home phone number

Parks, Recreation & Cultural Services - Specific Aquatic Programs - Request to Rent Facility (Pool)
Location: Sports & Recreation Venues, Parks & Program Branch

Citizens of Ottawa

Parks and Recreation staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R01-01. Retention period is 6 years and then destroyed.

Request to rent recreation facility, ie. pool. Contains applicants name, client number, address, phone number and permit number.

Parks, Recreation & Cultural Services - Specific Aquatic Programs - Aquatic Master Sheet
Location: Sports & Recreation Venues, Parks & Program Branch

Citizens of Ottawa

Parks and Recreation staff

Sections 8 - 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R01-01. Retention period is 6 years and then destroyed.

Aquatic Master Sheet used for assessment of water skills. Contains participants name, address and telephone number.

Parks, Recreation & Cultural Services - Specific Aquatic Programs - Swimming Course Grade Sheet
Location: Sports & Recreation Venues, Parks & Program Branch

Citizens of Ottawa

Parks and Recreation staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R01-01. Retention period is 6 years and then destroyed.

Swimming course grade used for accessing swimmers in swimming program. Contains name, age, home and work phone numbers.

Parks, Recreation & Cultural Services - Application to use City of Ottawa Aquatic Facilities
Location: Sports & Recreation Venues, Parks & Program Branch

Citizens of Ottawa

Parks and Recreation staff

s. 11(1)(5) of the Municipal Act, S.O. 2001, c. 25

Corporate Records Classification Scheme R01-02. Retention period is 4 years after program updated or cancelled and then destroyed.

Application form used for the purposes of processing application and management of the City of Ottawa recreation and culture programs. Contains name, address, telephone number, fax number, e-mail address.

Parks, Recreation & Cultural Services - Specific Sports Programs - Ski Instructor Lists for Ski School
Location: Sports & Recreation Venues, Parks & Program Branch

Citizens of Ottawa

Parks and Recreation staff

s. 11(1)(5) of the Municipal Act, S.O. 2001, c. 25

Corporate Records Classification Scheme R02-01. Retention period is 6 years and then destroyed.

Listing of Ski Instructors used in the various Athletic Facilities. Contains name, address, home and cell phone number, e-mail address and emergency contact name and phone number.

Parks, Recreation & Cultural Services - Specific Sports Programs - Staff Emergency Contract List
Location: Sports & Recreation Venues, Parks & Program Branch

Employees of Ottawa

Parks and Recreation staff

Sections 8 - 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R02-01. Retention period is 6 years and then destroyed.

Staff contact list used for emergency purposes. Contains name, home and cell phone numbers.

Parks, Recreation & Cultural Services - Specific Sports Programs - Registration Form for Summer and Junior Hockey League
Location: Sports & Recreation Venues, Parks & Program Branch

Citizens of Ottawa

Parks and Recreation staff

s. 11(1)(5) of the Municipal Act, S.O. 2001, c. 25

Corporate Records Classification Scheme R02-01. Retention period is 6 years and then destroyed.

Registration form used by applicants participating in the Summer and Junior Hockey League program. Contains name, address, home and cell phone numbers and date of birth.

Parks, Recreation & Cultural Services - Specific Sports Programs - Leaders in Training Placement Selection Form
Location: Sports & Recreation Venues, Parks & Program Branch

Citizens of Ottawa

Parks and Recreation staff

s. 11(1)(5) of the Municipal Act, S.O. 2001, c. 25

Corporate Records Classification Scheme R02-01. Retention period is 6 years and then destroyed.

Leaders in Training Placement Selection Form used for the placement of Leaders in Training in a recreational setting. Contains name and address.

Parks, Recreation & Cultural Services - Specific Sports Programs - Registration Form for Team Hockey League
Location: Sports & Recreation Venues, Parks & Program Branch

Citizens of Ottawa

Parks and Recreation staff

s. 11(1)(5) of the Municipal Act, S.O. 2001, c. 25

Corporate Records Classification Scheme R02-01. Retention period is 6 years and then destroyed.

Registration form used by applicants participating in the Team Hockey League program. Contains name, address, home and cell phone numbers and alternative representatives name, address, home and cell phone numbers.

Parks, Recreation & Cultural Services - Cultural and Recreation Programs - Request for Fee Assistance
Location: Recreation and Cultural Services

Citizens of Ottawa

Recreation and Cultural Services staff

s. 11(1)(5) of the Municipal Act, S.O. 2001, c. 25

Corporate Records Classification Scheme R03-00 & R04-00. Retention period is 3 years and then destroyed.

Request for Fee Assistance form used for the purposes of processing the application and management of the City of Ottawa recreation and culture programs. Contains applicants name, address and phone number and children's name and date of birth.

Parks, Recreation & Cultural Services - Cultural and Recreation Programs - Refund Request Form
Location: Cultural & Heritage Services

Citizens of Ottawa

Recreation and Cultural Services staff

s. 11(1)(5) of the Municipal Act, S.O. 2001, c. 25

Corporate Records Classification Scheme R03-00 & R04-00. Retention period is 3 years and then destroyed.

Request for Refund by participant when cancelling from a program and is used for the purposes of processing the application/agreement and management of the City of Ottawa recreation and culture programs. Contains participants name, e-mail address, home and evening phone numbers.

Parks, Recreation & Cultural Services - Cultural Programs - Enrolment Form for children's recreation and cultural programs
Location: Cultural & Heritage Services

Citizens of Ottawa

Cultural Services staff

Municipal Act RSO 1990, cM.45, s. 207 (45)

Corporate Records Classification Scheme R03-01. Retention period is 6 years and then destroyed.

Enrolment Form for children's recreation and culture programs. Information is collected for the administration and management of the City of Ottawa Risk Management Program. Contains Childs name, address, telephone number, date of birth, parents name and cell phone number

Parks, Recreation & Cultural Services - Cultural Programs - Preschool Child Profile
Location: Cultural & Heritage Services

Citizens of Ottawa

Cultural Services staff

Municipal Act RSO 1990, cM.45, s. 207 (45)

Corporate Records Classification Scheme R03-01. Retention period is 6 years and then destroyed.

Preschool Child Profile used to determine routine of child while in the care of a cultural program. Contains childs name and date of birth.

Parks, Recreation & Cultural Services - Cultural Programs - Day Trips and Excursions Permission Form
Location: Cultural & Heritage Services

Citizens of Ottawa

Cultural Services staff

Municipal Act RSO 1990, cM.45, s. 207 (45)

Corporate Records Classification Scheme R03-01. Retention period is 6 years and then destroyed.

Day Trips and Excursion Permission form used for the administration and management of the city of Ottawa Risk Management Program. Contains participants name and date of birth.

Parks, Recreation & Cultural Services - Cultural Programs - Pre-Teen/Youth Dance Release of Claims and Waiver of Liability Form
Location: Cultural & Heritage Services

Pre-Teen and Youths of Ottawa

Cultural Services staff

Municipal Act RSO 1990, cM.45, s. 207 (45)

Corporate Records Classification Scheme R03-01. Retention period is 6 years and then destroyed.

Pre-Teen/Youth Dance Release of Claims and Waiver of Liability Form to be used when pre-teen and youths attend Dances provided by Cultural Services. Contains child's name and emergency contact information: name, relationship, address and home and office telephone numbers.

Parks, Recreation & Cultural Services - Cultural Programs - Medication Administration Request Form
Location: Cultural & Heritage Services

Citizens of Ottawa

Cultural Services staff

Municipal Act RSO 1990, cM.45, s. 207 (45)

Corporate Records Classification Scheme R03-01. Retention period is 6 years and then destroyed.

Medication Administration Request form used when administering, supervising the administration or storing medication. Contains participants name, address, date of birth, phone number, parents name and phone number

Parks, Recreation & Cultural Services - Cultural Programs - Consent to Disclose Child's Photograph
Location: Cultural & Heritage Services

Citizens of Ottawa

Cultural Services staff

Municipal Act RSO 1990, cM.45, s. 207 (45)

Corporate Records Classification Scheme R03-01. Retention period is 6 years and then destroyed.

Consent to disclose a photograph of child when enrolled in children's cultural programs. Contains the parents name and address.

Parks, Recreation & Cultural Services - Cultural Programs - Child Care Agreement
Location: Cultural & Heritage Services

Citizens of Ottawa

Cultural Services staff

Municipal Act RSO 1990, cM.45, s. 207 (45)

Corporate Records Classification Scheme R03-01. Retention period is 6 years and then destroyed.

