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PURPOSE
POLICY 53
RECORDS MANAGEMENT
1. It shall be the policy of the Municipality of the District of Shelburne to have a clear
and concise policy which outlines records management.
DETAILS
2. This Policy may be cited as the Records Management Policy.
3. In this policy:
a. Council means the Council of the Municipality;
b. Designated Officer means the person designated and authorized by the Chief
Administrative Officer (CAO) of the Municipality. In the absence of formal
authorization this would be the Records Management Coordinator;
c.
Manual means the AMANS Records Management Manual as amended from
time to time;
d. Record includes books, documents, maps, drawings, photographs, letters,
vouchers, papers and any other thing on which information is recorded or
stored by graphic, electronic, mechanical or other means, but does not
include a computer program or any other mechanism that produces records;
e. Records Management System means the electronic system used by the
Municipality to manage the records of the Municipality from record creation
through to records disposal.
f.
Records Schedule is a descriptive listing of records indicating the:
-
Primary/ secondary titles and classification number;
-
Length of time each record shall be retained from date of creation
or capture through active and semi-active use;
-
Method of disposition; ie. secure destruction or permanent
archival retention.
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Records Management System Established
3. The Records Management System currently used by the Municipality is authorized.
Compliance with the Records Management System
4. All records in the custody and control of the employees of the Municipality are the
property of the Municipality. All records of the Municipality must comply with the
Records Management System and this policy. All employees, management and
Council of the Municipality must comply with this policy.
Designated Officer
5. The Designated Officer is responsible for the management and maintenance of the
Records Management System.
Adoption of the Manual
6. The Designated Officer is authorized to adopt and maintain the Manual as part of the
Records Management System. Records of the Municipality must be created, accessed,
maintained and disposed of only as provided by the Manual. The Manual includes a
Records Retention Schedule that prescribes the period of time that records are kept
to meet the operational, legal, regulatory, financial or other requirements of the
Municipality. The Records Retention Schedule also provides instructions as to the
manner and time of the disposition of a record.
Integrity and Authenticity Maintained
7. The Records Management System must maintain the integrity and authenticity of
records made or kept in the usual and ordinary course of business.
Authorization to Amend Manual
8. The Designated Officer is authorized to amend the Manual, consulting the AMANS
Records Management Committee where such amendments impact or change the
records schedule.
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Disposal by Designated Officer
9. When the Designated Officer determines that the retention period for a given record
described in the Records Retention Schedule has ended, the Designated Officer may
allow the record to be destroyed or otherwise disposed of in accordance with the
instructions outlined in the Records Retention Schedule and in consultation with
stakeholders within the organization as detailed below:
a)
Destruction actions must always be formally authorized, allowing for staff to
intercede if specific issues such as a government investigation, audit, freedom of
information access request, litigation or legal claim require that destruction must
be halted.
b) Records pertaining to any actual or pending government investigation, audit,
freedom of information access request, litigation or legal claim should not be
destroyed. There should be processes to impose a "legal hold" when specific
requirements arise;
c)
Records destruction should be undertaken in a manner that preserves the
confidentiality of records, including the privacy of information about individuals;
d) All copies of records that are authorized for destruction, including security,
preservation and backup copies, should be destroyed as soon as reasonably
possible;
e)
Records should be maintained to document the destruction actions. Certificates
of destruction are generally provided by service agencies, and these are retained
permanently, along with information about the records series title, date range
and date of destruction; and
f)
Records that are required by any enactment to be kept, and all minutes, bylaws,
policies and resolutions of Council shall not be destroyed.
REPEAL
10. The Destruction of Records Policy approved by the Council of the Municipality of the
District of Shelburne on February 27, 2017, is hereby repealed.
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THIS IS TO CERTIFY that the Council of the Municipality of the District of Shelburne duly
passed the policy respecting Records Management Policy on the 9th day of November
2022.
Approved by Council: 2022-11-09
Effective Date: 2022-11-09
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SIGNED this 10th day of November 2022