BYLAW - Records Classification Structure Retention Periods - 20140506 - 561114THE CORPORATION OF THE TOWN OF AURORA
By-law Number 5611-14
BEING A BY-LAW to
establish a classification
structure and retention
periods for The Corporation
of the Town of Aurora.
WHEREAS subsection 254(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as
amended (the "Act") states that a municipality shall retain and preserve the records of
the municipality and its local boards in a secure and accessible manner;
AND WHEREAS subsection 255(1) of the Act states that except as otherwise
provided, a record of a municipality or local board may only be destroyed in
accordance with this section of the Act;
AND WHEREAS subsection 255(2) of the Act states that despite section 254 of the
Act, a record of a municipality or a local board may be destroyed if a retention period
for the record has been established under this section and: (a) the retention period
has expired; or (b) the record is a copy of the original record;
AND WHEREAS subsection 255(3) of the Act states that a municipality may, subject
to the approval of the municipal auditor, establish retention periods during which the
records of the municipality and local boards of the municipality must be retained and
preserved in accordance with section 254 of the Act;
AND WHEREAS the auditor for The Corporation of the Town of Aurora (the "Town")
has approved the records' retention periods established in this By-law;
AND WHEREAS the Council of the Town deems it necessary and expedient to
establish a classification structure and retention periods for the Town;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF
AURORA ENACTS AS FOLLOWS:
1. THAT the retention periods for all records under the care and control of the
Town are hereby established in accordance with Schedule "A" attached hereto
and forming part of this By-law.
2. THAT records under the care and control of the Town shall only be destroyed
in accordance with Schedule "A" attached hereto and forming part of this By-
law, and only after the prescribed retention period for each record has expired.
3. THAT the following By-laws Numbers be and are hereby repealed: (a) 4358-
02.A; (b) 4359-02.A; (c) 4360-02.A; (d) 4362-02.A; (e) 4363-02.A; (f) 4364-
02.A; (g) 4365-02.A; and (h) 4373-02.A.
4. THAT this By-law may be referred to as the "Record Classification Structure &
Retention By-law".
5. THAT this By-law shall come into full force and effect on the date of final
passage hereof.
READ A FIRST AND SECOND TIME THIS 6`' DAY OF MAY, 2014.
READ A THIRD TIME AND FINALLY PASSED THIS 6th 4A 1CQF MAY, 2014.
Approvedas to Form FREY DAWE, MAYOR
ByLegalserview
synaturc �CAMr ?6/7
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Date: .� Mry . , *_,, '
81`EPHEA1 ICA. HUY KE, TOWN CLERK
Town of Aurora Record Classification
Structure & Retention By-law
The Town of Aurora’s Record Classification and Retention By-law is a valuable tool to manage information declared to be
records whether created or received by the Town of Aurora. This schedule provides the framework to identify, organize, retain
and dispose of records whether they are in paper or electronic format.
Schedule “A”
By-law Number 5611-14
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 2 of Page 78
Table of Contents
OVERVIEW ..................................................................................................................................................................................................................................................................................................... 3
DEFINITIONS ................................................................................................................................................................................................................................................................................................ 4
TABLE HEADINGS .......................................................................................................................................................................................................................................................................................... 5
LEGEND FOR RETENTION & DISPOSITION TERMS ...................................................................................................................................................................................................................................... 7
SUMMARY OF AURORA FUNCTIONS, ACTIVITIES & RECORD SERIES ........................................................................................................................................................................................................ 8
ADMINISTRATION.................................................................................................................................................................................................................................................................................................................. 8
ASSET MANAGEMENT AND MAINTENANCE ...................................................................................................................................................................................................................................................................... 8
COMMUNICATIONS AND STAKEHOLDER RELATIONS ..................................................................................................................................................................................................................................................... 9
ENVIRONMENT, SAFETY AND SUSTAINABILITY................................................................................................................................................................................................................................................................ 9
FINANCIAL MANAGEMENT ................................................................................................................................................................................................................................................................................................. 10
GOVERNANCE ..................................................................................................................................................................................................................................................................................................................... 11
HUMAN RESOURCE MANAGEMENT ................................................................................................................................................................................................................................................................................. 12
INFORMATION TECHNOLOGY AND RECORDS MANAGEMENT ..................................................................................................................................................................................................................................... 13
LEGAL, LICENSING AND PERMITS .................................................................................................................................................................................................................................................................................... 13
PLANNING, DEVELOPMENT AND BUILDING .................................................................................................................................................................................................................................................................... 14
RECREATION AND CULTURAL SERVICES ....................................................................................................................................................................................................................................................................... 15
RECORD CLASSIFICATION & RETENTION TABLE ...................................................................................................................................................................................................................................... 16
ADMINISTRATION................................................................................................................................................................................................................................................................................................................ 16
ASSET MANAGEMENT AND MAINTENANCE .................................................................................................................................................................................................................................................................... 21
COMMUNICATIONS AND STAKEHOLDER RELATIONS ................................................................................................................................................................................................................................................... 26
ENVIRONMENT, SAFETY AND SUSTAINABILITY.............................................................................................................................................................................................................................................................. 31
FINANCIAL MANAGEMENT ................................................................................................................................................................................................................................................................................................. 36
GOVERNANCE ..................................................................................................................................................................................................................................................................................................................... 48
HUMAN RESOURCE MANAGEMENT ................................................................................................................................................................................................................................................................................. 52
INFORMATION TECHNOLOGY AND RECORDS MANAGEMENT ..................................................................................................................................................................................................................................... 58
LEGAL, LICENSING AND PERMITS .................................................................................................................................................................................................................................................................................... 63
PLANNING, DEVELOPMENT AND BUILDING .................................................................................................................................................................................................................................................................... 70
RECREATION AND CULTURAL SERVICES ....................................................................................................................................................................................................................................................................... 76
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 3 of Page 78
OVERVIEW
The records classification and retention structure is a valuable tool to manage the records and information created or received by the Town of Aurora and as such, it is an important strategic
business resource. The systematic application of managing information through a classification structure allows for the control of information assets throughout its lifecycle – from cradle to grave.
By consistently identifying information, regardless of where it is held, the structure removes barriers to access (assuming appropriate permissions) while also protecting privacy and allows
information to be available in a timely fashion to those who need it. This access is essential for supporting decision-making and sharing the knowledge developed through collaboration efforts.
Such a system also supports accountability and good governance, protects personal and confidential information, captures and preserves the corporate memory and the history of the Town of
Aurora while improving organization efficiencies and mitigating risk.
The Town of Aurora’s Classification and Retention By-law is the official policy for the management of records at the Town. It provides staff with the authority to manage records in accordance with
relevant policies, legislation and regulations. The Town of Aurora has adopted the International Organization of Standards (ISO 15489) standard of a functionally based classification structure to
provide a hierarchical framework for the organization and description of records. The structure is based on the content of the document and applies to all records, regardless of whether they are in
paper, digital, image, audio or video format. Each classification category is accompanied by a retention timeframe that reflects applicable legislation and business need. The main reasons for a
functional approach are as follows:
• Eliminates duplication of records because all records related to a specific function are grouped together rather than split up among departments. For example, all agreements and contracts
would be under the LEGAL, LICENSING & PERMITS function;
• Provides integrity and thus reliability when searching for information within the central repository because all “like” things are filed together rather than “classified” under different
departments;
• Business functions are independent of organizational structure. Changes in organizational structure do not affect the classification scheme. It doesn’t have to be “re-invented”;
• Department names are forever changing, but functions remain constant;
• Reduces silos of information.
The functions of the Town of Aurora are as follows:
Administration
Asset Management and Maintenance
Communications and Stakeholder Relations
Environment, Safety and Sustainability
Financial Management
Governance
Human Resources Management
Information Technology and Records Management
Legal, Licensing and Permits
Planning, Development and Building
Recreation and Cultural Services
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 4 of Page 78
DEFINITIONS
TOWN
“Town” or “Town of Aurora” means The Corporation of the Town of Aurora.
RECORD
The International Organization for Standardization (ISO) defines a record as “recorded information in whatever physical format created, collected or received in the initiation, conduct or completion
of an activity which has content, context and structure, is authoritative and reliable and provides evidence of decision-making”. Records can include books, papers, maps, electronic documents,
digital, video, voice recordings, web pages, etc.
TRANSITORY RECORD
Such a record is useful for only a short time, communicates information that is ephemeral, is temporary and has minor importance. When its use is over it should be deleted or destroyed. A
transitory record can be destroyed at any time before the retention period of the original document as the official or original document is held by the originator/primary area of accountability and
subject to the approved retention period. Examples of transitory records include the following:
• personal messages
• general notices and announcements
• copies of documents and emails
• cc, bcc, or FYI emails kept only for convenience
• drafts and working documents to prepare final records.
NON-RECORD
This type of record has no bearing on the organization’s functions, operations, or mandate. A non-record may be a general distribution item, reference book, published legislation from other
municipalities or government agencies or extra copy/convenience copy. A non-record is typically used, if ever, only for a very limited period of time. It does not have to be collected and maintained.
This document is not required to be retained and therefore does not appear on a records retention by-law.
When applying the retention by-law to the Town of Aurora records, the above definitions of a record, transitory and non-record, determine what and how it should be classified and focus on core
business documents generated by the originator or the primary area of accountability.
However, notwithstanding the above definition of a transitory record, it is recommended that convenience copies and drafts be subject to classification.
Convenience Copies
• Convenience copies are, by definition, not considered records as they are usually duplicates of the official record. They could also be a FYI copy (for your information). However, recent legal
actions have drawn attention to the use of convenience copies for purposes of evidence or discovery. Incidents have occurred where primary documents have been destroyed as per
established retention by-law but convenience copies still existed in the organization. These copies have been deemed to be official and subject to discovery or legal proceedings. Given these
legal implications it is important for the Town of Aurora, if required, to classify convenience copies and ensure they are tracked and destroyed or disposed of no later than the retention period of
the original document.
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 5 of Page 78
• Convenience copy holders are encouraged to destroy these copies on a regular basis. Convenience copies can be destroyed at an y time before the retention period of the original document as
the official or original document is held by the originator/primary area of accountability and subject to the approved retent ion period. A convenience copy cannot be held longer than the original
document’s retention period. Convenience copies cannot be sent to off-site storage. Only the original document from the originator / primary office of accountability identified on the retention by-
law will be sent to off-site storage, as applicable, and in accordance with the retention by-law.
TABLE HEADINGS
RECORD SERIES
Record series are defined as a group of related records that have the same form and function are filed as a unit and are maintained together for retention scheduling purposes. Record series are
destroyed as a unit when the retention period is up unless there is a litigation or audit hold on the record series. The record series are grouped into broad organizational functions, then by the
activities that take place within each function. Activities are created based on the roles and responsibilities of staff who partake within that activity. Within each activity are the records that are
created through that activity – it is the evidence of a business action – these are the record series where retention is applied. The types of documentation found in each record series are described
in what is referred to as a scope note, found below the title of the activity.
FILING METHODOLOGY
The filing methodology outlines the filing system that should be used for that particular record series whether it is by date, subject, person’s name, project number, etc. This provides consistency
when searching for documents as the documents will follow the same pattern within the record series.
ACCOUNTABILITY
This classification scheme identifies the Office of Accountability – the business unit or department who is accountable for ensuring that the official record is managed throughout its lifecycle. This is
the business area that has primary interest or ownership of the records. They are considered to be the official holder of the original records. When accountability refers to the “originator” it applies if
the individual received the document from an external source. This person becomes accountable for retention and disposition.
RETENTION
Active Retention – are records which are still actively being used by an office/department. They are usually referenced on a daily or monthly basis. If paper records, they are usually located
within the office/department (i.e. filing cabinets) area since they are used frequently.
Inactive Retention – are records which are no longer referenced on a regular basis and tend to be stored in a less accessible place. If paper records, may be stored in T own Hall Records
Room or off-site storage. If electronic records, they may be stored in the ‘Archival’ network drive since they are not used frequently. Records become inactive when they reach their
completion or end of active use (e.g. event finished, project closed, fiscal year end, etc.) as identified in this Records Retention Schedule.
Total Retention – specifies the total length of time records must be kept. An event such as the termination of an agreement or project close may be used to indicate when the retention
calculation begins. Retention periods are reviewed by Legal and Legislative Services and approved by Council.
DISPOSITION
The column labelled “Disposition” refers to how the records are disposed of at the end of their lifecycle. Once the records have reached the end of their total retention period they may be totally
destroyed/expunged, or all or part of the record series may be designated as archival selection or archival which means the entire record series is kept for future generations. Records identified in
the classification structure and retention by-law can only be destroyed/disposed of in accordance with the Town of Aurora’s records destruction procedures and in conjunction with approval from
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 6 of Page 78
Department Heads, Legal and Clerk. All destroyed records should be documented by a certificate of destruction as proof of final disposition. The certificate of destruction is a permanent document
to prove destruction took place, what records were destroyed and when they were destroyed.
SECURITY CLASSIFICATION
In order to protect the confidentiality, integrity and availability of the Town of Aurora’s data, each record series is assigned a security classification, being public, internal or confidential according to
the classification levels defined in the Town of Aurora’s “Information Classification & Security Policy”.
SECURITY CLASSIFICATION LEVELS
Public: This classification applies to information in the public domain. The information is fit for distribution via public channels such as email and websites. Disclosure of Public information
is not expected to adversely impact The Town of Aurora, its employees, its stakeholders, its business partners, and/or its customers.
Internal: This classification applies to general information intended or appropriate for any internal audience or a restricted external audience such as stakeholders. Internal access is
unrestricted, but external access is based on a business need-to know basis.
Confidential: This classification applies to the most sensitive business information that is intended for a limited audience. Its unauthorized disclosure could seriously and adversely impact
the Town of Aurora, its employees, its stakeholders, its business partners, and/or its customers. Records which are designated as confidential are accessible only by a defined sub-group
of the Town of Aurora. Access permissions may be given to staff based on their membership to a specific group or individually as Town of Aurora management deems appropriate.
CITATIONS AND COMMENTS
The Citation/Comments column provides the cross reference identifier to the legislative citations that are recommended as applicable for each category of records. FED refers to the Federal
legislation and ONT refers to Ontario legislation.
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 7 of Page 78
LEGEND FOR RETENTION & DISPOSITION TERMS
Code Term Definition
A Archival
Record series which has been assessed to have historic significance. Archival documents are retained for 10 years at which point they are appraised again for historic
importance and possibly archived for another 10 years. Every 10 years they are reviewed for historical significance. For electronic records they are reviewed to
determine if these will continue to be migrated.
AS
Archival
Selection Before
Destruction
Refers to reviewing the records series before destruction to see whether they have historic significance prior to destruction. This is different from archival because in
the case of an archival designation the entire records series is kept for posterity, whereas, in archival selection before destruction, records are “selected” for potential
historic significance. The entire record series is not kept.
CY Current Year Refers to January 1st to December 31st. This means that the record series is kept for the current year the record was declared (created and final) plus the additional
years outlined in the retention by-law e.g. CY+2 means that the current year plus 2 additional years will be kept.
FY Current Fiscal
Year
Refers to January 1st to December 31st. NOTE: Town of Aurora’s fiscal year is the same as the calendar year. However for financial information most times the
retention is referred to as fiscal year. This means that the record series is kept for the current fiscal year that the record was declared (created and final) plus the
additional years outlined in the retention by-law e.g. FY+6 means that the current fiscal year plus 6 additional years will be kept.
D Destroy Requires that upon expiration of the retention period the document is destroyed – shredded, recycled, deleted (expunged).
S/O Superseded or
Obsolete Refers to the replacement of a document once it has been updated or revised. The new document supersedes the previous version.
T/E
Event Trigger for
termination or
close of an event
or activity
Refers to a record being retained until it has been closed or terminated, typically used for case-based or project records where the retention refers to the case being
closed or the transaction being completed. For example, this retention applies to an employee file and is triggered at the point at which the employee leaves the
organization. These records are usually maintained until the case or transaction or employee record is closed/terminated plus a pre-defined number of years, e.g.
T/E+3 means retained until the case is closed plus 3 more years.
PIB
Personal
Information Bank
Refers to records of individuals who are identifiable by home address, phone number, SIN#, OHIP#, etc. This information is protected under the Municipal Freedom of
Information and Protection of Privacy Act (MFIPPA) legislation.
P Permanent Refers to records that are reviewed every 10 years to see if permanent value is still valid. This is a best practice from Library and Archives Canada.