Child care agreement to be used when attending cultural programs and is collected for the administration and management of the City of Ottawa Risk Management Program. Contains guardian name, address and telephone number and child's name.

Parks, Recreation & Cultural Services - Cultural Programs - Senior's Membership/ Renewal Form
Location: Cultural & Heritage Services

Citizens of Ottawa

Cultural Services staff

Municipal Act RSO 1990, cM.45, s. 207 (45)

Corporate Records Classification Scheme R03-01. Retention period is 6 years and then destroyed.

Membership Renewal Form for Senior's Centre to be used when registering for a program. Contains name, address, phone number, e-mail address, date of birth and health information.

Parks, Recreation & Cultural Services - Cultural Programs - Winterlude Skating Lesson Form
Location: cultural & Heritage Services

Citizens of Ottawa

Cultural Services staff

Municipal Act RSO 1990, cM.45, s. 207 (45)

Corporate Records Classification Scheme R03-01. Retention period is 6 years and then destroyed.

Consent, Release of Liability, Waiver of Claims, Assumption of Risks and Indemnity Agreement for Winterlude skating lesson. Contains name, address, telephone number, gender and birth date.

Parks, Recreation & Cultural Services - Archives - Open House Attendance Sheet/Information Sessions
Location: Cultural & Heritage Services

Citizens of Ottawa

Archive staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme R10-00. Retention period is 3 years and then destroyed.

Open House/Information Session Attendance Sheet used for consultation purposes concerning the City Archives Relocation. Contains name, address, telephone number and e-mail address.

Parks, Recreation & Cultural Services - Archives - Researcher Registration Form
Location: Cultural & Heritage Services

Citizens of Ottawa

Archive staff

Section 253(1) and Section 254 of the Municipal Act, S.O. 2001, c.25

Corporate Records Classification Scheme R10-01. Retention period is permanent.

Researcher registration form to be used to assist in the security of Archival Records and Collections, to communicate with Registered Researchers and for the promotion of affiliated organizations. Contains the name, address, telephone number, fax number, e-mail address and pass number of researcher.

Parks, Recreation & Cultural Services - Archives - Photo Work Order
Location: Cultural & Heritage Services

Citizens of Ottawa

Archive staff

How to make a privacy complaint

If an individual is of the opinion that an institution has improperly collected, used, disclosed, retained or disposed of their personal information, that individual has a right to request an investigation into the matter by the Information and Privacy Commissioner of Ontario. It is considered a breach of MFIPPA to violate any of the privacy provisions outlined in Part II of the legislation.

If you feel the security of your personal information under the custody and control of the City of Ottawa has been violated, we encourage you to contact our Access to Information and Privacy Office. At the City of Ottawa, every attempt is made to resolve a privacy complaint informally through a resolution that is mutually satisfactory to both the complainant and to the City. Sometimes a simple explanation may help to alleviate the concerns that an individual may have. However, the individual still holds the right to contact the Information and Privacy Commissioner/Ontario if he or she chooses to submit a formal complaint.
 

Infrastructure services and community sustainability

Bank Title & Location

Individuals in Banks

Users

Legal Authorities

Retention and Disposition

Information Maintained
and Uses

Planning & Growth Management - Public Relations - View & Release requests Location: Building Code Services

Citizens of Ottawa

Technical Clerks and Building Code Services staff

City of Ottawa Compliance By-law 2003-69 ss. 3(1), 5(1) & 6(1), The Municipal Act ss. 8(1) & 11

Corporate Records Classification Scheme C10-01. Retention period is 6 years and then destroyed.

Application to access building permit information and to view and release same. Contains name, address, phone/cell number and e-mail address.

Planning & Growth Management - Zoning Consultations for Group Homes Location: Building Code Services

Citizens of Ottawa

Planning & Infrastructure Approvals staff

Municipal Act, 2001, S.O. 2001, ss. 8, 11, 425-427.

Corporate Records Classification Scheme D02-05. Retention period is 4 years then destroyed.

Application form used for zoning consultations for group homes. Contains applicants name, address, organizations name, and description of shelter applicants.

Planning & Growth Management - Pre-Consultation Process on Development Applications Location: Planning & Growth Management

Citizens of Ottawa

Development Services Staff

Section 1.0.1 of the Planning Act, R.S.O. 1990, c. P. 13, as amended

Corporate Records Classification Scheme D04-01. Retention period is 10 years after the design study has been superseded and then destroyed.

Pre-Consultation process on development applications for the creation of an outcome form for applications. Contains name, address, phone number and e-mail address.

Planning & Growth Management - Private Roadway Naming Location: Building Code Services

Citizens of Ottawa

Client Service Representatives, Policy Analysts, Project Coordinators, Policy Officers, Municipal Addressing and Signs Officers, Councillors, and their assistants, Program Managers, Managers and Director of Building Code Services Branch.

Private Roadways By-law 2002-521 and By-law 2007-521

Corporate Records Classification Scheme D07-09. Retention period is 50 years after the application has been approved and then destroyed.

Application processing, administration and approval of private roadway naming applications. Contains name, address, phone number, e-mail address of applicants and property owners.

Planning & Growth Management - Development Minor Sign Variance Applications Location: Building Code Services

Citizens of Ottawa

Client Service Representatives, Policy Analysts, Project Coordinators, Policy Officers, Municipal Addressing and Signs Officers, Councillors, and their assistants, Program Managers, Managers and Director of Building Code Services Branch.

Permanent Signs on Private Roadways By-law 2005-439, s. 16, & Municipal Act, 2001 ss. 8 & 11.

Corporate Records Classification Scheme D07-10. Retention period is 6 years and then destroyed.

Application processing, administration and approval of minor sign variance applications. Contains name, address, phone number, e-mail address of applicants and property owners.

Committee of Adjustment - Application for Consent (Severance) Location: Committee of Adjustment

Citizens of Ottawa

Employees of Committee of Adjustment

Planning Act, R.S.O. 1990, c.P.13, as amended

Corporate Records Classification Scheme D08-01. Retention period is permanent.

Application form used when citizen wants to sever a portion of their property in order to sell. Contains name, address, telephone number and fax number of registered property owners and agents.

Committee of Adjustment - Application for Minor Variance/Permission Location: Committee of Adjustment

Citizens of Ottawa

Employees of Committee of Adjustment

Planning Act, R.S.O. 1990, c.P.13, as amended

Corporate Records Classification Scheme D08-02. Retention period is 6 years and then destroyed.

Application form to allow property owners to use their land in a way to which it does not comply exactly with the requirements of the zoning by-law. Contains name, address, telephone number and fax number of registered property owners and agents.

Committee of Adjustment Application for Power of Sale (selling of property) Location: Committee of Adjustment

Citizens of Ottawa

Employees of Committee of Adjustment

Planning Act, R.S.O. 1990, c.P.13, as amended

Corporate Records Classification Scheme D08-03. Retention period is 6 years and then destroyed.

Application form used when selling property through Power of Sale. Contains name, address, telephone number and fax number of registered property owners and agents.

Committee of Adjustment - Applications for Validation of Title Location: Committee of Adjustment

Citizens of Ottawa

Employees of Committee of Adjustment

Planning Act, R.S.O. 1990, c.P.13, as amended

Corporate Records Classification Scheme D08-04. Retention period is permanent.

Application form used to validate their property title. Contains name, address, telephone number and fax number of registered property owners and agents.

Planning & Growth Management - 911 Blade Applications concerning the addressing of streets Location: Building Code Services

Citizens of Ottawa

Building Services Staff

Municipal Addressing By-law 2005-303

Corporate Records Classification Scheme D11-01. Retention period is permanent.

Application processing concerning the addressing of streets. Contains name, address, phone number, e-mail address of applicants and property owners.

Planning & Growth Management - Permanent Sign Permits Location: Building Code Services

Citizens of Ottawa

Building Services Staff

Municipal Act, 2001, S.O. 2001, c.25 ss. 8-10, as amended and City of Ottawa By-Law 2003-446

Corporate Records Classification Scheme D12-01. Retention period is 50 years after the file is dormant and then destroyed.

Application processing, administration and approval of permanent sign permits. Contains name, address, phone number, e-mail address of applicants and property owners.

