BYLAW - Amend 5815-16 Record Classification Structure and Retention Bylaw - 20240227 - 6586-24The Corporation of the Town of Aurora
By-law Number 6586-24
Being a By-law to amend By-law Number 5815-16, to establish a record
classification structure and retention periods for The Corporation of the
Town of Aurora.
Whereas on February 9, 2016, the Council of The Corporation of the Town of Aurora (the
'lTown") enacted By-law Number 581 5-1 6, being a by-law to establish a record
classification structure and retention periods for the Town (the l'Record Classification
Structure & Retention By-law'l);
And whereas on November 28, 2023, the Council of the Town passed a motion
contained in Report No. CS23-068, to modernize the language in Schedule "A" of the
Record Classification Structure & Retention By-law and to add an additional Schedule
IIB" containing legislative references noted in Schedule I'A";
And whereas the Council of the Town deems it necessary and expedient to amend the
Record Classification Structure & Retention By-law to modernize the language in
Schedule "A" and to create a Schedule 'IB";
Now therefore the Council of The Corporation of the Town of Aurora hereby enacts as
follows:
1.Schedule €'A" - Town of Aurora Record Classification Structure & Retention By-
law to By-law Number 5815-1 6 be and is hereby deleted and replaced with
Schedule "A" -Town of Aurora Record Classification Structure and Retention By-
law attached and forming part of this by-law.
2.By-law Number 5815-1 6 be and is hereby amended by adding Schedule I'B"
Citation Table attached and forming part of this by-law.
3.Section 1 of By-law Number 581 5-1 6 be and is hereby deleted and replaced with
the following:
Ill. The retention periods for all records under the care and control of the
Town are hereby established in accordance with Schedule "A" and
Schedule IIB" attached and forming part of this By-law".
4.Section 2 of By-law Number 581 5-1 6 be and is hereby deleted and replaced with
the following:
1'2. Records under the care and control of the Town shall only be destroyed in
accordance with Schedule "A" and Schedule I'B" attached and forming part
of this By-law, and only after the prescribed retention period for each
record has expired."
Enacted by Town of Aurora Council this 27th day of February, 2024.
, Mayor
Michael de Rond, Town Clerk
Town of Aurora Record Classification
Structure and Retention By-law
The Town of Aurora’s Record Classification Structure 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 5815-16,
as amended
(Amended by By-law Number
6586-24 enacted Feb. 27, 2024)
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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 CONTRIBUTOR 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 CONTRIBUTOR RELATIONS ....................................................................................................................................................................................................................................................................... 26
ENVIRONMENT, SAFETY AND SUSTAINABILITY ................................................................................................................................................................................................................................................................................ 31
FINANCIAL MANAGEMENT .................................................................................................................................................................................................................................................................................................................. 36
GOVERNANCE ....................................................................................................................................................................................................................................................................................................................................... 47
HUMAN RESOURCE MANAGEMENT .................................................................................................................................................................................................................................................................................................... 52
INFORMATION TECHNOLOGY AND RECORDS MANAGEMENT ......................................................................................................................................................................................................................................................... 59
LEGAL, LICENSING AND PERMITS ....................................................................................................................................................................................................................................................................................................... 64
PLANNING, DEVELOPMENT AND BUILDING ....................................................................................................................................................................................................................................................................................... 71
RECREATION AND CULTURAL SERVICES ............................................................................................................................................................................................................................................................................................ 76
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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 creation to
destruction. 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 Record Classification Structure 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 Contributor 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 Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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.
• Convenience copy holders are encouraged to destroy these copies on a regular basis. Convenience copies 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. 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 Town 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.
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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
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 contributors, 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 contributors. 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 contributors, 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 Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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 Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
FUNCTIONS ACTIVITIES RECORD SERIES
• Traffic Count Reports
PARKS MANAGEMENT • Parks Maintenance Files
• Tree Inventory
COMMUNICATION AND CONTRIBUTOR
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 CONTRIBUTOR RELATIONSHIP
MANAGEMENT
• External Sector Organizations & Associations
ENVIRONMENT, SAFETY AND
SUSTAINABILITY
ENVIRONMENTAL PLANNING & PROTECTION • Environmental Applications & Approvals
• Environmental Assessments
• Environmental Monitoring & Control
• 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
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
FUNCTIONS ACTIVITIES RECORD SERIES
• Tree Inspections
HEALTH, SAFETY & SECURITY MANAGEMENT • Occupational Health & Safety Program Management
• Hazardous Materials
• Fire Monitoring & Safety
• Emergency Management Planning
• Property Security Administration
• Contact Tracing
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
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
FUNCTIONS ACTIVITIES RECORD SERIES
• General Ledger
• General Ledger Reconciliation
• Month-end Closing & Analysis
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
• Internal Audit of Services
PAYROLL ADMINISTRATION • Payroll Processing
• Time & Attendance Reporting
• Payroll – Remittances
PROCUREMENT • Proposals & Submissions Management
• Vendor / Contractor / Consultant Performance Management
• PPurchaseCard Management
GOVERNANCE BY-LAWS ADMINISTRATION • By-Laws
COUNCIL ADMINISTRATION • Council Orientation & Administration
COUNCIL & COMMITTEE MEETINGS MANAGEMENT • Council Agenda & Minutes
• Council / Committee Audio & Visual
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
FUNCTIONS ACTIVITIES RECORD SERIES
• Staff Reports to Council
• Meeting Records – Closed Session
• Committees – Appointments
• Committees Appointed – Meeting Management
• Committee of Adjustment (CoA)
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
• Volunteer Files
• Workers’ Compensation & Disability Management
• Workforce / Talent Management & Planning
EMPLOYEE COMPENSATION & BENEFIT
ADMINISTRATION
• Employee Compensation
• Employee Benefit Programs
• Pay Equity
TRAINING & SKILLS DEVELOPMENT • Employee Orientation Program
• Training & Learning – Internal
• Training Opportunities – External
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
FUNCTIONS ACTIVITIES RECORD SERIES
• 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
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 MANAGEMENT • 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
• Land Tribunal Case Files
INSURANCE, RISK & COMPLIANCE MANAGEMENT • Insurance & Risk Management
• Compliance Letters
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
FUNCTIONS ACTIVITIES RECORD SERIES
• 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
USE & PERMISSION AUTHORIZATION • Consent Release Forms & Waivers
LICENCES & PERMITS PROCESSING • 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
• 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 - Development
• Secondary Plans - Development
PROPERTY / FACILITY DRAWINGS & IMAGES • Engineering Drawings / Plans – Non-Town Assets
• Air Photography
• Maps
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
FUNCTIONS ACTIVITIES RECORD SERIES
MUNICIPAL ADDRESSING • Street Names & Numbers
HERITAGE PLANNING • Heritage Resources
RECREATIONAL AND CULTURAL SERVICES PROGRAM MANAGEMENT • Recreational Program Records
• Program Registration & Memberships
• Recreation Attendance Records
• Permission Slips
• Programs – Aquatics – Swim Results
• Activity / Statistical Reports
• Training Records for Certifications
• Travel Arrangements for Participants
FACILITY RESERVATIONS – RECREATIONAL • Facility Bookings
CULTURAL ACTIVITIES • Twinning Cities
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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 related 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 year, sequential
number (YYYY-###),
then alphabetical by last
name or name of
organization
Legislative
Services
CY+1 4 CY+5
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 annual
reporting to the IPC, impact assessments, copies of policies
and guidelines, data-sharing checklists and supporting
correspondence.
By topic Legislative
Services
S/O+2 0 S/O+2 Destroy Public
.
CORRESPONDENCE MANAGEMENT
ADMINISTRATIVE RECORDS – EXECUTIVE Alphabetic by subject Management &
Executive
CY+6 0 CY+6 Destroy Confidential
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
Executive records are the administrative and operational
records of the offices of senior executive.
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, general lists
(e.g. telephone directory), etc.
Alphabetical by subject Originator CY+2 0 CY+2 Destroy Internal
ADMINISTRATIVE SERVICES MANAGEMENT
BOOKS / SUBSCRIPTIONS / REFERENCE MATERIAL
Records related 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 subscription order
forms, copies of financial invoices and correspondence.
Alphabetical by
subscription type or
provider name
Originator CY+2 0 CY+2 Destroy Internal
COURIER, POSTAL & CUSTOM SERVICES
Records related 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 Access Aurora CY+2 0 CY+2 Destroy Internal
BOARD ROOM BOOKINGS By room name and date/
time
Originator CY+2 0 CY+2 Destroy Internal
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
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.
FOR: RECREATION FACILITY BOOKINGS
SEE: RECREATION AND CULTURAL SERVICES - FACILITY
RESERVATIONS RECREATIONAL – FACILITY BOOKINGS
OFFICE SUPPLIES
Records related to the provision of office supplies and
consumables, including stationery and letterhead. Records may
include copies of invoices, packing slips, and requests for
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 templates, electronic
templates that standardize data capture and display, excel
spreadsheet tools, etc.
By department then
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
Originator S/O 2 S/O+2 Destroy Public
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
Planning Application
Forms
Planning Template
Correspondence
Recreation
Report cards
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 committees such as the Executive Leadership Team,
departmental staff meetings and retreats.
FOR: PROJECT MEETINGS
SEE: ADMINISTRATION - PROJECT MANAGEMENT
ADMINISTRATIVE – PROJECTS / RESEARCH / SPECIAL
STUDIES
FOR: COUNCIL COMMITTEE MEETINGS
SEE: GOVERNANCE – COUNCIL & COMMITTEE MEETING
MANAGEMENT - COUNCIL AGENDA & MINUTES
Alphabetical by
committee/ meeting
name
Holiday Celebration
Committee
Finance Advisory
Committee
Executive Leadership
Team
Departmental Meetings
Executive IT Steering
Committee (EITSC)
Retreats
Originator CY+3 0 CY+3 Destroy Internal
POLICIES & PROCESS MANAGEMENT
POLICIES, PROCEDURES, STANDARDS AND
GUIDELINES
Records related to the production and formal approval of
official corporate and departmental policy statements, standard
operating procedures, guidelines, and manuals such as travel
policy, cell phone policy, vacation policy, etc.
FOR: EQUIPMENT OPERATING MANUALS
By function and then by
topic
Administrative
FOI requests
Flag Policy & Etiquette
Travel Policy
Human Resources
AODA Policy
Originator S/O+2 0 S/O+2 Destroy
Archival
Selection
Public ONT 173,
ONT 197
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
SEE: ASSET MANAGEMENT & MAINTENANCE –
MAINTENANCE & OPERATIONS MANAGEMENT – FIXED
ASSETS - BUILDINGS OPERATIONS & MAINTENANCE
Information
Technology
Mobile Devices Remote
Access Policy
Asset Maintenance &
Monitoring
Winter Maintenance
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. Records may include project
definition and scope, project plan, project timelines or
schedules, feasibility studies, progress reports, case studies,
presentations, financial information, process analyses and
models, correspondence, working notes and a final project
report.
FOR: SOFTWARE / SYSTEM DEVELOPMENT PROJECTS
INFORMATION TECHNOLOGY / MANAGEMENT –
SEE: INFORMATION TECHNOLOGY & RECORDS -
APPLICATIONS & SYSTEM DEVELOPMENT – SYSTEMS
DEVELOPMENT AND IMPLEMENTATION
FOR: ROAD CONSTRUCTION –
SEE: ASSET MANAGEMENT AND MAINTENANCE – ROAD /
LINEAR ASSET DESIGN & MAINTENANCE – ROAD / LINEAR
ASSET DESIGN PLANNING / RECONSTRUCTION
Alphabetical by project
name:
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 Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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, 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.
FOR: NEW DESIGN DEVELOPMENT BUILDS
SEE: PLANNING, DEVELOPMENT AND BUILDING –
ENGINEERING PLANNING & DEVELOPMENT - DESIGN &
DEVELOPMENT REVIEW DOCUMENTATION
By location Originator T/E+2 13 T/E+15
T/E = file closed
after site has
been
decommissioned
Destroy
Archival
Selection
Internal ONT 9, ONT 15,
ONT 96
BUILDING OPERATIONS & MAINTENANCE
Records related 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
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
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
standards, legislated requirements and best practices. Property
systems may include (but are 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 key legends, inspection reports, inspection logs,
preventive maintenance reports, corrective repairs, deficiency
reports, maintenance/operational manuals, technical reports,
technical bulletins, prototype notices and operating manuals for
building and equipment maintenance.
SEE ALSO: HEALTH, SAFETY & SECURITY
186, ONT 187,
ONT 188, ONT
189, ONT 190,
ONT 191, 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: PLANNING, DEVELOPMENT AND BUILDING – PROPERTY
/ FACILITY DRAWINGS & IMAGES - 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
Destroy
Archival
Selection
Internal ONT 9, ONT 15,
ONT 96
WORK ORDERS
Records related 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 date received Originator CY+1 5 CY+6 Destroy Internal
SERVICE & REPAIR REQUESTS By type, then asset
number or location,
Originator T/E+2 0 T/E+2
Destroy Confidential PIB
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
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.
then date [yyyy-mm-
dd]
Event = request
has been
addressed and
closed
ONT 12, ONT 13,
ONT 14
OPERATION / TECHNICAL MANUALS
SEE: BUILDING, OPERATIONS & MAINTENANCE
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
Operational
Services
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
Records include 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
Operational
Services
S/O+2 0 S/O+2 Destroy Public ONT 9, ONT 10,
ONT 15, ONT 95
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
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 type, then
location, then date
[yyyy-mm-dd]
Operational
Services
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
UTILITY LOCATION RECORDS
Records related to utility stake-outs required for excavation
work performed on various Town of Aurora streets and right-of-
ways.
By location Operational
Services
CY+2 0 CY+2 Destroy Internal
TRANSPORTATION STUDIES
TRANSPORTATION STUDIES
Records include 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 Operational
Services
S/O+2 0 S/O+2 Destroy
Archival
Selection
Public ONT 12, ONT 13,
ONT 14, ONT 95
TRAFFIC MANAGEMENT
TRAFFIC COUNTS
Records include traffic counts and traffic calming request
letters to residents, sketches and notes for traffic counts for
various streets.
By location Operational
Services
T/E+1 1 T/E+2
T/E = when
project
completed
Destroy Confidential PIB
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
TRAFFIC COUNT REPORTS
Records include reports of traffic passage on streets, roads,
bridges, intersections, sketches and notes for traffic counts for
various streets, etc.
By location Operational
Services
CY+5 5 CY+10
Destroy Internal
PARKS MANAGEMENT
PARKS MAINTENANCE FILES
Records related to documenting the maintenance of parks such
as trails maintenance, snow ploughing, and the services being
used. These records may include copies of work orders,
inspection checklists, cost, hours, repair history, product
information, etc.
By location, then by
year
Operational
Services
CY+3 0 CY+3 Destroy Internal ONT 95
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 Operational
Services
CY+2 3 CY+5 Destroy
Archival
Selection
Internal
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
COMMUNICATIONS AND
CONTRIBUTOR RELATIONS
The function of managing communications at the Town of Aurora including media, public, and contributor relationships and the events to
attract townspeople and contributors. 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 contributors 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
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,
petitions and commendations about the Town of Aurora and its
services.
FOR: BY-LAW COMPLAINTS
SEE: LEGAL, LICENSING & PERMITS - BY-LAW ENFORCEMENT -
COMPLAINTS, CITATIONS, NOTICES OF VIOLATIONS AND
INVESTIGATIONS
FOR: WASTE COMPLAINTS
SEE: ENVIRONMENT, SAFETY, AND SUSTAINABILITY -
ENVIRONMENTAL PLANNING & PROTECTION - WASTE
MANAGEMENT
FOR: WATER BILLING COMPLAINTS
By date, then
individual or
organization
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 Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
SEE: FINANCIAL MANAGEMENT - WATER ACCOUNT
ADMINISTRATION - WATER ACCOUNT GENERAL
ADMINISTRATION
FOR: WEED COMPLAINTS
SEE: ENVIRONMENT, SAFETY AND SUSTAINABILITY -
ENVIRONMENTAL PLANNING & PROTECTION – WEED
CONTROL
MEDIA RELATIONS
Records 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, Public Notices, Mayor articles,
Proclamations and media announcements.
Alphabetical by topic Originator CY+6 0 CY+6 Destroy
Archival
Selection
Internal
MEDIA COVERAGE ABOUT TOWN OF AURORA
Records related 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 topic, then by
date
Communications CY+3 0 CY+3 Destroy
Archival
Selection
Public
PHOTOGRAPHS – TOWN OF AURORA EVENTS
Photographs relating to Town events, staff and contributors.
FOR: CONSENT RELEASE / WAIVERS FORMS
SEE: LEGAL / LICENSING / PERMITS – USE & PERMISSION
AUTHORIZATION – CONSENT RELEASE FORMS & WAIVERS
Alphabetical by
subject/ event
Communications CY+6 0 CY+6 Destroy
Archival
Selection
Internal
PRESENTATIONS & SPEECHES Alphabetical by
event and date
Originator CY+4 0 CY+4 Destroy
Public
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
Records 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.
Archival
Selection
GRAPHIC DESIGN / PUBLICATIONS / WEBSITE CREATION & COORDINATION
CORPORATE IDENTITY
Records 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 - ADMINISTRATION SERVICES
MANAGEMENT - TEMPLATES & FORMS - BLANK.
Alphabetical by
subject
Communications S/O 2 S/O+2 Destroy
Archival
Selection
Internal
PROMOTIONAL, PUBLICATION MATERIAL &
INFORMATION PACKAGES
Records including the 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
Community
Services
T/E+3 2 T/E+5
T/E = when
promotion is
complete
Destroy
Archival
Selection
Public
PROMOTIONAL, PUBLICATION MATERIAL &
INFORMATION PACKAGES PRODUCTION &
DISTRIBUTION
Records relating to the production and coordination of Town
publications. Records may relate to execution planning, layout,
graphic design, printing; distribution, and vendor relations
Alphabetical by
publication
Communications
Community
Services
T/E+3
2 T/E+5
T/E = when
content
published
Destroy Internal
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
regarding printing, use and distribution of reports, brochures,
posters, information packages, etc.
WEBSITE / INTRANET CONTENT MANAGEMENT
Records relating to the development, capture and coordination
of website content (pages, posts, forms, calendar events).
Records may relate to content specifications for website
posting, upload status checklists, content developed for
website posting and website snapshots. NOTE: Documents
attached to web pages should be copies of official records.
By topic and date Communications
Originator
S/O+1 0 S/O+1 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,
contributors, partners and trends.
By topic Communications
Community
Services
CY+3 0 CY+3 Destroy Public
EVENTS MANAGEMENT
EVENT ARRANGEMENTS & LOGISTICS – CORPORATE,
EMPLOYEE OR COMMUNITY EVENT
Records 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);
Alphabetical by
event name:
AURA
Art Show
Home Show
New Business
openings
Renovation Forum
Ribfest
Santa Float
Staff appreciation
BBQ
Originator
S/O+3 0 S/O+3 Destroy
Archival
Selection
Internal
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citations/
Comments
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 – debrief
ATTENDEE / PARTICIPANT RELATIONS – CORPORATE,
EMPLOYEE OR COMMUNITY EVENT
Records 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 name
Originator S/O+2 0 S/O+2
T/E = completion
of event
Destroy Confidential PIB
Ont.119
COMMUNITY CONTRIBUTOR 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 Community
Arboretum
Aurora Historical
Society
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 Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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
Records related to 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.
Records include Certificates of Approval from the Ministry of
the Environment (MOE) applications, 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 as well as any approvals from
federal, provincial or municipal governments.
By type of approval Operational
Services
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
Records relating to environmental assessments within the
Town of Aurora and outside of the Town if they impact land
within Aurora’s boundaries. Records include 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.
NOTE: PDS participates in environmental land studies
By type of
assessment
Operational
Services
Community
Services
Planning &
Development
Services
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
ENVIRONMENTAL MONITORING & CONTROL By subject Operational
Services
T/E+2 5 T/E+7
Destroy Public ONT 22
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
Records include material relating to natural resources, pollution,
spill response and any other environmental concerns. Records
include reports, general correspondence, copies of public
notices (e.g. road closures), etc.
FOR: PUBLIC NOTICES
SEE: COMMUNICATIONS AND CONTRIBUTOR RELATIONS –
MEDIA & PUBLIC RELATIONS - MEDIA RELATIONS
T/E = when the
matter has been
dealt with and
closed
ENVIRONMENTAL MASTER & OTHER SUSTAINABILITY
PLANS
SEE: GOVERNANCE - STRATEGIC & LONG RANGE PLANS –
MASTER PLANS
AIR POLLUTION & CONTROL
Includes material relating to monitoring air pollution and control
in Town recreation facilities. Records may include air quality
reports, inspection logs, and emissions tests which monitor
carbon dioxide, propane, and ammonia levels.
By type of document Community
Services -
Facilities
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
Records related to the monitoring of noise pollution and control,
air traffic noise and noise walls.
By type of document Operational
Services
CY+2 0 CY+2 Destroy Public ONT 95
WEATHER MONITORING
Records related to information on the conditions of the
atmosphere. Records may include reports, general
correspondence and public notices.
By date Operational
Services
CY+1 5 CY+6 Destroy Public Minimum
Maintenance
Standards
(Roads)
PESTICIDE / HERBICIDE APPLICATION
Records related to 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 and date Operational
Services
Parks
T/E+3 0 T/E+3
T/E = completion
of when
pesticide/
herbicide
Destroy Public ONT 95, ONT 208
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
chemicals have
been applied
WASTE MANAGEMENT
Records related 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 Operational
Services
CY+2 0 CY+2 Destroy
Archival
Selection
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)
Records related to the Drinking Water Quality Management
System (DWQMS), including, 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: HUMAN RESOURCE MANAGEMENT - TRAINING & SKILLS
DEVELOPMENT – TRAINING / CERTIFICATION RECORDS
By document type Operational
Services
CY+2 13 CY+15 Destroy
Archival
Selection
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 66, ONT 96,
ONT 118, ONT
231
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 and date Operational
Services
Community
Services
CY+2 0 CY+2 Destroy Public ONT 233
WEED CONTROL
Records related to the control of weeds, for aesthetic and
safety reasons as well as to protect the land’s native
By location and type
of document
Operational
Services
CY+2 0 CY+2 Destroy Public
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
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.
Community
Services
By-law Services
TREE INSPECTIONS
Records related to the inspection of trees which include tree
inspection logs, work orders and the results of pruning, planting,
trimming, pruning and preservation.
By location and type
of document
Parks 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
Records 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 related 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 Operational
Services
Community
Services
S/O+2 13 S/O+15
Destroy Public ONT 86, ONT 96,
ONT 211, ONT
212, ONT 213,
ONT 214, ONT
215
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
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
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.
By topic Operational
Services
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, ONT 188,
ONT 189, ONT
190, ONT 191,
ONT 192
EMERGENCY MANAGEMENT PLANNING
Records related to the coordination of 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 related 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. Records may include video or audio
recordings, security clearance files, security logs and security
user guide books. Note that security footage on most devices
continuously overwrite. Once the footage is viewed, it becomes
a record. It should then be transferred to the appropriate record
By topic Operational
Services
S/O+2 0 S/O+2 Destroy Confidential
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
series like By-law Enforcement, Claims by the Municipality, or
Accident & Incident / Occurrence Reporting.
CONTACT TRACING
Records related to visitor and staff access to Town facilities
and properties during an epidemic or pandemic. The purpose of
which is to enable contact tracing if required by health
authorities. Examples include staff and visitor screening logs
and program screening waivers.
By last name,
alphabetically Human
Resources
30 days 0 30 days Destroy Confidential HPPA, MFIPPA,
PHIPPA
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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 and
Revenues
Originator
FY+1 5 FY+6 Destroy Internal FED 1, FED 2, FED
5, ONT 79, ONT
91
CASH RECEIPTS
Records related to processing payments received by the Town.
Records include cashier batches, documentation, deposit slips,
payment card machine batches and all related documents,
excluding bank reconciliation materials.
By fiscal year, then
by batch number or
date or cashier
Originator FY+1 5 FY+6 Destroy Internal FED 1, FED 2
INCOME TAX DEDUCTIBLE
DONATIONS & RECEIPTS
By fiscal year, then
by month or receipt
number
Finance FY+1 5 FY+6 Destroy Confidential FED 1, 2, 5
+ CRA 2012
donations review
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
Records of all donations to the Town, such as for trees in the
arboretum, trails upkeep, benches in parks dedicated to a loved
one, etc.
directives report
to Aurora
DEVELOPMENT CHARGES
Records related to 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 and
Revenues
FY+1 5 FY+6 Destroy Internal FED 1, FED 2, FED
5
GRANTS TO TOWN
Records related to grants received from federal, provincial,
regional 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
grant
Financial
Management
Services
Community
Services
CY+6 0 CY+6 Destroy Internal FED 1, FED 2
GRANTS FROM TOWN
Records 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
Community
Services
CY+6 0 CY+6 Destroy Internal FED 1, FED 2
MUNICIPAL TAX ADMINISTRATION
TAX BILLING – MUNICIPAL
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, then
by type
Finance -
Accounting and
Revenues
FY+1 5 FY+6 Destroy Internal FED 1, 2
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
TAX ACCOUNT AUTO PAY DOCUMENTATION
Records include mortgage company correspondence,
enrollments/ cancellations, and pap plan enrolment/
cancellation for individual property accounts.
By roll number Finance -
Accounting and
Revenues
S/O+2 0 S/O+2 Destroy Confidential PIB
ONT 119
TAX CERTIFICATES – MUNICIPAL
Records related to the creation and use of municipal taxation
certificates. This series includes letters from solicitors (lawyer’s
letters), financial Institutions, taxpayers, 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 the 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 and
Revenues
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
Records related to proceedings related to assessment appeals
initiated by the Town, and any general assessment roll reviews
related to searches for such eligible properties.
By property address Finance -
Accounting and
Revenues
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
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
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 was met.
By fiscal year, then
by roll number
Finance -
Accounting and
Revenues
FY+1 5 FY+6 Destroy Public
PROPERTY ASSESSMENT ROLLS
Records related 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
Finance -
Manager of
Financial
Reporting &
Revenues
T/E+1
6 T/E+7
T/E = dissolution
of the
corporation
Destroy Public ONT 105, Ont-
123
TAX ACCOUNT – GENERAL ADMINISTRATION
Records 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 By month Finance –
Accounting
CY+1 5 CY+6 Destroy Public FED 1, 2, 5
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
Records related to batch billings for water accounts, including
readings, batches, final billings etc.
WATER ACCOUNT AUTO PAY DOCUMENTATION
Records related to pre-authorized payment plan enrolment/
cancellation for individual property accounts.
By account number Finance –
Accounting
S/O+2 0 S/O+2 Destroy Confidential
PIB
ONT 119
WATER CERTIFICATES – MUNICIPAL
Records related to the creation and use of municipal water
certificates. This series includes letters from solicitors (lawyer’s
letters), financial institutions, taxpayers 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
Records related to cyclical collection efforts on batch basis.
By calendar year Finance -
Accounting and
Revenues
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
Records 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 and
Revenues
CY+1 5 CY+6 Destroy Confidential
PIB
ONT 119
ACCOUNTING ADMINISTRATION
ACCOUNTS PAYABLE PROCESSING By fiscal year, then
by payment date
Finance -
Accounting and
Revenues
FY+2 4 FY+6 Destroy Confidential for
individuals
PIB
FED 1, FED 2
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
Records related to the processing of payables and payments
made by the Town of Aurora. Records may include AP cheque
register, cheque requisitions, purchase order payment
approvals and summaries, cheque copies, invoices, credit card
and Purchase Card statements, travel expense claims and
employee expenses.
Public for
Vendors
COMMODITY TAX FILINGS & RETURNS
Records related to the preparation and submission of statutory
commodity tax filings such as HST, GST, fuel, excise, customs
and duties.
By year, then by
document type
Finance -
Accounting and
Revenues
FY+1 7 FY+8 Destroy Internal Fed 1, Fed 2, Fed
6, Fed 7, Fed
8,ONT 74, ONT
75, ONT 76
DEBT
Records related to all town debt, internal and external,
documentation of approval, transactions, history, issuance,
correspondence, etc.
By issuance Finance –
Accounting and
Revenues
T/E+2 4 T/E+6
T/E = when debt
paid
Destroy Public
SECURITIES – LETTERS OF CREDIT (LC) & CASH
Records related to letters 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, then file
number, then
developer name
Finance –
Accounting and
Revenues
T/E+6 0 T/E+6
T/E = file closed
or cashed out or
cancelled
Destroy
Confidential
BANKING TRANSACTIONS & RECONCILIATION
Records 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 and
Revenues
FY+1 5 FY+6 Destroy Internal FED 1, FED 2
GENERAL LEDGER By fiscal year Finance –
Capital Asset
FY+1 T/E+2 T/E+2
Destroy
Internal FED 1, FED 2, FED
3, ONT 76
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
Records related to the 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.
T/E = dissolution
of the
corporation
GENERAL LEDGER RECONCILIATION
Records relating to the reconciliation of all general ledger
accounts.
By fiscal year Finance –
Accounting and
Revenues
FY+1 5 FY+6 Destroy Internal ONT 76
MONTH END CLOSING & ANALYSIS
Records 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 by
month
Finance -
Accounting and
Revenues
FY+1 5 FY+6 Destroy Internal ONT 76
FINANCIAL PLANNING & INVESTMENT MANAGEMENT
ANNUAL BUSINESS PLANNING & BUDGETING
(OPERATIONAL & CAPITAL) WORKING PAPERS (FOR
DEPARTMENTS)
Records related 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 periods, 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
FY+1 5 FY+6 Destroy Internal
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
BUDGETS – OPERATING & CAPITAL WORKING PAPERS
(FOR FINANCE)
Records related 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, fees and charges working papers, and
budget submission.
By year, then by
budget type
Treasurer FY+2 4 FY+6 Destroy Internal
LONG RANGE CAPITAL PLAN – WORKING PAPERS
Records related to the development, consolidation, distribution,
etc. of the annual ten-year or long-range capital-planning
document for Council.
By fiscal year Financial
Management
Services
FY+2 9 FY+11 Destroy Internal
LONG RANGE CAPITAL PLAN APPROVED – FINAL
Records include approved budgets, including line-by-line detail
or council summary versions, departmental presentations and
key supporting documentation.
By fiscal year Financial
Management
Services
FY+11 0 FY+11 Destroy Public
CAPITAL ASSET ACCOUNTING
Records include 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
Management
Services
FY+1 5 FY+6
Destroy Internal
INVESTMENTS & RECONCILIATIONS
Records 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 confirmations, cash flow documentation and
schedules.
By year Financial
Management
Services
CY+1 5 CY+6 Destroy Internal FED 1, FED 2,
ONT 76
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
RESERVE FUND ACCOUNTS
Records related to the administration of the reserve fund.
Records include the history, purposes, by-laws, analysis,
strategies, etc. related to reserve accounts.
By reserve fund Financial
Management
Services
S/O+2 0 S/O+2 Destroy Internal
FINANCIAL REPORTING
FINANCIAL REPORTING – MONTHLY & QUARTERLY
WORKING PAPERS (FOR DEPARTMENTS)
Records related to the 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 by
month/ quarter
Originator CY+2 0 CY+2 Destroy Internal
FINANCIAL REPORTING – MONTHLY & QUARTERLY
(FOR FINANCE)
Records 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 by
month/ quarter
Financial
Management
Services
CY+2 0 CY+2 Destroy Internal Not related to
official financial
books records or
annual financial
statements. All
reports to
Council retained
with Legislative
Services.
FINANCIAL STATEMENTS & AUDITOR’S REPORTS
Records 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 Financial
Management
Services
FY+3 3 FY+6 Archival Public FED 1, FED 2
YEAR END & AUDIT REPORTING – PREPARATION
WORKING PAPERS
Records related to the preparation of year-end auditing and
financial statements. Records include analysis, master
By fiscal year Financial
Management
Services
FY+1 5 FY+6 Destroy Internal
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
schedule of documents provided to third parties, confirmation
letters regarding payment receipt and funding allocated, and
auditor’s report.
FINANCIAL INFORMATION RETURN (FIR) & MUNICIPAL
PERFORMANCE MANAGEMENT PROGRAM (MPMP)
REPORTING
Records include all working papers and supporting
documentation for Financial Information Return (FIR) and
Municipal Performance Management Program (MPMP) filings
and final copies.
By fiscal year Financial
Management
Services
FY+2 8 FY+10 Destroy Public
AUDIT
AUDITOR RELATIONSHIP MANAGEMENT
Records related to maintaining auditor relationship and
engagement, including include general correspondence and
administrative materials.
By audit company
name
Treasurer S/O+2 0 S/O+2 Destroy Internal
INTERNAL AUDIT OF SERVICES
Records related to the audit of services performed by the Town
for internal purposes, including infrastructure and capital
delivery, waste collection, and water billing audits. Records
include internal audits, reports, related documentation and
procurement.
By type, then by
fiscal year
Originator FY+3 3 FY+6 Destroy Internal
PAYROLL ADMINISTRATION
PAYROLL PROCESSING
Records related 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
By year, then by
document type and
date
Financial
Management
Services
FY+1 5 FY+6
Destroy Confidential PIB
FED 11,
ONT 119, ONT
216, ONT 217,
ONT 218
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
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.
TIME & ATTENDANCE REPORTING
Records 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 by pay
run date
Financial
Management
Services
Human
Resources
CY 3 CY+3 Destroy Confidential PIB
ONT 119
PAYROLL – REMITTANCES
Records related 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 Financial
Management
Services
CY+1 5 CY+6 Destroy Internal ONT 87, ONT 88,
ONT 89, ONT 90
PROCUREMENT
PROPOSALS & SUBMISSIONS MANAGEMENT
Records relating to the procurement of goods and services, the
negotiation of contracts and the management of the
engagement with both successful and unsuccessful bidders.
Records includes documents pertaining to the administration,
plans and schedules for procurement, such as, business case
or purchase justification, all communications related to call for
and responses to RFPs, RFQs, RFIs, and bid submissions,
correspondence, decisions, letters, notifications, amendments
and purchase order change requests.
FOR: SIGNED / APPROVED CONTRACT
SEE: LEGAL / LICENSING / PERMITS: AGREEMENTS /
CONTRACTS / LEASE ADMINISTRATION
By year, then by
procurement number
Finance -
Procurement
Services
T/E +1 6 T/E + 7
T/E = contract
completed
Destroy Internal
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
VENDOR / CONTRACTOR / CONSULTANT
PERFORMANCE MANAGEMENT
Records related to bidders’ performance for consideration for
future initiatives.
By name of vendor Finance -
Procurement
Services
CY+5 2 CY+7 Destroy Confidential
PURCHASE CARD MANAGEMENT
Records include personal documentation from staff to set-up
the Purchase Card program, changes to card status, related
procurement reports and spend analysis document.
Alphabetical by last
name
Finance T/E+2 0 T/E+2
T/E when
Purchase Card is
cancelled.
Destroy
Confidential
PIB
ONT 119
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
GOVERNANCE The function of governing the organization and exercising authority and control to ensure transparency and accountability. Records related 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, by-laws 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 Land Tribunals
including zoning amendments, licensing, animal control,
appointments, building, including ‘Official Plans and
Amendments as per the Planning Act, etc.
By number and name
of by-law
Legislative
Services
P 0 P Permanent Public ONT 162
COUNCIL ADMINISTRATION
COUNCIL ORIENTATION & ADMINISTRATION
Records 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 Legislative
Services
S/O+2 0 S/O+2 Destroy Internal ONT 157
COUNCIL & COMMITTEE MEETINGS MANAGEMENT
APPOINTMENTS TO COMMITTEES, BOARDS /
COMMISSIONS
SEE: COMMITTEES – APPOINTMENTS
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
COUNCIL AGENDAS & MINUTES
Records include agendas, minutes, notices, resolutions of
Council and standing committees meetings.
By year, then by
meeting date
Legislative
Services
CY+10 P
P Permanent Public ONT 157, ONT
160
COUNCIL / COMMITTEE AUDIO & VISUAL
Records including audio and visual records of Council meetings
and Committees appointment by Council.
By council/
committee name
then chronological
by date
Legislative
Services
T/E + 4 8 T/E + 12
T/E = End of
Term of Council
Destroy Public ONT 157
STAFF REPORTS TO COUNCIL
Records including final versions of staff reports which have
gone to Council with a signature - includes memorandums.
By year then by
department
Legislative
Services
CY+10 Archival Archival Archival Public
MEETING RECORDS – CLOSED SESSION
Records including minutes, agendas, and audio recordings
taken during a closed session. Approved closed session
minutes must be sealed and retained by the Clerk.
By date Legislative
Services
CY+10 P P Permanent Confidential ONT 157
COMMITTEES – APPOINTMENTS
Records related to committee appointments by Council.
Records include terms of reference, appointment notices,
applications for all ad hoc/ advisory committees and statutory
boards and committees.
By term of council,
then committee
name
Legislative
Services
T/E+ 0 T/E+4
T/E = Term of
Council
Destroy Confidential for
application
forms
Public
PIB
ONT 5, ONT 119,
ONT 157
COMMITTEES APPOINTED – MEETING MANAGEMENT
Records include appointed committees meeting records,
agendas, minutes, and reports.
FOR: APPOINTED COMMITTEES’ REPORTS (except COA)
SEE: STAFF REPORTS TO COUNCIL
By committee name,
then by year
Legislative
Services
T/E+4
T/E = Term of
Council
P P Permanent Public
Confidential for
closed
sessions.
QUASI-JUDICIAL COMMITTEES By committee name,
then by year
Planning &
Development
Services
CY+5 P P Permanent Public Planning Act
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
Records include appointments, terms of reference, agenda,
minutes and reports of Committee of Adjustment (COA), Aurora
Appeal Tribunal and Property Standards Committee meetings
and relevant documentation as administered by the Planning &
Development Services and Clerks departments.
Legislative
Services
Note: Committee
of Adjustment
(COA) is an
independent
governing body
as per the
Planning Act.
ELECTION MANAGEMENT
MUNICIPAL ELECTION ADMINISTRATIVE RECORDS
Records including documents and materials related to an
election or by-election such as nomination papers, Deputy
Returning Officer Statements, election forms, ward system, etc.
By election date Legislative
Services
T/E+8 0 T/E+8
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, ONT 155,
ONT 156,
ONT 129
MUNICIPAL ELECTION RECORDS – CAMPAIGN
FINANCE
Records including documents filed under the Municipal
Elections Act (financial statement and auditor's report) which
By election date Legislative
Services
T/E+4 0 T/E+4
T/E = date on
which members
of Council have
Destroy
Public Municipal
Elections Act
Sec 78,
Sec 79(1),
Sec 88(4)
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
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.
taken office
following a
regular municipal
election.
ELECTION RESULTS
Results of by-elections and municipal elections. Includes
number of voters, number of candidates, number of votes,
Declaration of Office, Oaths of Office, terminations and
resignations.
By election year Legislative
Services
CY+4 Archival Archival Archival Public
ELECTION RECORDS – VOTERS / POLL LISTS /
BALLOTS
Records including marked ballots and material relating to voters
and poll lists.
By election date Legislative
Services
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
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, Key Performance Indicators (KPIs) reports and all
ancillary materials.
By topic, then by
date
Originator S/O+5 10 S/O + 15 Destroy
Archival
Selection
Public
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
FOR: FINANCIAL STATEMENTS, REPORTS AND FIVE YEAR
BUSINESS PLANNING NOTES, ETC.
SEE: FINANCIAL PLANNING & INVESTMENT MANAGEMENT
MASTER PLANS
Records related to master plan development adopted by the
Town of Aurora. Refers to land, environmental, cultural,
economic development, recreation, trails, parks, population,
housing needs, environmental development plans, utilities
‘(servicing allocation)’, human services and community
facilities.
By type of plan Originator T/E+2 3 T/E+5
T/E = expiry of
the plan
Destroy
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 WITH DISABILITIES
ACT (AODA)
Records include compliance letters, contract inquiries,
correspondence, accessibility audits and employment
standards.
By document type Project
Management
Office and
Business
Transformation
CY+2 0 CY+2 Destroy Internal ONT 5, ONT 95,
ONT 173, ONT
174, ONT 176
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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
Records related to identifying the positions within the Town of
Aurora and detailing job specifications, duties and
responsibilities and performance expectation levels.
Alphabetical by
position title
Human
Resources
S/O+2 0 S/O+2 Destroy Public
ORGANIZATION DESIGN
Records related to 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.
Alphabetical by
department
Human
Resources
S/O+2 0 S/O+2 Destroy
Archival
Selection
Public
RECRUITMENT & SELECTION
RECRUITMENT & STAFF SELECTION
Records 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 title and by
recruitment number
Human
Resources
CY+2 0 CY+2 Destroy Confidential PIB
ONT 119
EMPLOYEE MANAGEMENT
EMPLOYEE FILES Alphabetical by
employee last name
Human
Resources
T/E+1 2 T/E+3
Destroy Confidential PIB
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
Records relating to an employee’s work history and status
throughout their employment with the Town of Aurora. Includes
full time employees as well as those hired for a fixed term
contract such as a summer position, 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,
pension records, correspondence and recognition.
T/E = termination
of employment
of employee
ONT 80, ONT 81,
ONT 82, ONT 119
EMPLOYEE MEDICAL FILES
Records related 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 last
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
Records related to the recognition of staff through The Town of
Aurora’s AURA AWARDS, 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
By employee last
name
Human
Resources
CY+3 0 CY+3 Destroy
Archival
Selection
Internal
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
team efforts, bring about positive consequences in the
workplace.
EMPLOYEE SURVEYS
Records related to the administration of surveys to Town
employees. 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
VOLUNTEER FILES
Records relating to a volunteer’s work history and status
throughout their term with the Town of Aurora. May include
recruitment, hiring, performance evaluations, training, photo,
terminations and correspondence.
Alphabetical by
volunteer last name
Human
Resources
T/E+1 2 T/E+3
T/E = termination
of volunteer
Destroy Confidential
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.
Alphabetical by
employee last name
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
WORKFORCE / TALENT MANAGEMENT & PLANNING
Records related to analyzing, forecasting, planning and
managing the pool of employees to support the company
business. Records include succession plans, staff allocations,
reorganization analysis/ planning records, employee turnover/
transfer/ relocation records, promotions, human resources
statistics and metrics (Logs & Tracking).
By topic Human
Resources
CY+4 0 CY+4 Destroy Confidential
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
EMPLOYEE HEALTH AND SAFETY
SEE: ENVIRONMENT, SAFETY & SUSTAINABILITY - HEALTH,
SAFETY & SECURITY MANAGEMENT
EMPLOYEE COMPENSATION & BENEFIT ADMINISTERING
EMPLOYEE COMPENSATION
Records related to the 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
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
permission for
their prior
disposal is given
by Minister, or
end of appeal
period.
Destroy Confidential FED 9, FED 10,
FED 12, ONT 99
PAY EQUITY
Records related 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
position title
Human
Resources
S/O+2 0 S/O+2 Destroy Internal ONT 95
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
TRAINING & SKILLS DEVELOPMENT
EMPLOYEE ORIENTATION PROGRAM
Records 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
S/O+2 0 S/O+2 Destroy Internal
TRAINING & LEARNING PROGRAMS – INTERNAL
Records 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.
Alphabetical by type
of training:
Customer Service
Interpersonal
Conflict Training
Violence &
Harassment
Human
Resources
Community
Services
S/O+2
0 S/O+2
Destroy Internal FED 14, FED 15,
FED 18, ONT 71,
ONT 198
TRAINING OPPORTUNITIES – EXTERNAL
Records relating to external courses, seminars and workshops
available or of possible interest to Town employees. Records
include course descriptions, course notes, materials from
attending the sessions and general information regarding
program offerings.
Alphabetical by type
of training:
Legal Continuing
Education
By-law Bike
Certification
Wildlife Training
AMCTO Workshops
N6 Training Courses
Originator CY+3 0 CY+3 Destroy Public ONT 71
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 & Wastewater
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.
Alphabetical by
employee last name
Operational
Services
Originator
CY+3 3 CY+6 Destroy Confidential PIB
ONT 119, ONT
231, ONT 232
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
ATTENDANCE OF PARTICIPANTS
Attendance records of those who participated in Town of
Aurora sponsored course/ workshop.
By course name,
then by participant
last name
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.
Alphabetically by last
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 119, ONT
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
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.
Alphabetical by last
name
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
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
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
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citations/
Comments
include information on collective bargaining, dispute mediation
and conflict resolution.
FOR: COLLECTIVE AGREEMENTS
SEE: LEGAL, LICENSING AND PERMITS – AGREEMENTS &
CONTRACT ADMINISTRATION – AGREEMENTS / CONTRACTS
/ LEASES
PENSION ADMINISTRATION
PENSION RECORDS
SEE: EMPLOYEE MANAGEMENT - EMPLOYEE FILES
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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, Geomatics (GIS) data and disposing of these systems. Also includes communication systems, such as video-
conferencing, voice mail, 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 related 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 related 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 Services
S/O+2 0 S/O+2 Destroy Confidential PIB
ONT 119
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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
Records related to business processes, in order to understand
and 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 related 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
/ CONTRACTOR / CONSULTANT PERFORMANCE
MANAGEMENT
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
Records related to 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
Alphabetical by
project name, project
number
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 Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
and database management. Would also include source code.
Documents may include project charter, project scope, project
plans, project 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: ADMINISTRATION - PROJECT MANAGEMENT -
ADMINISTRATIVE
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
Services
T/E
2 T/E+2
T/E= end of life/
decommissionin
g 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 related to research, planning, design, development,
implementation and execution of geospatial specific programs
for parks, planning and elections.
By Activity
Elections
Planning
Parks
Planning &
Development
Services
Community
Services
Operational
Services
S/O+3 0 S/O+3 Destroy
Archival
Selection
Internal
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
HELP DESK LOGS & REPORTS
Records tracking computer end-user problems (tickets),
requests and the action taken to resolve the problems. Also
includes customer surveys and user complaint information.
By date and priority Information
Technology
Services
CY+2 0 CY+2 Destroy Internal
SYSTEM OPERATIONS
Records related to 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
Performance
Reports
Information
Technology
Services
CY+5 0 CY+5 Destroy Internal
INTERNET & INTRANET DEVELOPMENT /
MANAGEMENT
Records related 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
Services
T/E+2 0 T/E+2
T/E = end of
project or new
update
Destroy
Archival
Selection
Internal
TELECOMMUNICATIONS & ELECTRONIC
COMMUNICATION SYSTEMS
Records related 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.
Alphabetical by topic Information
Technology
Services
CY+5 0 CY+5 Destroy Internal
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
FOR: SUPPLIER AGREEMENTS AND CONTRACTS
SEE: LEGAL, LICENSING AND PERMITS – AGREEMENTS /
CONTRACTS / LEASE ADMINISTRATION
RECORDS / DOCUMENT MANAGEMENT
CLASSIFICATION & RECORDS RETENTION BY-LAW
Records related to the development and maintenance of the
records classification structure and the retention and
disposition by-law. Documents may include federal and
provincial legislation, legal opinions and all supporting
correspondence.
Alphabetical by topic Legislative
Services
S/O+2 0 S/O+2
Destroy Public ONT 157
RECORDS DESTRUCTION CERTIFICATES
Records related to the identification, authorization and
confirmation of disposition activities. Includes content lifecycle
reports, executive approvals and vendor destruction
certificates.
By year, then
alphabetical by
department name
Legislative
Services
P 0 P
Permanent ONT 158, ONT
159, ONT 160
Destruction
certificates may
be needed in
litigation to prove
the information
was destroyed in
the normal
course of
business.
RECORDS CENTRE OPERATIONS
Records related to the operations and management of the
Town of Aurora‘s records storage facilities. Documents may
include information relating to inactive records retrieval and
storage, as well as supporting correspondence.
By type of document Legislative
Services
CY+2 0 CY+2
Destroy Internal ONT 158, ONT
159, ONT 160
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
LEGAL, LICENSING AND 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 official agreements, contracts & leases between the Town of
Aurora and external organizations or individuals. Records may
include drafts and final agreements, memoranda of
understanding and supporting correspondence relating to the
negotiation, formation and use of official agreements. This
record series also includes software license agreements,
facility and equipment leases subdivision agreements and site
plan agreements.
By vendor/ service
provider name/
organization
Legal Services &
Legislative
Services
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 Services 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 related 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/
By case topic Legal Services T/E+1 14 T/E+15
T/E = file closed
upon resolution
or abandonment
Destroy Confidential PIB
Ont119
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
council reports, minutes including closed sessions, copies of
legal advice, title searches and town by-laws and policies.
PRECEDENTS
Records to documentation documents that that may be used
as an example in dealing with subsequent similar
instances. Records include precedents of subdivision
plans, encroachments, road and lane closures and
variances.
By topic Legal Services S/O+2 0 S/O+2 Destroy Internal
LAND TRIBUNAL CASE FILES Records related to Town of
Aurora cases before Land Tribunals. Records include legal
correspondence and background material. Case files for tax
and property issues. May include development applications,
notices of appeal, orders and notices, pleadings, case law,
reports, final decisions and correspondence.
NOTE: Land Tribunal entities may be named and renamed
overtime. This record series will also include records belonging
to former names of land tribunals with similar functions. This
includes the Ontario Municipal Board (OMB), the Local Planning
Appeal Tribunal (LPAT), and the Ontario Land Tribunal (OLT).
By address and case
number
Planning &
Development
Services
Legal Services
NOTE: Planning &
Development
Services will be
accountable until
Council requests
Legal Services’
involvement; at
which time, there
will be dual
accountability for
Case Files by
both
departments.
T/E+3 12 T/E+15
T/E= completion
of assumption of
Plan
Destroy Confidential
Public for Land
Tribunal
Decisions
INSURANCE, RISK & COMPLIANCE MANAGEMENT
INSURANCE & RISK MANAGEMENT
Records related to insuring the 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,
Alphabetical by
company name
Legislative
Services
CY+3 0 CY+3
Destroy Internal ONT 1, ONT 2,
ONT 3, ONT 4,
ONT 77, ONT 95
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
policies, renewals, certificate of insurance and related
information.
FOR: INSURANCE CLAIMS
SEE: LEGAL LICENSING AND PERMITS – LITIGATION / CLAIMS
COMPLIANCE LETTERS
Records related 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 Services
Building Services
By-law Services
CY+2 0 CY+2 Destroy Internal
LEGAL OPINIONS / ADVICE / BRIEFS
Records related to legal opinions provided by the municipality's
legal staff and legal opinions provided to the municipality,
departments and Council.
Alphabetical by topic Legal Services CY+15 0 CY+15 Destroy
Archival
Selection
Confidential
ACCIDENT & INCIDENT / OCCURRENCE REPORTING
Records related to the Town’s reporting of accidents or
incidents that have occurred on Town properties and that may
involve members of the public, staff, 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.
NOTE: Parks & Recreation will be accountable for minor
external incidents where the probability of a claim is very low
(minor).
Legal will be accountable for external incidents where the
probability of a claim is high (major).
Human Resources will be accountable for all staff incidents.
Alphabetical by last
name
Legal Services
Human
Resources
Community
Services
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
Destroy Confidential PIB
FED 13, ONT 84,
ONT 85, ONT 95
ONT 119
Age of majority =
18th birthday
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
a claim because
of physical,
mental or
psycho- logical
condition is the
time such a
person obtains a
litigation
guardian
REAL PROPERTY MANAGEMENT
REAL PROPERTY ACQUISITION / EXPROPRIATION /
DISPOSITION
Records related to the acquisition, expropriation and purchase
of land, buildings and property by the Town.
By property address Legal Services 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
LITIGATION / CLAIMS
CLAIMS BY THE MUNICIPALITY
Records related 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 Services
Building Services
By-law Services
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 related to the administration of and consultation for,
legal matters and litigation affecting or initiated by employees
Alphabetical by last
name of person/
organization
Legal Services
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
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
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.
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
Age of majority =
18th birthday
USE & PERMISSION AUTHORIZATION
CONSENT RELEASE FORMS & WAIVERS
Records related to the collection of release/ waiver forms that
release/ forgo any current or potential rights to sue or demand
compensation from another party as a result of activities
permitted or conducted by the Town. 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
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
LICENCES & PERMITS PROCESSING
LICENCES & PERMITS
Business, commercial, recreational and all other licences &
permits received by the Town of Aurora that are not classified
as building or planning. Includes excavation permits for
encroachment to all town owned properties and requests for
road closure events.
FOR: PLANNING & BUILDING PERMITS
SEE: PLANNING, DEVELOPMENT & BUILDING – APPLICATIONS
OR PLANNING, DEVELOPMENT & BUILDING - 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 AND PERMITS - VITAL STATISTICS
By type of permit/
licence
Animal Control
Bulk Water Use
Business
Excavations
Farmer’s market
Lottery
Pet
Radio Licence
Road Closure
Taxi
Water Meter
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
BY-LAW ENFORCEMENT
PROVINCIAL OFFENSES
Records related to infractions under municipal by-laws and the
follow-up of these cases. This may include orders to comply,
notices of violation, general letters, part 1 and part 3
occurrences, complaints, office notes and logs, court briefs,
POA tickets, court summons, inspection photos, and property
ownership documents.
By address, then by
year
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 related to by-law complaints, citations, violations, and
investigations. Records may include the nature of the
complaint, details of the incident, investigation information,
By year, then by
case/ complaint
By-law Services T/E+2 1 T/E+3
T/E = matter
closed upon
resolution or
abandonment
Destroy
Confidential PIB
ONT 95
ONT 119
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
building complaints, orders to comply, appeals to orders and
court briefs.
MUNICIPAL BY-LAW INFRACTIONS
Records related to the prosecution, appeal and follow-up of
municipal infractions. 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 year, then 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
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 include
record of appointments of Deputy Division Registrars &
Commissioners of Oath & civil marriage officiants, completed
application forms, travel letters and all supporting documents.
By type of
application then
name of person
Legislative
Services
T/E+2 0 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 Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
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 PERMITS FOR THE DEVELOPMENT, CONSTRUCTION AND USE OF COMMERCIAL, INDUSTRIAL, INSTITUTIONAL OR RESIDENTIAL
PROPERTIES AND BUILDINGS.
DEVELOPMENT INQUIRIES / PRE-APPLICATION
CONSULTATION & COMPLETE APPLICATION
CHECKLIST
Records related to 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
Records related to development planning applications including
pre-consultation checklist, formal planning applications(s),
record of fee payments, all plans, drawings, photos, reports,
studies and background information associated with the
planning application submission. Also includes records of
comments (both internal and external, sent and received),
correspondence related to the planning application(s), copies of
public notices, status checklist and Committee of Adjustment
applications.
FOR: BUILDING PERMITS
SEE: BUILDING, PLANNING & ZONING - BUILDING PERMITS
By type of
application:
Condominium
Consent/ Severance
Minor Variance
Official Plan
Amendments
Part lot control
Site Plan &
exemption
Subdivision
Zoning
Municipal Address
Changes
Radio-
communication
towers
Interim Control By-
law
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, ONT
178, ONT 179
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citation/
Comments
Lifting of Hold zone
BUILDING PERMITS
Building construction and demolition permit applications,
supporting documentation and issued buildings permits. Also
includes permanent signs applications & permits.
By permit number
and address
Building Services 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)
Records related to property files including permit application,
committee of adjustment file, correspondence, survey or site
plan, drawings and all information related to the property.
By address (for non
residential
properties)
By plan and lot
number (for
residential
properties)
Originator T/E+2 0 T/E+2
T/E =
decommissionin
g of property
Destroy Internal PIB
ONT 119
INSPECTIONS – BUILDING
Records related to inspections carried out by the Town of
Aurora. Records include inspection reports related to new
constructions, additions and/ or alterations, code violations,
and other projects, activities or situations requiring inspection.
FOR: ROADS, SEWERS, BRIDGES, TRAILS, ETC.
SEE: ASSET MANAGEMENT AND MAINTENANCE -
ROAD/LINEAR ASSET DESIGN & MAINTENANCE –
MAINTENANCE & REPAIRS
By permit number Building Services
By-law Services
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 related to the development and planning of
engineering projects. This includes projects undertaken by the
Town of Aurora, the Region and private sector organizations.
Includes copies of site-specific engineering drawings, site
plans, field notes, condominium applications and subdivisions,
By project name Operational
Services
T/E+2 13 T/E+15
T/E = later of last
inspection or
action on a file, or
completion of a
project
Destroy
Archival
Selection
Internal
ONT 15, ONT 96
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citation/
Comments
engineering proposals, application reviews, copies of
agreements and contracts and engineering and special studies.
DESIGN STANDARDS
Records of engineering design standards for Town of Aurora
infrastructures.
By name of standard Operational
Services
T/E+2 13 T/E+15
T/E = when a
standard
becomes
obsolete
Destroy
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 in 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 parks development, 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, parks development and copies of capital budget
statements.
By name of project/
location
Engineering
Operational
Services
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 - DEVELOPMENT
Records related to the development of the Official Plans &
Amendments (land use policy directions for long-term growth
and development in the Town). Includes drafts, “reference”
versions and related information.
By plan number Planning &
Development
Services
CY+5 10 CY+15
Destroy Internal ONT 162
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citation/
Comments
NOTE: Approved Official Plans & Amendments are held by
Legislative Services under Governance, By-laws Administration.
FOR: PLANNING APPLICATIONS
SEE: BUILDING PLANNING & ZONING – PLANNING
APPLICATIONS
SECONDARY PLANS - DEVELOPMENT
Records related to the development of Secondary Plans (local
land development use policies to guide growth and
development in areas where significant redevelopment or
where major physical changes are expected).
NOTE: Approved Official Secondary Plans are held by
Legislative Services under Governance, By-laws Administration.
By plan number Planning &
Development
Services
CY+5 10 CY+15 Destroy Internal
ENVIRONMENTAL MASTER & OTHER SUSTAINABILITY
PLANS
SEE: GOVERNANCE - STRATEGIC & LONG RANGE PLANS -
MASTER PLANS
PROPERTY / FACILITY DRAWINGS & IMAGES
ENGINEERING DRAWINGS / PLANS – NON-TOWN
ASSETS
Records include 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
plans, structural plan, etc.
By type of drawing,
then by 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
Destroy
Archival
Selection
Internal ONT 15, ONT 96
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citation/
Comments
FOR: TOWN DRAWINGS
SEE: ASSET MANAGEMENT & MAINTENANCE –
MAINTENANCE & OPERATION MANAGEMENT – FIXED ASSETS
- TOWN FACILITIES’ DRAWINGS
AIR PHOTOGRAPHY
Aerial photography of Town of Aurora properties, including
prints and slides.
FOR: EVENT AND COMMUNITY PHOTOGRAPHS
SEE: COMMUNICATIONS & CONTRIBUTOR RELATIONS –
MEDIA & PUBLIC RELATIONS - PHOTOGRAPHY – TOWN OF
AURORA EVENTS
By topic, then by
address if available:
Urban Design photos
Heritage
Originator S/O 2 S/O+2 Destroy
Archival
Selection
Public
MAPS
Maps related to the Town of Aurora including 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 Destroy
Archival
Selection
Public ONT 107
MUNICIPAL ADDRESSING
STREET NAMES & NUMBERS
Records related to road/ street names and unit numbers.
Includes the original applications and notifications sent out to
agencies regarding the proposed and final addressing for
corner lots, and notifications for address confirmation.
NOTE: Naming of Facilities & Parks is included under
AMM/Asset Register.
By location Planning
S/O 2 S/O+2 Destroy
Archival
Selection
Public
HERITAGE PLANNING
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention
Total
Retention Disposition Security
Classification
Citation/
Comments
HERITAGE RESOURCES
Records related to 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,
and applications related to Heritage designations.
By topic Heritage
Planning Division
T/E+1 2 T/E+3 years
T/E = end of
period identified
as ‘Heritage’
Destroy
Archival
Selection
Public ONT 34, ONT
114, ONT 115,
ONT 116, ONT
117
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 79 of Page 81
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
Community
Services
CY+1 2 CY+3 Destroy
Archival
Selection
Confidential PIB
ONT 91
ONT 119
PROGRAM REGISTRATION & MEMBERSHIPS
Records related to the registration and membership of
individuals for recreation programs including: teams, leagues,
camp programs, special events, campgrounds, golf, etc.
Records may include registration forms, medical forms, and
copies of invoices or receipts.
By name of person Community
Services
CY+1 5 CY+6 Destroy Confidential PIB
ONT 91
ONT 119
RECREATION ATTENDANCE RECORDS
Records related to documenting attendance for Town of Aurora
recreation programs. Records may include class rosters, sign-
up sheets, and emergency contact information.
By name of person Community
Services
CY+1 5 CY+6 Destroy Confidential PIB
ONT 119
PERMISSION SLIPS
Documentation which contains information used to allow
participation in sporting events.
By name of person Community
Services
CY 2 CY+2 Destroy Confidential PIB
ONT 119
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 80 of Page 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
PROGRAMS – AQUATICS – SWIM RESULTS
List of names indicating passing and failing of the swim test.
By name of person Community
Services
CY 2 CY+2 Destroy Confidential PIB
ONT 119
ACTIVITY / STATISTICAL REPORTS
Records related to the collection of narrative and statistical
data about the Town of Aurora’s programs, activities, and
services. Records may include periodic reports such as the
number of participants in attendance etc.
By name of facility or
program
Community
Services
CY+1 2 CY+3 Destroy
Archival
Selection
Internal ONT 228
WAIVERS OF LIABILITY / PARENTAL CONSENTS.
SEE: LEGAL / LICENSING / PERMITS – USE & PERMISSIONS
AUTHORIZATION – CONSENT RELEASE FORMS & WAIVERS
TRAINING RECORDS FOR CERTIFICATIONS
Records related to the administration of classes to prepare
students for certification in water safety instruction, CPR,
lifeguard, etc. Records may include attendance sheets, exams,
answer sheets, pass/ fail status or grades, personal contact
information, sign-in sheets, etc.
By name of
participant
Community
Services
T/E 2 T/E+2
T/E = expiry of
certification
Destroy
Confidential PIB
ONT 119
TRAVEL ARRANGEMENTS FOR PARTICIPANTS
Records related to all administrative trip planning such as 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
Community
Services
T/E 2 T/E+2
T/E= completion
of trip
Destroy
Confidential PIB
ONT 119
FACILITY RESERVATIONS - RECREATIONAL
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “A” Amended by By-law Number 6586-24 enacted Feb. 27, 2024
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 81 of Page 81
Record Series Filing Methodology Accountability Active
Retention
Inactive
Retention Total Retention Disposition Security
Classification
Citation/
Comments
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 - ADMINISTRATION SERVICES
MANAGEMENT - BOARD ROOM BOOKINGS
By permit number Community
Services
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.
NOTE: Inquiries are to be sent to CAO
Alphabetical by topic Office of the
Chief
Administration
Officer
CY + 2 0 CY+2 Archival Internal
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 1 of 72
Record Classification Structure and Retention By-law
Schedule “B”
Federal Legislation
Citation
Table
No.
FileLawTM
Entry Code
Federal Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Fed.1 Canada Revenue Agency,
GST/HST Memoranda Series
Chapter 15: Books and
Records (Revised July 1999)
15.2 Computerized Records,
June 2005
Electronic records, books of
account, documents and
other information in
electronic form used for
purposes of the verification
of the Goods and Services
Tax / Harmonized Sales Tax
(GST/HST) charged and
remitted on taxable supplies
of goods and services as
well as the tax paid on
purchases.
6 years
286(3.1) 8. Persons who
keep records in an electronic
format are required to retain
them in an electronically
readable format for a period
of six years from the end of
the latest year to which they
relate. This means that a
person must retain the
electronic records even
when hard copy is available.
Fed.2 Canada Revenue Agency,
GST/HST Memoranda Series
Chapter 15: Books and
Records (Revised July 1999)
15.1 General Requirements
for Books and Records, June
2005
Records that enable the
determination of the tax
charged and remitted on
24. Persons carrying on a
business or engaged in a
commercial activity, persons
who are required to file a
GST/HST return, and
persons who make an
application for a rebate are
required to keep their books
and records for a period of
six years from the end of the
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 2 of 72
Citation
Table
No.
FileLawTM
Entry Code
Federal Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
taxable supplies of goods
and services as well as the
tax paid on business
purchases and claimed as
an input tax credit (ITC) or
rebate.
latest year to which they
relate.
Electronic records ss
286(3.1)
25. Persons who keep
records electronically are
required to retain them in an
electronically readable
format for a period of six
years from the end of the
latest year to which they
relate. This means that a
person must retain the
electronic records even
when hard copy is available.
Minimum retention period
26. The minimum retention
period for books and
records is generally
determined by the last year
when a record may be
required for purposes of the
Act, and not the year when
the transaction occurred,
and the record was created.
For example, records
supporting the acquisition
and capital cost of property
should be maintained until
the day that is six years
from the end of the last
year in which such an
acquisition could enter into
any calculation for
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 3 of 72
Citation
Table
No.
FileLawTM
Entry Code
Federal Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
GST/HST purposes,
including the basic tax
content of the property.
Fed.4 FFD-Fn.Ad.-
25
Financial Administration Act,
R. S. C. 1985, c. F-11, ss.
161.(1),(2),(3); as am. S. C.
2004, c. 12, s. 20
Protection of Computer
Systems
Event = Retain only data
essential to identify, isolate
or prevent harm to computer
system
Fed.5 FFD-Fn.Ad.-4 Financial Administration Act,
R.S.C. 1985, c. F-11, s. 17(3).
Public Money Receivables
Not specified
Fed.6 FF-Exc.Tx.-1
Excise Tax Act, R. S. C. 1985,
c. E-15, s. 298.(1)(f); as am.
S. C. 1990, c. 45, s. 12; as
am. S. C. 1993, c. 27, s.
131.(2); as am. S. C. 2000, c.
30, s. 89.(1).
Assessment Period Liability
– Limitation Period
Event + 4 years (Event =
Person liable/person paid or
remitted the amount; as
applicable)
Fed.7 FF-Exc.Tx.-
12
Excise Tax Act, R. S. C. 1985,
c. E-15, s. 286; as am. S. C.
1990, c. 45, s. 12; as am. S.
C. 1998, c. 19, s. 282
Commercial Activities —
Records Requirements
Event + 6 years (Event = End
of year to which relate, or
such other period as may be
prescribed in Canada)
Fed.8 FF-Exc.Tx.-4 Excise Tax Act, R. S. C. 1985,
c. E-15, s. 98.(1), as am. R. S.
Event + 6 years (Event = End
of calendar year for which
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 4 of 72
Citation
Table
No.
FileLawTM
Entry Code
Federal Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
C. 1985 (1st Supp.), c. 15, s.
36; as am. R. S. C. 1985 (2nd
Supp.), c. 7, s. 45.(1); ss.
100.(2) to (4); as am. S. C.
2002, c. 22, s. 386.
Excise Tax Records and
Books of Account
records kept; or until written
permission for prior disposal
by Minister given; or longer if
appeal)
Fed.9 FHR-CPP-2
Canada Pension Plan, R. S.
C. 1985, c. C-8, s. 24; as am.
S. C. 1991, c. 49, s. 207; as
am. S. C. 1997, c. 40, s. 64;
as am. S. C. 1998, c. 19, s.
253.
Canada Pension Plan
Records
Event + 6 years (Event = end
of year for which records and
books of account are kept or
written permission for their
prior disposal is given by
Minister, or end of appeal
period.)
Fed.10 FHR-Em.Ins.-
10
Employment Insurance Act,
S.C. 1996, c. 23, s. 87, as
am., S.C. 1998, c. 19, s. 267.
Employers — Books of
Account
Event + 6 years (Event = end
of year for which they are
kept, or until written
permission for their prior
disposal is given by the
Minister or if appeal until the
ruling is made or the appeal
is disposed of and any
further appeal is disposed of
or the time for filing a further
appeal has expired.)
Electronic records
((3.1) Every employer
required by this section to
keep records who does so
electronically shall retain
them in an electronically
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 5 of 72
Citation
Table
No.
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Entry Code
Federal Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
readable format for the
retention period referred to
in subsection (3).)
Fed.11 FHR-Em.Ins.-
13
Employment Insurance
Regulations, under the
Employment Insurance Act,
SOR/96-332, ss. 19.(2), (4)(b)
Employers — Undeliverable
Record of Employment
Earliest of:
1 year or Event = copy is
requested by the
Commission or by person
Fed.12 FHR-Em.Ins.-
9
Employment Insurance Act,
S. C. 1996, c. 23, s. 85.(3).
Employment Insurance
Assessment -Limitation
Period
Event + 3 years (Event = end
of year in which any premium
should have been paid,
unless misrepresentation or
fraud)
Fed.13 FMV-MVT-1 Motor Vehicle Transport Act,
R. S. C. 1985 (3rd Supp.), c.
29, s. 18.(2).
Motor Vehicle Transport
Offence Proceedings —
Limitation Period
1 year
Fed.14 FS-Lb.Cd.-
133
Canada Occupational Health
and Safety Regulations,
under the Canada Labour
Code, SOR/86-304, ss. 20.3,
20.8.(2); as en. SOR/2008-
148, s. 1.
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 6 of 72
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Federal Citations and
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Retention Requirement or
Limitation Period
Posting of Workplace
Violence Prevention Policies
and Emergency Notification
Procedures
Fed.15 FS-Lb.Cd.-
134
Canada Occupational Health
and Safety Regulations,
under the Canada Labour
Code, SOR/86-304, ss.
20.6.(3), 20.7.(1), 20.8.(1); as
en. SOR/2008-148, s. 1
Work Place Violence
Procedures and Emergency
Notification Procedures
Not specified “shall establish
and update every 3 years”
Fed.16 FS-Lb.Cd.-
135
Canada Occupational Health
and Safety Regulations,
under the Canada Labour
Code, SOR/86-304, s.
20.7.(3); as en. SOR/2008-
148, s. 1.
Workplace Violence Records
3 years; in written or
electronic form
Fed.17 FS-Lb.Cd.-
136
Canada Occupational Health
and Safety Regulations,
under the Canada Labour
Code, SOR/86-304, s.
20.9.(5); as en. SOR/2008-
148, s. 1.
Not specified “shall keep”
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 7 of 72
Citation
Table
No.
FileLawTM
Entry Code
Federal Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Investigation of Workplace
Violence Reports
Fed.18 FS-Lb.Cd.-
137
Canada Occupational Health
and Safety Regulations,
under the Canada Labour
Code, SOR/86-304, ss.
20.10.(2),(4),(5); as en.
SOR/2008-148, s. 1.
Workplace Violence Training
Records
Event + 2 years (Event = Date
employee ceases to perform
activity that has risk of
workplace violence
associated with it; in paper or
electronic form)
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 8 of 72
Provincial Legislation
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Ont.1 OBF-CAI-1 Compulsory Automobile
Insurance Act, R.S.O. 1990, c.
C.25, s. 2(10).
Automobile Insurance
Offence Proceedings —
Limitation Period
Event + 3 years (Event = date
offence alleged to have been
committed)
Ont.2 OBF-Insu.-2 Statutory Conditions —
Automobile Insurance
Regulation, under the
Insurance Act, O. R. 777/93,
Schedule, s. 9.(4).
Auto Insurance Proceedings
Statutory Conditions —
Limitation Period
Automobile or Contents:
Event + 1 year (Event = loss)
And: Persons and Other
Property
Event + 2 years (Event =
cause of action arose)
Ont.3 OBF-Insu.-3 Insurance Act, R. S. O. 1990,
c. I.8, s. 281.1.(1); as am. S.
O. 2002, c. 24, Sched. B, s.
39.(6).
Auto Insurance Mediation
Proceedings or Evaluations
— Limitation Period
Event + 2 years (Event =
insurer’s refusal to pay
benefit claimed)
Ont.4 OBF-Insu.-4 Insurance Act, R.S.O. 1990, c.
I.8, s. 148(2), Stat. Cond. 14.
Fire Insurance Claims –
Limitation Period
One year
Ont.5 OBS-AOD-1 Accessibility for Ontarians
with Disabilities Act, 2005, S.
Make available to the public
on request
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 9 of 72
Citation
Table
No.
FileLawTM
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Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
O. 2005, c. 11, ss. 14.(1) to
(4), 17.
Persons or Organizations to
whom Accessibility Standard
Applies — Accessibility
Reports
Ont.6 OBS-Vt.St.-3 Vital Statistics Act, R. S. O.
1990, c. V.4, s. 59.
Offence Prosecutions —
Limitation Period
Event + 1 year (Event = Dep.
Registrar General becomes
aware of facts on which
proceeding based)
Ont.7 OCON-OHS-
23
Construction Projects
Regulation, under the
Occupational Health and
Safety Act, O. Reg. 213/91, s.
5, as am., O. Reg. 145/00, s.
3.
Constructors — Construction
Registration Forms
Event = Keep while employer
is working there
Ont.8 OCON-OHS-
24
Construction Projects
Regulation, under the
Occupational Health and
Safety Act, O. R. 213/91, ss.
6.(3),(6), 19; as am. O. R.
145/00, s. 4.
Constructors — Posting and
Retention of Construction
Notification Form
Event + 1 year (Event =
project finished)
Ont.9 OCON-OHS-
25
Construction Projects
Regulation, under the
Event + 1 year (Event =
project finished).
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 10 of 72
Citation
Table
No.
FileLawTM
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Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Occupational Health and
Safety Act, O. R. 213/91, s.
19; ss. 26.8.(4),(5); as am. O.
R. 145/00, s. 14; as am. O. R.
85/04, s. 9.
Engineer’s Safety Net
Inspections/Tests
Documentation
Ont.10 OCON-OHS-
26
Construction Projects
Regulation, under the
Occupational Health and
Safety Act, O. R. 213/91, s.
26.9.(8) pars. 1, 6; as am. O.
R. 145/00, s. 14.
Constructors — Lifeline
System Designs
Event = Keep design at
project while system in use.
Ont.11 OCON-OHS-
27
Construction Projects
Regulation, under the
Occupational Health and
Safety Act, O. R. 213/91, ss.
29.(9),(12); as am. O. R.
145/00, s. 15.
Constructors — Record of
Servicing, Cleaning and
Sanitizing of Facilities and
Facilities Location Change
Documents
Event = Keep for duration of
project
Ont.12 OCON-OHS-
28
Construction Projects
Regulation, under the
Occupational Health and
Safety Act, O. R. 213/91, s.
Event + 1 year (Event =
project finished)
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 11 of 72
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Retention Requirement or
Limitation Period
19; ss. 67.(4),(5); as am. O. R.
145/00, s. 21.
Employers — Traffic
Protection Plan
Ont.13 OCON-OHS-
29
Construction Projects
Regulation, under the
Occupational Health and
Safety Act, O. R. 213/91, ss.
69.(4)(d),(5); as am. O. R.
145/00, s. 23.
Traffic Signal Instructions
Event = Shall be kept at
project
Ont.14 OCON-OHS-
30
Construction Projects
Regulation, under the
Occupational Health and
Safety Act, O. R. 213/91, s.
106.(1.5); as am. O. R.
145/00, s. 28.
Employers — Signaller
Instructions
Event = Keep at project
Ont.15 OCON-OHS-
6
Construction Projects
Regulation, under the
Occupational Health and
Safety Act, O.R. 213/91, ss.
19, 236(7).
Constructors — Design
Drawings / Specifications
Event + 1 year (Event =
project finished).
Ont.16 OC-TSS-1 Elevating Devices Regulation,
under the Technical
Not Specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 12 of 72
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Retention Requirement or
Limitation Period
Standards and Safety Act,
2000, O. Reg. 209/01, s. 30.
Owners — Posting of
Elevator Licences
Ont.17 OC-TSS-2 Elevating Devices Regulation,
under the Technical
Standards and Safety Act,
2000, O. R. 209/01, ss.
33.(6),(7), 4.(2).
Elevating Devices —
Inspection and Tests
Records Logbook
Event + 5 years (Event = Date
of last entry)
Ont.18 OC-TSS-3 Elevating Devices Regulation,
under the Technical
Standards and Safety Act,
2000, O. R. 209/01, s. 34; as
am. O. R. 252/08, s. 19.
Owner/Contractors —
Elevating Device Log Books
Event + 5 years (Event = date
of last entry)
Ont.19 OC-TSS-4 Elevating Devices Regulation,
under the Technical
Standards and Safety Act,
2000, O. R. 209/01, s. 37.(e);
as am. O. R. 252/08, s. 22.
Owners — List of Emergency
Contacts
Make available on request
Ont.20 OC-TSS-5 Elevating Devices Regulation,
under the Technical
Standards and Safety Act,
Make available on request
and transfer to new owners
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 13 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
2000, O. R. 209/01, ss.
25.(2), 37.(f),(g).
Owners — Elevating Device
Registered Design
Submissions/ Maintenance
Instructions
Ont.21 OC-TSS-6 Elevating Devices Regulation,
under the Technical
Standards and Safety Act,
2000, O. Reg. 209/01, s. 38.
Owners — Passenger
Elevator Contractor Contacts
Make available on request
Ont.22 OENV-Ev.Pr.-
10
Environmental Protection
Act, R.S.O. 1990, c. E.19, s.
195.
Environmental Offence
Prosecutions — Limitation
Period
Event + 2 years (Event = later
of: date of offence or: day
evidence of offence first
came to attention of person
appointed under s. 5.)
Ont.23 OENV-Ev.Pr.-
22
General - Waste
Management Regulation,
under the Environmental
Protection Act, R.R.O. 1990,
Reg. 347, ss. 18(8), (9).
Generator — Waste Disposal
Records
2 years.
Ont.23 OENV-Ev.Pr.-
23
General — Waste
Management Regulation,
under the Environmental
Protection Act, R. R. O. 1990,
2 years; at receiving facility
or head office of receiver
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 14 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
R. 347, ss. 23.(5)(a),(c),(5.1);
as am. O. R. 501/01, s. 7.(4);
as am. O. R. 337/09, s.
13.(2).
Receivers — Waste
Transportation Manifests
Copy 5 (Blue) / Electronic
Copy
Ont.24 OENV-Ev.Pr.-
24
General - Waste
Management Regulation,
under the Environmental
Protection Act, R.R.O. 1990,
Reg. 347, s. 23(6).
Carriers — Waste
Transportation Manifests
Copy 4 (Pink)
2 years.
Ont.25 OENV-Ev.Pr.-
25
General — Waste
Management Regulation,
under the Environmental
Protection Act, R. R. O. 1990,
R. 347, ss. 23.(7),(8); as am.
O. R. 501/01, s. 7.(6); as am.
O. R. 337/09, s. 13.(4); as
am. O. R. 234/11, s. 24.(5).
Carriers — Waste
Transportation Manifests —
Copy 4 (Pink)
2 years.
Ont.26 OENV-Ev.Pr.-
26
General — Waste
Management Regulation,
under the Environmental
Protection Act, R. R. O. 1990,
2 years; at generator’s head
office and at waste
generation facility
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 15 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
R. 347, ss.
24.(4),(4.1)(a),(b),(5); as am.
O. R. 501/01, s. 8.(1); as am.
O. R. 337/09, s. 14.
Generators — Waste
Transportation Manifests
Copy 2 (Green)
Ont.27 OENV-Ev.Pr.-
27
General — Waste
Management Regulation,
under the Environmental
Protection Act, R. R. O. 1990,
R. 347, ss. 24.(7)(a) to
(c),(10); as am. O. R. 501/01,
s. 8.(5).
Carrier — Waste
Transportation Manifests
Copy 4 (Pink)
2 years.
Ont.28 OENV-Ev.Pr.-
30
General — Waste
Management Regulation,
under the Environmental
Protection Act, R. R. O. 1990,
R. 347, ss. 25.(9),(10); as am.
O. R. 501/01, s. 9.(9); as am.
O. R. 234/11, ss. 1.(3), 25.(4).
Waste Transportation
System Operators — Waste
Transportation Manifests
Copy 4 (Pink)
2 years.
Ont.29 OENV-Ev.Pr.-
31
General — Waste
Management Regulation,
under the Environmental
2 years.
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 16 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Protection Act, R. R. O. 1990,
R. 347, ss. 27.(5),(5.1); as
am. O. R. 501/01, s. 11.(3).
Generator — Waste
Transportation Manifests
Copy 6 (Brown)
Ont.30 OENV-Ev.Pr.-
33
Environmental Protection
Act, R.S.O. 1990, c. E.19, s.
47(9).
Well Security Fund
Compensation — Limitation
Period
Event + 6 months (Event =
Director received notice or
such longer period as
determined by Director)
Ont.31 OENV-Ev.Pr.-
408
Renewable Approvals Under
Part V.0.1 of the Act
Regulation, under the
Environmental Protection
Act, O. R. 359/09, ss.
13.(1),(3)
Renewable Energy
Applicants — Approvals
Documents
Not specified “shall
submit/shall be in writing”
Ont.32 OENV-Ev.Pr.-
409
Renewable Approvals Under
Part V.0.1 of the Act
Regulation, under the
Environmental Protection
Act, O. R. 359/09, ss.
14.(1)(b)
Not specified “shall obtain”
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 17 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Renewable Energy Project
Applicants — List of
Aboriginal Communities
Ont.33 OENV-Ev.Pr.-
411
Renewable Approvals Under
Part V.0.1 of the Act
Regulation, under the
Environmental Protection
Act, O. R. 359/09, ss. 16,
17.(1),(1.1); as am. O. R.
521/10, ss. 8, 10.(1) to (3).
Renewable Energy Project
Description Reports and
Draft Documents
Not specified “shall make
available/shall post”
Ont.34 OENV-Ev.Pr.-
412
Renewable Approvals Under
Part V.0.1 of the Act
Regulation, under the
Environmental Protection
Act, O. R. 359/09, ss.
22.(2)(a), 23.(1)(b),(2)(b),
24.(1) par. 1,(2), 25.(1),(3)
Renewable Energy Project
Applicants — Archaeological
Assessments / Heritage
Assessment Reports and
Summaries / Records
Review Reports
Not specified “shall ensure
conducted/prepare”
Ont.35 OENV-Ev.Pr.-
413
Renewable Approvals Under
Part V.0.1 of the Act
Regulation, under the
Environmental Protection
Act, O. R. 359/09, ss. 26.(3).
Not specified “shall prepare”
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 18 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
27.(1); as am. O. R. 521/10,
ss. 15.(3), 16.
Renewable Energy Project
Applicants — Natural
Heritage, Site Investigation
Reports
Ont.36 OENV-Ev.Pr.-
414
Renewable Approvals Under
Part V.0.1 of the Act
Regulation, under the
Environmental Protection
Act, O. R. 359/09, ss. 29.(1)
par. 1. 30
Renewable Energy Project
Applicants — Water
Assessments Records
Reports
Not specified “shall prepare”
Ont.37 OENV-Ev.Pr.-
415
Renewable Approvals Under
Part V.0.1 of the Act
Regulation, under the
Environmental Protection
Act, O. R. 359/09, ss.
31.(2),(4),(5); as am. O. R.
521/10, s. 18.(2).
Renewable Energy Project
Applicants — Water Site
Investigation Reports
Not specified “shall prepare”
Ont.38 OENV-Ev.Pr.-
418
Greenhouse Gas Emissions
Reporting, under the
Environmental Protection
Act, O. R. 452/09, s. 18
Event + 7 years (Event = End
of reporting period to which
relates)
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 19 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Emissions and Verification
Reports and Other
Greenhouse Gas Emissions /
Biomass Documentation /
Data / Facility Information
and Logs
Ont.39 OENV-LSP-2 Lake Simcoe Protection Act,
2008, S. O. 2008, c. 23, s.
24.(2)
Proceedings related to Lake
Simcoe Region Conservation
Authority under Conservation
Authorities Act — Limitation
Period
Event + 2 years (Event =
Later of: day offence
committed; or: day evidence
of offence first came to
attention of officer)
Ont.40 OENV-
ORMC-1
Oak Ridges Moraine
Conservation Act, 2001, S. O.
2001, c. 31, s. 24.(7)
Oak Ridges Moraine
Conservation Plan Offence
Prosecutions — Limitation
Period
2 years after the day on
which the offence was
alleged to have been
committed
Ont.41 OENV-SDW-
22
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, ss. 8.(8) to (9); as
am. O. R. 247/06, s. 6
Owners of Drinking–Water
Systems — Warning Notice
Check Records
1 year (12 months) in
location where can be
conveniently accessed by
provincial officer
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 20 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Ont.42 OENV-SDW-
23
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, ss. 12.(1) par.
3,(3); as am. O. R. 253/05, s.
9.(1).; as am. O. R. 247/06, s.
11; s. 13.(2) par. 1.(3); ss.
11.(1) to (2.1),(6) to (11); as
am. O. R. 269/03, s. 6; as am.
O. R. 253/05, s. 8.(1); as am.
O. R. 247/06, s. 10; as am. O.
R.418/09, s. 8.
Owners of Drinking–Water
Systems — Annual Reports
6 years; 2 years readily
available
Ont.43 OENV-SDW-
24
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, ss. 12.(1) pars. 1
to 4,(4),(5); as am. O. R.
253/05, s. 9; as am. O. R.
247/06, s. 11; as am. O. R.
418/09, s. 9.
Owners of Drinking–Water
Systems — Test Results,
Approvals, Annual Report,
Schedule 21/22 Reports
2 years readily available
Ont.44 OENV-SDW-
25
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, ss. 13.(1) pars. 1,
2,(5),(6); as am. O. R. 247/06,
s. 12; as am. O. R. 418/09, s.
10.(1).
2 years
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 21 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Drinking–Water System
Owners — Chlorine
Distribution Sample Records,
Microbiological Sampling
and Testing Records,
Maintenance and
Operational Checks Records,
Approval Records
Ont.45 OENV-SDW-
26
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, ss. 13.(2) par.
1,(5),(6); as am. O. R. 247/06,
s. 12; as am. O. R. 399/07,
ss. 4.(1),(2); as am. O. R.
418/09, s. 10.(3).
Drinking–Water System
Owners — Chemical and
Lead Test Records
6 years
Ont.46 OENV-SDW-
27
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, ss. 13.(3) par. 1, 3,
(5),(6); as am. O. R. 399/07,
s. 4.(3).
Drinking–Water System
Owners — Sodium,
fluoridation and Trace
Chemicals (Schedule 23/24)
Test Records, Raw Water
Supply Records
15 years
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 22 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Ont.47 OENV-SDW-
28
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 14.(2).
Documents — Electronic
Format
Not specified
Ont.48 OENV-SDW-
29
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, Schedule 1:
Treatment Equipment
Municipal: Large Residential
Small Residential, s. 1.6.(3).
System Owner — Disinfection
Equipment Records
Not specified “shall ensure
records”
Ont.49 OENV-SDW-
30
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, Schedule 2:
Treatment Equipment
(Municipal Non–Residential;
Non–Municipal Residential;
Non–Municipal Non–
Residential), s. 2.2.(1) par.
(6).
Drinking–Water System
Owners — Water Treatment
Equipment Operating
Instructions
Event = Ensure instructions
kept near equipment
Ont.50 OENV-SDW-
31
Drinking–Water Systems
Regulations, under the Safe
2 years
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 23 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Drinking–Water Act, 2002, O.
R. 170/03, s. 13.(1) par. 4,
Schedule 3: Point of Entry
Treatment (Small Municipal
Residential; Municipal Non–
Residential; Non–Municipal
Residential; Non–Municipal
Non–Residential), ss. 3–
1.1.(1) par. 4,(5),(6)(7)(a); as
am. O. R. 418/09, s. 13.
Drinking–Water System
Owners — Records of Entry
Treatment Units, Dates,
Locations, Approvals and
Failures to Obtain Access
Ont.51 OENV-SDW-
32
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, Schedule 4: Relief
from Schedule 1, s. 4.4; as
am. O. R. 418/09, s. 13.
Schedule 4 Approval
Conditions — Written
Assessments
Not specified “shall ensure
prepared”
Ont.52 OENV-SDW-
33
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, Schedule 5: Relief
from Schedule 2 Municipal:
Large Non–Residential Small
Non–Residential Non–
Municipal: Year–Round
Residential Seasonal
Not specified “shall ensure
prepared”
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 24 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Residential Large Non–
Residential Small Non–
Residential, ss. 5.4.(1),(2)
Schedule 5: Approval
Conditions — Written
Assessments
Ont.53 OENV-SDW-
34
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 13.(1) par. 1, ss.
ii; Schedule 6: Operational
Checks, Sampling and
Testing — General, ss. 6-5.(1)
pars. 1-3, (1.1); as am. O. R.
418/09, s. 15.(14).
Drinking–Water Systems
Owners — Continuous
Monitoring Equipment Tests
2 years
Ont.54 OENV-SDW-
35
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 13.(1) par. 1, ss.
ii; Schedule 6: Operational
Checks, Sampling and
Testing — General, ss.
6.10.(1),(2); as am. O. R.
418/09, s. 15.(17).
Owner/Operating Authority
of Drinking–Water System —
Sample Records
2 years
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 25 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Ont.55 OENV-SDW-
36
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 13.(1) par. 3;
Schedule 8: Maintenance
and Operational Checks
Municipal: Large Non–
Residential Non–Municipal:
Year–Round Residential
Large Non–Residential, ss.
8–2.(5), ss. 8–2.(5).
Owner/Operating Authority
of Drinking–Water System —
Maintenance and
Operational Checks Records
2 years
Ont.56 OENV-SDW-
37
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 13.(1) par. 3;
Schedule 9: Maintenance
and Operational Checks
Municipal: Small Non–
Residential Non–Municipal:
Seasonal Residential Small
Non–Residential, s. 9.2.(5).
Owner/Operating Authority
of Drinking–Water System —
Maintenance and
Operational Checks Records
2 years
Ont.57 OENV-SDW-
38
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03,Schedule 19:
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 26 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Warning Notice of Potential
Problems , ss. 19–2,19–
3.(1),(2); as am. O. R. 249/03,
s. 22; as am. O. R. 247/06, s.
30.
Posting of Warning Notices
of Potential Problems
Ont.58 OENV-SDW-
39
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 12.(1) par. 4, ss.
13.(3) pars. 2, 4, (4);Schedule
21: Engineering Evaluation
Reports, Municipal: Large
Non–Residential Small Non–
Residential Non–Municipal:
Year–Round Residential
Seasonal Residential Large
Non–Residential Small Non–
Residential, ss. 21–2.(1), 21–
2.(3), 21–6.
Owner/Operating Authority
of Drinking–Water System —
: Municipal: Large Non–
Residential Small Non–
Residential Non–Municipal:
Year–Round Residential
Seasonal Residential Large
Non–Residential Small Non–
Residential — Engineering
Evaluation Reports and
OWRA Approvals
15 years; 2 years readily
accessible during normal
business hours at facility
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 27 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Ont.59 OENV-SDW-
40
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 12.(1) par. 4,(3)
to (5), 13.(2) par. 4;Schedule
22: Summary Reports For
Municipalities, Municipal:
Large Residential Small
Residential, ss. 22–2.(1),(4).
Owners of Drinking–Water
Systems — Municipal: Large
Residential, Small
Residential, Summary
Reports
6 years; 2 years readily
accessible during business
hours at facility
Ont.60 OENV-SDW-
41
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 13.(1) par.
3;Schedule 17: Corrective
Action Large Municipal
Residential, ss. 17–5 to 17–
9.
Owner of Drinking–Water
System: Large Municipal
Residential — Corrective
Action Reports for
Aeromonas spp., E–coli and
Coliforms
2 years
Ont.61 OENV-SDW-
42
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 13.(2) par. 1, ss.
iii;Schedule 17: Corrective
6 years
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 28 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Action Large Municipal
Residential, ss. 17–10 to 17–
12; as am. O. R. 418/09, s.
24.
Drinking–Water System
Owner: Large Municipal
Residential — Radiological,
Pesticide and other Health
Related Parameter Testing
Results
Ont.62 OENV-SDW-
43
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 13.(3) par. 1, ss.
iii;Schedule 17: Corrective
Action Large Municipal
Residential, s. 17–13.
Drinking–Water System
Owner: Large Municipal
Residential — Sodium Test
Results
15 years
Ont.63 OENV-SDW-
44
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 13.(1) par.
4;Schedule 18: Corrective
Action (Small Municipal
Residential; Municipal Non–
Residential; Non–Municipal
Residential; Non–Municipal
Non–Residential), ss. 18–5
to 18.–9.
2 years
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 29 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Owner of Drinking–Water
System; Municipal
Residential, Non–Municipal
Residential and Seasonal
Residential — Corrective
Action Reports
Ont. 64 OENV-SDW-
45
Drinking–Water Systems
Regulations, under the Safe
Drinking–Water Act, 2002, O.
R. 170/03, s. 13.(3) par. 1, ss.
4;Schedule 18: Corrective
Action (Small Municipal
Residential; Municipal Non–
Residential; Non–Municipal
Residential; Non–Municipal
Non–Residential), ss. 18–10
to 18.–13; as am. O. R.
418/09, s. 25.(2).
Owner of Drinking–Water
System: Municipal
Residential, Non–Municipal
Residential and Seasonal
Residential — Corrective
Action Reports
15 years
Ont.65 OENV-
Wt.Rs.-1
Ontario Water Resources
Act, R. S. O. 1990, c. O. 40, s.
94; as am. S. O. 2001, c. 9,
Sched. G, s. 6.(38).
Ontario Water Resources Act
Offence Proceedings —
Limitation Period
Event + 2 years (Event = later
of: date offence committed
and date: offence first came
to attention of designated
person)
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 30 of 72
Citation
Table
No.
FileLawTM
Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Ont.66 OENV-
Wt.Rs.-34
Licensing of Sewage Works
Operators Regulation, under
the Ontario Water Resources
Act, O. R. 129/04, s. 4.(5)
Facility Owners — Posting of
Certificate of Classification
of Facility
Not specified
Ont.67 OENV-
Wt.Rs.-35
Licensing of Sewage Works
Operators Regulation, under
the Ontario Water Resources
Act, O. R. 129/04, s. 13.
Facility Owner — Posting of
Licensed Operator Licences
Not specified
Ont.68 OENV-
Wt.Rs.-36
Licensing of Sewage Works
Operators Regulation, under
the Ontario Water Resources
Act, O. R. 129/04, s. 17.(2).
Facility Owner — Operator–
in–charge Records
Not specified
Ont.69 OENV-
Wt.Rs.-37
Licensing of Sewage Works
Operators Regulation, under
the Ontario Water Resources
Act, O. R. 129/04, ss.
18.(2)(c)(d).
Operator–in–charge —
Adjustment and Equipment
Operating Status Records
Not specified
Ont.70 OENV-
Wt.Rs.-38
Licensing of Sewage Works
Operators Regulation, under
2 years
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Retention Requirement or
Limitation Period
the Ontario Water Resources
Act, O. R. 129/04, s. 19
Facility Owner — Logs and
Record–keeping
Mechanisms
Ont.71 OENV-
Wt.Rs.-40
Licensing of Sewage Works
Operators Regulation, under
the Ontario Water Resources
Act, O. R. 129/04, ss.
21.(3),(4).
Facility Owner — Training
Records
Not specified
Ont.72 OE-OEB98-
142
Ontario Energy Board Act,
1998, S. O. 1998, c. 15, Sch.
B, s. 25.37.(1); as en. S. O.
2009, c. 12, Sched. B, s. 9
Distributors, Transmitters,
OPA and IESO — Distribution
/ Transmission System’s
Ability to Accommodate
Generation from Renewable
Energy Generation Facility
Information
Not specified “shall provide”
Ont.73 OE-OEB98-
69
Ontario Energy Board Act,
1998, SO 1998, c 15, Sch B, s
4.2(4)
Electricity Reporting and
Record Keeping
Requirements
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 32 of 72
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Ontario Citations and
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Retention Requirement or
Limitation Period
Retailers — Offers,
Promotional Material,
Applications/ Registration
Forms, Form Letters, Sample
Identity Cards, Reference
Material (Utility Bills, Price
Comparisons and Forecasts)
Ont.74 OF-Corp.Tx.-
7
Corporations Tax Act, R. S.
O. 1990, c. C.40, s. 13.3.(10);
as am. S. O. 1998, c. 34, s.
31; as am. S. O. 2004, c. 16,
s. 2.(2).
Workplace Accessibility Tax
Incentive Certificates
Not specified “retains”
Ont.75 OF-In.Tx.-1 Income Tax Act, R. S. O.
1990, c. I.2, s. 48.(3); as am.
S. O. 2004, c. 16, s. 3.
Provincial Offence Tax
Prosecutions — Limitation
Period
8 years
Ont.76 OF-In.Tx.-2 Income Tax Act, R. S. O.
1990, c. I.2, s. 39; as am. S.
O. 1993, c. 29, s. 2; as am. S.
O. 2004, c. 16, s. 3.
Income Tax Accounting
Records and Books of
Account
Event + 6 years (Event = End
of last taxation year to which
records relate; at person’s
place of business or
residence in Ontario; unless
exceptions apply)
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 33 of 72
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Ontario Citations and
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Retention Requirement or
Limitation Period
Ont.77 OF-In.Tx.-4 Income Tax Act, R. S. O.
1990, c. I.2, s. 38.(4); as am.
S. O. 2004, c. 16, s. 3.
Director’s Liability for Income
Tax — Limitation Period
Event + 2 years (Event =
director last ceased to be a
director of that corporation.)
Ont.78 OF-LTT-5 Land Transfer Tax Act, R. S.
O. 1990, c. L.6, s. 9.3; as en.
S. O. 2004, c. 31, Schedule
21, s. 16.
Land Transfer Tax Act
Collectors — Documents,
Records and Accounts
Event + 7 years (Event = date
conveyance registered or
information given to Minister
unless written permission for
earlier disposal received
from Minister; at principal
place of business in Ontario)
Ont.79 OF-RST-9 Definitions, Exemptions and
Rebates Regulation, under
the Retail Sales Tax Act,
R.R.O. 1990, Reg. 1012, s. 22;
as am. O.Reg. 35/91, s. 4.
Retail Sales Tax Accounting
Records
Event + 6 years (72
months)(Event = start of
fiscal year during which
records destroyed unless
Minister approves earlier,
and no outstanding court
action).
Ont.80 OHR-
Em.St2000-2
Employment Standards Act,
2000, S. O. 2000, c. 41, ss.
15.(1) par. 1, 15.(5) par. 1; s.
16; as am. S. O. 2004, c. 21,
s. 3.
Employers — Employee
Name and Address Records
Event + 3 years (Event = date
employee ceased to be
employed by employer)
Ont.81 OHR-
Em.St2000-3
Employment Standards Act,
2000, S. O. 2000, c. 41, ss.
15.(1) par. 2, 15.(5) par. 2; s.
Event + 3 years (Event =
earliest of: employee’s 18th
birthday or date employee
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 34 of 72
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Retention Requirement or
Limitation Period
16; as am. S. O. 2004, c. 21,
s. 3.
Employers — Employee
Records / Date of Birth
ceased to be employed by
employer)
Ont.82 OHR-
Em.St2000-4
Employment Standards Act,
2000, S.O. 2000, c. 41, ss.
15.(1) par. 3, 15.(5) par. 1; s.
16; as am. S. O. 2004, c. 21,
s. 3.
Employers — Employment
Records / Date Employment
Started
Event + 3 years (Event = date
employee ceased to be
employed by employer)
Ont.83 OHR-WSI-1 Workplace Safety and
Insurance Act, 1997, S. O.
1997, c. 16, Schedule A, s.
80; as am. S. O. 2001,
Schedule I, s. 4.(2).
Schedule 1 Employers —
Wages Record
Not specified
Ont.84 OHR-WSI-10 First Aid Requirements
Regulation, under the
Workplace Safety and
Insurance Act, 1997, R.R.O.
1990, R. 1101, s. 5.
Accident and First Aid
Records
Not specified
Ont.85 OHR-WSI-10 First Aid Requirements
Regulation, under the
Workplace Safety and
Not specified.
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 35 of 72
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No.
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Ontario Citations and
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Retention Requirement or
Limitation Period
Insurance Act, 1997, R.R.O.
1990, R. 1101, s. 5.
Accident and First Aid
Records
Ont.86 OHR-WSI-8 Workplace Safety and
Insurance Act, 1997, S. O.
1997, c. 16, Schedule A, s.
157.1.(1); as am. S. O. 2001,
c. 9, Schedule I, s. 4.(5).
Offence Prosecutions —
Limitation Period
Event + 2 years (Event =
most recent act or omission
upon which prosecution is
based comes to knowledge
of Board)
Ont.87 OLA-EHT-1 Employer Health Tax Act,
R.S.O. 1990, c. E.11, s. 37.
Employer Health Tax Act
Offence Prosecutions —
Limitation Period
Six years
Ont.88 OLA-EHT-2 Employer Health Tax Act, R.
S. O. 1990, c. E.11, s. 6.(1)(b);
as am. S. O. 1994, c. 8, s.
6.(1); as am. S. O. 2001, c.
23, s. 75.
Employer Health Tax
Refunds — Limitation Period
Event + 4 years (Event = day
return required to be
delivered)
Ont.89 OLA-EHT-3
Employer Health Tax Act,
R.S.O. 1990, c. E.11, s. 8(1),
as am., S.O. 1994, c. 8, s.
8(1).
Event + 4 years (Event = later
of (1) the day on which the
return was delivered or
received by the Minister and
(2) the day the return was
required to be delivered.)
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Ontario Citations and
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Retention Requirement or
Limitation Period
Health Tax – Limitation
Period
Ont. 90 OLA-EHT-4 Employer Health Tax Act, R.
S. O. 1990, c. E.11, s. 12; as
am. S. O. 1994, c. 8, s. 13; as
am. S. O. 2004, c. 16, Sched.
D, Table; s. 33; as am. S.O.
2009, c. 18, Sched. 11, s. 3.
Employer Health Tax — Self–
Employed Accounting
Records
Not specified “shall keep in
Ontario”
Ont.91 OLA-El. Rg.-1 Electronic Registration Act
(Ministry of Consumer and
Business Services Statutes),
1991 , SO 1991, c 44, ss
4(2),(6)
Electronic Documents
Event = May be filed in
electronic format if recorded
on EDP system that is
capable of being read by the
computer or other equipment
used in the filing system
Ont.92 OLA-Hm.Rg-
2
Human Rights Code, RSO
1990, c H.19, s 34(1); as am.
SO 2006, c 30, s 5
Complaints — Limitation
Period
Event + 1 year (Event =
incident to which application
relates or last incident in
series)
Ont.93 OLA-Hm.Rg-
3
Human Rights Code, RSO
1990, c H.19, s 45.9(3); as
am. S O 2006, c 30, s 5
Applications regarding
Contravened Settlements —
Limitation Period
Event + 6 months (Event =
contravention or last of
contravention in series)
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Retention Requirement or
Limitation Period
Ont.94 OLA-Hm.Rg-
4
Human Rights Code, RSO
1990, c H.19, s 14(6); as am.
S O 2006, c 30, s 1
Designations of Special
Programs — Limitation
Period
Event + 5 years (Event = day
issued or earlier as may be
specified by Commission)
Ont.95 OLA-Limi02-
1
Limitations Act, 2002, SO
2002, c 24, Sch B, s 4.
General Limitation Period
2 years
T+ 6 (T=18th birthday)
Actual claims with infant
claimant (no Litigation
Guardian) Claims
commenced up to Dec. 31,
2003
T+2 (T=18th birthday)
Claims commenced after
Dec. 31, 2003
Ont.96 OLA-Limi02-
7
Limitations Act, 2002,
SO.2002, c 24, Sch B, ss
15(1),(2).
Ultimate Limitation Period
Event + 15 years (Event = act
or omission on which claim
is based took place)
Ont.97 OLA-Marr.-1 Marriage Act, RSO 1990, c
M.3, s 13; as am. SO 1999, c
12, Sch F, s 31.
Issuers — Marriage Licences
Not specified “shall keep in
his or her office”
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 38 of 72
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Limitation Period
Ont.98 OLA-Marr.-2 Marriage Act, RSO 1990, c
M.3, s 28(1).
Marriage Register
Not specified
Ont.99 OLA-Pn.Bn.-
1
Pension Benefits Act, RSO
1990, c P.8, s 110(6), as am,
SO 1997, c 28, s 220(2).
Pension Benefits Offence
Prosecutions — Limitation
Period
Event + 5 years (Event =
Offence occurred or alleged
occurred)
Ont.100 OLA-RPL-14 Real Property Limitations
Act, RSO 1990, c L.15, s 22.
Mortgages Arrear Claims —
Limitation Period
Event + 10 years (Event = last
payment of any part of
principal or interest)
Ont.101 OLA-RPL-17 Real Property Limitations
Act, RSO1990, c L.15, s 19.
Mortgage Claims —
Limitation Period
Event + 10 years (Event =
mortgagee obtained
possession or: receipt of
profits of land or:
acknowledgments)
Ont.102 OLA-RPL-18 Real Property Limitations
Act, RSO 1990, c L.15, s 6(1).
Recovery of Future Estate
Claims — Limitation Period
Longer of:
Event + 5 years (Event =
Estate of entitled person
vested in possession)
And:
Event + 10 years (Event =
Right to make entry or
distress or bring action for
recovery of land or rent first
accrued)
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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FileLawTM Title Words
Retention Requirement or
Limitation Period
Ont.103 OLA-RPL-19 Real Property Limitations
Act, RSO 1990, c L.15, s 4.
Recovery of Land and Rent
Claims — Limitation Period
Event + 10 years (Event =
Right to make such entry or
distress, or bring such action,
first accrued to person
through whom claim made)
Ont.104 OLA-RPL-20 Real Property Limitations
Act, RSO1990, c L.15, s
17(1).
Rent Arrear Claims —
Limitation Period
Event + 6 years (Event = Rent
became due or
acknowledgment in writing
of same given)
Ont.105 OMUN-
Asse.-1
Assessment Act, R. S. O.
1990, c. A.31, ss. 14.(1); as
am. S. O. 2006, c. 33, Sched.
A, s. 13.(1); s. 39.(2); as am.
S. O. 1997, c. 43, s. 18.(28),
Schedule G; as am. S. O.
2006, c. 33, Sched. A, s. 28.
Assessment Rolls
Not specified
Ont.106 OMUN-
Ev.Pr.-1
Recycling and Composting
of Municipal Waste
Regulation, under the
Environmental Protection
Act, O. R. 101/94, s. 23 par.
23.
Municipal Waste Recycling
Site Owners / Operators —
Operating Plans
Not specified
Ont.107 OMUN-
Ev.Pr.-2
Recycling and Composting
of Municipal Waste
Regulation, under the
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 40 of 72
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No.
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Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Environmental Protection
Act, O. R. 101/94, s. 23 par.
22.
Municipal Waste Recycling
Site Owners / Operators —
Vicinity Maps and Recycling
Site Plans
Ont.108 OMUN-
Ev.Pr.-3
Recycling and Composting
of Municipal Waste
Regulation, under the
Environmental Protection
Act, O. R. 101/94, s. 23 pars.
26, 27, 28.
Municipal Waste Recycling
Site Owners / Operators —
Waste Records
Event + 2 years (Event =
Event to which information
relates; at site)
Ont.109 OMUN-
Ev.Pr.-4
Recycling and Composting
of Municipal Waste
Regulation, under the
Environmental Protection
Act, O. R. 101/94, s. 23 par.
24.
Municipal Waste Recycling
Site Owners / Operators —
Emergency Response Plans
Not specified
Ont.110 OMUN-
Ev.Pr.-6
Recycling and Composting
of Municipal Waste
Regulation, under the
Environmental Protection
Act, O. Reg. 101/94, s. 31,
para. 11.
Event + 3 years (Event =
mass cured).
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 41 of 72
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Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Leaf / Yard Waste
Composting Site Owners /
Operators — Composting
Mass Records
Ont.111 OMUN-
Ev.Pr.-7
Recycling and Composting
of Municipal Waste
Regulation, under the
Environmental Protection
Act, O. Reg. 101/94, s. 31,
para. 13.
Leaf / Yard Waste
Composting Site Owners /
Operators — Odour
Complaints
Not specified
Ont.112 OMUN-
Ev.Pr.-8
Recycling and Composting
of Municipal Waste
Regulation, under the
Environmental Protection
Act, O. Reg. 101/94, s. 31,
para. 17.
Leaf / Yard Waste
Composting Site Owners /
Operators — Compost
Analysis Reports
Event + 3 years (Event =
analysis performed).
Ont.113 OMUN-
Ev.Pr.-9
Recycling and Composting
of Municipal Waste
Regulation, under the
Environmental Protection
Act, O. Reg. 101/94, s. 31,
para. 19.
Event + 10 years (Event =
shipment).
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 42 of 72
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Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Leaf / Yard Waste
Composting Site Owners /
Operators — Shipment
Records
Ont.114 OMUN-Heri.-
1
Ontario Heritage Act, R. S. O.
1990, c. O.18, ss. 27.(1),(2);
as am. S. O. 2002, c. 18,
Sched. F, s. 2.(6); as am. S.
O. 2005, c. 6, s. 15.
Municipal Clerk — Heritage
Properties Register
Not specified
Ont.115 OMUN-Heri.-
3
Ontario Heritage Act, R. S. O.
1990, c. O. 18, s. 39.2
Municipal Clerk — Register of
Heritage Conservation
Districts
Not specified “shall keep”
Ont.116 OMUN-Heri.-
4
Ontario Heritage Act, R. S. O.
1990, c. O.18, ss. 40.1.(1),(6);
as am. S. O. 2005, c. 6, s. 29
Heritage Conservation Study
Area Designations —
Limitation Period
Event + 3 years (Event = end
of designated year)
Ont.117 OMUN-Heri.-
7
Ontario Heritage Act, R. S. O.
1990, c. O.18, s. 41.1.(12); as
am. S. O. 2005, c. 6, s. 31
Heritage Conservation
District Plans
Provide on request
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 43 of 72
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Limitation Period
Ont.118 OMUN-HPP-
1
Public Pools Regulation,
under the Health Protection
and Promotion Act, R. R. O.
1990, R. 565, ss. 8, 9.
Daily Pool Records
1 year
Ont.119 OMUN-
MFIPP-1
General Regulation under the
Municipal Freedom of
Information and Protection
of Privacy Act, R.R.O. 1990,
Reg. 823, s. 5.
Personal Information
Retained by Institutions
1 year or shorter “as set out
in by-law or resolution made
by the institution. . .” or on
consent
Ont.120 OMUN-
Mn.El96-1
Municipal Elections Act,
1996, S. O. 1996, c. 32, ss.
69.(1)(f) to (j.1); as am. S. O.
2002, c. 17, Sched. D, s. 26.
Campaign Expenses, Loan
and Contribution Records
Event = Retain for term of
office of council or local
board members and until
their successors are elected
and new council or board
organized)
Ont.121 OMUN-
Mn.El96-11
Municipal Elections Act,
1996, SO1996, c 32, s 15(4).
Clerk — Delegations to
Deputy Returning Officers or
Election Officers
Not specified
Ont.122 OMUN-
Mn.El96-12
Municipal Elections Act,
1996, S. O. 1996, c. 32, ss.
16.(5),(6)
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 44 of 72
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Retention Requirement or
Limitation Period
Municipal Elections —
Scrutineer Appointments
Ont.123 OMUN-
Mn.El96-13
Municipal Elections Act,
1996, S. O. 1996, c. 32, ss.
19.(1),(1.1),(1.2),(3) to (4); as
am. S. O. 2009, c. 33, Sched.
21, s. 8; ss. 21.(1),(2); ss.
23.(3) to (5); as am. S. O.
2009, c. 33, Sched. 21, s. 8.
Municipal Property
Assessment Corporation —
Annual School Preliminary
List / Voters List Extracts
Keep to provide on request /
on written request
Ont.124 OMUN-
Mn.El96-16
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
25.(2).
Clerk — Removal of Name
from Voters List Applications
Not specified
Ont.125 OMUN-
Mn.El96-17
Municipal Elections Act,
1996, S. O. 1996, c. 32, s. 27
Clerk — Interim and Final List
of Changes
Not specified
Ont.126 OMUN-
Mn.El96-18
Municipal Elections Act,
1996, S.O. 1996, c. 32, s.
28(1)
Clerk — Voters List
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 45 of 72
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Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Ont.127 OMUN-
Mn.El96-19
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
30.(2)
Council / Local Boards —
Written Notices of Leave to
be Candidate
Not specified
Ont.128 OMUN-
Mn.El96-2
Municipal Elections Act,
1996, SO 1996, c 32, s 94.2 .
Municipal Elections
Prosecutions — Limitation
Period
Regular Election:
Event +4 years (Event = Dec
1, after the next regular
election)
By-Election:
Event = Dec 1, after the next
regular election
Ont.129 OMUN-
Mn.El96-20
Municipal Elections Act,
1996, S. O. 1996, c. 32, s. 32
Clerk — Notice of Offices
Not specified
Ont.130 OMUN-
Mn.El96-21
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
33.1; as am. S. O. 2002, c. 17,
Sched. D, s. 12
Clerk — Notices of Penalties
Not specified
Ont.131 OMUN-
Mn.El96-22
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
35.(4)
Clerk — Notices of Rejection
of Nomination
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 46 of 72
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FileLawTM Title Words
Retention Requirement or
Limitation Period
Ont.132 OMUN-
Mn.El96-23
Municipal Elections Act,
1996, S. O. 1996, c. 32, ss.
39.1.(1),(3); as am. S. O.
2000, c. 5, s. 31
Clerk of Municipality —
Notices of Registration
Not specified
Ont.133 OMUN-
Mn.El96-24
Municipal Elections Act,
1996, S. O. 1996, c. 32, s. 40
Clerk — Notices of Election
Information
Not specified
Ont.134 OMUN-
Mn.El96-25
Municipal Elections Act,
1996, S. O. 1996, c. 32, ss.
43.(5)(b),(6).
Clerk — List of Advance
Voters
Make available on request
Ont.135 OMUN-
Mn.El96-26
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
47.(5)
Access to Election
Documents
Not specified
Ont.136 OMUN-
Mn.El96-27
Municipal Elections Act,
1996, S.O. 1996, c. 32, ss.
55.(1)(a),(d),(2)
Clerk — Statement of Results
Provide copy on request
Ont.137 OMUN-
Mn.El96-28
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
63.(9)
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 47 of 72
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Table
No.
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Entry Code
Ontario Citations and
FileLawTM Title Words
Retention Requirement or
Limitation Period
Clerk — Certified Copy of
Orders
Ont.138 OMUN-
Mn.El96-29
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
76.(7)(b)
Clerk /Candidate —
Certificate of Maximum
Expenses
Not specified
Ont.139 OMUN-
Mn.El96-3
Municipal Elections Act,
1996, S. O. 1996, c. 32, ss.
8.(3) to (6)
Municipal Elections Clerk —
Notice to Electors of By–
laws and Questions
Not specified
Ont.140 OMUN-
Mn.El96-30
Municipal Elections Act,
1996, SO 1996, c 32, s 77; as
am. SO 2000, c 5, s 34; as
am. SO 2002, c 17, Sch D, s
28.
Municipal Elections —
Expense Reporting –
Limitation Period
Regular Election:
Event = last Friday in March ,
following election
Regular Election
Supplementary Period:
Event + 6 months (Event =
End of 12th month (year)
after election)
By–Election:
Event + 3 months (60 days)
(Event = voting day)
By-Election Supplementary
Period:
Event + 6 months (Event
=60th day after voting day)
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 48 of 72
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Table
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Ontario Citations and
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Retention Requirement or
Limitation Period
Ont.141 OMUN-
Mn.El96-31
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
78.(1); ss. 88.(4) to (7),(9.1);
as am. S. O. 2009, c. 33,
Sched. 21, s. 8.(53); ss.
79.(4),(6); as am. S. O. 2009,
c. 33, Sched. 21, s. 8; ss.
79.1.(5),(6); as am. S. O.
2009, c. 33, Sched. 21, s.
8.(44).
Clerk — Financial Statements
/ Supplementary Statements
and Auditor Reports
Event = Shall retain until
members of council or local
board elected at next regular
election take office
Ont.142 OMUN-
Mn.El96-32
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
78.(2)
Municipal Elections —
Supplementary Financial
Statements and Auditor’s
Reports
Not specified
Ont.143 OMUN-
Mn.El96-33
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
78.(6); as am. S. O. 2002, c.
17, Sched. D, s. 29.(3).
Municipal Elections —
Notices of Filing
Requirements
Not specified
Ont.144 OMUN-
Mn.El96-34
Municipal Elections Act,
1996, S.O. 1996, c. 32, s.
78(7); as am. S. O. 2002, c.
17, Sched. D, s. 29.(4)
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 49 of 72
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Table
No.
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Ontario Citations and
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Retention Requirement or
Limitation Period
Municipal Elections —
Electronic Filing Format
Ont.145 OMUN-
Mn.El96-35
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
83.(2); as am. S. O. 2002, c.
17, Sched. D, s. 34
Municipal Election
Controverted Election
Applications — Limitation
Period
Event + 3 months (90 days)
(Event = voting day)
Ont.146 OMUN-
Mn.El96-36
Municipal Elections Act,
1996, S. O. 1996, c. 32, ss.
88.(1) to (3); as am. S. O.
2009, c. 33, Sched. 21, ss.
8.(49, 50).
Clerk — Ballots and Election
Documents
Event + 4 months (120 days)
(Event = election day, unless
court order or recount not
disposed of)
Ont.147 OMUN-
Mn.El96-38
Municipal Elections Act,
1996, S. O. 1996, c. 32, ss.
88.(5) to (9),(10); as am. S. O.
2009, c. 33, Sched. 21, s. 8.
Access to Municipal Election
Records
PRIVACY
Ont.148 OMUN-
Mn.El96-39
Municipal Elections Act,
1996, S. O. 1996, c. 32, ss.
88.(6),(11)
Access to Records
Exceptions
PRIVACY
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Retention Requirement or
Limitation Period
Ont.149 OMUN-
Mn.El96-4
Municipal Elections Act,
1996, SO1996, c 32, s 8.1(1).
Municipal Elections
Questions to Electors By–
law — Limitation Period
Not specified
Ont.150 OMUN-
Mn.El96-40
Municipal Elections Act,
1996, S. O. 1996, c. 32, ss.
54.(4)(b),(c); as am. S. O.
1996, c. 32, Sched., s. 54.(4)
Deputy Returning Officer —
Objections List
Not specified
Ont.151 OMUN-
Mn.El96-41
General Regulation, under
the Municipal Elections Act,
1996, O. R. 101/97, s. 6.
Posting of Voter’s List
Not specified
Ont.152 OMUN-
Mn.El96-42
Municipal Elections Act,
1996, S. O. 1996, c. 32, ss.
8.3.(1),(5)
Municipal By–law Votes —
Limitation Period
Event + 4 years (Event = day
action took effect, or voting
day)
Ont.153 OMUN-
Mn.El96-5
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
8.1.(4)
Municipal Elections —
Notices of Passing of By–
law
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
Amended by By-law Number 6586-24 enacted Feb. 27, 2024 Page 51 of 72
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Table
No.
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Ontario Citations and
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Retention Requirement or
Limitation Period
Ont.154 OMUN-
Mn.El96-6
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
8.1.(9); as am. S. O. 2007, c.
15, s. 40.(1), Table 1
Municipal Elections Appeals
— Limitation Period
Event + 2 months (60
days)(Event = receiving
notices)
Ont.155 OMUN-
Mn.El96-7
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
9.(1)
Municipal Elections — Forms
Shall be made available in
English only unless Council
passes a By-law requesting
another language.
Ont.156 OMUN-
Mn.El96-8
Municipal Elections Act,
1996, S. O. 1996, c. 32, s.
9.1.(2).
Municipal Elections —
Notices Format
Shall be made available in
English and French
Ont.157 OMUN-
Muni01-14
Municipal Act, 2001, S. O.
2001, c. 25, s. 254.(2)
Local Board Records
Not specified “shall retain in
secure and accessible
manner”
Ont.158 OMUN-
Muni01-15
Municipal Act, 2001, S. O.
2001, c. 25, ss.
254.(3),(4),(5),(6); as am. S.
O. 2006, c. 32, Sched. A, s.
108.
Records Agreement
Transferred Records
Shall retain and preserve
transferred records in a
secure and accessible
manner
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Retention Requirement or
Limitation Period
Ont.159 OMUN-
Muni01-18
Municipal Act, 2001, S. O.
2001, c. 25, ss. 255.(1) to (5);
as am. S. O. 2006, c. 32,
Sched. A, ss. 109.(1),(2).
Destruction of Records
According to Retention
Periods
Event = Destroy only if
retention period expired or if
is copy
Ont.160 OMUN-
Muni01-2
Municipal Act, 2001, S. O.
2001, c. 25, s. 254.(1) and
253
Municipal Records Retention
Not specified “shall retain
and maintain in secure and
accessible manner”
Ont.161 OMUN-
Pb.Lb.-1
Public Libraries Act, R.S.O.
1990, c. P.44, s. 15(3).
Public Library Boards,
Secretary — Minutes
Not specified
Ont.162 OMUN-Plan.-
2
Planning Act, R.S.O. 1990, c.
P.13, s. 20.
Official Plans
Not specified “shall be
lodged in office of clerk of
each municipality”
Ont.163 OMUN-
PLAN.-7
Delegation of Authority of
Minister to Give Consents
Regulation, under the
Planning Act, O. Reg. 136/95,
Sched. 4,
Municipal Approval Authority
Records
Not specified
Ont.164 OMUN-
Pounds-1
Pounds Act, R.S.O. 1990, c.
P.17, ss. 9(3), (4).
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Table
No.
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Retention Requirement or
Limitation Period
Clerk — Book of Distrained
Animals / Pound Notices
Ont.165 OMV-Hi.Tr.-1 Highway Traffic Act, R. S. O.
1990, c. H.8, ss. 190.(3) to
(5),(7)(a),(b); as am. S. O.
2009, c. 5, s. 52.
Commercial Motor Vehicle
Daily Logs
Every driver shall maintain a
daily log and shall carry it at
all times while in charge of a
commercial motor vehicle on
the highway
Ont.166 OMV-Hi.Tr.-
15
Highway Traffic Act, R. S. O.
1990, c. H.8, s. 121.(3); as
am. S. O. 1996, c. 9, s. 26; ss.
121.(1) to (3); as am. S. O.
2002, c. 18, Schedule P, s.
27.
Drivers — Motor Vehicle
Receipts
Carry while driving to provide
on request
Ont.167 OMV-Hi.Tr.-
18
Highway Traffic Act, R.S.O.
1990, c. H.8, s. 60(1).
Second Hand Vehicles
Records
Not specified
Ont.168 OMV-Hi.Tr.-2 Highway Traffic Act, R. S. O.
1990, c. H.8, ss. 16.(3),(4),(5);
as am. S. O. 2002, c. 18,
Schedule P, s. 3.(5).
Drivers, Commercial Motor
Vehicles — CVOR
Certificates, Leases, Fleet
Limitation Certificates
Shall carry while driving to
produce on request
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Limitation Period
Ont.169 OMV-Hi.Tr.-5 Highway Traffic Act, R. S. O.
1990, c. H.8, s. 20.(1); as am.
S. O. 2002, c. 18, Schedule P,
s. 7.
Commercial Motor Vehicle
Leasors — Leases
Event + 1 year (Event =
termination of lease)
Ont.170 OMV-Hi.Tr.-
55
Commercial Motor Vehicle
Inspections Regulations,
under the Highway Traffic
Act, O. R. 199/07, ss. 9.(3),
15.
Operators — Driver’s Daily
Inspection Reports
6 months
Ont.171 OMV-Hi.Tr.-7 Highway Traffic Act, R. S. O.
1990, c. H.8, ss. 107.(1)(4) to
(7),(8)(c),(10),(13),(14); as
am. S. O. 2005, c. 26, Sched.
A, s. 16.
Commercial Motor Vehicle
Operators — Daily Inspection
Records
Shall be carried by operator
of vehicle and be provided
upon request by an officer.
Ont.172 OMV-Pb.Vh.-
2
General Regulation, under
the Public Vehicles Act,
R.R.O. 1990, Reg. 982, s. 24.
Public Vehicles Hours of
Labour/Trip Reports
1 year
Ont.173 OPM-AOD-1 Accessibility for Ontarians
with Disabilities Act, 2005, S.
O. 2005, c. 11, s. 10.(1).
Not specified
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Retention Requirement or
Limitation Period
Minister — Posting of
Accessibility Standards
Ont.174 OPM-AOD-2 Accessibility for Ontarians
with Disabilities Act, 2005, S.
O. 2005, c. 11, s. 11.(2).
Minister — Posting of
Progress Reports
Not specified
Ont.175 OPM-Ev.As.-
10
Environmental Assessment
Act, R. S. O. 1990, c. E.18, s.
30; as am. S. O. 1996, c. 27,
s. 10; as am. S. O. 2000, c.
26, Schedule F, s. 11.(6) par.
14.
Director, Environmental
Assessment — Undertaking
Application Records
Not specified
The Director shall maintain a
record for every undertaking
in respect of which an
application is submitted
under Part II and for every
application submitted under
Part II.1.
Ont.176 OPM-Lg.As.-
9
Legislative Assembly Act, R.
S. O. 1990, c. L.10, ss.
103.1.(1),(4); as am. S. O.
2001, c. 32, s. 28.
Speaker — Accessibility
Plans
Make available on request
Ont.177 OPM-Plan.-1 Delegation of Authority of
Minister to Give Consents
Regulation, under the
Planning Act, O. Reg. 136/95,
Sched. 4, s. 5(a), as am., O.
Reg. 426/96, s. 2.
Not specified
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Ontario Citations and
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Retention Requirement or
Limitation Period
Approval Authority
Applications /
Correspondence
Ont.178 OPM-Plan.-2 Delegation of Authority of
Minister to Give Consents
Regulation, under the
Planning Act, O. Reg. 136/95,
Sched. 4, s. 5(b), as am., O.
Reg. 426/96, s. 2.
Approval Authority Meeting
Minutes
Not specified
Ont.179 OPM-Plan.-3 Delegation of Authority of
Minister to Give Consents
Regulation, under the
Planning Act, O. Reg. 136/95,
Sched. 4, s. 5(c), as am., O.
Reg. 426/96, s. 2.
Approval Authority Records
Not specified
Ont.180 OS-Fir.PP-29 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, s. 1.1.2.2
Operational Procedures,
Tests and Corrective
Measures Records
Event + 2 years (Event =
Report prepared; as long as
current and immediately
preceding report are
available; retained at building
premises for examination on
request)
Ont.181 OS-Fir.PP-31 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, