Personal information banks

Personal information bank: City Operation's

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 complainant 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 superseded 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 superseded 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 superseded 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 superseded 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 superseded 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 superseded 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 superseded 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 superseded 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 superseded 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 superseded 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 superseded 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 superseded 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 superseded 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 fire starters. 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 child's 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 child's 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 Child's 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 child's 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

Personal information bank: Finance Services, Office of the City Clerk, Innovative Client Services, Office of the Auditor General

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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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.
Corporate Revenue - Aquacis -Water & sewer accounts - Account details	Citizens of Ottawa	Revenue Branch staff	Sections 8-10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.	Corporate Records Classification Scheme F27-06. Retention period is 7 years and then destroyed.	Details concerning their water and sewer accounts. Contains name, address, telephone number, fax number, email address, consumption, payment history and banking details for clients on pre-authorized debit plans.
Corporate Revenue - Itron Network Web Application -Water & Sewer Billing - Water consumption records	Citizens of Ottawa	Revenue Branch staff	Sections 8-10 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended.	Corporate Records Classification Scheme F27-06. Retention period is 7 years and then destroyed.	Hourly water meter reports from automated meter reading. Contains property address and water consumption.
Corporate Revenue - Outstanding Payments/Charges Location: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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: Finance 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 - 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 - 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 - 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 - 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 - 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 - 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 - 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 - 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 - 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 - 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 - 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.
Innovative Client Services - 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
Innovative Client Services - 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
Innovative Client Services - 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.
Innovative Client Services - 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.
Innovative Client Services - 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 - 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 - 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 - 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 - 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.
Innovative Client Services - 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)
Innovative Client Services - 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)
Innovative Client Services - 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)
Innovative Client Services - 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.

Personal information bank: 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.