Planning & Growth Management - Permits - Temporary Street Encroachment Location: Building Code Services

Citizens of Ottawa

By-law Permits staff; Inspection Unit staff and Safety and Traffic Services staff

Municipal Act, 2001, S.O. 2001, c.25 ss. 8-10, as amended and City of Ottawa By-Law 2003-446

Corporate Records Classification Scheme D12-03. Retention period is 5 years after change of use and then destroyed.

Application form used when applicant applies to have a temporary street encroachment. Contains name and address.

Planning & Growth Management - Permits - Permanent Street Encroachment Location: Building Code Services

Citizens of Ottawa

By-law Permits staff; Inspection Unit staff and Safety and Traffic Services staff

Municipal Act, 2001, S.O. 2001, c.25 ss. 8-10, as amended and City of Ottawa By-Law 2003-446

Corporate Records Classification Scheme D12-04. Retention period is permanent.

Application form used when applicant wants to have a permanent street encroachment. Contains name and address.

Planning & Growth Management - Permits - Permanent or Temporary Private Approach (by street name) Location: Building Code Services

Citizens of Ottawa

By-law Permits staff; Inspection Unit staff and Safety and Traffic Services staff

Municipal Act, 2001, S.O. 2001, c.25 ss. 8-10, as amended and City of Ottawa By-Law 2003-446

Corporate Records Classification Scheme D12-05. Retention period is 7 years and then destroyed.

Application form used when applicant applies for a permanent of temporary Private Approach by street name. Contains name, address and phone number.

Planning & Growth Management - Permits - Permanent or Temporary Private Approach (by specific address) Location: Building Code Services

Citizens of Ottawa

By-law Permits staff; Inspection Unit staff and Safety and Traffic Services staff

Municipal Act, 2001, S.O. 2001, c.25 ss. 8-10, as amended and City of Ottawa By-Law 2003-446

Corporate Records Classification Scheme D12-06. Retention period is 7 years and then destroyed.

Application form used when applicant applies for a permanent of temporary Private Approach by specific address. Contains name, address and phone number.

Planning & Growth Management - Building Permits Location: Building Code Services

Citizens of Ottawa

Permit Approval staff; Building Inspection staff; Business Integration Services staff; Fire Services staff; By-law and Regulatory Services staff and Legal Services staff.

Ontario Building Act, s. 2(9); Building By-law 2005-303 ss. 4 & 13; Municipal Act, 2001, ss. 8 & 11

Corporate Records Classification Scheme D13-01. Retention period is permanent.

Application processing concerning building permits. Contains name, address, phone number, e-mail address of applicants and property owners.

Planning & Growth Management - Building Services - Building Permit Information data base

Citizens of Ottawa

Building Services Staff

Ontario Building Act, s. 2(9); Building By-law 2005-303 ss. 4 & 13; Municipal Act, 2001, ss. 8 & 11

Data base - ongoing retention

For the administration and management of Building Permit information

Planning & Growth Management - Building/Construction Permits Master Plans applications Location: Building Code Services

Citizens of Ottawa

Permit Approval staff; Building Inspection staff; Business Integration Services staff; Fire Services staff; By-law and Regulatory Services staff and Legal Services staff.

Ontario Building Act, s. 2(9); Building By-law 2005-303 ss. 4 & 13; Municipal Act, 2001, ss. 8 & 11

Corporate Records Classification Scheme D13-02. Retention period is permanent.

Application processing concerning Master Plans. Contains name, address, phone number, e-mail address of applicants and property owners.

Planning & Growth Management - Building/ Construction Permits Cancelled Building Permits and Applications Location: Building Code Services

Citizens of Ottawa

Permit Approval staff; Building Inspection staff; Business Integration Services staff; Fire Services staff; By-law and Regulatory Services staff and Legal Services staff.

Ontario Building Act, s. 2(9); Building By-law 2005-303 ss. 4 & 13; Municipal Act, 2001, ss. 8 & 11

Corporate Records Classification Scheme D13-03. Retention period is 12 years and then destroyed.

Application processing concerning cancelled building permits and applications. Contains name, address, phone number, e-mail address of applicants and property owners.

Committee of Adjustment Secondary Personnel Records Location: Committee of Adjustment

Employees of Committee of Adjustment

Secretary Treasurer and Deputy Secretary Treasurer

Sections 8, 9 and 227 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme H02-01. Retention period is 50 years after termination of employee and then destroyed.

Reference and collection of data relating to employees in Committee of Adjustment. Names, addresses, telephone numbers, date of employment and Social Insurance Number

Planning & Growth Management - Legal Opinions & Inquiries: Compliance Reports Location: Building Code Services

Citizens of Ottawa

Client Service Representatives, Technical Clerks, Compliance Reports Officers, Program Managers, Managers and Director of Building Code Services Branch.

Compliance By-law 2003-69, s. 3; Municipal Act, 2001 ss. 8 & 11

Corporate Records Classification Scheme L06-03. Retention period is 10 years and then destroyed.

Application processing, administration, and issuance of Compliance Reports. Contains name, address, phone number, e-mail address of applicants and property owners.

Transit Services - Para Transpo Employees Leave Request/Time Reporting data base Location: Para Transpo

Employees of the City of Ottawa

Para Transpo employees

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme F16-02. Retention period is 6 years then destroyed.

For the administration and management of leave and work requirements. Contains employee name and number.

Transit Services - Booking and Operations Support Time Reporting Location: Para Transpo

Employees of the City of Ottawa

OC Transpo staff

Sections 15.1, 22, 46, 48 & 50 of The Employment Standards Act, 2000, S.O.

Corporate Records Classification
T11-02. Retention period is 7 years then destroyed.

The booking files are linked to the timekeeping sheets. Contains employee name and number.

Transit Services - Para Transpo Transit Complaints Location: Para Transpo

Citizens of Ottawa

OC Transpo staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T11-05. Retention period is 7 years then destroyed.

Name, address, telephone number to be used regarding complaints about transit operations which includes bookings, operations support, safety and security issues.

Transit Services - Para Transpo General Correspondence Location: Para Transpo

Citizens of Ottawa

Managers, Supervisors and Coordinator Para Transpo Service

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-00. Retention period is 3 years then destroyed.

For future reference. Contains name and address of client requesting information/making suggestions or comments concerning the service

Transit Services - Para Transpo Non Payment of Fare Letter Location: Para Transpo

Citizens of Ottawa

Para Transpo staff, Manager and Supervisor

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-00. Retention period is 3 years then destroyed.

For administration purposes. Includes name, address, registration number

Transit Services - Para Transpo Cancellation No Show Policy Letters Location: Para Transpo

Citizens of Ottawa

Para Transpo employees; Manager and Supervisor of Administration & Customer Service

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-00. Retention period is 3 years then destroyed.

For reference purposes. Contains customer name, address and registration number

Transit Services - Para Transpo Clarification and Refused letters Location: Para Transpo

Citizens of Ottawa

Para Transpo staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-00. Retention period is 3 years then destroyed.

For future reference. Contains name, address and date of birth of client.

Transit Services - Para Transpo Late Pick-ups Location: Para Transpo

Para Transpo drivers

Para Transpo staff; Managers; Supervisors and Coordinator, Para Transpo Service

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-00. Retention period is 3 years then destroyed.

To verify accuracy of late pick-ups reported by the contractor, contains name and driver number

Transit Services - Application for Para Transpo Attendant Card or Priority Seating Card Location: Para Transpo

Citizens of Ottawa

Para Transpo staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-01. Retention period is 1 year after termination of service and then destroyed.

For the administration and management of para transpo riders. Contains applicant's name, address and telephone number

Transit Services - Para Transpo Client Registration Location: Para Transpo

Citizens of Ottawa

Para Transpo staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-01. Retention period is 1 year after termination of service and then destroyed.

Para Transpo application form for para transpo bus service which includes name, address and date of birth

Transit Services - Para Transpo Client Registration Winter Service only Location: Para Transpo

Citizens of Ottawa

Para Transpo staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-01. Retention period is 1 year after termination of service and then destroyed.

Para Transpo application form for para transpo bus service which includes name, address and date of birth

Transit Services - Para Transpo Client Registration Inactive Location: Para Transpo

Citizens of Ottawa

Para Transpo staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-01. Retention period is 1 year after termination of service and then destroyed.

For clients who are inactive but may have a valid reason to be re-instated. Includes name, address and date of birth

Transit Services - Para Transpo Temporary Client Registration Location: Para Transpo

Citizens of Ottawa

Para Transpo staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-02. Retention period is 1 year after termination of service and then destroyed.

