This is an automated transcription (OCR) of the captured
official document — minor recognition errors are possible; the source
document governs.
Snapshot 88d095c8a307 · verified 2026-06-05 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
- In this policy:
- (2) "Designated Officer" means the person designated and authorized by the Chie Administrative Officer of the Municipality, to act on behalf of the Municipality o the County of Victoria to manage and maintain the Records Management System;
## RECORDS MANAGEMENT POLICY
Enacted under authority of the Municipal Government Act, Section 34
## Title
- This policy may be cited as the "Records Management Policy".
## Interpretation
- (1) "Council" means the Council of the Municipality of the County of Victoria;
- (3) "Manual" means the AMA Records Management Manual, second edition, as amended from time to time;
- (5) "Records Management System" means an electronic or paper-based system used by the Municipality of the County of Victoria to manage the records of the Municipality of the County of Victoria from record creation through to records disposal;
- (4) "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;
## Records Management System Established
- The Records Management System of the Municipality is established and authorized.
## Compliance with Records Management System
- All records in the custody and control of the employees of the Municipality of the County of Victoria are the property of the Municipality of the County of Victoria. All records of the Municipality of the County of Victoria must comply with the Records Management System and this policy. All employees and management of the Municipality of the County of Victoria must comply with this policy.
## Designated Officer
- The Designated Officer is responsible for the management and maintenance of the Records Management System.
## Adoption of the Manual
- The Designated Officer is authorized to adopt and maintain the Manual as part of the Records Management System. Records of the Municipality of the County of Victoria 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 of the County of Victoria. The Records Retention Schedule also provides instructions as to the manner and time of the disposition of a record.
## Integrity and Authenticity
- 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 to ensure that the Manual is up to date and complete.
## 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:
- (1) The destruction actions must always be 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. A sample records destruction approval form is included in Appendix "B" - Forms and Samples to the Manual;
- (3) Records destruction should be undertaken in a manner that preserves the confidentiality of records, including the privacy of information about individuals;
- (2) Records pertaining to any actual or pending government investigation, audit, freedom or information access request, litigation or legal claim should not be destroyed. There should be processes to impose a "legal hold" when specific requirements arise;
- (4) All copies of records that are authorized for destruction, including security, preservation and backup copies, should be destroyed as soon as reasonably possible; and
- (5) 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 record series title, date range and date of destruction.
10. Records that are required by any enactment to be kept, and all minutes, by-laws, policies and resolutions of Council shall not be destroyed
I CERTIFY this to be a true copy of the "Records Management Policy" as adopted by the Council of the Municipality of the County of Victoria at a meeting held on the 7" day of March, 2016.
<!-- image -->
ANtuch
A. W. (Sandy) Hudson Chief Administrative Officer