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Town of Kentville Policy Statement G53Retention/Destruction of Records1.0
PurposeTo provide direction for the retention and/or destruction of records, which have been cre
Definitions"Record"A record can be a book or document, a map, drawing, photograph, letter, vou
ScopeThe Town of Kentville will establish a policy to ensure that those records involving the decisio
Procedures1. Retention of Permanent RecordsThose records which have become the "official
Those which are required byan enactment to be kept -minutes, bylaws, policies and resolutions o
Those relating to the title of real property;
Court records;
Plans and surveying records;
Any agreements, contracts, or other transactions,as part of the numbered document archives in the
Type of Record:Life Cycle:Invoices5 years and olde
A written summary identifying the types of files and their expunging date will be prepared by the C
Thedocuments identified will be examinedby the Town Clerkand approved for destruction;
The Town Clerk will arrange for and oversee the expunging process;Destruction of Audio/Video R
A printed copy of the record has been prepared and approvedby the Town Clerk for accuracy;
identified by the CAO or Department Heads, as being redundant or no longer of value;
In the case of recorded minutes, see Policy G30-Standards forRecorded Minutes.Generally, this pol
Therecordsof council meetings may be destroyed after2 years,
Therecords of all other meetings may be destroyed after 6 months;4. Destruction and/or Ret
5.0
Associated Documents6.0
Policy Revision HistoryDate Created: September 10, 2008Revisions:January 27, 2014January