Para Transpo application form for temporary para transpo bus service

Transit Services - Para Transpo Customer Complaints Location: Para Transpo

Citizens of Ottawa

Para Transpo staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-02. Retention period is 1 year after termination of service and then destroyed.

Letters of complaints received from FirstBus Ltd.; Coventry Connections and West Way Taxi Ltd. Includes name, address and phone number

Transit Services - Temporary registration for Para Transpo Attendant Card or Priority Seating Card Location: Para Transpo

Citizens of Ottawa

Para Transpo staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-02. Retention period is 1 year after termination of service and then destroyed.

For the administration and management of para transpo riders. Contains applicant's name, address and telephone number

Transit Services - Para Transpo Customer Compliments Location: Para Transpo

Citizens of Ottawa

Para Transpo staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-04. Retention period is 7 years and then destroyed.

Letters of compliments received from FirstBus Ltd.; Coventry Connections and West Way Taxi Ltd. Includes name, address and phone number

Transit Services - Para Transpo Accident Reports Location: Para Transpo

Para Transpo drivers

Para Transpo staff

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-04. Retention period is 7 years and then destroyed.

Details of accidents involving Para Transpo drivers; Passengers names, addresses & phone numbers

Transit Services - Para Transpo Driver Reports Location: Para Transpo

Para Transpo drivers

Para Transpo staff; Manager and Supervisor

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme T14-04. Retention period is 7 years and then destroyed.

For future reference with possible contact with clients. Contains name and driver number and client registration number

Environmental Services - Operations Support - Service Request Investigations (24 hour line) Location: Waste Diversion & Planning

Citizens of Ottawa

Customer Service staff

Sections 8, 9, 10, 78 to 87, 91, 93, 96 and 97 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification W05-01. Retention period is 2 years and then destroyed.

To process calls received from the public concerning requests for service (investigations for storm and sanitary sewers; rain gauge information; water meter maintenance and utility locates. Contains name, address, phone number and e-mail address.

Environmental Services - Operations Support - Solid Waste Investigations - Request for Service Location: Solid Waste Services

Citizens of Ottawa

Solid Waste Staff

Sections 8, 9, 10 and 76 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification
W05-01. Retention period is 2 years and then destroyed.

To process calls received from the public concerning requests for service. Contains name, address, phone number and e-mail address.

Environmental Services - Operations Support - Water Investigations Location: Waste Diversion & Planning

Citizens of Ottawa

Water Quality staff

Sections 8, 9, 10, 78 to 87, 91 and 93 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification W05-02. Retention period is permanent.

Requests for water investigations received through Customer Service. Contains name, address and phone number.

Environmental Services - Flusher Permit File Location: Water & Wastewater Services

Citizens of Ottawa

Employees of the City of Ottawa, Managers, Supervisors, Finance

Sections 8 - 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification W05-02 Retention period is permanent.

Customer information (i.e. name, address and phone number, vehicle number, license, unit number), capacity of vehicle in gallons, e-mail address, copies of permit, signatures of applicant, consumption record, copy of SAP invoice

Environmental Services - Sterilization & Sample Sheet Files Location: Waste Diversion & Planning

Citizens of Ottawa

Employees of the City of Ottawa, Managers, Supervisors, Engineering Inspectors

Sections 8 - 10, 78 - 87, 91, 93, 444-446 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification W05-02. Retention period is permanent.

Civic address, contractor/inspector cell phone number, location of pipe, size and date of swab, diagram of pipe, chlorination data sheet, chain of custody sheet, in service letter

Environmental Services - Operations Support - Wastewater Investigations Location: Waste Diversion & Planning

Citizens of Ottawa

Water Quality staff

Sections 8, 9, 10, 78 to 87, 91 and 93 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification W05-03. Retention period is permanent.

Requests from citizens regarding wastewater investigations. Contains name, address and telephone number.

Environmental Services - Operations Support - Solid Waste Investigations - Solid Waste Mailbox Location: Waste Diversion & Planning

Citizens of Ottawa

Solid Waste Staff

Sections 8, 9, 10 and 76 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification W05-04. Retention period is permanent.

To process complaints received by the public concerning solid waste investigations. Contains name, address, phone number and e-mail address.

Environmental Services - Operations Support - Solid Waste Investigations - Notice of Violation Location: Waste Diversion & Planning

Citizens of Ottawa

Solid Waste Staff

Sections 8, 9, 10 and 76 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification W05-04. Retention period is permanent.

Notices of Violation sent to property owners violating the solid waste collection by-law. Contains name, address and phone number.

Environmental Services - Water Meter Files Location: Customer Information

Citizens of Ottawa

Employees of the City of Ottawa, Managers, Supervisors, Director

Sections 8 - 10, 78 - 87, 91, 93, 444-446 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification W05-06 Ongoing - held in ITX database

Water Meter information (size and location), work performed on meter, owner of residence (name, address and phone number), all associated work orders

Environmental Services - Operations Support - Stormwater Investigations Location: Storm Water Treatment

Citizens of Ottawa

Engineer, Stormwater Management

Sections 8, 9, 10, 87, 96 and 97 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification W05-08. Retention is permanent.

Complaints regarding stormwater facilities, ie. broken fences, debris, beavers and vandalism. Used as an investigative tool. Contains name, address and telephone number.

Environmental Services - Project File Location: Customer Information

Citizens of Ottawa

Employees, Managers, Supervisors, Director, Finance and Legal, if required

Sections 8 - 10, 78 - 87, 91, 93, 444-446 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme W05-99. Retention period is 6 years due to legal issues.

Customer information (i.e. name, number and address), company name/number, all work orders, infrastructure information, signed permits, cost of job, copies of all ITX and SAP work, all work associated with the job, labour, equipment and material

Environmental Services - Revitalization Project - Private Sewers Correspondence to affected residents Location: Collections Operations

Citizens of Ottawa

Sewer Services Staff

Sections 8, 9, 10 and 76 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification
W08-03. Retention period is permanent.

City of Ottawa has an infrastructure revitalization project that has a 20-year cycle. Correspondence is prepared regarding the revitalization project which contains a name and address.

Environmental Services - Flusher Hydrant Database Location: Waste Diversion & Planning

Citizens of Ottawa

Employees of the City of Ottawa, Managers, Supervisors, Finance

Sections 8 - 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Database. Ongoing retention

For billing purposes and to record the amount of water used. Contains company name, capacity of truck, CID (customer identification), date called in, permit number/gallons, address and phone number

Environmental Services - Solid Waste Collection Complaints Location: Collection Operations

Citizens of Ottawa

Waste Collections Operation Staff

Sections 8, 9, 10 and 76 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification
W20-03. Retention period is 2 years and then destroyed.

Complaints received regarding the collection and disposal of garbage. Contains name, address and phone number.

Environmental Services - ITX Maintenance Management Database Location: Waste Diversion & Planning

Citizens of Ottawa

Employees of the City of Ottawa, Managers, Supervisors, Director, Finance, Legal

Sections 8 - 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Database. Ongoing retention

Database for water and sewer retains all information regarding water/sewer, all infrastructure, all work performed on infrastructure (i.e. equipment, labour and material), customers names, addresses and phone numbers

Environmental Services - MAP Database Location: Waste Diversion & Planning

Citizens of Ottawa

Employees of the City of Ottawa, Managers, Supervisors, Director, Finance

Sections 8 – 10, 312, 314, 315, 317 of the Municipal Act, S.O. 2001, c. 25, as amended

Database. Ongoing retention

All pertinent information for customer, owner address, property information, taxes, all work done on property, all by-law calls

Environmental Services - SAP Database Location: Waste Diversion & Planning

Citizens of Ottawa

Employees of the City of Ottawa, Managers, Supervisors, Director, Finance, Legal

Sections 8 – 10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Database. Ongoing retention

All information regarding project files (customer names, addresses and numbers), copies of posted invoices

Environmental Services - Aquacis - Water Billing Financial Services Location: Financial Services & Customer Information

Citizens of Ottawa

Financial Services & Customer Service Employees

Sections 8 – 10, 78 – 87, 91, 93, 444-446 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Database. Ongoing retention

Record of all information for each customer and history on accounts. Billing system, meter information which contains customer name, address, phone number, credit history, billing and account information and history on account.

Personal information

What is "personal information"?

