CITY OF TORONTO. BY-LAW No

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1 Authority: Government Management Committee Item 9.10, as adopted by City of Toronto Council on November 19 and 0, 007 Enacted by Council: November 0, 007 CITY OF TORONTO BY-LAW No To repeal provisions in the former municipalities records retention by-laws to reflect the addition of new records series to the records retention schedule in City of Toronto Municipal Code Chapter 17,, Corporate (City). WHEREAS the City s external auditor has approved new records series to be added to Municipal Code Chapter 17,, Corporate (City); The Council of the City of Toronto HEREBY ENACTS as follows: 1. The provisions of the former municipalities by-laws listed in Schedule A, at the end of this by-law, are repealed or amended as indicated in Schedule A. ENACTED AND ASSED this 0th day of November, A.D SANDRA BUSSIN, Speaker ULLI S. WATKISS City Clerk (Corporate Seal)

2 SCHEDULE A FORMER MUNICIALITIES RECORDS RETENTION BY-LAWS REEALED ROVISIONS 1. The following provisions of the former municipalities by-laws are repealed: (1) By-law No of the former Borough of East York, being a by-law To establish schedules of retention periods for Municipal, as amended, is amended by repealing the entries indicated in the following table. Schedule B FINANCE AND ERSONNEL (In Column 1) (In Column ) Grievance Files Water Accounts Receivable and Billing Registers 7 years after settlement 7 years Schedule C FIRE DEARTMENT Fire rotection System Specifications Fire Reports Borough Copy Notice of Violation re Fire Inspection Request for Inspection 10 years 3 years subject to archival review 3 years Schedule D ARKS AND RECREATION DEARTMENT Complaints/Investigations General 5 yrs. - after termination, subject to archival review

3 3 () Municipal Code Chapter 8, Document, of the former City of Etobicoke is amended by repealing the entries indicated in the following table. RECORD RETENTION SCHEDULE FOR BUILDING DEARTMENT SCHEDULE A DEARTMENT Building 450 Fire Damage Reports RECORD RETENTION SCHDULE FOR CLERK S DEARTMENT SCHEDULE B DEARTMENT Council 5009 Miscellaneous Subject Record Management 5160 Minutes of Record Resource Sub-Committee Meetings 5159 Minutes of Record Sub-Committee Meetings 5158 Minutes of Management & Micrographics Committee Meetings RECORD RETENTION SCHEDULE FOR FINANCE DEARTMENT SCHEDULE D DEARTMENT ay Office 6146 Income Tax T-4(A) Forms 6147 Income Tax TD-1 Forms 7 years 7 years

4 4 DEARTMENT ay Office (continued) 6151 Workmens Compensation Treasury 6048 Workmen s Compensation 7 years Accounting 6118 Computer rintouts 7 years RECORD RETENTION SCHEDULE FOR FIRE DEARTMENT SCHEDULE E DEARTMENT Administration 6501 Alarm Report 7 years 6507 Fire revention Inspections 0 years RECORD RETENTION SCHEDULE FOR MUNICIAL ROERTIES SCHEDULE F DEARTMENT 7008 Safety Award File 10 years RECORD RETENTION SCHEDULE FOR ARKS & RECREATION SERVICES DEARTMENT SCHEDULE G DEARTMENT Administration 7551 ayroll Time Sheets 3 years

5 5 RECORDS RETENTION SCHEDULE FOR ERSONNEL DEARTMENT SCHEDULE H DEARTMENT Administration 8001 Safety osters C until next campaign 8005 General Correspondence/ Safety 8008 Minutes of Safety Committee Meetings Originals 7 years 8055 Union Grievances 8058 Union Arbitration RECORDS RETENTION SCHEDULE FOR LANNING DEARTMENT SCHEDULE I DEARTMENT Graphics 8537 Etobicoke Roads Technical Committee 1 year RECORDS RETENTION SCHEDULE FOR WORKS DEARTMENT SCHEDULE J DEARTMENT Roads Operations 938 Driver s Accident Report 939 Workmen s Compensation Update Duration of employment Duration of employment General Office 916 Accidents 5 years Construction 9075 Inspectors Daily Report 7 years