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 8 of Page 78
SUMMARY OF TOWN OF AURORA FUNCTIONS, ACTIVITIES AND RECORD SERIES
FUNCTIONS ACTIVITIES RECORD SERIES
ADMINISTRATION ACCESS & PRIVACY • Access to Information & Personal Information Protection - Access Requests
• Access to Information & Personal Information Protection - Compliance
CORRESPONDENCE MANAGEMENT • Administrative Records – Executive
• Administrative Records – Office Administration
ADMINISTRATIVE SERVICES MANAGEMENT • Books / Subscriptions / Reference Materials
• Courier, Postal & Custom Services
• Board Room Bookings
• Office Supplies
• Templates & Forms – Blank
MEETING MANAGEMENT • Meetings & Committees – Internal
POLICIES & PROCESS MANAGEMENT • Policies, Procedures, Standards, Guidelines
PROJECT MANAGEMENT - ADMINISTRATIVE • Projects / Research / Special Studies
ASSET MANAGEMENT AND
MAINTENANCE
MAINTENANCE & OPERATIONS MANAGEMENT –
FIXED ASSETS
• Asset Register
• Town Buildings’ Construction Renovation
• Building Operations & Maintenance
• Town Facilities’ Drawings
• Work Orders
• Service & Repair Requests
FLEET/VEHICLE MAINTENANCE • Fleet/Vehicle History & Maintenance Records for Fleet
ROAD/LINEAR ASSET DESIGN & MAINTENANCE • Road & Linear Asset Design Planning / Reconstruction
• Maintenance & Repairs
• Utility Location Records
TRANSPORTATION STUDIES • Transportation Studies
TRAFFIC MANAGEMENT • Traffic Counts
• Traffic Count Reports
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 9 of Page 78
FUNCTIONS ACTIVITIES RECORD SERIES
PARKS MANAGEMENT • Parks Maintenance Files
• Tree Inventory
COMMUNICATION AND STAKEHOLDER
RELATIONS
MEDIA & PUBLIC RELATIONS
• Achievement / Recognition Rewards
• Complaints, Commendations, Issues from Residents
• Media Relations
• Media Coverage about the Town of Aurora
• Photographs – Town of Aurora Events
• Presentations & Speeches
GRAPHIC DESIGN/ PUBLICATIONS/WEBSITE
CREATION & COORDINATION
• Corporate Identity
• Promotional, Publication Material & Information Packages
• Promotional, Publication Material & Information Packages Production &
Distribution
• Website / Intranet Content Management
• Web / Social Media Analytics
EVENTS MANAGEMENT • Event Arrangements & Logistics – Corporate, Employee or Community Event
• Attendee / Participant Relations – Corporate, Employee or Community Event
COMMUNITY STAKEHOLDER RELATIONSHIP
MANAGEMENT
• External Sector Organizations & Associations
ENVIRONMENT, SAFETY AND
SUSTAINABILITY
ENVIRONMENTAL PLANNING & PROTECTION • Environmental Applications & Approvals
• Environmental Assessments
• Environmental Monitoring & Control
• Environmental Master & Other Sustainability Plans
• Air Pollution & Control
• Noise Pollution & Control
• Weather Monitoring
• Pesticide/Herbicide Application
• Waste Management
• Drinking Water Quality Management System(DWQMS)
• Recreation Pool Water Testing
• Weed Control
• Tree Inspections
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 10 of Page 78
FUNCTIONS ACTIVITIES RECORD SERIES
HEALTH, SAFETY & SECURITY MANAGEMENT • Occupational Health & Safety Program Management
• Hazardous Materials
• Fire Monitoring & Safety
• Emergency Management Planning
• Property Security Administration
FINANCIAL MANAGEMENT TOWN REVENUES ADMINISTRATION • Accounts Receivable Processing
• Cash Receipts
• Income Tax Deductible Donations & Receipts
• Development Charges
• Grants To Town
• Grants From Town
MUNICIPAL TAX ADMINISTRATION • Tax Billing – Municipal
• Tax Account Auto Pay Documentation
• Tax Certificates – Municipal
• Property Tax Assessment, Levy Adjustments & Appeals
• Tax Appeals By Town
• Property Tax: Charity & Vacancy Rebates
• Property Assessment Rolls
• Tax Account – General Administration
WATER ACCOUNT ADMINISTRATION • Water Billings
• Water Account Auto Pay Documentation
• Water Certificates – Municipal
• Water Collections
• Water Account – General Administration
ACCOUNTING ADMINISTRATION • Accounts Payable Processing
• Commodity Tax Filings & Returns
• Debt
• Securities – Letters of Credit (LC) & Cash
• Banking Transactions & Reconciliations
• General Ledger
• General ledger Reconciliation
• Month-end closing & Analysis
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 11 of Page 78
FUNCTIONS ACTIVITIES RECORD SERIES
FINANCIAL PLANNING & INVESTMENT
MANAGEMENT • Annual Business Planning & Budgeting (Operational & Capital) – Working Papers
(For Departments)
• Budget – Operating & Capital Working Papers (For Finance)
• Long Range Capital Plans – Working Papers
• Long Range Capital Plans Approved – Final
• Capital Asset Accounting
• Investments & Reconciliations
• Reserve Fund Accounts
FINANCIAL REPORTING • Financial Reporting – Monthly & Quarterly Working Papers (For Departments)
• Financial Reporting – Monthly & Quarterly (For Finance)
• Financial Statements & Auditor’s Reports
• Year End & Audit Reporting – Preparation Working Papers
• Financial Information Returns (FIR) & Municipal Performance Management
Program (MPMP) Reporting
AUDIT • Auditor Relationship Management
• Services Audit –Internal
PAYROLL ADMINISTRATION • Payroll Processing
• Time & Attendance Reporting
• Payroll – Remittances
PROCUREMENT • Vendors / Service Providers
• Proposals & Submissions Management (Unsuccessful / Declined Vendors)
• Contractor Relationship Administration (Successful Vendors)
• Vendor / Contractor Performance Management
• P-Card Management
GOVERNANCE BY-LAWS ADMINISTRATION • By-Laws
COUNCIL ADMINISTRATION • Council Orientation & Administration
COUNCIL & COMMITTEE MEETINGS MANAGEMENT • Council Agenda & Minutes
• Staff Reports to Council
• Meeting Records – Closed Session
• Committees – Appointed By Council
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 12 of Page 78
FUNCTIONS ACTIVITIES RECORD SERIES
ELECTION MANAGEMENT • Municipal Election Administrative Records
• Municipal Election Records – Campaign Finance
• Election Results
• Election Records – Voters / Poll Lists / Ballots
STRATEGIC & LONG RANGE PLANNING • Strategic & Administrative Plans
• Master Plans
GOVERNMENT RELATIONS MANAGEMENT • Government / Intergovernmental Relations
• Accessibility for Ontarians with Disabilities Act (AODA)
HUMAN RESOURCE MANAGEMENT ORGANIZATION & POSITION MANAGEMENT • Job Descriptions
• Organization Design
RECRUITMENT & SELECTION • Recruitment & Staff Selection
EMPLOYEE MANAGEMENT • Employee Files
• Employee Medical Files
• Employee Recognition Program
• Employee Surveys
• Workers’ Compensation & Disability Management
EMPLOYEE COMPENSATION & BENEFIT
ADMINISTRATION
• Employee Compensation
• Employee Benefit Programs
• Pay Equity
TRAINING & SKILLS DEVELOPMENT • Employee Orientation Program
• Training & Learning – Internal
• Training Opportunities – External
• Training / Certification Records
• Attendance of Participants
LABOUR & EMPLOYEE RELATIONS • Human Rights Complaints & Investigations
• Grievances & Arbitrations – Union & Non-Union
• Labour Negotiations
PENSION ADMINISTRATION • See Employee Management, Employee Files
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 13 of Page 78
FUNCTIONS ACTIVITIES RECORD SERIES
INFORMATION TECHNOLOGY AND
RECORDS MANAGEMENT
INFORMATION TECHNOLOGY - COMPUTER &
INFORMATION SECURITY • Computer System Access & Security
• Disaster Preparedness & Recovery Planning
• System Back-up
APPLICATIONS & SYSTEMS DEVELOPMENT • Business Process Models & Reviews
• Product Evaluations
• Systems Development & Implementation
COMPUTER OPERATIONS & SUPPORT • Hardware & Software Manuals / Instructions / Operating Procedures
• GIS Data (Also known as Geomatics)
• Help Desk Logs & Reports
• System Operations
• Internet & Intranet Development / Management
• Telecommunications & Electronic Communication Systems
RECORDS/DOCUMENT MAN AGEMENT • Classification & Records Retention By-law
• Records Destruction Certificates
• Records Centre Operations
LEGAL, LICENSING AND PERMITS AGREEMENTS & CONTRACTS/LEASE
ADMINISTRATION
• Agreements/Contracts/Leases
• Dispute Resolution & Contract Negotiations
MATTER MANAGEMENT • Departmental Legal Matters
• Precedents
• Ontario Municipal Board (OMB) Case Files
• Ontario Municipal Board (OMB) Decisions
INSURANCE, RISK & COMPLIANCE MANAGEMENT • Insurance & Risk Management
• Compliance Letters
• Legal Opinions / Advice / Briefs
• Accident & Incident / Occurrence Reporting
REAL PROPERTY MANAGEMENT • Real property Acquisition / Expropriation/ Disposition
LITIGATION / CLAIMS • Claims By the Municipality
• Claims Against the Municipality – Insured & Not Insured
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 14 of Page 78
FUNCTIONS ACTIVITIES RECORD SERIES
USE & PERMISSION AUTHORIZATION • Consent Release Forms & Waivers
LICENCES & PERMITS PROCESSING PERMITS • Licences & Permits
BY-LAW ENFORCEMENT • Provincial Offenses
• Complaints, Citations, Notices of Violations & Investigations
• Municipal By-law Infractions
VITAL STATISTICS • Vital Statistics Applications
• Vital Statistics Register - Marriage, Death & Births
PLANNING, DEVELOPMENT AND
BUILDING
BUILDING, PLANNING & ZONING • Development Inquiries / Pre-Application Consultation & Complete Application
Checklist
• Planning Applications
• Application & Permits – Other
• Building Permits
• Property Reference File (Residential & Non-Residential)
• Inspections – Building
ENGINEERING PLANNING & DEVELOPMENT • Design & Development Review Documentation
• Design Standards
PROJECT MANAGEMENT – MUNICIPAL
PROPERTIES
• Municipal Property Design & Development
URBAN PLANNING • Official Plan & Amendments
• Secondary Plans
• “M” Plan
• “R” Plan
PROPERTY/FACILITY DRAWINGS & IMAGES • Engineering Drawings / Plans – Non Town Assets
• Air Photography
• Maps
MUNICIPAL ADDRESSING • Street Names & Numbers
HERITAGE PLANNING • Heritage Resources
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 15 of Page 78
FUNCTIONS ACTIVITIES RECORD SERIES
RECREATIONAL AND CULTURAL
SERVICES
PROGRAM MANAGEMENT • Recreational Program Records
• Program Registration & Memberships
• Recreation Attendance Records
• Permission Slips
• Programs – Aquatics – Swim Results
• Activity / Statistical Reports
• Waivers of Liability / Parental Consents
• Training Records for Certifications
• Travel Arrangements for Participants
FACILITY RESERVATIONS – RECREATIONAL • Facility Bookings
CULTURAL ACTIVITIES • Twinning Cities
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 16 of Page 78
RECORD CLASSIFICATION AND RETENTION TABLE
ADMINISTRATION The function of managing the administrative activities of the departments. Records relating to general office information such as executive
correspondence, office administration records, internal and staff committee meetings, minutes, agendas, contact lists, office supplies, blank
template/forms, as well as the management of access requests under the MFIPPA legislation.
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
ACCESS & PRIVACY
ACCESS TO INFORMATION & PERSONAL
INFORMATION PROTECTION – ACCESS REQUESTS
Records relating to the receipt and processing of access
requests for of Aurora records and privacy complaints.
Documents may include formal and informal requests for
information, consultation documentation, correspondence,
access decisions, fee estimates, third party notices, written
appeal submissions to the Information and Privacy
Commissioner of Ontario (IPC), IPC orders and decisions, and
IPC compliance findings and recommendations.
By name of individual/
organization
Clerk’s Office T/E+1 1 T/E+2
T/E = file closed
upon completion
of case
Destroy Confidential PIB
Ont.95,
Ont.119,
Ont.206,
Ont.219
ACCESS TO INFORMATION & PERSONAL
INFORMATION PROTECTION – COMPLIANCE
Records relating to strategies and initiatives undertaken, to
ensure the Town of Aurora is in compliance with the public’s
right of access to Town records and the protection of personal
information resources. Documents may include impact
assessments, copies of policies and guidelines, data-sharing
checklists and supporting correspondence.
By topic Clerk’s Office S/O+2 0 S/O+2 Destroy Public
.
CORRESPONDENCE MANAGEMENT
ADMINISTRATIVE RECORDS – EXECUTIVE
Executive records are the administrative and operational
records of the offices of senior executive.
Alphabetical by subject Management &
Executive
CY+6 0 CY+6 Destroy Confidential
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 17 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
ADMINISTRATIVE RECORDS – OFFICE
ADMINISTRATION
Records relating to general office administration functions and
subjects not covered elsewhere. This may include daily
correspondence and chronological files, calendars, travel
arrangements, monthly activity or status reports, etc.
Alphabetical by subject Originator CY+2 0 CY+2 Destroy Internal
ADMINISTRATIVE SERVICES MANAGEMENT
BOOKS / SUBSCRIPTIONS / REFERENCE MATERIAL
Records relating to the management of external publications
such as library material used for reference purposes. Also
includes the management of office subscriptions, books, and
digital publications purchased by staff or Departments. This
includes subscriptions for professional newsletters, printed and
electronic journals, business and news periodicals, and book
orders. Subscriptions may be used for reference, research, or
display purposes. Documents may include completed
subscription order forms, copies of financial invoices and
correspondence.
Alphabetical by
subscription type
Originator CY+2 0 CY+2 Destroy Internal
COURIER, POSTAL & CUSTOM SERVICES
Records relating to the use of hard-copy mail and courier
services by the Town of Aurora. Includes postal and mail
functions with Canada Post, courier services, freight services,
and customs information such as clearance and related
documentation. Documents may include mailing lists, logbooks,
shipment permits, copies of post office regulations and reports
on lost or damaged mail/courier packages.
By type of document Customer
Service
CY+2 0 CY+2 Destroy Internal
BOARD ROOM BOOKINGS
Records relating to selecting, reserving, using and providing
rooms for meetings, seminars and other such gatherings for
Town staff. Excludes rooms/facilities booked by Parks &
Recreation.
By room and date/time Originator CY+2 0 CY+2 Destroy Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 18 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
FOR: RECREATION FACILITY BOOKINGS
SEE: RECREATION AND CULTURAL SERVICES: FACILITY
RESERVATIONS -RECREATIONAL
OFFICE SUPPLIES
Records relating to the provision of office supplies and
consumables, including stationery and letterhead. Documents
related to office supplies.
By type of document Originator CY+2 0 CY+2 Destroy Internal
TEMPLATES & FORMS – BLANK
Templates and forms relating to Town of Aurora business. The
blank master document provides a standard format for data
collection and formatting, or provides a best practice format for
document creation. Records may include blank, printable forms
and checklists, letterhead, PowerPoint template, electronic
templates that standardize data capture and display, excel
spreadsheet tools, etc.
Alphabetical by topic
Finance
Expenses Claim Form
Letters of Credit
Human Resources
Absence Request
Benefit
New Hires
Information
Technology
Help Request
Licensing
Business
Driving Schools
Lottery
Refreshment
Taxi
Provincial
Burial
Building Permit Forms
Marriage
Planning
Planning Application
Forms
Planning Template
Correspondence
Recreation
Report cards
Originator S/O 2 S/O+2 Destroy Public
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 19 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
MEETING MANAGEMENT
MEETINGS & COMMITTEES – INTERNAL
Records relating to departmental meetings and committees of
Town staff that are not related to governance issues, events,
projects/ special studies or the like. Documents may include
meeting agendas, terms of reference, membership list, minutes
for such committees as Executive Leadership Team,
department staff meetings and retreats.
FOR: PROJECT MEETINGS
SEE: PROJECT MANAGEMENT ADMINISTRATIVE -
PROJECTS/RESEARCH/SPECIAL STUDIES
FOR: COUNCIL COMMITTEE MEETINGS
SEE: GOVERNANCE – COUNCIL/COMMITTEE MEETING
MANAGEMENT - COUNCIL AGENDA AND MINUTES
Alphabetical by
committee /meeting
name
Christmas Dance
Committee
Finance Advisory
Committee
Executive Leadership
Team
Department Meetings
Executive IT Steering
Committee (EITSC)
Retreats
Team
Originator CY+3 0 CY+3 Destroy Internal
POLICIES & PROCESS MANAGEMENT
POLICIES, PROCEDURES, STANDARDS AND
GUIDELINES
Records relating to the production and formal approval of
official corporate and departmental policy statements, standing
operating procedures, guidelines, and manuals such as
procedures, such as travel policy, cell phone policy, vacation
policy to mention a few.