Personal information is defined as recorded information about an identifiable individual, including:

  • Information relating to race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or family status
  • Information relating to the education or the medical , psychiatric, psychological, criminal or employment history of an individual or information relating to financial transactions in which the individual has been involved
  • Any identifying number, symbol or other particular assigned to the individual
  • The address, telephone number, fingerprints, or blood type of the individual
  • The personal opinions or views of the individual except if they relate to another individual
  • Correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature and replies to that correspondence that would reveal the contents of the original correspondence
  • The views or opinions of another individual about the individual
  • The individual's name if it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual.

Types of personal information held at the City of Ottawa

Each institution is required to make available a listing of the Personal Information Banks (PIBs) in its custody and control in order to assist members of the public in exercising their privacy rights. A Personal Information Bank is defined in the Act as "a listing of personal information that is organized and capable of being retrieved using an individual's name or an identifying number or particular assigned to an individual". Each Personal Information Bank lists:

  • The title of the personal information
  • Its location
  • The legal authority for its establishment
  • The types of personal information maintained in it
  • How the personal information is used
  • To whom the personal information is disclosed to on a regular basis
  • The categories of individuals about whom the personal information is maintained
  • The retention and disposal period of the personal information.

City Manager’s Office
City Operations
Infrastructure Services and Community Sustainability

For further information concerning the City's PIBs please contact the Access to Information and Privacy Office at 613-580-2424 ext. 21898.
 

How and where to request a correction of personal information?

In some instances, a requester may feel that there was an error or omission concerning personal information on file about him or herself. To request a correction or omission to the personal information, you must complete an Municipal Freedom of Information and Protection of Privacy Act Access/Correction form [ PDF – 58 KB] available at any of the departments' reception areas or by contacting the Access to Information and Privacy Office.

You should also forward a letter stipulating clearly the information, which you believe to be inexact, incomplete or ambiguous, and the correction or amendment that you wish to make under the Act.

After receiving the request for correction of personal information, the City of Ottawa will correct or amend the information or advise you of the reason why the information was not corrected or amended. If the correction sought is merely a substitution of opinion, then it will not qualify as a correction of personal information. In some instances, documentary proof will be required.

In the event that the correction or amendment was not made, you have a right to:

  • Require that a statement of disagreement be attached to the information (a copy of the request for correction may be sufficient)
  • Have any person or body to whom the personal information was disclosed within the last twelve (12) months notified of the correction or statement of disagreement
  • Appeal the decision to the Information and Privacy Commissioner.

City Manager's Office Personal Information Banks

Bank Title and Location

Individuals in Banks

Users

Legal Authorities

Retention and
Disposition

Information Maintained
and Uses

Corporate Revenue - Water & sewer/taxation accounts - General Correspondence from ratepayers Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-00. Retention period is 3 years and then destroyed.

Letter received from citizens concerning their water & sewer/taxation accounts. Contains name, address, telephone number and fax number.

Corporate Revenue - Assessment Roll Property files Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10, 340,341, 343, 344 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-01. Retention period is 6 years after the file has been superseded and then destroyed.

Files contain information regarding a ratepayer’s assessment information. Contains the name and address of ratepayer and possibly the assessment roll number.

Corporate Revenue - Property Tax Assessment - Application for Rebate of Property Taxes Location: Financial Services

Citizens of Ottawa

Taxation staff

Section 364 of the Municipal Act and Ontario Reg. 325/01 as amended

Corporate Records Classification Scheme F04-02. Retention period is 6 years after the file has been superseded and then destroyed.

Application form used for the purposes of determining eligibility for a property tax rebate and the amount of the rebate in respect of vacant commercial and industrial buildings. Contains the owners name, address, telephone and fax number and assessment roll number.

Corporate Revenue - VTAX - Vailtech Municipal Tax System Location: Financial Services

Citizens of Ottawa

Risk Management, Legal Services & Reporting Departments

Municipal Act ss. 8 & 11 & Assessment Act s. 11

Database application. Ongoing retention.

The VTAX application provides electronic property assessment information. Contains owner/tenant name and address and assessment roll number.

Corporate Revenue - Assessment Roll Supplementary Assessment Rolls Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10, 340,341, 343, 344 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-05. Retention period is 6 years after the file has been superseded and then destroyed.

Notices of Supplementary Assessment sent to new property owners. Contains name and address and assessment roll number.

Corporate Revenue - Request for Tax Refund. Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10, 340,341, 343, 344 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-05. Retention period is 6 years after the file has been superseded and then destroyed.

Request for Tax Refund application form used when there is an outstanding credit in the tax account. Contains tax roll number, name, address and telephone number.

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CorporTate Revenue - Outstanding Payments/Charges Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10, 340, 341, 343, 344 and 345 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-17. Retention period is 6 years after the file has been closed and then destroyed.

Correspondence from ratepayers who have outstanding payments and/or charges against their assessment roll. Contains name and address and banking information.

Corporate Revenue - Application for exemption of taxes Location: Financial Services

Citizens of Ottawa

Taxation staff

Section 357/358 of the Municipal Act, R.S.O. 2001, c. 25

Corporate Records Classification Scheme F04-24. Retention period is 6 years after the file has been closed and then destroyed.

Application for used when applying for an exemption of taxes. Contains name, address, application number, complaint number, appeal number and assessment roll number.

Corporate Revenue - Letters from residents requesting an exemption of taxes Location: Financial Services

Citizens of Ottawa

Taxation staff

Section 357/358 of the Municipal Act, R.S.O. 2001, c. 25

Corporate Records Classification Scheme F04-24. Retention period is 6 years after the file has been closed and then destroyed.

Letter received from resident requesting an exemption of taxes due to house burning down and being demolished. Contains name, address and telephone number.

Corporate Revenue - Tax Certificates Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10 and 352 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme F04-26. Retention period is 7 years and then destroyed.

Tax Certificates provided to advise ratepayer of the amount of taxes owing on property. Contains name, address and assessment roll number.

Corporate Revenue - Stellent Database for Tax Certificates Location: Financial Services

Citizens of Ottawa

Financial Services Staff

Municipal Act, 2001 ss. 8 & 11, Assessment Act, ss. 11 & 14

Database application. Ongoing retention.

Records database which stores all tax certificates on a record management server for easy storage and retrieval. Contains name, address and assessment roll number.

Corporate Revenue- Water Certificates Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-28. Retention period is 7 years and then destroyed.

Water Certificates provided to advise ratepayer of the amount of water charges owing on a property. Contains name, address and assessment roll number.

Corporate Revenue - Water & Sewer Billing - Pre-authorized plan (PAC) Enrolment Form for water and sewer billing Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-28. Retention period is 7 years and then destroyed.

Pre-authorization enrolment form for water and sewer billing. Contains water account number, name, address, home and business phone number.

Corporate Revenue - Request for Water & Sewer Refund. Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-28. Retention period is 7 years and then destroyed.

Request for Water and Sewer Refund by resident. Used for administrative purposes. Contains account number, name, address and telephone number.

Corporate Revenue - Request for Information Changes on Tax/Water & Sewer Accounts. Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-28. Retention period is 7 years and then destroyed.

Request for information changes on Tax/Water & Sewer Accounts. Used for administrative purposes. Contains name, address and phone number.

Corporate Revenue - Excel Spread Sheet Application to track property tax and water/sewer account complaints Location: Financial Services

Citizens of Ottawa

Financial Services Staff

Sections 8 - 10, 78 - 87, 91, 93, 444 - 446 of The Municipal Act, 2001, S.O. 2001, c. 25, as amended

Database application. Ongoing retention.

Client complaint tracking system of property tax and water/sewer account complaints. Database tracks inquiry and distribution. Contains name, address, assessment roll number and water bill account number.

Corporate Revenue - Authorization Agreement to Bill Tenant Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-28. Retention period is 7 years and then destroyed.

Authorization Agreement to Bill Tenant directly as requested by the Property Owner. Contains water and sewer account number, owner’s name, address and phone number and tenants name, address and phone number.

Corporate Revenue - Property Ownership Changes Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-29. Retention period is 7 years and then destroyed.

Letters received from ratepayers advising of changes in their property ownership. Contains name, address and assessment roll number.

Corporate Revenue - Pre-authorized Tax Payment Plan (PTP) Standard Enrolment Form & Mid-point Enrolment Form Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10, 340, 341, 343, 344 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-31. Retention period is 7 years and then destroyed.

