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6. RECORDS RETENTION AND DISPOSITION BY-LAW 2003-527, SCHEDULE A AMENDMENTS
RÈGLEMENT SUR LA CONSERVATION ET LE DÉCLASSEMENT DES DOSSIERS (RÈGLEMENT NUMÉRO 527-2003), MODIFICATIONS À L'ANNEXE A
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COMMITTEE RECOMMENDATION
RECOMMANDATION DU COMITÉ
Que le Conseil modifie le Règlement sur la conservation et le déclassement des dossiers (Règlement numéro 527-2003, tel que modifié) afin d'intégrer les révisions à l'Annexe A, comme il est indiqué dans le document 1, sous réserve de l'approbation du vérificateur externe de la Ville.
DOCUMENTATION
1. Deputy City Manager, City Operations report dated 28 February 2012 (ACS2012-COS-ITS-0001).
Report to/Rapport au :
Finance and Economic Development Committee
Comité des finances et du développement économique
and Council / et au Conseil
28 February 2012 / le 28 février 2012
Submitted
by/Soumis par: Steve Kanellakos, Deputy City Manager/
Directeur municipal adjoint, City Operations/Opérations municipales
Contact Person/Personne-ressource:
Guy Michaud, Director, IT Services, Chief Information Officer Information Technology Services/Services de technologie de l'information
(613) 580-2424 x12880, guy.michaud@ottawa.ca
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SUBJECT:
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RECORDS RETENTION AND DISPOSITION BY-LAW 2003-527, SCHEDULE A AMENDMENTS |
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OBJET :
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RÈGLEMENT SUR LA CONSERVATION ET LE DÉCLASSEMENT DES DOSSIERS (RÈGLEMENT NUMÉRO 527-2003), MODIFICATIONS À L'ANNEXE A |
Que le Comité des finances et du développement économique recommande au Conseil de modifier le Règlement sur la conservation et le déclassement des dossiers (Règlement numéro 527-2003, tel que modifié) afin d'intégrer les révisions à l'Annexe A, comme il est indiqué dans le document 1, sous réserve de l'approbation du vérificateur externe de la Ville.
Background
Section 255 of the Municipal Act, 2001 provides that a municipality may, subject to the approval of the municipal auditor, establish retention periods during which the records of the municipality must be retained and preserved, and that except as otherwise provided, a record of the municipality may be destroyed if a retention period for the record has been established and the retention period has expired or the record is a copy of the original record.
The Records Retention and Disposition (RRD) By-law (2003-527) establishes a schedule for the retention and disposition of records in the custody or under the control of the City, and provides the City with the legal authority to destroy redundant official records, their administrative duplicates and transitory records. The City's existing RRD By-law was approved by Council in October, 2003.
Schedule 'A' of the by-law is the records retention and disposition schedule. This Schedule is comprised of a timetable that plans the life of a record from the time of its creation, through its maintenance stages as an active record stored on-site, to an inactive record stored off-site, to its final disposition either as waste or permanent retention. Schedule 'A' was previously amended by By-laws 2004-567, 2005-507, 2007-11, 2009-410 and 2011-37.
The records retention and disposition schedule is correlated with a corporate records classification scheme. City departments are required to classify their official business records accordingly. Both the schedule and the scheme will necessarily require ongoing review and modification to accommodate changing legislation, user needs and program changes. As a result of these natural and expected business developments, modifications to the records retention and disposition schedule are identified by the Information Technology Services Department in the course of their Information Management service delivery with clients and are brought forward to Council on an annual basis for approval. This process ensures that the City's records management framework is reflective of the organization and the types of official business records the City needs to retain.
DISCUSSION
There are no rural implications associated with this report.
The Legal Services Branch were consulted in the preparation of these amendments and their comments have been incorporated.
Comments by the Ward Councillor(s)
The Records Retention and Disposition By-law and the proposed amendment to the retention periods in Schedule A are administrative in nature and affect all Departments on a City-wide basis.
LEGAL IMPLICATIONS
There are no legal impediments to implementing the recommendation of this report.
RISK MANAGEMENT IMPLICATIONS
There are no direct risk management implications as a result of this report.
There are no financial implications associated with the recommendation of this report.
ACCESSIBILITY IMPACTS
There are no accessibility implications as a result of this report.
Technology Implications
There are no technical implications as a result of this report.
City Strategic Plan
There are no direct City strategic plan implications as a result of this report.
Document 1 – Schedule A amendments table.
Document 2 - Amending By-law, including revised Schedule A (incorporating changes contained within the table) - on file with the City Clerk
The City Solicitor to prepare the amending by-law for enactment upon approval of the report recommendation 1.
Information, Security and Project Services Branch to forward the amending by-law to the City’s External Auditor for approval pursuant to Section 255 of the Municipal Act 2001, after enactment by City Council.