FOR: EQUIPMENT OPERATING MANUALS
SEE: ASSET MANAGEMENT & MAINTENANCE – BUILDINGS
OPERATIONS & MAINTENANCE
By Function and then by
topic
Administrative
FOI requests
Flag Policy & Etiquette
Travel Policy
Human Resources
AODA Policy
Information
Technology
Mobile Devices Remote
Access Policy
Originator S/O+2 0 S/O+2 Destroy
Archival
Selection
Public Ont.173,
Ont.197
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 20 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
PROJECT MANAGEMENT – ADMINISTRATIVE
PROJECTS / RESEARCH / SPECIAL STUDIES
Records pertaining to specific projects, research or special
studies conducted within the Town of Aurora such as customer
studies, market research, etc. There is a beginning and an end
to the research and investigation that is conducted during the
project stage. Records may include project definition and
scope, project plan, project timelines or schedules, feasibility
studies, progress reports, case studies, presentations, cost
information, process reviews and models correspondence,
working notes and final project report i.e. drive thru, customer
service initiative.
FOR: SOFTWARE/SYSTEM DEVELOPMENT PROJECTS
INFORMATION TECHNOLOGY/MANAGEMENT –
SEE: APPLICATIONS & SYSTEM DEVELOPMENT – SYSTEMS
DEVELOPMENT AND IMPLEMENTATION
ROAD CONSTRUCTION –
SEE: ASSET MANAGEMENT AND MAINTENANCE
ROAD/LINEAR ASSET DESIGN &MAINTENANCE -
ROAD/LINEAR ASSET DESIGN PLANNING / RECONSTRUCTION
Alphabetical by project
name:
Example of a project
breakdown:
Project Name
Feasibility Studies
Definition/Scope
Requirements
Case Studies
Process Review
Project Plan
Project Schedule
Presentations
Final report
Originator
T/E+2 4 T/E+6
T/E=
completion of
project
Destroy
Archival
Selection
Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 21 of Page 78
ASSET MANAGEMENT AND
MAINTENANCE
The function of managing and maintaining the physical assets of the Town of Aurora relating to the renovation, operation, and maintenance of
property and equipment, which it owns or leases and the associated professional standards, This may include buildings, facilities, lands,
vehicles, technology, and any other assets that must be maintained according to legislation and best practices.
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
MAINTENANCE & OPERATIONS MANAGEMENT – FIXED ASSETS
ASSET REGISTER
These records describe assets such as land, parks, structure
and equipment, computer equipment and any other large
purchases. They may contain a description of the asset,
purchasing information, asset location, inventory of the asset
such as network infrastructure/equipment/
servers/computers/telecom and mobility hardware and client
software/ application inventory.
By type of asset Originator T/E 6 T/E+6
T/E= disposition
of asset
Destroy Internal
TOWN BUILDINGS’ CONSTRUCTION RENOVATION
Records relating to construction and renovation of Town
facilities including parks. Documents may include specifications,
reports, commentary, guidelines, architectural and engineering
drawings, consultant reports, land appraisals, photographs,
material and environment testing reports and building phase
reports. May also include copies of contracts, building permits,
and insurance damage claims and drawing release letters.
By Location Originator T/E+2 13 T/E+15
T/E = file closed
after site has
been
decommissioned
Archival
Selection
Internal Ont.9, Ont.15,
Ont.96
BUILDING OPERATIONS & MAINTENANCE
Records relating to the monitoring and scheduling of condition
and maintenance of building structures, and internal property
systems. Consists also of monitoring and maintaining
components forming part of the property systems in accordance
with manufacturer’s recommendations, industry standards,
legislated requirements and best practices. Property systems
may include (but not limited to): heating and cooling system
(incl. chillers HVAC, compressors, cooling towers, boilers),
elevating devices, electrical wiring, plumbing, fire alarm,
emergency backup (especially. power generation), pools,
arenas, janitorial services, etc. Records may include building
By property address Originator T/E+2 5 T/E+7
T/E = file closed
after site has
been
decommissioned
Destroy
Internal Ont.11, Ont.16,
Ont.17, Ont.18,
Ont.19, Ont.20,
Ont.21, Ont.95,
Ont.180,
Ont.182,
Ont.184,
Ont.185,
Ont.186,
Ont.187,
Ont.188,
Ont.189,
Ont.190,
Ont.191,
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 22 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
key legends, inspection reports, inspection logs, preventive
maintenance reports, corrective repairs, deficiency reports,
maintenance/operational manuals, technical reports, technical
bulletins, prototype notices and building and equipment
operating manuals for the maintenance of the equipment.
SEE ALSO: HEALTH, SAFETY & SECURITY
Ont.192,
Ont.193, Ont.194
TOWN FACILITIES’ DRAWINGS
Records include drawings and plans for a town facility, or any
other Town building asset. Includes all drawings and plans such
as master drawings - mechanical, electrical and structural, floor
plans, site plans, aerial plans and plans for additions, etc.
FOR: DRAWINGS NOT RELATED TO TOWN FACILITIES
SEE: ENGINEERING DRAWINGS/PLANS – NON TOWN ASSET
By Location Originator T/E+2 13 T/E+15
T/E = file closed
after the building
has been
decommissioned
Archival
Selection
Internal Ont.9, Ont.15,
Ont.96
WORK ORDERS
Records relating to the creation and processing of Work Orders.
Work Orders are issued indicating required tasks to be
performed such as repairs and design. Includes cyclical,
emergency, preventive, non-emergency and maintenance
completed Work Orders estimates, summaries and final
charges.
By asset name Originator CY+1 5 CY+6 Destroy Internal
SERVICE & REPAIR REQUESTS
Requests from the public or from other local government
departments on street hazards, potholes, other needed repairs
on roads, streets, and rights-of-way and requests for traffic
signs, lights, changes to traffic flow, pool, facilities, ice etc.
By location Originator T/E+2 0 T/E+2
Event = request
has been
addressed and
closed
Destroy Confidential PIB
Ont.12, Ont.13,
Ont.14
OPERATION/TECHNICAL MANUALS
SEE: BUILDING, OPERATIONS & MAINTENANCE
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 23 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
FLEET/VEHICLE MAINTENANCE
FLEET / VEHICLE HISTORY & MAINTENANCE
RECORDS FOR FLEET
Master record on each vehicle including the
following: complete description including identification and
license numbers; title and registration papers; annual beginning
and ending odometer readings; total annual fuel, maintenance,
labor, and parts costs; and complete maintenance and
inspection history (in summary form showing date and nature of
inspection, service and repair). Records include backup to the
history of vehicle repairs such as fleet master list, CVOR
vehicle inspection list and warranty information.
By type of
vehicle/serial
number
IES T/E+2 0 T/E+2
T/E = termination
of lease or sale/
disposal of
vehicle
Destroy Public Fed.13, Ont.95,
Ont.165,
Ont.166,
Ont.167,
Ont.168,
Ont.170,
Ont.171, Ont.172
ROAD/LINEAR ASSET DESIGN & MAINTENANCE
ROAD & LINEAR ASSET DESIGN PLANNING/
RECONSTRUCTION
Includes records such as test results, analysis reports, status
reports, notice to public, copy of the payment certificate and
copy of the tender regarding the design, planning and
construction of specific new and existing roads; such as,
resurfacing, widening, paths, bicycle lanes and bridge
underpasses.
By type of project
and location
IES S/O+2 0 S/O+2 Destroy Public Ont.9, Ont.10,
Ont.15, Ont.95
MAINTENANCE & REPAIRS
Records include inspection logs, maintenance records , daily
material usage reports for bridge inspection and maintenance,
general roads maintenance general, winter roads, salt
management plan, snow removal, maintenance of regional
sidewalks and streetlights, inspection and maintenance of storm
water management facilities, pumping stations, storm and
sanitary sewers and water mains.
By location IES T/E+2 13 T/E+15
T/E= completion
of inspection or
completion of
maintenance
Destroy Internal Ont.12, Ont. 95,
Ont.165, Ont.170
Highway Traffic
Act
O.Reg. 239-02
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 24 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
UTILITY LOCATION RECORDS
Includes records pertaining to utility stake outs required for
excavation work performed on various Town of Aurora streets
and right-of-ways.
By location IES
Parks &
Recreation
CY+2 0 CY+2 Destroy Internal
TRANSPORTATION STUDIES
TRANSPORTATION STUDIES
Includes all types of studies conducted by the Town and Region
regarding transportation. Includes control signal studies,
illumination studies, public transit, traffic impact studies, etc.
By type of report IES S/O+2 0 S/O+2 Archival
Selection
Public Ont.12, Ont.13,
Ont.14, Ont.95
TRAFFIC MANAGEMENT
TRAFFIC COUNTS
Traffic Counts and traffic calming request letters to residents.
Includes sketches and notes for traffic counts for various
streets.
By location IES T/E+1 1 T/E+2
T/E = when
project
completed
Destroy Confidential PIB
TRAFFIC COUNT REPORTS
Reports of traffic passage on streets, roads, bridges,
intersections, etc. Sketches and notes for traffic counts for
various streets.
By location IES CY+5 5 CY+10
Destroy Internal
PARKS MANAGEMENT
PARKS MAINTENANCE FILES
These files document the maintenance of parks such as trails
maintenance, snow ploughing, and the services being used.
These files may include copies of work orders, inspection
checklists, cost, hours, repair history, product information, etc.
By location, then by
year
Parks &
Recreation
CY+3 0 CY+3 Destroy Internal Ont.95
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 25 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
TREE INVENTORY
These files contain information about trees planted and/or
maintained by the Town of Aurora. They identify the type of
tree, location, activity dates, damage, maintenance, etc.
By location Parks &
Recreation
CY+2 3 CY+5 Destroy Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 26 of Page 78
COMMUNICATIONS AND
STAKEHOLDER RELATIONS
The function of managing communications at the Town of Aurora including media, public, and stakeholder relationships and the events to
attract townspeople and stakeholders. Records include presentations and speeches; corporate image; media relations; and the coordination
of print and electronic publications such as those on websites, video and social media forums. Includes event planning and logistics required
to attract and cultivate stakeholders and the tracking of attendees.
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total Retention Disposition Security
Classification
Citations/
Comments
MEDIA & PUBLIC RELATIONS
ACHIEVEMENT / RECOGNITION AWARDS
Recognition awards created by the Town of Aurora that publicly
recognize individuals and organizations for their commitment to
excellence and their accomplishments that are making a
difference. Records include selection of judging panel, nominee
forms, certificates and congratulatory letters.
FOR: EMPLOYEE RECOGNITION PROGRAMS
SEE: HUMAN RESOURCE MANAGEMENT – EMPLOYEE
RECOGNITION PROGRAM
By name of award
Business
Achievement award
Service Awards
Citizen of the Year
Originator CY+2 0 CY+2 Destroy
Archival
Selection
Confidential
(nominee
forms)
Public
PIB
COMPLAINTS, COMMENDATIONS, ISSUES FROM
RESIDENTS
Records include general complaints, responses to complaints
and commendations about the Town of Aurora and its services.
FOR: BY-LAW COMPLAINTS
SEE: BY-LAW ENFORCEMENT - COMPLAINTS, CITATIONS,
NOTICES OF VIOLATIONS AND INVESTIGATIONS
FOR: WASTE COMPLAINTS
SEE: ENVIRONMENTAL PLANNING & PROTECTION - WASTE
MANAGEMENT
FOR: WATER BILLING COMPLAINTS
SEE: WATER ACCOUNT ADMINISTRATION - WATER ACCOUNT
GENERAL ADMINISTRATION
By year, then
organization, then
individual
Originator T/E+2 0 T/E+2
T/E = file closed
upon completion
of case
Destroy
Archival
Selection
Confidential PIB
Ont.119,
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 27 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total Retention Disposition Security
Classification
Citations/
Comments
FOR: WEED COMPLAINTS
SEE: ENVIRONMENTAL PLANNING & PROTECTION – WEED
CONTROL
MEDIA RELATIONS
Documentation relating to the fostering of positive and ongoing
relationships with news media and the promotion of the Town
and its role in fostering the business community, cultural and
recreational activities, economic and tourism development.
Records may include background information such as key
message development material and media response,
correspondence, press releases and media announcements.
Alphabetical by topic Originator CY+6 0 CY+6 Destroy
Archival
Selection
Internal
MEDIA COVERAGE ABOUT TOWN OF AURORA
Documentation relating to media coverage, media scans and
media monitoring about the Town of Aurora and its initiatives.
Records include newspaper articles, journal articles, television
and radio sound/video files, web pages, social media sites and
the like.
By date Communications CY+3 0 CY+3 Destroy
Archival
Selection
Public
PHOTOGRAPHS – TOWN OF AURORA EVENTS
Photographs relating to Town events, staff and stakeholders.
FOR: CONSENT RELEASE/WAIVERS FORMS
SEE: LEGAL/LICENSING/PERMITS – USE & PERMISSION
AUTHORIZATION
Alphabetical by
subject
Communications CY+6 0 CY+6 Destroy
Archival
Selection
Internal
PRESENTATIONS & SPEECHES
Documentation relating to presentations and speeches
prepared and/or delivered by Town staff or Council members
to external parties at special events, conferences and other
public events.
Alphabetical by
subject
Originator CY+4 0 CY+4 Destroy
Archival
Selection
Public
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 28 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total Retention Disposition Security
Classification
Citations/
Comments
GRAPHIC DESIGN/PUBLICATIONS/WEBSITE CREATION & COORDINATION
CORPORATE IDENTITY
Documentation relating to the planning, development and
administration of the corporate identity. Records may relate to
design elements, logos, word-marks, PowerPoint template
design, letterhead design, branding and visual identity
guidelines. Includes approved logo masters used to create
corporate documents and signs.
FOR: LIBRARY OF TEMPLATES READY TO BE FILLED WITH
DATA
SEE: ADMINISTRATION: INTERNAL SERVICES MANAGEMENT
- TEMPLATES & FORMS - BLANK.
Alphabetical by
subject
Communications S/O 2 S/O+2 Destroy
Archival
Selection
Internal
PROMOTIONAL, PUBLICATION MATERIAL &
INFORMATION PACKAGES
Final copy of promotional materials, publications and
information packages used by the Town of Aurora to promote
the Town and its activities. Includes marketing material such as
posters and brochures, newsletters, community profiles used
for events, information packages and other related activities.
Alphabetical by
subject
Communications
Parks &
Recreation
T/E+1 1 T/E+2
T/E = when
promotion is
complete
Destroy
Archival
Selection
Public
PROMOTIONAL, PUBLICATION MATERIAL &
INFORMATION PACKAGES PRODUCTION &
DISTRIBUTION
Documentation relating to the production and coordination of
Town publications. Records may relate to execution planning,
layout, graphic design, printing; distribution, and vendor
relations regarding printing, use and distribution of reports,
brochures, posters, information packages and the like.
Alphabetical by
publication
Communications
Parks &
Recreation
T/E+1
1 T/E+2
T/E = when
content published
Destroy Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 29 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total Retention Disposition Security
Classification
Citations/
Comments
WEBSITE / INTRANET CONTENT MANAGEMENT
Documentation relating to the development, capture and
coordination of website content. Records may relate to content
specifications for website posting, upload status checklists,
content developed for website posting and website snapshots.
By topic & year Communications
Parks &
Recreation
CY+2 0 CY+2 Destroy
Archival selection
Internal
NOTE: External
website is
Public
WEB / SOCIAL MEDIA ANALYTICS
Documentation relating to web analytics including the
measurement, collection, analysis and reporting of Internet data
for the purposes of understanding and optimizing Web usage.
Analytics may study the habits and behaviour of users,
stakeholders, partners and trends.
By topic Communications
Parks &
Recreation
CY+3 0 CY+3 Destroy Public
EVENTS MANAGEMENT
EVENT ARRANGEMENTS & LOGISTICS –
CORPORATE, EMPLOYEE OR COMMUNITY EVENT
Documentation relating to event planning such as ceremonies
or fundraising, visits by representatives from other cities or
countries and the coordination of facilities or services such as
sponsorships as well as post event evaluation. Events include
small business events, employee events and third party events.
Records may include: execution planning (planning committee
membership list; critical path plan; meeting scheduling; meeting
planning tools and checklists);
facility/venue logistics (catering, meal choices and banquet
planning; orders for space, ads, AV and the like; room setup,
layouts, and maps; exhibit and booth logistics); speaker
coordination (topic discussions, invitations, biographies,
correspondence) material preparation (binder covers printing &
production, speaker package, tent cards, name badges,
signage, etc. results evaluation – post mortem.
Alphabetical by
event name, such
as:
AURA
Art Show
Home Show
New Business
openings
Renovation Forum
Ribfest
Santa Float
Staff appreciation
BBQ
Then coordination
activity:
Execution planning
Venue logistics
Speaker
coordination
Material preparation
Expenses tracking
Results evaluation
Originator
S/O+3 0 S/O+3 Destroy
Archival
Selection
Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 30 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total Retention Disposition Security
Classification
Citations/
Comments
ATTENDEE / PARTICIPANT RELATIONS –
CORPORATE, EMPLOYEE OR COMMUNITY EVENT
Documentation relating to the participants attending the event.
Records include event notices, invitee lists, attendee and
participant lists and mailing lists; invitation correspondence,
attendance response and registration.
Alphabetical by
event
Originator S/O+2 0 S/O+2
T/E = completion
of event
Destroy Confidential PIB
ONT 119
COMMUNITY STAKEHOLDER RELATIONSHIP MANAGEMENT
EXTERNAL SECTOR ORGANIZATIONS &
ASSOCIATIONS
Records relating to relationships and formal partnerships with
sector organizations whose functions may impact on, or are
involved with the Town of Aurora. Includes organizations for
best practices, advocacy and partnerships on impact initiatives
such as fundraising, public consultations, etc. Subjects may
include the exchange of information, routine notifications and
inquiries and offers of service.
Alphabetical by
name of
organization
Aurora Historical
Society
Aurora Community
Arboretum
Canadian Legion
Chamber of
Commerce
Character
Community
Community-Police
Liaison
Farmers Market
Ratepayers
Association
Originator CY+6 0 CY+6 Destroy
Archival
Selection
Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 31 of Page 78
ENVIRONMENT, SAFETY AND
SUSTAINABILITY
The function of managing the environment, ensuring sustainability and safety. Records include the assessment, preservation and
conservation of the natural environment, natural life forms and natural resources. Includes records on environmental approvals and
compliance, occupational health and safety program, fire safety, ergonomics, air and water records, pollution, conservation and energy
efficiency, pollution, hazardous materials and waste recycling.
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
ENVIRONMENTAL PLANNING & PROTECTION
ENVIRONMENTAL APPLICATIONS & APPROVALS
Any facility that releases emissions to the atmosphere,
discharges contaminants to ground or surface water, provides
potable water supplies, or stores, transports or disposes of
waste, must have a Certificate of Approval from the Ministry of
the Environment (MOE) before it can operate lawfully. It is the
responsibility of owners and operators of these facilities to apply
for and obtain Certificates of Approval. Records include
applications and approvals for air and noise, waste disposal site
approvals, waste management system approvals, sewage work
approvals, municipal and non-municipal drinking water
approvals. Lake Simcoe Region Conservation Authority
(LSRCA) applications and requirements are included within this
series.
Approvals from all other federal, provincial or municipal
governments would be included here.
By type of approval IES T/E+2 8 T/E+10
T/E = approval of
application
Destroy Public Ont.22, Ont.23,
Ont. 24, Ont.25,
Ont.26, Ont.27,
Ont.28, Ont.29,
Ont.31, Ont.32,
Ont.35, Ont.36,
Ont.37, Ont.66,
Ont.67, Ont.68,
Ont.69, Ont.70,
Ont.72, Ont.106,
Ont.107,
Ont.108,
Ont.109,
Ont.110,
Ont.113,
Ont. 175
ENVIRONMENTAL ASSESSMENTS
Includes material relating to environmental assessments within
the Town of Aurora and outside of the Town if they impact on
land within Aurora’s boundaries. Records relating to studies of
environmental issues and impacts. These assessments are
required by legislation and are responsible for determining the
state of the current environment and the impacts that
development activities might have on it. Includes information
relating to soil, tree preservation and mitigation, geotechnical,
infrastructure expansion, water, air, and other environmental
issues. Documents include special studies such as diesel
emissions and reports, environment planning documents,
engineering plans and correspondence.
By type of
assessment
IES
Parks &
Recreation
T/E+5 10 T/E+15
T/E = completion
of assessment
/study
Destroy
Archival
Selection
Public Ont.22, Ont.34,
Ont.35, Ont.36,
Ont.37, Ont.38,
Ont.39, Ont.40,
Ont. 96, Ont.112,
Ont. Ont.194
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 32 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
ENVIRONMENTAL MONITORING & CONTROL
Includes material relating to natural resources, pollution, spill
response and any other environmental concerns. Records
include reports, general correspondence, public notices, etc.
By subject IES T/E+2 5 T/E+7
T/E = when the
matter has been
dealt with and
closed
Destroy Public Ont.22
ENVIRONMENTAL MASTER & OTHER
SUSTAINABILITY PLANS
SEE: GOVERNANCE - STRATEGIC & LONG RANGE PLANS –
MASTER PLANS
AIR POLLUTION & CONTROL
Includes material relating to air pollution and control.
By type of document IES T/E+1 6 T/E+7
T/E = end of
reporting period
to which the
information
relates
Destroy Public Ont.38, Ont.95,
Ont.195,
Ont.199, Ont.207
NOISE POLLUTION & CONTROL
Includes material relating to noise pollution and control, air
traffic noise and noise walls.
By type of document IES CY+2 0 CY+2 Destroy Public Ont.95
WEATHER MONITORING
Includes information on the conditions of the atmosphere.
Records may include reports, general correspondence and
public notices.
By date IES CY+1 5 CY+6 Destroy Public Minimum
Maintenance
Standards
(Roads)
PESTICIDE/HERBICIDE APPLICATION
These records document the application of pesticide/herbicide
chemicals in parks and on government owned golf courses. The
file may include a work order and a schedule of spraying.
By location & date IES
Parks &
Recreation
T/E+3 0 T/E+3
T/E = completion
of when
pesticide/
herbicide
chemicals have
been applied
Destroy Public Ont.95, Ont.208
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 33 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
WASTE MANAGEMENT
Records relating to the reduction, reuse, recycling or diversion
of solid and liquid waste materials. Includes the recycling of
newspapers, cardboard, other curb side materials, automobile
tires, white goods, scrap metal, and soil. Documents may
include lists of recyclable versus non-recyclable materials, logs,
customer complaints and waste studies.
By topic IES CY+2 0 CY+2 Destroy Internal
Complaints are
a PIB
PIB
Ont.23, Ont.24,
Ont.25, Ont.26,
Ont.27, Ont.28,
Ont.29
DRINKING WATER QUALITY MANAGEMENT SYSTEM
(DWQMS)
Drinking Water Quality Management System (DWQMS),
includes, reports, certificates, system audits, lead testing/water
sampling log, permits & licences, meeting minutes, training
records, water quality complaints log, forms, operational plan,
standard operating procedures, emergency contact list, etc. The
testing may be performed internally or by outside companies.
These files may also document the application of aquacades.
FOR: WATER / WASTEWATER CERTIFICATION TRAINING
SEE: TRAINING & SKILLS DEVELOPMENT -
TRAINING/CERTIFICATION RECORDS
By location & date IES CY+2 13 CY+15 Destroy Public Ont.22, Ont.30,
Ont.36, Ont.37,
Ont.39, Ont.41,
Ont.42, Ont.43,
Ont.44, Ont.45,
Ont.46, Ont.47,
Ont.48, Ont.49,
Ont.50, Ont.51,
Ont.52, Ont.53,
Ont. 54, Ont.55,
Ont.56, Ont.57,
Ont.58, Ont.59,
Ont.60, Ont. 61,
Ont.62, Ont.63,
Ont.64, Ont.65,
Ont.96, Ont.118
RECREATION POOL WATER TESTING
Records include the daily log as outlined in the regulations,
including bi-monthly and monthly testing, sample tests and
results for a certified analysis for coliform bacteria, pH
and chlorine/bromine.
By location & date IES
Parks &
Recreation
CY+2 0 CY+2 Destroy Public Ont. 233
WEED CONTROL
Records relating to the control of weeds, for aesthetic and
safety reasons and to protect the land’s native biodiversity from
invasive plant species. Methods of weed control may include
fire, spraying, uprooting, and mowing. Includes weed
complaints, destruction work orders, and charges for failure to
control weeds in compliance with regulations and legislation.
By location & type of
document
IES
Parks &
Recreation
By-law Services
CY+2 0 CY+2 Destroy Public
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 34 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
TREE INSPECTIONS
Includes the tree inspection logs, work orders and the results of
pruning, planting, trimming, pruning and preservation.
By location & type of
document
Parks &
Recreation
CY+2 T/E+2 T/E+2
T/E = life of the
tree
Destroy Public
HEALTH, SAFETY & SECURITY MANAGEMENT
OCCUPATIONAL HEALTH & SAFETY PROGRAM
MANAGEMENT
Documentation relating to Town of Aurora’s responsibility to
provide a safe and healthy workplace for its employees.
Records may include the health & safety programs relating to
ergonomics, violence prevention, respect in the workplace, and
wellness; pandemic planning; and Health & Safety Committee
terms of reference and other resources used by the committee.
Also includes Health & Safety Committee meeting minutes,
workplace safety checks, and action items resolution. Records
may also include; correspondence first aid, program records,
WHMIS records and Material Safety data sheets (MSDS).
Alphabetical by topic Human
Resources
S/O+3 0 S/O+3 Destroy Internal Fed.14, Fed15,
Fed.16, Fed.17,
Fed 19, Ont.84,
Ont.85, Ont.86,
Ont.95, Ont.196,
Ont.198,
Ont.203,
Ont.204,
Ont.205,
Ont.209,
Ont.210, Ont.
229
HAZARDOUS MATERIALS
Records relating to the storage, transportation, and handling of
hazardous materials. Hazardous materials are any substance
or material which may result in health injuries, destruction of life
and environmental conditions, and facility damage. This
includes toxic, flammable, corrosive, and explosive materials.
Documents include disposal instructions, health and safety
measures documentation, materials safety data sheets
(MSDS), hazard assessment reports and recommendations and
correspondence.
By type of document IES
Parks &
Recreation
S/O+2 13 S/O+15
Destroy Public Ont.86, Ont.96,
Ont.211, Ont.212,
Ont.213, Ont.214,
Ont.215
FIRE MONITORING & SAFETY
Records relating to documenting the planning and preparation
necessary so that individual buildings will comply with required
fire provisions. May include information relating to firefighting
equipment locations within buildings, fire alarm systems,
locations of exits and staircases, evacuation and emergency
guidelines, names of emergency contact personnel, vehicle
By topic IES S/O+2 0 S/O+2
Destroy Internal Ont.86, Ont.95,
Ont.180,
Ont.181,
Ont.182,
Ont.183,
Ont.184,
Ont.185,
Ont.186,
Ont.187,
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 35 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
access to the respective building, locations of elevators, owner
responsibilities, and firefighting equipment inspection and
maintenance. Documents include fire safety plan reports, self-
compliance surveys, risk assessments and all supporting
correspondence.
Ont.188,
Ont.189,
Ont.190,
Ont.191, Ont.192
EMERGENCY MANAGEMENT PLANNING
This program co-ordinates the emergency measures pertaining
to the Town of Aurora and its residents to ensure safety in the
event of an emergency or disaster. Records include business
continuity planning, operational plans, co-ordination of
emergency services.
FOR: IT DISASTER RECOVERY
SEE: INFORMATION TECHNOLOGY AND RECORDS
MANAGEMENT – DISASTER PREPAREDNESS & RECOVERY
PLANNING
By type of document Originator S/O+2 0 S/O+2 Destroy Internal Ont.109,
Ont.182,
Ont.229,
Ont.230,
Ont.232,
Ont.232,
Ont.233,
Ont.234, Ont.235
PROPERTY SECURITY ADMINISTRATION
Records relating to the physical security of Town buildings,
properties, and facilities. Security measures are intended to
guard against damage, vandalism and unauthorized intrusion
and to ensure personal safety. May include information on
identification tags, security and alarm systems, authorized use
of keys and access cards. Documents may include security
clearance files, security logs and security user guide books.
By topic IES S/O+2 0 S/O+2 Destroy Confidential
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 36 of Page 78
FINANCIAL MANAGEMENT The function of managing the financial resources of the Town of Aurora through the execution of financial transactions and accounting
processes including the receipt, control and expenditure of funds and the reporting and auditing of results.
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
TOWN REVENUES ADMINISTRATION
ACCOUNTS RECEIVABLE PROCESSING
Records relating to revenues received by the Town through the
sale of goods or services. This includes revenues generated
from charging parking, permits and other fees. May include
information on the administration and receipt of refunds and
credits/credit notes received from vendors for return of
materials/products. Documents may include hand-written and
machine-readable receipts, invoices documenting the receipt of
payment from customers, accounts receivable and revenue
reconciliation statements, and usage fees such as registration
fees, usage/rental fees, concessions, tickets, advertising fees
and merchandise sales, etc.
SEE: TAX OR WATER AUTO PAY SUCH AS PAP OR
MORTGAGE, OR TAX SALES OR OTHER TAX COLLECTION OR
UTILITY COLLECTION MATERIALS.
By fiscal year, then
alphabetical by
vendor name
Finance -
Accounting
Originator
FY+1 5 FY+6 Destroy Internal Fed.1, Fed.2,
Fed.5, Ont.79,
Ont.91
CASH RECEIPTS
Cashier batches, documentation, deposit slips, payment card
machine batches and all related documents from processing of
payments received by the Town, excluding bank reconciliation
materials.
By fiscal year, then
by batch number or
date or cashier
Finance
Originator
FY+1 5 FY+6 Destroy Internal Fed. 1, Fed. 2
INCOME TAX DEDUCTIBLE
DONATIONS AND RECEIPTS
Records of all donations to the Town (for trees in the
arboretum, trails upkeep, benches in parks dedicated to a loved
one, etc.).
By fiscal year, by
month or receipt
number
Finance FY+1 5 FY+6 Destroy Confidential Fed. 1,2,5
+ CRA 2012
donations review
directives report
to Aurora
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 37 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
DEVELOPMENT CHARGES
Monies collected from land developers to offset that portion of
the costs of services incurred as a direct result of the new
developments.
By fiscal year, then
by month
Finance -
Accounting
FY+1 5 FY+6 Destroy Internal Fed.1,
Fed.2,Fed.5
GRANTS TO TOWN
These files contain information related to grants received from
Federal, Provincial, York Region and/or private sources. These
grants are used to support the acquisition or maintenance of
property or equipment and for the running of programs or
special events such as Lake Simcoe Clean Lake Fund, Federal
gas tax funding, municipal infrastructure, etc. They may
document that the Town used the funds in accordance with the
terms of the grant. The files may contain a copy of the grant,
correspondence, purchases, expenses and any other
supporting documents.
By year and name of
grants
Finance -
Accounting
Parks &
Recreation
CY+6 0 CY+6 Destroy Internal Fed.1, Fed.2
GRANTS FROM TOWN
These files contain information related to grants paid or made
by the Town to others, such as under Community Grants or Arts
and Culture Grants programs or other similar or successor
programs. Records would include application information,
assessments, responses and communications, copies of
reports to Council, and administrative documentation to action
the grant payment/internal funding transfer as the case may be.
By year and name of
grants used for
payment
Parks &
Recreation
CY+6 0 CY+6 Destroy Internal Fed.1, Fed.2
MUNICIPAL TAX ADMINISTRATION
TAX BILLING – MUNICIPAL
All records related to the process of preparing and issuing a
taxation billing batch, can be interim, final or supplementary.
Batch files and documentation related only, not related to
individual property accounts.
By fiscal year, type Finance -
Accounting
FY+1 5 FY+6 Destroy Internal Fed. 1, 2
TAX ACCOUNT AUTO PAY DOCUMENTATION
Records include mortgage company correspondence,
By roll number Finance -
Accounting
S/O+2 0 S/O+2 Destroy Confidential PIB
Ont.119
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 38 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
enrollments/ cancellations, and pap plan enrolment/
cancellation for individual property accounts.
TAX CERTIFICATES – MUNICIPAL
Records relating to the creation and use of municipal taxation
certificates. This series includes letters from solicitors (lawyer’s
letters), financial Institutions, tax payers, and internal lawyers
requesting that a tax certificate be generated.
By roll number Finance CY+1 7 CY+8 Destroy Confidential PIB
Ont.74, Ont.75,
Ont.76, Ont.119
PROPERTY TAX ASSESSMENT, LEVY
ADJUSTMENTS & APPEALS
Records relating to evaluation, assessment, appeal,
modification and cancellation of municipal property taxes.
Includes the assessment evaluation of individual commercial
and residential properties by the town, the assessment appeal
process under the assessment act, and the tax appeal process
under the municipal act for cancellation, refund or reduction of
tax. Documents include summaries of assessments, aerial
photographs, inspection reports, Municipal Property
Assessment Corporation (MPAC) listings, rental income
statements and appraisals, recalculation of property taxes and
minutes of settlement.