Application form to sign-up for pre-authorized tax payment plan (PTP). Contains tax roll number, name, address, home and business telephone number.

Corporate Revenue - Final Tax Bills Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10, 340, 341, 343, 344 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F04-31. Retention period is 7 years and then destroyed.

Final Tax Bill sent to property owners advising of the amount of taxes to be paid to the City. Contains name, address and assessment roll number.

Corporate Revenue - Application for Property Tax Deferral Program Location: Financial Services

Citizens of Ottawa

Program Manager, Accounts Receivable

City of Ottawa By-law No. 2007-452

Corporate Records Classification Scheme F04-99. Retention period is 6 years after the project has been completed and then destroyed.

Application is used for the purposes of determining whether the applicant qualifies for the tax deferral program. Contains name, address, tax roll number, telephone number, date of birth and household income.

Corporate Finance - Reimbursements to Employees Location: Financial Services

Employees of the City of Ottawa

Accounts Payable staff

Sections 8, 283 and 284 of the Municipal Act, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme F07-02.
Retention period is 7 years and then destroyed.

Records relating to payments to employees from the City such as travel expenses, parking, mileage etc. Includes employee name, ID number and address.

Controller - Pre-Authorized Payment Plan (PAP)/Debit Agreement (PAD) - Enrolment Form Location: Financial Services

Citizens of Ottawa

Finance Specialist II

Sections 8-10, 340, 341, 343 - 348 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F08-00.
Retention period is 3 years and then destroyed.

Used to administer and collect City of Ottawa’s accounts receivables. Contains customer number, name, address, home and business phone number

Controller - Employee Financial Records Location: Financial Services

Employees of the City of Ottawa

Payroll Specialist

Sections 227 and 283(2) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme H02-02. Retention period is 50 years after termination of employee and then destroyed.

Employee identification number, full name, social insurance number, effective date of hire or termination and rate of pay. May reflect date of a PRC or CRC renewal. Occasionally may include comments concerning home phone number and address or alternate work phone number to be used by employee for direct deposit; requesting personal information; calculations for pay and pensions; tax credit returns; change of name or address; purchase of bonds or termination.

Controller - Employee Payroll Services Location: Payroll

Employees of the City of Ottawa

Payroll Specialist

Sections 8, 9, 227, 283(2) and 286 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F08-16. Retention period is 7 years and then destroyed.

Used to administer Payroll. Personal information including address, employee number and banking information.

Controller - Payroll WinTOD Database Location: Payroll

Employees of the City of Ottawa

Payroll Specialist

Sections 8, 9, 227, 283(2) and 286 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Database application. Ongoing retention.

Used for the preparation of employee payroll - calculates payroll deductions. Contains employee name, address, identification number and banking information.

Corporate Revenue - Collection Agency Location: Financial Services

Citizens of Ottawa

Financial Services employees

Municipal Act, 2001, S.O. 2001, ss. 8, 11, 349

Corporate Records Classification Scheme F08-17. Retention period is 7 years and then destroyed.

Correspondence with collection agencies with respect to ratepayers owing the City money. Contains ratepayers name, address and phone number.

Corporate Revenue - Over Payment Recovery Case Files Location: Financial Services

Citizens of Ottawa

Collection Co-ordinator

Municipal Act ss. 8 & 11 & Ontario Works Act 1997, s. 42

Corporate Records Classification Scheme F08-21.
Retention period is 7 years after overpayment has been recovered and then destroyed.

Used by the Overpayment Recovery Unit to assist in the recovery of a debt owed to the City. Contains name, address, Case ID number, Credit Card Number.

Corporate Revenue - Over Payment Recovery Case Files - Financial Statements Location: Financial Services

Citizens of Ottawa

Collection Co-ordinator

Municipal Act ss. 8 & 11 & Ontario Works Act 1997, s. 42

Corporate Records Classification Scheme F08-21.
Retention period is 7 years after overpayment has been recovered and then destroyed.

Used by the Overpayment Recovery Unit to assist in the recovery of a debt owed to the City. Contains name, address, Case ID number, monthly income and expenses

Corporate Revenue - General Correspondence from Provincial Offences Offenders re accounts. Location: Financial Services

Citizens of Ottawa

Taxation staff

Sections 8-10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F08-22. Retention period is 7 years and then destroyed.

Letter received from citizens who offended the Provincial Offences Act. Contains name and address.

Corporate Revenue - POD database - collection of and enforcement of defaulted fines Location: Provincial Offences

Citizens of Ottawa

Financial Services Staff

Municipal Act, 2001 ss. 8 & 11, Assessment Act, ss. 11 & 14

Database application. Ongoing retention.

This database is used for the collection of and enforcement of defaulted fines. Contains name, address, telephone number, driver's license, date of birth of offender

Corporate Revenue - ICON database - provincial offences fines and associated actions Location: Provincial Offences

Citizens of Ottawa

Provincial Offences Staff

Municipal Act, 2001, ss. 8 & 11, Provincial Offences Act, s. 165, Highway Traffic Act, s. 205

Database application. Ongoing retention.

Provincial system database that houses all provincial offences fines and associated actions. Revenue uses system in conjunction with the collection of defaulted provincial offences fines. Contains name, address, telephone number, driver’s license and date of birth of offender.

Corporate Revenue - Extension of Time to Pay Agreement Location: Financial Services

Citizens of Ottawa

Program Manager, Accounts Receivable

Sections 8-10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F08-22. Retention period is 7 years and then destroyed.

Application form used for the purposes of determining whether the applicant qualifies for an extension with the Provincial Offences Act Collection Section, according to the Provincial Offences Act. Contains name, date of birth, address, home and business phone number, employer information, name, branch and bank account number and monthly income.

Corporate Revenue - Financial Statement regarding Child Care Recoveries Location: Financial Services

Citizens of Ottawa

Collection Co-ordinator

Municipal Act, ss. 8 & 11 & Day Nurseries Act, s. 2.2

Corporate Records Classification Scheme F08-23.
Retention period is 7 years after overpayment has been recovered and then destroyed.

Used for the purpose of setting up a payment schedule for the repayment of child care monies. Contains name, account number, social insurance number, date of birth, home and work phone numbers, name of employer and address, financial institution and bank account number.

Controller - Customer Case Files Location: Financial Services

Citizens of Ottawa

Accounts Receivable Staff

Sections 8-10, 340, 341, 343 - 348 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F08-28.
Retention period is 7 years after the file has been closed and then destroyed.

Letters of correspondence received from clients concerning their accounts receivable invoices. Contains name, address and phone number.

Corporate Revenue - Home Dialysis Grant Program Location: Financial Services

Home Dialysis Patients

Financial Services Staff

Section 107 of the Municipal Act, 2001, S.O. 2001, c. 25 as amended

Corporate Records Classification Scheme F08-99. Retention period is 6 years after the file has been closed and then destroyed.

Home dialysis patient information including treatment program to support a grant reimbursing the cost of additional water required. Contains name, address, phone number of dialysis patient.

Corporate Revenue - Home Dialysis Grant Program - database Location: Financial Services

Landlord and Tenants within the City of Ottawa

Financial Services Staff

Section 107 of the Municipal Act, 2001, S.O. 2001, c. 25 as amended

Database application. Ongoing retention.

Home dialysis patient information including treatment program to support a grant reimbursing the cost of additional water required. Contains name, address, phone number of dialysis patient.

Corporate Revenue - Grants/ Loans/Subsidies - Farm Grant Program Location: Finance

Farmers within the City of Ottawa

Financial Services Staff

Section 107of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Corporate Records Classification Scheme F18-04. Retention period is 7 years and then destroyed.

Annual extract from the Tax System for farm properties. Payments on these properties can be deferred until year end with all interest and penalties being refunded if paid on time. Contains the name, address and phone number of the farmer.

Corporate Revenue - Grants/ Loans/Subsidies - Farm Grant Program - database Location: Financial Services

Farmers within the City of Ottawa

Financial Services Staff

Section 107 of the Municipal Act, 2001, S.O. 2001, c. 25 as amended

Database application. Ongoing retention.

Annual extract from the Tax System for farm properties. Payments on these properties can be deferred until year end with all interest and penalties being refunded if paid on time. Contains the name, address and phone number of the farmer.

Corporate Revenue - Grants /Loans/Subsidies - Homeowners Grant Program Location: Financial Services

Citizens of Ottawa

Financial Services Staff

Section 107 of the Municipal Act, 2001, S.O. 2001, c. 25 as amended

Corporate Records Classification Scheme F18-04. Retention period is 7 years and then destroyed.

2003 Grant Program to reimburse residential ratepayers affected by significant tax increases as a result of the commercial tax shift. Maintained in the tax system including cheque generation, cleared etc. Contains name, address and phone number of applicant.

Corporate Revenue - Grants/ Loans/Subsidies - -Homeowners Grant Program - database Location: Financial Services

Citizens of Ottawa

Financial Services Staff

Section 107 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.

Database application. Ongoing retention.

2003 Grant Program to reimburse residential ratepayers affected by significant tax increases as a result of the commercial tax shift. Maintained in the tax system including cheque generation, cleared etc. Contains name, address and phone number of applicant.

Corporate Revenue - Performance Securities - Letters of Credit - Road Cut Permits Location: Financial Services

Citizens of Ottawa

Financial Services Staff

City of Ottawa By-law 50-2000

Corporate Records Classification
F24-01 Securities - Road Cuts.
Retention period is 7 years after the project has been completed and then destroyed.

Securities are held to ensure all works are completed in accordance with the Road Cut agreement. Contains, name and address of applicant.

Corporate Revenue - Performance Securities - Letters of Credit - Subdivision Agreements Location: Financial Services

Citizens of Ottawa

Financial Services Staff

Legal Subdivision Agreement

Corporate Records Classification
F24-03 Securities - Subdivision.
Retention period is 7 years after the project has been completed and destroyed.

Securities are held to ensure all works are completed in accordance with the Subdivision agreement. Contains, name and address of applicant.

Corporate Revenue - Performance Securities - Letters of Credit - Site Plan Agreements Location: Financial Services

Citizens of Ottawa

Financial Services Staff

Site Plan Agreement

Corporate Records Classification
F24-04.
Retention period is 7 years after the project has been completed and then destroyed.

Securities are held to ensure all works are completed in accordance with the Site Plan agreement. Contains, name and address of applicant.

Corporate Revenue - Performance Securities - Letters of Credit - Miscellaneous Location: Financial Services

Citizens of Ottawa

Financial Services Staff

Sections 8 and 9 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification
F24-05.
Retention period is 7 years after the project has been completed and destroyed.

Miscellaneous securities are held to ensure all works are completed in accordance with various miscellaneous agreements. Contains name and address of applicant.

Corporate Revenue - Performance Securities - Bonds - Supply Location: Financial Services

Citizens of Ottawa

Financial Services Staff

Sections 8 and 9 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended

Corporate Records Classification
F24-06 Securities - Supply Contracts.
Retention period is 7 years after the project is completed and destroyed.

Supply contracts are any performance securities that are not subdivision, site plans, and road cuts. Contains name and address of applicant.

City Clerk & Solicitor - City Council & Standing Committee Meetings - Committee & Council Report files Location - Council & Standing Committees

Citizens of Ottawa

Clerks staff; Members of Council

Section 253 of the Municipal Act, S.O. 2001, c. 25, as amended. Advisory Committees By-law 2007-104

Corporate Records Classification Scheme G01-00. Retention period is 3 years and then destroyed.

Letters received in support or opposition to proposals being dealt with by Committee or Council. Contains name, address and telephone number.

City Clerk & Solicitor - Governance and Corporate Management - Mayor and Council Inquiries Location: Council Support Services

Citizens of Ottawa

Council & Committee staff; Members of Council; Citizen Members of the Selection Panels

Sections 8, 224, 227, 228 of the Municipal Act, S.O. 2001, c. 25, as amended

Corporate Records Classification Scheme G00-09. Retention period is 3 years and then destroyed.

Inquiries to the Mayor and Council by members of the public. Also includes memberships in the various associations within the City of Ottawa. Includes name, address and phone number.

City Clerk & Solicitor - Elections - Receipt - Candidate Campaign Contribution - Rebate Program Location: Elections & MFIPPA

Individuals who have donated to a candidate for municipal Council

Elections Office staff

Section 82 of the Municipal Elections Act and City of Ottawa By-law 2005-505

Corporate Records Classification Scheme G10-00. Retention period is 4 years and then destroyed.

Name of individual; mailing address of (Ontario) Individuals/Corporations/Trade Unions who donated to a candidate for municipal council. Candidate is part of the Contribution Rebate Program.

City Clerk & Solicitor - Elections - Application for contribution rebate Location: Elections & MFIPPA

Individuals who have donated to a candidate for municipal Council

Elections Office staff

Section 82 of the Municipal Elections Act and City of Ottawa By-law 2005-505

Corporate Records Classification Scheme G10-00. Retention period is 4 years and then destroyed.

Name; mailing address; amount of rebate of individual who has donated to a candidate during the election period and is now requesting a contribution rebate

City Clerk & Solicitor - Elections - Nomination Paper Location: Elections & MFIPPA

Persons who wish to run for municipal and school board offices

Elections Office staff

Section 29 of the Municipal Elections Act

Corporate Records Classification Scheme G10-02. Retention period is permanent.

Name of candidate; qualifying address; mailing address; business and home phone numbers; fax number; e-mail address for persons wishing to run in an election

City Clerk & Solicitor - Elections - Candidate Extension Campaign Period Location: Elections & MFIPPA

Candidates in a deficit positions at the end of election year

Elections Office staff

Subsection 68(1) of the Municipal Elections Act

Corporate Records Classification Scheme G10-02. Retention period is permanent.

Name and address of candidate; telephone number; fax number and e-mail address to be used if candidate is in a deficit position at the end of the election year

City Clerk & Solicitor - Elections - Establishment of Voting Place Location: Elections & MFIPPA

Various employees of buildings located in the City of Ottawa

Elections Office staff

Section 45 of the Municipal Elections Act

Corporate Records Classification Scheme G10-06. Retention period is 6 years after completion of an election and then destroyed.

Name and job title of grantor; name and address of voting place; area to be utilized; site contact person and telephone number; name of agency, group or institution for payment; mailing address for payment; telephone number for payee; amount of payment for the use of the facility during an election

City Clerk & Solicitor - Elections - Election Poll Staff Location: Elections & MFIPPA

Persons 16 years or age or older wishing to be employed as an election official

Elections Office staff

Section 15(1) of the Municipal Elections Act

Corporate Records Classification Scheme G10-14. Retention period is 6 years after the completion of an election and then destroyed.

Name, address, home and/or business telephone number; previous election experience; City employee; languages spoken; spouse of candidate; use of car; assignment & amount paid used when applying for an election poll job

City Clerk & Solicitor - Elections - Candidate Financial Statements Location: Elections & MFIPPA

Candidates who filed a nomination paper for an office on Council or a school board

Elections Office staff

Section 78 of the Municipal Elections Act

Corporate Records Classification Scheme G10-15. Retention period is 6 years after next regular election completed and then destroyed.

Name and mailing address of candidate; home and/or business phone number; fax no.; e-mail address for candidates who filed a nomination paper to run for an office of Council or School Board

City Clerk & Solicitor - Elections - Appointment of Voting Proxy Location: Elections & MFIPPA

Electors of Ottawa who are unable to vote at a voting subdivision during the election process

Elections Office staff

Section 44 of the Municipal Elections Act

Corporate Records Classification Scheme
G10-13. Retention period is 120 days after declaration of election results and then destroyed.

Ward and Voting Subdivision Number; Name and full qualifying address of elector making appointment; name and full qualifying address of elector appointed; relationship (if any) to elector making appointment. Used when an elector is unable to vote at a voting place

Auditor General - Internal Auditing & Consulting - Specific Audits as identified in the OAG Annual Audit Plan Location: Office of the Auditor General

Employees of the City of Ottawa

Auditor General staff

Municipal Act 2001, ss. 8 & 11, 223.20, City of Ottawa By-Law 2005-507

Corporate Records Classification Scheme
G14-01. Retention period is 20 years after the audit has been completed and then destroyed.

To conduct audits. Includes records regarding the internal management of audits and/or audit consulting and investigations.

Auditor General - Internal Auditing & Consulting - Investigations by the Office of the Auditor General Location: Office of the Auditor General

Employees of the City of Ottawa

Auditor General staff

Municipal Act 2001, ss. 8 & 11, 223.20, City of Ottawa By-Law 2005-507

Corporate Records Classification Scheme G14-03. Retention period is 20 years after the investigation has been completed and then destroyed.

To conduct investigations. Includes records regarding the internal management of investigations

Auditor General - Internal Auditing & Consulting - Ad-hoc Audits and Reviews Location: Office of the Auditor General

Employees of the City of Ottawa

Auditor General staff

Municipal Act 2001, ss. 8 & 11, 223.20, City of Ottawa By-Law 2005-507

Corporate Records Classification Scheme G14-04. Retention period is 20 years after the audit has been completed and then destroyed.

To conduct audits and reviews. Includes records regarding the internal management of investigations

Auditor General - Internal Auditing & Consulting - Audit Command Language Database used for Fraud detection etc. Location: Financial Services

Citizens of Ottawa

Auditor General staff

Municipal Act 2001, ss. 8 & 11, 223.20, City of Ottawa By-Law 2005-507

Database application. Ongoing retention.

ACL is a software tool for audit and financial professionals for data extraction, data analysis, fraud detection, and continuous monitoring. Contains employee name and identification number.

City Clerk & Solicitor - Volunteers - Advisory Committee Recruitment Location: Advisory Committees

Citizens of Ottawa

Council & Committee staff; Members of Council; Citizen Members of the Selection Panels

Section 253 of the Municipal Act, S.O. 2001, c. 25, as amended. Advisory Committees By-law 2007-104

Corporate Records Classification Scheme H03-01. Retention period is 3 years after the volunteer departs the City and then destroyed.

Recruitment files for membership on Advisory Committees, Boards and Authorities to which Council make appointments. Contains name, address, telephone number and e-mail addresses.

City Clerk & Solicitor - Grievances - Special Projects/Investigations Location: Litigation & Labour Relations

Employees of the City of Ottawa

Labour Relations & Legal Services staff

Municipal Act, ss. 8 & 11, City of Ottawa By-Law 2005-507 s. 1, Employment Standards Act, 2000, ss. 15, 15.1 & 16, Ontario Labour Act, s. 57.

Corporate Records Classification Scheme H13-99. Retention period is 6 years after the project has been completed and then destroyed.

Investigations when not related to grievances. Includes name, pay, pension, date of birth, medical information, interviews, investigations and discipline

City Clerk & Solicitor - Employee Grievances Location: Litigation & Labour Relations

Employees of the City of Ottawa

Labour Relations & Legal Services staff

Municipal Act, ss. 8 & 11, City of Ottawa By-Law 2005-507 s. 1, Employment Standards Act, 2000, ss. 15, 15.1 & 16, Ontario Labour Act, s. 57.

Corporate Records Classification Scheme H13-01. Retention period is 21 years after grievance has been resolved and destroyed.

Investigations relating to employee grievances. Includes name, grievance, pay, pension, date of birth, medical information, interviews, investigations and discipline

City Clerk & Solicitor - Ontario Human Rights Commission Complaints Location: Litigation & Labour Relations

Employees of the City of Ottawa

Labour Relations & Legal Services staff

Municipal Act, ss. 8 & 11, City of Ottawa By-Law 2005-507 s. 1, Employment Standards Act, 2000, ss. 15, 15.1 & 16, Ontario Labour Act, s. 57.

Corporate Records Classification Scheme H18-06. Retention period is permanent.

Used for investigation purposes. Contains name, witnesses, perpetrators, description of incident, records of interviews and investigations.

City Clerk & Solicitor - Canadian Human Rights Commission Complaints Location: Litigation & Labour Relations

Employees of the City of Ottawa

Labour Relations & Legal Services staff

Municipal Act, ss. 8 & 11, City of Ottawa By-Law 2005-507 s. 1, Employment Standards Act, 2000, ss. 15, 15.1 & 16, Ontario Labour Act, s. 57.

Corporate Records Classification Scheme H18-07. Retention period is permanent.

Used for investigation purposes. Contains name, witnesses, perpetrators, description of incident, records of interviews and investigations.

City Clerk & Solicitor - Human Rights Complaints Records and Equity and Diversity Data Location: Litigation & Labour Relations

Employees of the City of Ottawa

Labour Relations & Legal Services staff

Ontario Human Rights Code; Canadian Human Rights Act, Employment Equity Act

Database application. Ongoing retention.

Used for consultation, mediation, intervention and investigation. Contains name of complainant, alleged harasser/respondents information.

City Clerk & Solicitor - MFIPPA Request - Access to General Information Location: Elections & MFIPPA

Citizens of Ottawa

ATIP staff

Municipal Act, 2001, ss. 8 & 11 City of Ottawa By-law No. 2005-507, s. 1, Municipal Freedom of Information and Protection of Privacy Act, s. 17 & 36.

Corporate Records Classification Scheme I02-03. Retention period is 9 years and then destroyed.

Name, address and telephone number. Needed to respond to requester with requested information.

City Clerk & Solicitor - MFIPPA Request - Access or Correction to Personal Information Location: Elections & MFIPPA

Citizens of Ottawa

ATIP staff

The Municipal Act, 2001, ss. 8 & 11 City of Ottawa By-law No. 2005-507,s . 1, Municipal Freedom of Information and Protection of Privacy Act, ss. 17 & 37

Corporate Records Classification Scheme I02-04. Retention period is 9 years and then destroyed.

Name, address and telephone number. Used to respond to requester with requested information.

City Clerk & Solicitor - MFIPPA Request - Privacy Protection Complaints Location: Elections & MFIPPA

Citizens of Ottawa, Employees of the City of Ottawa

ATIP staff

Municipal Act 2001, ss. 8 & 11 City of Ottawa By-Law 2005-507 s. 1, Municipal Freedom of Information and Protection of Privacy Act, ss. 17, 39

Corporate Records Classification Scheme I02-05. Retention period is 6 years and then destroyed.

Name, address and telephone number. Used to respond to requester with outcome of privacy complaint.

City Clerk & Solicitor - MFIPPA Request - PHIPA Requests Location: Elections & MFIPPA

Citizens of Ottawa, Employees of the City of Ottawa

ATIP staff

Municipal Act 2001, ss. 8 & 11 City of Ottawa By-Law 2005-507 s. 1, Personal Health Information Protection Act, 2004, ss. 52, 53 & 55

Corporate Records Classification Scheme I02-06.
Retention period is 9 years then destroy

Name, address and telephone number. Used to respond to requester with requested information.

City Clerk & Solicitor - Registered Documents - Subdivisions, Front Ending Agreements, Road Closings & Lifting of Reserves Location: Legal Services

Citizens of Ottawa

Legal Services Staff

Municipal Act, ss. 8 & 11

Corporate Records Classification Scheme L01-01. Retention period is permanent.

Name and/or any of the following: address, telephone number, fax number, cell phone number, date of birth, e-mail address, lawyer’s name, insurance provider and coverage, banking information, information in relation to registered title of property (i.e. mortgages, liens, etc.), corporate profile name and address of principals of corporation, property tax information. To be used for the completion of development agreements and completion of real estate transactions (purchases and sales)

City Clerk & Solicitor - Registered Documents - Development Agreements - Registered Documents Location: Legal Services

Citizens of Ottawa

Legal Services Staff

Municipal Act, ss. 8 & 11

Corporate Records Classification Scheme L01-02. Retention period is permanent.

Name and/or any of the following: address, telephone number, fax number, cell phone number, date of birth, e-mail address, lawyer’s name, insurance provider and coverage, banking information, information in relation to registered title of property (i.e. mortgages, liens, etc.) corporate profile name and address of principals of corporation, property tax information to be used for the completion of development agreements and completion of real estate transactions (purchases and sales)

City Clerk & Solicitor - Registered Documents - Development Charge Deferral Agreements - Registered Documents Location: Legal Services

Citizens of Ottawa

Legal Services Staff

Municipal Act, ss. 8 & 11

Corporate Records Classification Scheme L01-03. Retention period is permanent.

Name and/or any of the following: address, telephone number, fax number, cell phone number, date of birth, e-mail address, lawyer’s name, insurance provider and coverage, banking information, information in relation to registered title of property (i.e. mortgages, liens, etc.), corporate profile name and address of principals of corporation, property tax information. To be used for the completion of development agreements and completion of real estate transactions (purchases and sales)

City Clerk & Solicitor - Registered Documents - Site Plan Agreements - Location: Legal Services

Citizens of Ottawa

Legal Services Staff

Municipal Act, ss. 8 & 11

Corporate Records Classification Scheme L01-06. Retention period is permanent.

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