DOCUMENT 1

Changes made to Schedule A – Records Retention and Disposition By-law 2011-XXX

To accompany report to Council for RRD By-law 2011-XXX

Subject Classification Code	Subject Content	Years Active	Inactive Retention Trigger	Years Inactive	Explanation of Changes
D06 Environmental Planning
D06-01	Specific Environmental Studies and Assessments	T	Assessment or study completed	50	Retention changed from T/10 to accommodate records resulting from new 2009 Tree Conservation By-law.
G00 Governance and Corporate Management - General
G00-10	Delegation of Authorities	T	Superceded	7	New classification created to hold delegation of authorities records resulting from new delegation of authorities process from the Finance Dept.
G12 Strategic and Business Planning
G12-10	Growth Management Strategies	10		30	Name changed to increase scope, formerly Ottawa 20/20 Growth Management Strategies. Retention changed from T/30.
L03 Appeals and Hearings
L03-12	Rental Tribunals	T	Appeals exhausted	50	Name changed to increase scope, formerly Ontario Rental Board Tribunals.
H02 Employee Records
H02-05	Employee Records LTCHA (copies)	T	Termination of employee	7	New classification created to hold long term care home employee records as per changes in the Long-Term Care Homes Act, 2007 – Regulation 07/10, Retention of Personnel Records.
R08 Public Library Programs
R08-09	Public Library Programs - Displays				Classification deleted. Not required.
R10 Community and City-Owned Archives, Museums and Designated Historic Sites
R10-02	City Museums	T	Superceded	P	Name changed to increase clarity, formerly Museums.
R10-03	City Historic Sites	T	Superceded	P	Name changed to increase clarity, formerly Historic Sites.
R10-04	Community Archives, Museums and Historic Sites.	3		4	New classification created to hold community archives, museums and historic sites records.
R11 Collections Management
R11-01	Acquisitions	2		P	Name changed to increase scope, formerly Art Acquisitions. Retention changed from T/20.
R11-02	Conservation / Preservation	2		P	Name changed to increase scope, formerly Conservation. Retention period changed from T/P.
R11-06	De-Accessions	2		P	New classification created to hold City of Ottawa Archives records.
R11-07	Individual Collections	2		P	New classification created to hold City of Ottawa Archives records.
R11-08	Inventory Control & Loans	2		P	New classification created to hold City of Ottawa Archives records.
R12 Galleries, Exhibitions and Displays
R12-04	Exhibits and Displays	2		P	Name changed, formerly Exhibition Selection. Rentention changed from T/P.
R17 City Archives
R17-00	General	3		4	New classification created to hold City of Ottawa Archives records.
R17-01	Administrative History	2		P	New classification created to hold City of Ottawa Archives records.
R17-02	Archival Appraisal	2		P	New classification created to hold City of Ottawa Archives records.
R17-03	Intellectual Control	2		P	New classification created to hold City of Ottawa Archives records.
R17-04	Donor History	2		P	New classification created to hold City of Ottawa Archives records.
R17-05	Researcher History	T	Completed	P	New classification created to hold City of Ottawa Archives records.
R17-06	Archives Reference Services	3		P	New classification created to hold City of Ottawa Archives records.
R17-07	Archives Research	3		P	New classification created to hold City of Ottawa Archives records.
R17-08	Photographic / Imaging Services	2		6	New classification created to hold City of Ottawa Archives records.
R17-09	Research Guides and Tools	T	Superceded	P	New classification created to hold City of Ottawa Archives records.
R17-10	Partnerships	T	Superceded	P	New classification created to hold City of Ottawa Archives records.
R17-11	Outreach Services	T	Superceded	6	New classification created to hold City of Ottawa Archives records.
R17-12	Industry Standards	T	Superceded	P	New classification created to hold City of Ottawa Archives records.
R17-13	Archives Statistics	2		P	New classification created to hold City of Ottawa Archives records.
S08 Environmental Health/Inspection
S08-05	Establishment Inspections	2		10	Retention changed from T/10 due to business requirements.
S09 Long Term Care
S09-08	Discharged Residents				Classification deleted due to changes in the Long-Term Care Homes Act, 2007 – Regulation 79/10; there is no longer a requirement to create a new file for discharged residents. Note: all files moved into S09-04
S09-04	Resident Care	T	Client deceased	10	Retention changed from T/6 due to changes in the Long-Term Care Homes Act, 2007 – Regulation 79/10.
S10 Social Housing and Housing Programs
S10-03	Rent Supplement Programs	T	Program Completed	7	Retention changed from T/15 due to business requirements.
T07 Traffic Control and Safety
T07-02	Data Collection / Traffic Counts	5		10	Retention changed from T/10 due to business requirements.
T11 Transit Operations
T11-03	Transit Operations, Para Transpo				Classification deleted, not required due to existing Para Transpo Operations classification codes.
V01 Fleet Management Programs
V01-03	Circle Checks	6 months		6 months	New classification to capture circle check records as per the Highway Traffic Act, Regulation 199/07.
W00 Water, Wastewater and Solid Waste - General
W00-05	Drinking Water Quality Management System	T	Superceded	10	New classification to capture DWQMS records as per Director’s direction (November, 2007) under the Safe Drinking Water Act – Operational plans that were the subject of an audit for an accreditation body shall be retained for 10 years by … the accredited operational authority.
W08 Storm and Sanitary Sewers
W08-06	Sewer Videos / Photos	4		6	Retention changed from T/1 due to business requirements.
W17 Water and Wastewater Testing
W17-01	Specific Testing	1		P	Retention changed from 5/10 due to business requirements and long term value of records.
W19 Sewage and Industrial Waste
W19-02	Waste Manifests	2		5	Retention changed from 1/2 due to Ministry of the Environment requirements.
W19-05	Sewage and Industrial Waste Sites	T	File Reviewed	6	Name changed to increase clarity, formerly Sewage and Industrial Waste.