By roll number until
approved for
adjustment, then by
type of adjustment,
then by adjustment
batch number
Finance -
Accounting
T/E+2 6 T/E+8
T/E = end of the
appeal process
Destroy Public PIB
Ont.75, Ont.76,
Ont.77, Ont.78,
Ont. 119
TAX APPEALS BY TOWN
All records, proceedings and documentation related to
assessment appeals initiated by town and any general
assessment roll reviews related to searches for such target
properties.
By property address Finance -
Accounting
T/E+1 6 T/E+7
T/E = end of the
appeal process
Destroy Confidential
Litigation or
quasi-litigation
being outbound
tax appeals
against other
property
owners.
PIB
Ont.105,
Ont.119, Ont.123
PROPERTY TAX: CHARITY & VACANCY REBATES
Records related to issuing a rebate if commercial or industrial
building was entirely or partially vacant during the taxation year
and eligibility criteria are met.
By fiscal year, then
by roll number
Finance -
Accounting
FY+1 5 FY+6 Destroy Public
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 39 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
PROPERTY ASSESSMENT ROLLS
Records relating to the creation or receipt, use, and
maintenance of property assessment records within the Town
of Aurora. Property assessment information details
specifications, such as location and size of lots and buildings,
assessed property market values and legal descriptions.
Includes property assessments for Town residential,
commercial, industrial, and all other Town properties. This
information is used to help determine appropriate property tax
billing rates amongst individual taxpayers, to determine property
ownership and to compare property values to see if they are
assessed at comparable rates. Documents may include
assessment rolls, supplementary assessment rolls, property
assessment listings and supporting correspondence.
Assessment rolls are produced by the Municipal Property
Assessment Corporation (MPAC) and forwarded to the Town.
These records have no legal value.
By year of
assessment
Clerk’s Office
Finance -
Manager of
Revenues
T/E+1 6 T/E+7 Destroy Public Ont.105, Ont-123
TAX ACCOUNT – GENERAL ADMINISTRATION
All documentation related to individual tax account
administration: including ownership/address changes,
correspondence including complaints about tax, payment plans
and seniors deferrals etc.
FOR: PAP PAYMENT PLAN ENROLMENT/CANCELLATION
SEE: TAX ACCOUNT AUTO PAY DOCUMENTATION
By roll number Finance - Tax FY+1 5 FY+6 Destroy Confidential
PIB
Ont.119
WATER ACCOUNT ADMINISTRATION
WATER BILLINGS
All records related to batch billings for water accounts, including
readings, batches, final billings etc.
By month Finance –
Accounting
CY+1 5 CY+6 Destroy Public Fed. 1,2,5
WATER ACCOUNT AUTO PAY DOCUMENTATION
Includes PAP plan enrolment/cancellation for individual property
accounts.
By account number Finance –
Accounting
S/O+2 0 S/O+2 Destroy Confidential
PIB
Ont.119
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 40 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
WATER CERTIFICATES – MUNICIPAL
Records relating to the creation and use of municipal water
certificates. This series includes letters from solicitors (lawyer’s
letters), financial institutions, tax payers and internal lawyers
requesting that a utility certificate be generated.
By account number Finance CY+1 7 CY+8 Destroy Confidential PIB
Ont.74, Ont.75,
Ont.76, Ont.119
WATER COLLECTIONS
All documentation related to cyclical collection efforts on batch
basis.
By calendar year Finance –
Accounting
CY+1 2 CY+3 Destroy Public Collection files
only, not related
to financial
reporting, or
official financial
books of record.
WATER ACCOUNT – GENERAL ADMINISTRATION
All documentation related to individual water account
administration: including ownership/address changes,
correspondence including complaints about water billings,
payment plans etc.
FOR: PAP PAYMENT PLAN ENROLMENT/CANCELLATION
(WATER)
SEE: WATER ACCOUNT ADMINISTRATION, WATER ACCOUNT
AUTO PAY DOCUMENTATION
By account number,
then by year
Finance -
Accounting
CY+1 5 CY+6 Destroy Confidential
PIB
Ont.119
ACCOUNTING ADMINISTRATION
ACCOUNTS PAYABLE PROCESSING
Documentation relating to the processing of payables and
payments made by the Town of Aurora. Records may include
vendor-set up forms, AP cheque register, cheque requisitions,
purchase order payment approvals and summaries, cheque
copies, invoices, credit card and P-card statements, travel
expense claims and employee expenses.
By fiscal year, then
by payment date
Finance -
Accounting
FY+2 4 FY+6 Destroy Confidential for
individuals
Public
Public for
Vendors
PIB
Fed.1, Fed.2
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 41 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
COMMODITY TAX FILINGS & RETURNS
Records relating to the preparation and submission of statutory
commodity tax filings such as HST, GST, fuel, excise, customs
and duties.
By year, then
document type
Finance –
Financial
Planning
FY+1 7 FY+8 Destroy Internal Fed 1, Fed 2,
Fed 6, Fed 7,
Fed 8,Ont. 74,
Ont.75, Ont.76
DEBT
Includes records related to all town debt, internal and external,
documentation of approval, transactions, history, issuance,
correspondence, etc.
By issuance Finance -
Accounting
T/E+2 4 T/E+6
T/E = when debt
paid
Destroy Public
SECURITIES – LETTERS OF CREDIT (LC) & CASH
A letter issued by a bank authorizing the bearer to draw a
stated amount of money from the issuing bank, its branches, or
other associated banks or agencies. Includes similar
documentation with respect to cash securities posted in lieu of
letters of credit. Also includes notification of works completed
and letter of credit release.
By purpose, by
subdivision name, by
developer
Finance -
Accounting
T/E+6 0 T/E+6
T/E = file closed
or cashed out or
cancelled
Destroy
Confidential
BANKING TRANSACTIONS & RECONCILIATION
Documentation relating to banking and account reconciliation
such as the reconciliation of bank statements. Records may
include electronic funds/wire transfers, confirmations, stop
payments, bank statements and bank reconciliations.
By fiscal year, then
by month
Finance -
Accounting
FY+1 5 FY+6 Destroy Internal Fed.1, Fed.2
GENERAL LEDGER
Documentation of all financial accounts and statements
summarizing year over year financial transactions. Records
include all books of original and final entry summarizing year
over year transactions. Also includes the chart of accounts.
By fiscal year Finance –
Capital Asset
FY+1 T/E+2 T/E+2
T/E = dissolution
of the corporation
Destroy
Internal Fed.1, Fed.2,
Fed.3, Ont.76
GENERAL LEDGER RECONCILIATION
Documentation relating to the reconciliation of all general ledger
accounts.
By fiscal year Finance –
Capital Asset
FY+1 5 FY+6 Destroy Internal Ont.76
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 42 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
MONTH END CLOSING & ANALYSIS
Documentation relating to month end close. Records include
month-end process checklist, statement of financial position,
statement of operations, expense analysis, and accrued liability
schedule and adjustments.
By year, then month Finance -
Accounting
FY+1 5 FY+6 Destroy Internal Ont.76
FINANCIAL PLANNING & INVESTMENT MANAGEMENT
ANNUAL BUSINESS PLANNING & BUDGETING
(OPERATIONAL & CAPITAL) WORKING PAPERS
(FOR DEPARTMENTS)
Records relating to the development and monitoring of business
plans and budgeting both operational and capital for
departments. Annual business plans may include information
on goals and objectives to implement the Town’s strategic
plans, specific time frames, and key events and issues. May
range from simple timetables to complex plans. Documents
may include directions to staff, financial spreadsheets, planning
reports, supporting work plans, documentation on decisions and
progress monitoring reports.
FOR: STRATEGIC PLANNING
SEE: GOVERNANCE- STRATEGIC & LONG RANGE PLANNING
By year Originating
Department, not
corporate
consolidated
material held by
Finance
FY+1 5 FY+6 Destroy Internal
BUDGETS – OPERATING & CAPITAL WORKING
PAPERS (FOR FINANCE)
Records relating to the development, management and
administration of the operating and capital budget accounts.
Includes copies of budget, internal charge back reports, budget
process procedures, directives, variance reports, expenditure
forecasts and reports and budget submissions.
By year, then budget
type
Treasurer
FY+2 4 FY+6 Destroy Internal
LONG RANGE CAPITAL PLAN – WORKING PAPERS
Documentation related to the development, consolidation,
distribution, etc. of the annual ten year or long range capital
planning document for Council.
By fiscal year Financial
Planning
FY+2 9 FY+11 Destroy Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 43 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
LONG RANGE CAPITAL PLAN APPROVED – FINAL
Only final approved budgets, including line by line detail or
council summary versions, departmental presentations and key
supporting documentation.
By fiscal year Financial
Planning
FY+11 0 FY+11 Destroy Public
CAPITAL ASSET ACCOUNTING
Consists of documents related to accounting for capitalization,
disposal, and amortization of fixed assets.
Documents include capital assets inventories, capital
depreciation schedules and capital asset reports and registers
all necessary for Public Sector Accounting purposes.
Alphabetical by
document type
Capital asset reports
Depreciation
schedules
Financial
Planning
FY+1 5 FY+6
Destroy Internal
INVESTMENTS & RECONCILIATIONS
Documentation relating to tracking of investments made by the
Town of Aurora. Records include the monthly and quarterly
investment reporting, redeemed investments bank receipts,
invest log, interest income calculation, statement of accounts,
investments confirmation and schedule.
By year and
institution, by month
Finance -
Accounting
CY+1 5 CY+6 Destroy Internal Fed.1, Fed.2,
Ont.76
RESERVE FUND ACCOUNTS
This documentation includes administering the reserve fund.
Records include the history, purposes, bylaws, analysis,
strategies, etc. related to reserve accounts.
By reserve fund Financial
Planning
S/O+2 0 S/O+2 Destroy Internal
FINANCIAL REPORTING
FINANCIAL REPORTING – MONTHLY & QUARTERLY
WORKING PAPERS (FOR DEPARTMENTS)
Working papers of departments relating to monthly and
quarterly reporting of financial position. May include quarterly
and monthly interim financial statements and risk management
checklist and reports.
By year, then
month/quarter
Originator CY+2 0 CY+2 Destroy Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 44 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
FINANCIAL REPORTING – MONTHLY & QUARTERLY
(FOR FINANCE)
Documentation relating to monthly and quarterly reporting of
financial position submitted to Council. May include quarterly
and monthly interim financial statements and risk management
checklist and reports.
By year, then
month/quarter
Finance –
Capital Asset
CY+2 0 CY+2 Destroy Internal Not related to
official financial
books records or
annual financial
statements. All
reports to Council
retained in
Clerk’s records of
Council.
FINANCIAL STATEMENTS & AUDITOR’S REPORTS
Documentation relating to the final, audited year-end financial
statements. Records include the year end audited financial
statements and notes to the statements includes auditor‘s
report.
By fiscal year Finance –
Capital Asset
FY+3 Archival Archival Archival Public Fed.1, Fed.2
YEAR END & AUDIT REPORTING – PREPARATION
WORKING PAPERS
Documentation used or created in the preparation of year end
auditing and financial statements. Records include analysis,
master schedule of documents provided to third parties,
confirmation letters regarding payment receipt and funding
allocated, and auditor’s report.
By fiscal year Finance –
Capital Asset
FY+1 5 FY+6 Destroy Internal
FINANCIAL INFORMATION RETURN (FIR) &
MUNICIPAL PERFORMANCE MANAGEMENT
PROGRAM (MPMP) REPORTING
All work papers and supporting documentation for Financial
Information Return (FIR) and Municipal Performance
Management Program (MPMP) filings and final copies.
By fiscal year Financial
Planning
FY+2 8 FY+10 Destroy Public
AUDIT
AUDITOR RELATIONSHIP MANAGEMENT
General correspondence and administrative materials related to
the auditor relationship, engagement and firm.
By audit company
name and name of
auditor
Treasurer S/O+2 0 S/O+2 Destroy Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 45 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
SERVICES AUDIT – INTERNAL
Audit of services that the town performs for its residents.
Infrastructure and capital delivery, waste collection and water
billing audits. Records include Internal audits, reports and
related documentation.
By fiscal year Originator FY+1 5 FY+6 Destroy Internal
PAYROLL ADMINISTRATION
PAYROLL PROCESSING
This refers to the regular entry, posting and reconciliation of
employee payroll details and related reports such as payroll
audit reports, payroll stub confirmation, Records of Employment
(ROE), TD1, T4, T4A, payroll transfers, timesheets, Canada
Savings Bonds and relevant Statistics Canada reports. This
includes the production of an employee record detailing
deductions including family support (garnishments), pay and
termination of pay at the end of employment. Includes the
payroll register.
By year, then
alphabetically by
document type and
date
Finance FY+1 5 FY+6
Destroy Confidential PIB
Fed.11,
Ont.119,
Ont.216,
Ont.217,
Ont.218
TIME & ATTENDANCE REPORTING
Documentation relating to identifying hours worked and
vacation/sick days taken by Town staff. Records include
timesheets and the attendance spreadsheet with approvals for
each payroll run.
By year, then pay
run date
Payroll
Human
Resources
CY 3 CY+3 Destroy Confidential PIB
Ont.119
PAYROLL – REMITTANCES
Records relating to the annual summaries of year-end reporting
to government (reconciliation for the year) such as to Canada
Revenue Agency (CRA), Workers’ Compensation, Employee
Heath Tax and Ontario Municipal Employees Retirement
Savings (OMERS) reports.
By year Finance CY+1 5 CY+6 Destroy Internal Ont.87, Ont.88,
Ont.89, Ont.90
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 46 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
PROCUREMENT
VENDORS / SERVICE PROVIDERS
Documentation and general administrative information
regarding suppliers, vendor and service providers used to
identify potential sources of goods and services. Records may
include product catalogues, pricing lists and summary of
services offered. May also include correspondence and other
relationship management documents and preferred and pre-
qualified vendor listing.
Alphabetical by
vendor name
Originator CY+2 0 CY+2
Destroy Internal
PROPOSALS & SUBMISSIONS MANAGEMENT
(UNSUCCESSFUL / DECLINED VENDORS)
Documentation relating to the procurement of goods and
services. Records may include business case or purchase
justification, call for submission (RFP, RFQ, RFI, tenders, pre-
qualifications, quotations, vendor submissions (proposals, bids,
research body backgrounders, resumes of individuals),
evaluation and evaluation summary, decision and decision
communication including acknowledgement letters and
notification to unsuccessful bidders.
FOR: SIGNED/APPROVED CONTRACT
SEE: LEGAL/LICENSING/PERMITS: AGREEMENTS/
CONTRACTS/LEASE ADMINISTRATION
By RFP (RFI, RFQ)
number
Procurement CY+1 1 CY+2
Destroy Internal
CONTRACTOR RELATIONSHIP ADMINISTRATION
(SUCCESSFUL VENDORS)
Documentation relating to the negotiation of contracts and the
management of the engagement with bidders. Records include
RFPs, RFQs, RFIs responses, bid submission documents,
evaluation matrices, business cases, Q&A’s, purchase
justification, draft contract correspondence, engagement plan,
purchase order change requests and related documentation.
Pending RFPs, etc. and related documentation are filed here
until a decision is made. Unsuccessful vendors are moved to
Proposals & Submissions Management (Unsuccessful).
By RFP (RFI, RFQ)
number
Procurement T/E+1 6 T/E+7
T/E= contract
completed
Destroy* Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 47 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
VENDOR / CONTRACTOR PERFORMANCE
MANAGEMENT
Bidders’ performance for consideration for future initiatives.
By name of vendor Procurement CY+5 2 CY+7 Destroy Confidential
P-CARD MANAGEMENT
Records include personal documentation from staff to set-up
the p-card program and changes to card status.
By employee name Procurement T/E+2 0 T/E+2
T/E = when
change made
Destroy
Confidential
PIB
Ont.119
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 48 of Page 78
GOVERNANCE The function of governing the organization and exercising authority and control to ensure transparency and accountability. Records relating to
the ways in which the Town of Aurora is governed and regulated to ensure efficiency, effectiveness and compliance with statutory
requirements. Includes records of the Town’s legislative process, bylaws and agendas and minutes of Council and its Committees. Also
includes information received from federal, provincial and other municipal governments.
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
BY-LAWS ADMINISTRATION
BY-LAWS
All approved By-Laws set by Council and Ontario Municipal
Board (OMB) including zoning amendments, licensing, animal
control, appointments, building, etc.
By name of by-law &
number
Clerk’s Office P 0 P Permanent Public
COUNCIL ADMINISTRATION
COUNCIL ORIENTATION & ADMINISTRATION
Documentation relating to the administration of Council
activities including biographical sketches and profiles of
councillors, general information about the council such as the
annual meeting calendar, board orientation packages and
protocol book.
Alphabetical by topic Clerk’s Office S/O+2 0 S/O+2 Destroy Internal Ont.157
COUNCIL & COMMITTEE MEETINGS M ANAGEMENT
APPOINTMENTS TO COMMITTEES,
BOARDS/COMMISSIONS
SEE: COMMITTEES – APPOINTED BY COUNCIL
COUNCIL AGENDAS & MINUTES
Records include agendas, minutes, notices, resolutions and
videos of Council meetings.
Chronological by
date
Clerk’s Office CY+10 P
P Permanent Public Ont.157
Municipal Act,
Ch. 25,sec 253
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 49 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
STAFF REPORTS TO COUNCIL
Final versions of various staff reports which have gone to
Council with signature.
By date Clerk’s Office CY+10 Archival Archival Archival Public
MEETING RECORDS – CLOSED SESSION
These records consist of minutes taken during a closed
session. Approved closed session minutes must be sealed and
retained by the Clerk.
Chronological by
date
Clerk’s Office CY+10 P P Permanent Confidential Ont.157
COMMITTEES – APPOINTED BY COUNCIL
Committees appointed by Council such as advisory, ad hoc and
standing committees e.g. Audit, Accessibility, Committee of
Adjustment, Council Compensation. Records include
appointments, terms of reference, agenda, minutes of meetings
and other relevant documentation.
By name of
Committee
Clerk’s Office CY+10 P P Permanent Public Ont.5, Ont.157
ELECTION MANAGEMENT
MUNICIPAL ELECTION ADMINISTRATIVE RECORDS
Includes documents and materials related to an election or by-
election such as nomination papers, Deputy Returning Officer
Statements, election forms, ward system, etc.
By date of election Clerk’s Office T/E+4 0 T/E+4
T/E = day
election or by-
election results
are declared
Destroy Public Ont.121,
Ont.122,
Ont.128,
Ont.129,
Ont.130,
Ont.131,
Ont.132,
Ont.133,
Ont.135,
Ont.136,
Ont.137,
Ont.139,
Ont.143,
Ont.144,
Ont.145,
Ont.146,
Ont.147,
Ont.148,
Ont.150,
Ont.151, Ont.152,
Ont.153, Ont.154,
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 50 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
Ont.155, Ont.156
Municipal
Elections Act
Ch. 32
MUNICIPAL ELECTION RECORDS – CAMPAIGN
FINANCE
Includes documents filed under the Municipal Elections Act
(financial statement and auditor's report) which the Clerk shall
retain until the members of the council or local board elected at
the next regular election have taken office. Includes by-
elections.
By date of election Clerk’s Office T/E+4 4 T/E+8
T/E = day of
election or by-
election results
are declared
Destroy
Public Municipal
Elections Act
Sec 78,
Sec 79(1),
Sec 88(4)
ELECTION RESULTS
Results of by-elections and municipal elections. Includes
number of voters, number of candidates and number of votes.
By election year Clerk’s Office CY+4 Archival Archival Archival Public
ELECTION RECORDS – VOTERS / POLL LISTS /
BALLOTS
Includes marked ballots and material relating to voters and poll
lists.
By date of election Clerk’s Office T/E+120 days 0 T/E+120 days
T/E= the day that
election results
are declared,
unless otherwise
ordered by court.
If a recount was
commenced but
not yet
completed,
records should
not be destroyed
until final results
are declared
Destroy Confidential Municipal
Elections Act
Sec 88(1),
Sec 88 (11)
STRATEGIC & LONG RANGE PLANNING
STRATEGIC & ADMINISTRATIVE PLANS
Records relating to strategic planning by departments and
residents designed to assess and adjust the Town of Aurora’s
By date Originator CY+10 Archival Archival Archival Public
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 51 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
direction and determine its visions and future objectives.
Includes information on seminars, strategy planning sessions,
and mission statements. Documents include goals and
objectives statements, long and short-term strategic planning
reports and all ancillary materials.
FOR: FINANCIAL STATEMENTS, REPORTS AND FIVE YEAR
BUSINESS PLANNING NOTES, ETC.
SEE: FINANCIAL PLANNING & INVESTMENT MANAGEMENT
MASTER PLANS
Master plan development adopted by the Town of Aurora.
Refers to land, environmental, cultural, economic development,
recreation, trails, parks, population, housing needs, utilities,
human services and community facilities.
By type of plan Originator T/E+2 3 T/E+5
T/E = expiry of
the plan
Archival
Selection
Public
GOVERNMENT RELATIONS MANAGEMENT
GOVERNMENT / INTERGOVERNMENTAL
RELATIONS
Records relating to federal, provincial, municipal government
departments, commissions, boards, authorities and related
agencies whose functions may impact on, or be involved with
the Town’s administration and operations. Subjects may include
the exchange of information, routine notifications and inquiries
and offers of service. Documents may include government
strategy and planning reports, government funding statements,
government submissions and correspondence.
By level of
Government:
Federal
Provincial
Municipal
Originator CY+6 0 CY+6 Destroy internal
ACCESSIBILITY FOR ONTARIANS DISABILITIES ACT
(AODA)
Records include compliance letters, contract Inquiries,
correspondence, accessibility audits and employment
standards.
By topic Building & By-
Law
CY+2 0 CY+2 Destroy Internal Ont.5, Ont.95,
Ont.173,
Ont.174, Ont.176
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 52 of Page 78
HUMAN RESOURCE
MANAGEMENT
The function of managing Town of Aurora employees and their relationship with the organization. Activities included defining the
organization through organization charts and job descriptions, recruitment, compensation and benefits administration, employee training.
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
ORGANIZATION & POSITION MANAGEMENT
JOB DESCRIPTIONS
Documentation identifying the positions within the Town of
Aurora and detailing job specifications, duties and
responsibilities and performance expectation levels.
Alphabetically by
position title
Human
Resources
S/O+2 0 S/O+2 Destroy Public
ORGANIZATION DESIGN
Documentation identifying the organizational structure of the
Town of Aurora including staff positions/titles, employee names
and hierarchy of authority and responsibility. Records include
organization charts and re-organization documentation.
Alphabetically by
department
Human
Resources
S/O+2 0 S/O+2 Destroy
Archival
Selection
Public
RECRUITMENT & SELECTION
RECRUITMENT & STAFF SELECTION
Documentation relating to general resource planning and the
recruitment and hiring of staff for specific Town of Aurora
positions. Records include job posting/ads, resumes under
consideration, interview guides and questions, interview notes,
candidate evaluation, reference checking notes and regret
letters.
Successful candidates’ information moves to employee file.
Alphabetical by
position name and
by recruitment
number
Human
Resources
CY+2 0 CY+2 Destroy Confidential PIB
Ont. 119
EMPLOYEE MANAGEMENT
EMPLOYEE FILES
Documentation relating to an employee’s work history and
status throughout their employment with the Town of Aurora.
Alphabetically by
employee last name
Human
Resources
T/E+1 2 T/E+3
T/E = termination
of employment of
Destroy Confidential PIB
Ont.80, Ont.81,
Ont.82. Ont. 119
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 53 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
Includes full time employees as well as those hired for a fixed
term contract such as a summer position, or seconded from
another department or those on LTD or early retirees. Records
may include resumes, copies of training certifications, staff
photo, hiring evaluation/notes, employee performance, offer
letter/letter of employment, engagement/hiring contract,
secondment contracts, appointment notices, benefits selection,
signed code of conduct, education attended, salary change
notification, disciplinary action, termination documentation and
pension records.
employee
EMPLOYEE MEDICAL FILES
Records relating to the employees’ medical status, including
employee ergonomic information, medical conditions, and
recovery of individual Town employees. This includes situations
concerning the sustainment of physical injuries and the
development of medical conditions causing disability or
impairment, both work and non-work related. May include
information relating to clarification of medical conditions,
determination of whether and/or when an employee should
return to work, and confirmation of job duties the employee is
and is not capable of performing. Documents may include
doctors' notes and referrals, copies of resumes and training
certificates, medical progress notes and all supporting
correspondence.
FOR: WORKERS’ COMPENSATION CLAIMS
SEE: EMPLOYEE MANAGEMENT - WORKERS’
COMPENSATION & DISABILITY MANAGEMENT
By employee name Human
Resources
T/E+1 39 T/E+40
T/E = time
records first
made
Destroy Confidential PIB
Ont. 119,
Ont.236,
Ont.237, Ont.238
EMPLOYEE RECOGNITION PROGRAM
The Town of Aurora’s AURA AWARDS are designed to
recognize the achievements and contributions of employees,
who through the excellence of the work they perform, produce
results which are desired by the corporation and who, through
their individual or team efforts, bring about positive
consequences in the workplace.
By employee name Human
Resources
CY+3 0 CY+3 Destroy
Archival
Selection
Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 54 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
EMPLOYEE SURVEYS
Surveys include: Employee engagement, employee
satisfaction, compensation, etc.
By type of survey Human
Resources
S/O+6 0 S/O+6 Destroy
Archival
Selection
Internal
WORKERS’ COMPENSATION & DISABILITY
MANAGEMENT
Records relating to tracking and monitoring of all individual
Town employees' claims for financial and/or medical
compensation as a result of personal injuries, illness, or other
medical conditions preventing employees from fulfilling regular
job duties. This includes workers' compensation and long term
disability claims. Documents may include injury report forms,
copies of long term disability and workers' compensation
claims that have been submitted, disability recurrence continuity
reports, completed summary claims information cards and all
supporting correspondence.
By name of
employee
Human
Resources
T/E+1 2 T/E+3
T/E = when claim
is resolved /
closed.
Destroy Confidential PIB
Ont.95,
Ont. 119
Ont.200,
Ont.201, Ont.202
EMPLOYEE HEALTH AND SAFETY
SEE: ENVIRONMENT, SAFETY & SUSTAINABILITY - HEALTH,
SAFETY & SECURITY MANAGEMENT
EMPLOYEE COMPENSATION & BENEFIT ADMINISTERING
EMPLOYEE COMPENSATION
Consists of management of remuneration models for Town of
Aurora employees. Includes annual salary plans, salary
administrative guidelines and the management compensation
plan. Records may include meetings, job evaluation results and
appeals.
By subject Human
Resources
CY+5 0 CY+5 Destroy Confidential
EMPLOYEE BENEFIT PROGRAMS
Includes records relating to employee benefits and deductions,
group insurance, medical and dental plans, pensions, employee
counselling and tuition reimbursements. Includes records
relating to the employee assistance program.
By topic
Medical
Dental
Pension
Human
Resources
T/E+6 0 T/E+6
T/E = end of year
for which records
and books of
account are kept
or written
Destroy Confidential Fed.9, Fed.10,
Fed.12, Ont.99
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 55 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
permission for
their prior
disposal is given
by Minister, or
end of appeal
period.
PAY EQUITY
Records relating to the evaluation of job positions by comparing
duties, skills and responsibilities of similar positions. The
objective is to ensure equal pay for work of equal value.
Documents may include copies of policies, hiring reports,
classification ratings, job evaluation information, position
description questionnaires, action plans and information about
designated worker groups.
Alphabetical by job
position
Human
Resources
S/O+2 0 S/O+2 Destroy Internal Ont.95
TRAINING & SKILLS DEVELOPMENT
EMPLOYEE ORIENTATION PROGRAM
Documentation relating to the development and delivery of the
employee orientation program and the on-boarding of new
employees. Records include orientation checklists and on-
boarding documents.
Alphabetical by
document type
Human
Resources
Parks &
Recreation
S/O+2 0 S/O+2 Destroy Internal
TRAINING & LEARNING PROGRAMS – INTERNAL
Documentation relating to the development and delivery of
training and development related courses or presentations.
Records include, departmental and ongoing employee training
presentation materials, lunch and learn sessions and
instructional material at the corporate and departmental level.
Alphabetically by
type of training:
Customer Service
Interpersonal
Conflict training
Violence &
Harassment
Human
Resources
Parks &
Recreation
S/O+2
0 S/O+2
Destroy Internal Fed.14, Fed15,
Fed.18, Ont.71,
Ont.198
TRAINING OPPORTUNITIES – EXTERNAL
Documentation relating to external courses, seminars and
workshops available or of possible interest to Town employees.
Records include course descriptions, course notes, materials
Alphabetically by
type of training
Legal Continuing
Education
Originator CY+3 0 CY+3 Destroy Public Ont.71
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 56 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
from attending the sessions and general information regarding
program offerings.
TRAINING / CERTIFICATION RECORDS
Records include training records of staff which are required
under Regulation 128/04 and Regulation 129/04 to provide
proof of operator training to the Ontario Water & Waste water
Certification Office (OWWCO) for training renewals and
upgrades. Copies are to be sent to HR for the employee file.
Other training records that require certification by government
bodies may also be included here.
Alphabetically by
employee name
IES
Originator
CY+3 3 CY+6 Destroy Confidential PIB
Ont.-119, Ont.
231, Ont. 232
ATTENDANCE OF PARTICIPANTS
Attendance records of those who participated in Town of Aurora
sponsored course/workshop.
By participant
surname & course
name
Last name, first
name and courses
taken
Human
Resources
CY+1 1 CY+2 Destroy Confidential PIB
Ont. 119
LABOUR & EMPLOYEE RELATIONS
HUMAN RIGHTS COMPLAINTS & INVESTIGATIONS
Records relating to receiving, investigating and resolving
complaints from Town staff concerning discrimination or
harassment. Documents may include statements of complaints
or completed complaints forms, investigation reports and
recommendations, witness interview notes and supporting
documentation and correspondence regarding the exploration
and resolution of the complaints and consultations.
By person’s last
name, first name
Human
Resources
T/E+2 3 T/E+5
T/E = when
investigation
completed and
complaint
resolved and/or
closed
Destroy Confidential PIB
Ont.92, Ont.93,
Ont.94, Ont.95,
Ont. 119Ont.198
GRIEVANCES & ARBITRATIONS – UNION & NON-
UNION
Records relating to complaints received from Town of Aurora
employees concerning workplace and personal treatment,
benefits, discipline, promotions and any other issues as defined
in the collective agreement and the investigations to identify
and resolve the complaint or issue. Includes information on
By name of
individual
Human
Resources
T/E+2 0 T/E+2
T/E = after
receiving award
or complaint is
resolved
Destroy Confidential PIB
Ont.95,
ONT 119
Ont.220
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 57 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
addressing and resolving the grievances, such as mediation
and formal adjudication hearings involving arbitrators.
Documents may include completed grievance forms, copies of
meeting minutes, adjudication hearing schedules, arbitration
notices, solicitor’s correspondence minutes of settlements,
memorandum of settlement and all supporting correspondence.
LABOUR NEGOTIATIONS
Records relating to conducting labour negotiations, which
involve discussions and meetings between Town of Aurora and
employee groups, such as unions, to achieve resolution on a
wide range of issues pertaining to unionized employees. These
issues may include staff reductions and layoffs, staff recalls,
promotions and wage increases, working conditions,
disciplinary actions, seniority rights and restructuring. May
include information on collective bargaining, dispute mediation
and conflict resolution.
FOR: COLLECTIVE AGREEMENTS
SEE: LEGAL – AGREEMENTS / CONTRACTS / LEASES
By type of union and
year
Human
Resources
T/E+1 9 T/E+10
T/E = end of the
contracted period
Destroy
Archival
Selection
Confidential
PENSION ADMINISTRATION
PENSION RECORDS
SEE: EMPLOYEE MANAGEMENT - EMPLOYEE FILES
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 58 of Page 78
INFORMATION TECHNOLOGY
AND RECORDS MANAGEMENT
The function of applying and managing information and communications technology to support the business needs of the organization by
means of capturing, storing, retrieving, transferring, communicating and disseminating information through automated systems, such as
wide-area networks and local-area networks. Includes planning, determining requirements, developing, acquiring, modifying and evaluating
applications and databases, and disposing of these systems. Also includes communication systems, such as video-conferencing, voice mail,
Blackberries (or other mobile devices), electronic mail, and the technical aspects of the internet, intranet, and websites. Also includes the
management of the lifecycle of information through records management services such as classification systems, retention by-law,
identification of vital records and security classification.
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
INFORMATION TECHNOLOGY – COMPUTER & INFORMATION SECURITY
COMPUTER SYSTEM ACCESS & SECURITY
Records relating to the security and confidentiality of Town of
Aurora’s online information resources. Includes information
about computer security practices and tools. Documents may
include access requests, computer monitoring reports, and user
authorization lists, accounts schema, privileges and computer
security, threat assessments and justification for reasons
(including request forms) for alternative security practices or
configurations.
Alphabetical by type
of document
Information
Technology
CY+2 0 CY+2
Destroy Internal Fed.4
DISASTER PREPAREDNESS & RECOVERY
PLANNING
Records relating to the development and implementation of
comprehensive disaster preparedness’ plan, which documents
the backup and recovery procedures for all Town records and
required facilities and operations in the event of a disaster. Also
includes information relating to the actions taken in the event of
actual systems disasters such as, status reports, the disaster
contingency plan, phone lists of key persons to contact in the
event of a disaster, lists of vital records and all supporting
correspondence.
FOR: EMERGENCY MANAGEMENT PLANNING
SEE: ENVIRONMENTAL, SAFETY & SUSTAINABILITY – HEALTH,
SAFETY & SECURITY – EMERGENCY MANAGEMENT
PLANNING
Alphabetical by topic Information
Technology
Building &
By-Law
S/O+2 0 S/O+2 Destroy Confidential PIB
Ont. 119
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 59 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
SYSTEM BACK-UP
Copies of master files or databases, application software, logs,
directories needed to restore a system in case of a disaster or
inadvertent destruction.
By system name Information
Technology
S/O+2 0 S/O+2 Destroy Confidential
APPLICATIONS & SYSTEMS DEVELOPMENT
BUSINESS PROCESS MODELS & REVIEWS
Used to help define and understand business processes in
order to develop hardware and software requirements.
Documentation of related, structured activities--a chain of
events--that produces a specific mandated output. Records
may include business area analysis, feasibility studies, workflow
analysis and case studies.
By process name Originator T/E+2 0 T/E+2
T/E = completion
of reviews or
studies of
business process
models.
Destroy
Internal
PRODUCT EVALUATIONS
Records relating to the review and analysis of software and
hardware products for suitability and/or implementation.
Records include review notes, product literature, beta testing,
test results and summary or recommendation reports.
FOR: VENDOR INFORMATION
SEE: FINANCIAL MANAGEMENT - PROCUREMENT–
VENDORS/SERVICE PROVIDERS
Alphabetical by
product or hardware
name
Originator T/E+2 0 T/E+2
T/E = completion
of the evaluation.
Destroy
Internal
SYSTEMS DEVELOPMENT & IMPLEMENTATION
Designing and developing IT systems to enable the Town to
achieve its strategic goals and objectives. Includes designing
and developing new IT systems and developing existing IT
systems to meet evolving business needs or technical
standards. This includes in-house software development as well
as system integration activities. This may include information on
computer resources, technical design, systems development,
user requirements, project definitions and database
management. Would also include source code. Documents may
include project charter, project scope, project plans, project
Alphabetical by
project name, project
number and then by
subject.
Architecture
Business
Requirements
Quality Assurance
System Engineering
Project Management
Project Deployment
Originator -
Project Manager
& Sponsor
T/E+4 0 T/E+4
T/E= termination
or completion of
project
Destroy
Archival
Selection
Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 60 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
management reports, copies of purchase orders and requests
for proposals, system testing statements, data control impact
documents, quality assurance investigations and reports,
deficiencies and gaps and related correspondence.
FOR: PROJECTS THAT ARE NOT RELATED TO AN IT INITIATIVE
SEE: FUNCTION ADMINISTRATION - PROJECT MANAGEMENT
- ADMINISTRATIVE
Plans
COMPUTER OPERATIONS & SUPPORT
HARDWARE & SOFTWARE MANUALS /
INSTRUCTIONS / OPERATING PROCEDURES
Records from vendors and external organizations such as
standards, procedures and operating instructions that provide
instructions on the operation and maintenance of computer
hardware and software. Includes user guides, maintenance
support materials, desktop service manuals and instructions,
backup instructions and related documentation for the
maintenance of the mainframe.
Alphabetical by
name of application
Information
Technology
T/E
2 T/E+2
T/E= end of life/
decommissioning
of the application
or system asset
Destroy Public
HARDWARE / SOFTWARE INVENTORY –
SEE: ASSET MANAGEMENT AND MAINTENANCE –
MAINTENANCE & OPERATIONS MANAGEMENT – FIXED
ASSETS - ASSET REGISTER
GIS DATA ( ALSO KNOWN AS GEOMATICS)
Records associated with research, planning, design,
development, implementation and execution of geospatial
specific programs for parks, planning and elections.
By Activity
Elections
Planning
Parks
Planning &
Development
Parks &
Recreation
IES
S/O+3 0 S/O+3 Destroy
Archival
Selection
Internal
HELP DESK LOGS & REPORTS
Records tracking computer end-user problems (tickets) and
requests and the action taken to resolve the problems. Also
includes customer surveys and user complaint information.
Alphabetical by type
of request
Information
Technology
CY+2 0 CY+2 Destroy Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 61 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
SYSTEM OPERATIONS
Managing the IT hardware, software and networks required to
support the organization’s operations. This includes IT
hardware, software, networks, installation and testing and the
operation of hardware, software and networks.
FOR: HARDWARE & SOFTWARE MANUALS
SEE: HARDWARE AND SOFTWARE
MANUALS/INSTRUCTIONS/
OPERATING PROCEDURES
FOR: IT SECURITY
SEE: COMPUTER SYSTEM ACCESS & SECURITY
Alphabetical by
system name then
by subject.
Common Operating
Procedures
Configurations
Standards
Tracking Documents
Change
Management
Documentation
Performance
Reports
Information
Technology
CY+2 0 CY+2 Destroy Internal
INTERNET & INTRANET DEVELOPMENT /
MANAGEMENT
Records relating to the development and maintenance of the
Town’s internet and intranet online web sites and services.
Includes information on website development, technical design
information, and user requirements. Documents may include
Internet and Intranet review statements and reports, website
information content specifications and correspondence.
Alphabetical by topic Information
Technology
T/E+2 0 T/E+2
T/E = end of
project or new
update
Destroy
Archival
Selection
Internal
TELECOMMUNICATIONS & ELECTRONIC
COMMUNICATION SYSTEMS
Records relating to the installation, maintenance, operation and
use of telecommunications equipment and systems. Includes
information on telephone, cable, fibre optics, electronic mail,
voice mail, fax, pager, cell phone, and emergency systems and
processes. Documents include requests for installation or
maintenance, change requests and service call requests to
service providers.
FOR: SUPPLIER AGREEMENTS AND CONTRACTS
SEE: LEGAL /LICENSING/PERMITS –
AGREEMENTS/CONTRACTS/LEASE ADMINISTRATION
Alphabetical by topic Information
Technology
CY+2 0 CY+2 Destroy Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 62 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
RECORDS/DOCUMENT MANAGEMENT
CLASSIFICATION & RECORDS RETENTION BY-LAW
Records relating to the development and implementation of the
records classification structure and the retention and disposition
by-law initiatives. Includes information relating to all issues that
may affect the development and approval of the Town’s records
classification structure and retention by-law, which officially
govern for how long information is kept and whether it is
destroyed. Documents may include records retention by-laws of
other municipalities, federal and provincial legislation, legal
opinions and all supporting correspondence.
Alphabetical by topic Clerk’s Office S/O+2 0 S/O+2
Destroy Public Ont.157
RECORDS DESTRUCTION CERTIFICATES
Records relating to records destruction certificates, which
authorize the destruction of the Town of Aurora’s records in
accordance with formally-approved records retention by-law.
Includes destruction of media such as paper, microform and
electronic records. Documents include records destruction
certificates, applications for records destruction, destruction
notices, and records destruction statistics and reports.
Alphabetical by
department name
Clerk’s Office P 0 P
Permanent Ont.158,
Ont.159, Ont.160
Permanent
retention
because the
certificates may
be needed in
litigation to prove
the information
was destroyed in
“the normal
course of
business.”
RECORDS CENTRE OPERATIONS
Records relating to the operations and management of the
Town of Aurora‘s records storage facilities. May include
information relating to inactive records retrieval and storage
locations. Documents may, box contents listings, disposition
notifications, copies of records destruction certificates, and all
supporting correspondence.
By type of document Clerk’s Office P 0 P
P Internal Ont.158,
Ont.159, Ont.160
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 63 of Page 78
LEGAL , LICENSING AND
MUNICIPAL PERMITS
The function of providing legal services to the organization by the Legal Department or external counsel. Records relating to legal matters
involving the Town of Aurora. Includes leases, agreements, contracts, licenses, permits, insurance policies. Also includes records relating to
lawsuits and legal issues.
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
AGREEMENTS & CONTRACTS / LEASE ADMINISTRATION
AGREEMENTS / CONTRACTS / LEASES
All agreements relating to the negotiation, formation and use of
official agreements, contracts & leases which may be between
the Town of Aurora and external organizations or individuals.
Records may include drafts and final agreements, memoranda
of understanding and supporting correspondence. Record
series includes software license agreements, facility and
equipment leases and site plan agreements.
By vendor / service
provider name /
organization
Clerk’s Office T/E+15 0 T/E+15
T/E=
completion or
termination of
contract
Destroy
Archival status
for collective
agreements
Confidential PIB
Ont.95, Ont 96
Ont. 119
DISPUTE RESOLUTION & CONTRACT
NEGOTIATIONS
Records used to negotiate contracts and resolve issues
surrounding those contracts. Records may include reference
materials on the client or matter, background information
correspondence, Council Extracts, Committee/Council reports,
minutes, including closed session, legal advice/opinion,
corporate searches, title searches, Town By-Laws, policies, etc.
By vendor / service
provider name
Legal T/E+1 2 T/E+3
T/E=
completion of
negotiation
Destroy Confidential PIB
Ont.95
Ont. 119
MATTER MANAGEMENT
DEPARTMENTAL LEGAL MATTERS
Records relate to Departments and Council who require
ongoing or specific legal information or advice about a specific
case or one-time issue. Information can relate to a specific
transaction or matter. Information may include reference
materials on the matter or organization, background
information, correspondence, council extracts,
committee/council reports, minutes including closed sessions,
copies of legal advice, title searches and town by-laws and
policies.
By case topic Legal T/E+1 14 T/E+15
T/E = file closed
upon resolution
or abandonment
Destroy Confidential PIB
Ont119
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 64 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
PRECEDENTS
Documents that that may be used as an example in
dealing with subsequent similar instances. This may
include precedents of subdivision plans, encroachments,
road and lane closures and variances.
By topic Legal S/O+2 0 S/O+2 Destroy Internal
ONTARIO MUNICIPAL BOARD (OMB) CASE FILES
Includes legal correspondence and background material for
OMB. Case files for tax and property issues. May include
development applications, notices of appeal, OMB orders and
notices, pleadings, case law, reports and correspondence.
By address & case
number
Legal
Planning &
Development
T/E+3 12 T/E+15
T/E= resolution of
matter
Destroy Confidential
ONTARIO MUNICIPAL BOARD (OMB) DECISIONS
Records include final decisions, notices and OMB orders.
By address & case
number
Legal T/E+3 P P Permanent Public Ont.239
INSURANCE, RISK & COMPLIANCE MANAGEMENT
INSURANCE & RISK MANAGEMENT
Documentation relating to insuring Town of Aurora against risk
and fiscal exposure. Insurance policies include errors and
omissions insurance, umbrella liability, and property insurance.
Records include insurance statement of values applications,
policies, renewals, certificate of insurance and related
information.
FOR: INSURANCE CLAIMS
SEE: LITIGATION/CLAIMS
Alphabetical by type
of insurance
Clerk’s Office CY+3 0 CY+3
Destroy Internal Ont.1, Ont.2,
Ont.3, Ont.4,
Ont.77, Ont.95
COMPLIANCE LETTERS
Include records relating to the processing of requests from
lawyers regarding whether or not a property is in compliance
with municipal by-laws and development agreements.
By property address Legal
Building &
By-Law
CY+2 0 CY+2 Destroy Internal
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 65 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
LEGAL OPINIONS / ADVICE / BRIEFS
Includes records relating to legal opinions provided by the
municipality's legal staff and legal opinions provided to the
municipality, departments and Council.
Alphabetical by topic Legal CY+15 0 CY+15 Destroy
Archival selection
Confidential
ACCIDENT & INCIDENT / OCCURRENCE REPORTING
Records relating to the Town’s reporting of accidents or
incidents that have occurred on Town properties and that may
involve members of the public, staff and buildings and
structures. Accident reporting concerns events such as
vandalism, arson, vehicle accidents and personal injuries that
have occurred.
Records include completed accident investigation reports,
corrective action forms, witness statements, functional ability
forms, first aid records and hazardous reporting forms.
By name of
individual
Legal
Human
Resources
T/E+3 0 T/E+3
T/E = file closed
upon resolution
or matter of
incident
NOTE FOR
MINORS:
T/E is the earlier
of reaching the
age of majority or
obtaining
litigation guardian
NOTE FOR
INCAPABLE
PERSONS:
T/E for a person
who cannot start
a claim because
of physical,
mental or
psycho- logical
condition is the
time such a
person obtains a
litigation guardian
Destroy Confidential PIB
Fed.13, Ont.84,
Ont.85, Ont.95
Ont. 119
Age of majority =
18th birthday
REAL PROPERTY MANAGEMENT
REAL PROPERTY ACQUISITION / EXPROPRIATION /
DISPOSITION
Includes records relating to the acquisition, expropriation and
purchase of land, buildings and property by the Town.
By address of
property
Legal T/E+1 9 T/E+10
T/E = last
payment of any
part of principal or
interest
Destroy Confidential Ont.100,
Ont.101,
Ont.102,
Ont.103, Ont.104
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 66 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
LITIGATION/CLAIMS
CLAIMS BY THE MUNICIPALITY
Records relating to the administration of and consultation for,
legal matters and litigation affecting or initiated by the Town of
Aurora such as contractual claims or extensions. This may
include information copies of legal opinions and decisions,
litigation fees, legal challenges and issues, by-law enforcement
court cases and judicial decisions. Documents may include
subpoenas, copies of contracts and legislation, copies of
property plans, legal exhibits such as photographs, legal
research documentation and supporting correspondence.
By name of claimant Legal
Building & Bylaw
T/E+1 14 T/E+15
T/E = file closed
upon resolution
Destroy Confidential PIB
Fed.13, Ont.84,
Ont.85, Ont.95
Ont. 119
CLAIMS AGAINST THE MUNICIPALITY – INSURED &
NOT INSURED
Records relating to the administration of and consultation for,
legal matters and litigation affecting or initiated by employees or
other parties; such as, first party claims made by the Town of
Aurora to the Town’s Insurer(s) (for example, property and
crime losses) and third party liability claims that are made
against the Town. This may include information on legal
opinions and decisions, litigation fees, legal challenges and
issues, by-law enforcement court cases, personal injury and
judicial decisions. Third party liability claims may arise from
alleged negligence or omission by the Town, for example, its
failure to clear ice and snow from walkways, potholes and
collisions involving Town vehicles. Documents may include
subpoenas, copies of contracts and legislation, copies of
property plans, legal exhibits such as photographs, legal
research documentation, claims and affidavits, damage and
injury reports, medical reports and all supporting
correspondence.
By name of
person/organization
Legal
T/E+1 14 T/E+15
T/E = file closed
upon resolution
NOTE FOR
MINORS:
T/E is the earlier
of reaching the
age of majority or
obtaining
litigation guardian
NOTE FOR
INCAPABLE
PERSONS:
T/E for a person
who cannot start
a claim because
of a physical,
mental or
psycho-logical
condition is the
time such a
person obtains a
litigation guardian
Destroy Confidential PIB
Fed.13, Ont.84,
Ont.85, Ont.95
Ont. 119
Age of majority =
18th birthday
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 67 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
USE & PERMISSION AUTHORIZATION
CONSENT RELEASE FORMS & WAIVERS
Release/waiver forms are written agreements that
release/forego any current or potential rights to sue or demand
compensation from another party. The purpose is to protect the
Town against lawsuits from other parties that might arise as a
result of activities permitted by the Town or conducted by the
Town with the permission of another party. Records include
insurance waivers, liability waivers, parental consent forms and
consent release forms.
By type of waiver Originator T/E+3 0 T/E+3
T/E = expiry of
waiver / release
or conclusion of
activity to which
waiver / release
relates
Destroy
Confidential PIB
Ont.95
Ont. 119
If an accident
occurs to any
person covered
by a signed
waiver of liability,
it must be
retained for the
same period as
accident reports
LICENCES & PERMITS PROCESSING
LICENCES & PERMITS
Business, commercial, recreational and all other licences and
permits except those dealing with building, planning and
development, zoning.
FOR: PROPERTY RELATED APPLICATIONS
SEE: PLANNING, DEVELOPMENT & BUILDING –
APPLICATIONS, PERMITS – OTHER & BUILDING PERMITS
FOR: WATER PERMITS
SEE: ENVIRONMENT, SAFETY AND SUSTAINABILITY -
ENVIRONMENTAL PLANNING & PROTECTION - DRINKING
WATER QUALITY MANAGEMENT SYSTEM (DWQMS)
FOR MARRIAGE LICENCES
SEE: LEGAL/LICENSING/PERMITS - VITAL STATISTICS
By type of
Permit/Licence
Animal Control
Business
Farmer’s market
Lottery
Pet
Taxi
Originator T/E+1 3 T/E+4
T/E = expiry date
of licence / permit
Destroy Confidential PIB
Ont. 119,
Ont.164,
Ont.166,
Ont.168,
Ont.230
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 68 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
BY-LAW ENFORCEMENT
PROVINCIAL OFFENSES
Includes records relating to infractions under municipal by-laws
and the follow-up of these cases. PART III - POA
The types of documents created/received are as follows:
Orders to Comply
Notice of Violation
General Letters
Part 1, Part 3 occurrences,
Complaints
Note taking logs
Court briefs
POT tickets
Summons
Inspection photos
Ownership of property
By address Originator T/E+1 2 T/E+3
T/E = matter
closed upon
resolution or
abandonment
Destroy Confidential PIB
Ont.95,
Ont. 119
Ont.221,
Ont.222, Ont.223
COMPLAINTS, CITATIONS, NOTICES OF
VIOLATIONS & INVESTIGATIONS
Records include the nature of the complaint, details of the
incident, investigation information. Includes records relating to
building complaints and order to comply.
By Case/Complaint By-law
Enforcement
T/E+2 1 T/E+3
T/E = matter
closed upon
resolution or
abandonment
Destroy
Confidential PIB
Ont.95
Ont. 119
MUNICIPAL BY-LAW INFRACTIONS
Prosecutions deal with municipal infractions, their prosecution,
appeals and the follow-up of these cases. Records include
certificate of conviction, court filing for unpaid parking
infractions, notice of intention to appear form, original parking
tickets, court papers, set application, decision, trials, etc.
By Case/Complaint Originator T/E+1 2 T/E+3
T/E = matter
closed upon
rendering or
verdict or
abandonment
Destroy Confidential PIB
Fed.13, Ont.84,
Ont.85, Ont.95
Ont. 119
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 69 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
VITAL STATISTICS
VITAL STATISTICS APPLICATIONS
Records relating to vital statistics registration applications and
licences/certificates of vital events such as births, deaths and
marriages that occur in the Town of Aurora. Applications must
be accurately completed, accompanied by an administrative fee
and submitted to the Town of Aurora. The Town will match and
confirm the information and forward the completed documents
to the Office of the Registrar General. Documents may include
completed application forms, travel letters and all supporting
documents.
By Type of
Application then
name of person
Legislative
Services
T/E 2 T/E+2
T/E = completion
of the application
Destroy Confidential PIB
Ont.6, Ont.91,
Ont.95, Ont.97
Ont. 119
VITAL STATISTICS REGISTER – MARRIAGE, DEATH
& BIRTHS
Register of births, deaths and marriages which occurred in the
Town of Aurora.
FOR: MARRIAGE LICENCES
SEE: VITAL STATISTICS APPLICATIONS
By name of person Legislative
Services
T/E+2 0 T/E+2
T/E = completed
and signed date
of register
Destroy
Archival
Selection
Confidential PIB
Ont.6, Ont.98
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 70 of Page 78
PLANNING, DEVELOPMENT
AND BUILDING
The function of managing the physical growth and development of the Town of Aurora. Activities include reviewing and amending the official
plan and development regulations, preparing appeals and representing the Town at appeal hearings, handling development inquiries and pre-
application consultation, issuing building permits, street naming nomenclature, review of major development applications and providing
mapping support to other departments.
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citation/
Comments
BUILDING, PLANNING & ZONING
APPLICATIONS BY CONTRACTORS AND INDIVIDUALS FOR PERM ITS FOR THE DEVELOPM ENT, CONSTRUCTION AND USE OF COMMERCIAL, INDUSTRIAL, INSTITUTIONAL OR
RESIDENTIAL PROPERTIES AND BUILDINGS.
DEVELOPMENT INQUIRIES / PRE-APPLICATION
CONSULTATION & COMPLETE APPLICATION
CHECKLIST
Includes requests for information regarding developments and
development pre-consultations to assist in determining
requirements for a complete application. May include concept
plans.
By name of
Applicant
Planning CY+2 0 CY+2 Destroy Confidential PIB
Ont. 119
PLANNING APPLICATIONS
Request for formal permission to build, construct or renovate a
structure and all related permits. Includes both permit
applications and permits issued and approvals. Includes
records regarding the approval (or otherwise) such as
completed application checklists, records received/prepared
and associated with processing the application including;
related plans, reports and studies, drawings, written notes,
background information general correspondence, formal
correspondence to council, etc.
FOR: BUILDING PERMITS
SEE: BUILDING, PLANNING & ZONING -BUILDING PERMITS
By type of
Application:
Condominium
Consent
Development
Heritage
Minor Variance
Official Plan
Amendments
Part lot control
Site Plan
Street Naming
Subdivision
Zoning
Planning T/E+1 6 T/E+7
T/E = project
finished and
securities for the
file has been
released
Destroy Internal PIB
Ont.7, Ont.8,
Ont.15, Ont.33,
Ont.34, Ont. 119,
Ont.162,
Ont.177,
PIBOnt.178,
Ont.179
APPLICATIONS & PERMITS – OTHER
Applications for and copies of permits (or records of their
issuance) involving sign installation, fencing, swimming pool
construction, driveway construction, and for similar activities
By type of permit
then address
Building &
By-laws
T/E+2 0 T/E+2
T/E = project
finished
Destroy Public PIB
Ont.7, Ont.8,
Ont.15, Ont.33,
Ont.34, Ont.107,
Ont. 119,
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 71 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citation/
Comments
that are not classified as building or planning applications or
permits.
FOR: BUSINESS, PET, TAXI, MOBILE VEHICLES ETC.
SEE: LEGAL/LICENSING/PERMITS - LICENCES & PERMITS
Ont.162,
Ont.163,
Ont.177,
Ont.178, Ont.179
BUILDING PERMITS
Includes building permit applications, supporting documentation
and issued buildings permits.
By permit number &
address
Building T/E+1 14 T/E+15
T/E = later of final
inspection or last
action by Town
on the matter
Destroy Internal PIB
Ont. 119
PROPERTY REFERENCE FILE (RESIDENTIAL & NON-
RESIDENTIAL)
Property file is a reference file comprised of copies of
documents so that relevant documents on the property are
stored together. Records may include permit application,
committee of adjustment file, correspondence, survey or site
plan, drawings and all information related to the property.
By address & roll
number
Originator T/E+2 0 T/E+2
T/E =
decommissioning
of property
Destroy Internal PIB
Ont. 119
INSPECTIONS – BUILDING
Reports of inspections carried out with reference to new
construction; alterations to existing structures; code violations
and other projects, activities or situations requiring inspection.
FOR: ROADS, SEWERS, BRIDGES, TRAILS, ETC.
SEE: ROAD/LINEAR ASSET DESIGN & MAINTENANCE –
MAINTENANCE & REPAIRS
By roll number &
address
Building &
By-law
T/E+1 14 T/E+15
T/E = later of final
inspection or last
action on file
Destroy Internal PIB
Ont.9, Ont.96,
Ont.119,
Ont.226, Ont.227
ENGINEERING PLANNING & DEVELOPMENT
DESIGN & DEVELOPMENT REVIEW
DOCUMENTATION
Records relating to the development and planning of
engineering projects. This includes projects undertaken by the
By project name IES T/E+2 13 T/E+15
T/E = later of last
inspection or
action on a file, or
Archival
Selection
Internal
Ont.15, Ont.96
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 72 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citation/
Comments
Town of Aurora, the Region and private sector organizations.
Includes copies of site specific engineering drawings, site
plans, field notes, condominium applications and subdivisions,
engineering proposals, application reviews, copies of
agreements and contracts and engineering and special studies.
completion of a
project
DESIGN STANDARDS
Records relating to engineering design standards for Town of
Aurora infrastructures.
By name of standard IES T/E+2 13 T/E+15
T/E = when a
standard
becomes
obsolete
Archival
Selection
Internal Ont.10, Ont.96
PROJECT MANAGEMENT – MUNICIPAL PROPERTIES
MUNICIPAL PROPERTY DESIGN & DEVELOPMENT
Records relating to internal initiatives intended to ensure
effective construction and renovation of Town of Aurora
property, including buildings and other structures, through
analysis of, and compliance with, all issues that may affect the
actual work. This is performed prior to the construction or
renovation work actually being undertaken. May include
information on floor load capacity, space planning, need for
ventilation and other design requirements. Documents may
include project proposals, structural investigation reports,
feasibility studies, preventative maintenance studies, technical
and development reviews, noise and signage studies, safety
plans or studies, consultant selection criteria, staffing layout
plans, detailed needs analysis reports and copies of capital
budget statements.
By name of project/
location
Planning -
Engineering
Parks &
Recreation
T/E+2 13 T/E+15
T/E = when study
or project is
completed
Destroy
Archival
Selection
Internal
Ont.10, Ont.96
URBAN PLANNING
OFFICIAL PLAN & AMENDMENTS
The statutory document which sets out the land use policy
directions for long term growth and development in a
municipality. Records include draft and final “reference”
versions of official plans and related information.
By number Clerk’s Office CY+5 P P
Permanent Public Ont.162
Shall be lodged
in office of Clerk
of each
municipality
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 73 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citation/
Comments
FOR: PLANNING APPLICATIONS
SEE: BUILDING PLANNING & ZONING – PLANNING
APPLICATIONS
SECONDARY PLANS
Secondary Plans apply to areas where significant
redevelopment is expected. Establishes local development
policies to guide growth and development in defined areas
where major physical changes are expected.
By neighbourhood Planning &
Development
CY+5 P P Permanent Public
“M” PLAN
M Plans are registered plans for subdivisions and show the
survey boundaries, lot numbering and dimensions of the lot.
By plan number Originator S/O+2 13 S/O+15
S/O = after the M
Plan is replaced
Archival
Selection
Public Ont.15, Ont.96
“R” PLAN
R Plans are registered plans that show all land description
including division of land.
By plan number Originator S/O+2 13 S/O+15
S/O = after the R
Plan is replaced
Archival
Selection
Public Ont.15, Ont.96
ENVIRONMENTAL MASTER & OTHER
SUSTAINABILITY PLANS
SEE: GOVERNANCE - STRATEGIC & LONG RANGE PLANS -
MASTER PLANS
PROPERTY/FACILITY DRAWINGS & IMAGES
ENGINEERING DRAWINGS / PLANS – NON TOWN
ASSETS
As-built and construction architectural, structural, mechanical
and electrical drawings and plans for assets that do not belong
to the Town of Aurora. Includes records regarding detailed
engineering drawings for facilities, buildings, road
reconstruction, parking lot, drawings for water sewer, storm
water, street, landscape, lights, sidewalks, floor plans,
mechanical layouts, electrical drawings, renovations, wire
By type of drawing,
then location:
Roads
Sewers
Parking lots
Facilities
Sidewalks
Subdivision lot
Grading Plans
Landscape
Originator T/E+2 13 T/E+15
T/E = when a
project is
completed and all
securities are
returned
Archival
Selection
Internal Ont.15, Ont.96
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 74 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citation/
Comments
plans, structural plan, etc.
FOR: TOWN DRAWINGS
SEE: ASSET MANAGEMENT & MAINTENANCE – TOWN
FACILITIES’ DRAWINGS
AIR PHOTOGRAPHY
Includes aerial photography of the Town of Aurora properties,
prints and slides
FOR: EVENT AND COMMUNITY PHOTOGRAPHS
SEE: COMMUNICATIONS & STAKEHOLDER RELATIONS –
PHOTOGRAPHY – TOWN OF AURORA EVENTS
By topic and then
address if available:
Urban Design photos
Heritage
Originator S/O 2 S/O+2 Archival
Selection
Public
MAPS
May include the following categories of maps: community
facilities, zoning, flood plain, geologic survey, subdivision, land
use, typographic and water and soil.
By type of map:
Facilities
Land Use
Subdivision
Originator S/O 2 S/O+2 Archival
Selection
Public Ont.107
MUNICIPAL ADDRESSING
STREET NAMES & NUMBERS
Includes records relating to road / street names, unit numbers
and name changes for municipal buildings, streets, utility
stations and parks. Notifications sent out to agencies regarding
the proposed and final addressing for corner lots and
notifications for address confirmation. Includes the original
applications and notifications.
By location Planning
S/O 2 S/O+2 Archival
Selection
Public
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 75 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citation/
Comments
HERITAGE PLANNING
HERITAGE RESOURCES
Records dealing with the identification and conservation of
significant heritage resources which can include buildings,
natural resources monuments, structures and landscapes.
Records include heritage studies, Aurora Register of properties
of cultural value or interests, processing heritage designations.
FOR: HERITAGE PERMITS
SEE: PLANNING APPLICATIONS
By topic Heritage
Planning Division
T/E+1 2 T/E+3 years
T/E = end of
period identified
as ‘Heritage’
Archival
Selection
Public Ont.34, Ont.114,
Ont.115,
Ont.116, Ont.117
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 76 of Page 78
RECREATIONAL AND
CULTURAL SERVICES
This function of managing, operating and supporting sports and other recreational activities, the arts, social and cultural organizations.
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
PROGRAM MANAGEMENT
RECREATIONAL PROGRAM RECORDS
Records relating to sports, recreational, or cultural activities and
programs sponsored by the Town of Aurora, including activity
schedules, programs, participants’ list, status sheets,
scorebooks, rules and regulations, activity planning records and
all other similar records.
By name of program
Aquatics
Community
Partnership
Fitness
Seniors
Youth
Parks &
Recreation
CY+1 2 CY+3 Destroy Confidential PIB
Ont.91
Ont. 119
PROGRAM REGISTRATION & MEMBERSHIPS
These files document registrations and memberships for
recreation programs including teams, leagues, camp programs,
special events, campgrounds, golf, etc. They may include
registration forms, medical forms, and copies of invoices or
receipts.
By name of person Parks &
Recreation
CY+1 5 CY+6 Destroy Confidential PIB
Ont.91
Ont. 119
RECREATION ATTENDANCE RECORDS
May include class roster, sign-up sheets, and emergency
contact information. Information used for attendance and refund
purposes.
By name of person Parks &
Recreation
CY+1 5 CY+6 Destroy Confidential PIB
Ont. 119
PERMISSION SLIPS
Information used to allow participation in sporting events.
By name of person Parks &
Recreation
CY 2 CY+2 Destroy Confidential PIB
Ont. 119
PROGRAMS – AQUATICS – SWIM RESULTS
List of names regarding passing and failing of the swim test.
By name of person Parks &
Recreation
CY 2 CY+2 Destroy Confidential PIB
Ont. 119
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 77 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
ACTIVITY / STATISTICAL REPORTS
These are periodic reports generated by the parks and
recreation department and may contain narrative and statistical
data about the department’s programs, activities, services,
number of participants, etc. They may be generated for the
entire Parks and Recreation Services department or for a
specific function program or facility, such as the golf course,
nature center, historical property, etc.
By name of facility or
program
Parks &
Recreation
CY+1 2 CY+3 Destroy Internal Ont.228
WAIVERS OF LIABILITY / PARENTAL CONSENTS.
SEE: LEGAL/LICENSING/PERMITS – USE & PERMISSIONS
AUTHORIZATION – CONSENT RELEASE FORMS & WAIVERS
If an accident
occurs to any
person covered
by a signed
waiver of liability,
it must be
retained for the
same period as
accident reports
TRAINING RECORDS FOR CERTIFICATIONS
These classes prepare students for certification in water safety
instruction, CPR, lifeguard, etc. These files document who
attended the course and whether they successfully completed
the requirements for certification. The files may include exams,
answer sheets, pass/fail grades, personal contact information,
sign-in sheets, etc.
By name of
participant
Parks &
Recreation
T/E 2 T/E+2
T/E = expiry of
certification
Destroy
Confidential PIB
Ont. 119
TRAVEL ARRANGEMENTS FOR PARTICIPANTS
Documentation relating to all administrative trip planning and
travel and accommodation arrangements for program
participants. Records may include airline, bus and train ticketing
and confirmation, travel arrangements, hotel rates and
arrangements, itineraries, documentation on individual tours
and car rentals.
By name of
participant
Parks &
Recreation
T/E 2 T/E+2
T/E= completion
of trip
Destroy
Confidential PIB
Ont. 119
Town of Aurora Record Classification and Retention By-law By-law Number 5611-14
Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under
MFIPPA; P = Permanent Page 78 of Page 78
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
FACILITY RESERVATIONS - RECREATIONAL
FACILITY BOOKINGS
Records include copies of permits and bookings issued for the
rental of recreational and administrative facilities for specific
activities.
FOR: TOWN ROOM/FACILITY BOOKINGS
SEE: ADMINISTRATION – INTERNAL SERVICES MANAGEMENT
– BOARD ROOM BOOKINGS
By permit number Parks &
Recreation
CY 2 CY+2 Destroy Confidential PIB
Ont. 119
CULTURAL ACTIVITIES
TWINNING CITIES
Leksand Twinning (Cities) correspondence and other
documentation related to the twinning of the Town of Aurora
with Leksand Sweden.
Alphabetical by topic CAO Archival 0 Archival Archival Internal