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MUNICIPALITY OF THE COUNTY OF RICHMOND
POLICY
POLICY NAME:
MUNICIPAL RECORDS MANAGEMENT
APPROVAL DATE: FEBRUARY 25, 2013
PREAMBLE:
The Municipality recognizes the importance of proper handling of Municipal records in the
interests of public accountability and accessibility, and protection of confidentiality and of
personal privacy.
This policy is established pursuant to s.34 of the Municipal Government Act to implement
effective records management processes in accordance with legislative requirements.
This policy applies to the Municipality's administrative branch , to Municipal Council and to
all committees, boards and agencies under the authority of the Municipality.
POLICY:
Municipal records
1.
Records and documents generated or received and in the possession of the
Municipality are presumed to be Municipal records and subject to the procedures
herein.
2.
Municipal records include but are not limited to the following:
a.
minutes , resolutions, by-laws and policies;
b.
deeds, surveys, plans and other documents concerning the Municipality's real
property;
c.
insurance policies, leases, contracts for goods and services;
d.
tender documents;
e.
staff / employee personnel, payroll and pension records;
f.
financial accounts, ledgers, receipts, cancelled cheques, coupons, bills;
g.
internal staff correspondence;
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h.
correspondence with and from members of the public;
i.
inter-governmental correspondence;
j.
court documents;
k.
correspondence with and from municipal solicitors;
l.
photographs, publications, historical records;
m.
by-law enforcement records including complaints, notices, warnings, and issued
SOTs;
n.
other materials as identified.
3.
Municipal records may exist in document, electronic, photographic or other form and
nothing in the foregoing list is intended to limit the definition or identification or any
particular material as a municipal record for purposes of this policy.
Municipal property
4.
Municipal records are the property of the Municipality and not of any individual
employee, officer or councillor.
Administration, responsibility and certification
5.
This policy shall be administered by the Chief Administrative Officer .
6.
The Municipal Clerk shall be responsible for maintaining the minutes of Council's
meetings, and Council's by-laws and policies.
7.
The Municipal Clerk may certify copies of minutes, by-laws and policies and other
Municipal records in accordance with the Municipal Government Act.
Public access and municipal accountability
8.
Municipal records shall be managed, stored and maintained, so as to ensure
accessibility for purposes of public access and municipal accountability
9.
The CAO is the responsible officer for the Municipality for purposes of any request for
access to Municipal records pursuant to the Freedom of Information and Protection of
Privacy provisions of the Municipal Government Act.
Legislation, legal and financial
10.
Municipal records shall be managed, stored and maintained to ensure compliance with
the Municipality's legal obligations and protection of its legal and financial interests.
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Not for Destruction
11.
The following records shall not be destroyed:
a.
minutes of Council meetings, including meetings of committees of Council;
b.
resolutions of Council (included in minutes);
c.
by-laws and policies passed and adopted by Council;
d.
deeds , plans, surveys and other documents confirming and affecting real
property interests of the Municipality;
e.
court documents;
f.
pension records;
g.
assessment rolls, audited financial statements, and general ledger books of
account;
h.
records designated to be maintained for historical or special interest;
i.
any other record required by law to be retained indefinitely;
Mandatory Retention Periods
12.
The following records shall be maintained for the minimum periods stated hereunder:
a.
contracts for goods and services shall be maintained during the lifetime of the
contract and for 10 years after conclusion of the contract;
b.
copies of cash receipts and journals shall be retained for 20 years ;
c.
payroll records shall be retained for 20 years;
d.
cancelled coupons, redeemed bonds or debenture documentation shall be
retained for 10 years;
e.
cancelled cheques and accounts payable invoices and vouchers for general
operations or capital purposes shall be retained for 10 years;
f.
sub-ledgers for water, sewer, taxes, accounts payable, cash disbursements
reports, journal entries, and supporting documentation shall be kept for 10
years.
13.
After the expiry of the required maintenance periods set out in paragraph 12 here
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above, the records described therein may be destroyed, subject to the following:
a.
where applicable, receipt of written government authorization (e.g. from
Revenue Canada, the Minister of Municipal Relations);
b.
confirmation of authorization from the CAO;
c.
affidavit of the Municipal Clerk sufficiently identifying what the record
comprised and its date of destruction,
Other records
14.
Municipal records other than those set out here above shall be maintained in the
appropriate department and file and shall not be discarded or destroyed except subject
to the approval and authorization of the CAO.
15.
Nothing in this policy shall prohibit the routine discarding of expended envelopes and
destruction of rejected drafts provided that the CAO may give direction from time to
time for particular office practices to administrative staff .
16.
Every effort shall be made to ensure complete destruction of drafts , by shredding, to
avoid inadvertent exposure of information which is or may be confidential.
Manner of Destruction
17.
Municipal records to be destroyed shall be destroyed by shredding and or by burning
only.
18.
The destruction shall be carried out at the direction of the CAO and subject to
confirmation by the Municipal Clerk by affidavit.
19.
The destruction may be carried out by an approved contractor or by Municipal staff
under the authority and oversight of the CAO.
List
20.
A "Destroyed Records" List shall be maintained in the custody of the CAO setting out:
a.
the type of record destroyed;
b.
by concise reference the nature or content of the record destroyed (e.g. cash
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receipt journal for April 30 2005 to May 1 2007;
c.
the date of destruction;
d.
confirming the CAO's approval and the Clerk's affidavit .
Preservation of unique or special interest records
21.
The Municipality wishes to preserve records which enable reconstruction of the
evolution of policies and programs or which have archival value.
22.
Photographs, plans, publications and other types of records may be identified from
time to time by Municipal councillors or staff as having particular historical or other
interest to the Municipality and its residents .
23.
Such materials may be referred to the CAO for designation to be preserved whether
in the original or by electronic or other copy form.