6 6 DEARTMENT Utilities Operation 9113 Recoverable Work Documents 9141 Supervisor Report of Accident Investigation 9145 Driver Accident Report 7 years 7 years Duration of employment RECORDS RETENTION SCHEDULE FOR ETOBICOKE COMMUNITY HEALTH DEARTMENT SCHEDULE K DEARTMENT Administration 4017 Dental Health Nursing 401 al Meetings Nursing 409 Immunization Clinic Count 4030 ublic Immunization Clinic Sheets 10 years years 1 year 10 years RECORDS RETENTION SCHEDULE FOR ETOBICOKE OLYMIUM () SCHEDULE L DEARTMENT Aquatics 953 Safety Regulations re: Guards 5 years

7 7 (3) By-law No. 561 of the former Municipality of Metropolitan Toronto, being a by-law To establish schedules of retention periods for records of the Municipality of Metropolitan Toronto, as amended, is amended by repealing the entries indicated in the following table. (In Column 1) (In Column ) (In Column 3) arks (561) Metropolitan Licensing Commission (834) Works (3068) Duplicate ay Sheets Duplicate ay Sheets ayroll Register Duplicate aysheets roperty (-7) Legal (144-80) Roads and Traffic (15-85) Community Services (103-87) Administrative Services Division, Financial and Administrative Services Administrative Services Division ersonnel Services Duplicate aysheets Files involving Labour Arbitrations and Tribunal Adjudications Files involving Workmen s Compensation Claims Employee Accidents Maintenance Reports Basic Dental Care Authorizations Grievances years 5 years 50 years Until Settled 4 Years 6 years Archives

8 8 (In Column 1) (In Column ) (In Column 3) Employee Accidents Until Settled Management Services ( Administration T4 Slips 4 years Roads and Traffic (103-87) Winter Maintenance Contracts Duration of Contracts + 10 Treasury (103-87) ensions T4A (Statement of ension, Retirement, Annuity and other Income) 7 Licensing Commission (104-87) Attendance Register 7 Information Collection Management Administrative (arking Tags) (114-97) Accounting Services (arking Tags) Counter Receipt Controls (Tag Error Investigation) Audit Clearance + 1 Y Banking C + 6 Information Systems Management (arking Tags) and arking Fine Collection Service EC-invoices, purchase orders/requisitions Back up Tapes and Tags Imaged C + 6 1

9 9 (4) By-law No. 750 of the former City of North York, being a by-law To establish a schedule of retention periods for records in the possession of the City of North York and the Hydro-Electric Commission of the City of North York, is amended by repealing the entries indicated in the following table. Schedule A to By-law No. 750 Schedule of eriods eriods (Years) Fire Emergency Call Time Cards F.M.O. Fire Investigation Reports Fire revention Investigation Reports ublic & Institutional Inspection Reports School & Universities Inspection Reports 5 Dental Section Complaints Dental rogram 3 Daily Dental Reports 1 Dental Charts 10 Dental Consent Cards 13 Monthly Dental Report Forms 1 Nominal Roll Schools 1 ersonnel Workmen s Compensation Claims 54 Traffic Accident Statistics 7 Accident Statistics (unch Cards)

10 Treasury 10 eriods (Years) ayroll T-4 Statements 6 T-4 Statements (not delivered) Workmen s Compensation Forms 7 & 9 6 (5) By-law No. 4987, being a by-law of the former City of Scarborough To establish a schedule of retention periods for records in the possession of the City of Scarborough, is amended by repealing the entries indicated in the following table. HEALTH Communicable Diseases/Clinical Services (0403) DE DI R SEC TER FILE SUBJECT NAME RETENTION ERIOD Clinic atient / Correspondence 10 Growth & Development (0405) DE DI R SEC TER FILE SUBJECT NAME RETENTION ERIOD Nursing / Discharged *0 years after discharge or 5 years after death 0* Dental Services (040) DE DI R SEC TER FILE SUBJECT NAME RETENTION ERIOD Dental Correspondence Dental Screening & Treatment 10

11 11 RECREATION, ARK & CULTURE DEARTMENT Recreation, arks & Culture (1101) DE DI R SEC TER FILE SUBJECT NAME RETENTION ERIOD Income Tax TD1 (art Time ay Claim (Weekly) ay Claim roof of Validation 07 ayroll (1407) TREASURY SERVICES DE DI R SEC TER FILE SUBJECT NAME RETENTION ERIOD ayroll Cheque Register Income Tax TD1 Forms Income Tax T4 Forms 07 Revenue (141) DE DI R SEC TER FILE SUBJECT NAME RETENTION ERIOD Tax Billing Journal Sheets Tax Journal Tax ayments By Batch Microfilm Business Tax Correspondence Tax Billing Journal Sheets

12 Works & Environment (1601) 1 WORKS & ENVIRONMENT DEARTMENT DE DI R SEC TER FILE SUBJECT NAME RETENTION ERIOD Safety & Accident revention 07 FIRE DEARTMENT Fire Administration DE DI R SEC TER FILE SUBJECT NAME RETENTION ERIOD Run Reports (Microfilm) Inspection Reports/Data Inspection Reports (Microfilm) 0 Human Resources Administration (60) OFFICE OF THE CITY MANAGER DE DI R SEC TER FILE SUBJECT NAME RETENTION ERIOD Unions Arbitration / Grievances

13 13 (6) Municipal Code, Chapter 97,, of the former City of Toronto is amended by repealing the entries indicated in the following table. SCHEDULE A RECORDS OF THE CITY BUILDINGS & INSECTIONS Fire Equipment Building files C Life of Building CITY CLERK S Workmen s Compensation Charges Additions to Collectors Roll

14 14 CITY ROERTY Workmen s Compensation Awards Compensation Workmen s Compensation Reports C 7 FINANCE Civic ension ayment Sheets Detailed Cost Analysis Equipment Inventories Fire ension ayment Vouchers (Sheets) Grievance Files C 5 Income Tax Forms T

15 15 Minutes of ension Committee aysheets Civic & Fire ensioners - Civic ayroll Report on Equipment Operation T4A s Tax Address Reference Cards 0005 Tax Apportionment Vouchers 0006 Tax Ledger Cards: Realty Water Revenue Allowance Registers Water Revenue Charges Register FIRE Arson Information Sheets

16 16 Equipment Damage Report Fire Report: Hydrant & Sprinkler Fire Inspection Files C Fire lans Fire Report: Index 0019 Fire Report: Miscellaneous Alarms Fire Report: Other than Hydrant & Sprinkler Ontario Fire Marshal Reports month --- LABOUR RELATIONS Settlement Library - Arbitration Awards and Minutes C --- General Files

17 17 Grievance and Arbitration Files Grievance Analysis System C --- LEGAL DEARTMENT Human Rights/Charter of Rights Files 007 Case Completion MANAGEMENT SERVICES 10 General Grant Applications Health and Safety Files Human Rights Complaints

18 18 ARKING AUTHORITY OF TORONTO Workmen s Compensation Statements ARKS AND RECREATION Bi-weekly Attendance Reports ersonnel Overtime Time Sheets UBLIC HEALTH Collective Living Centre Adult Dental Assessment

19 19 Collective Living Centre Dental Examination Summary Collective Living Centre Dental rogram Dental Assessment Form Dental Appointment Books Dental Case Histories Dental Clinic Daily Reports Dental Information atient Record (DIS Form) Dental Information System C --- Dental Hygiene Team atient Record Geriatric Dental Assessment Form Government Grants Correspondence Healthiest Babies ossible Dietitian

20 0 Immunization rograms Immunization: Special rograms Loan and Grant Assistance atient Dental Record re-school Registration Dental Lists renatal and ostnatal Risk Criteria Input Forms C --- Seniors Dental Treatment rogram UBLIC WORKS AND THE ENVIRONMENT Illness and Accident File Cards C ---

21 1 URCHASING AND SULY Accident Report Files Equipment Accounting/ Operations Reports Equipment Inventory TORONTO HISTORICAL BOARD Health and Safety Reports TORONTO UBLIC LIBRARY BOARD Grievance & Arbitration Files C

22 (7) By-law No of the former City of York, being a by-law To establish schedules of retention periods for municipal records, as amended, is amended by repealing the entries indicated in the following table. Schedule A Column 1 Column Column 3 eriods (Years) Fire In-Service Inspection Reports 1 Health Dental Inspection, classroom 1 arks and Recreation Works Tax Income (T-4 Slips) part-time Tax Income (TD-1 Slips) part-time employees 7 7 Traffic Division Accident Field Sheets 3 yrs.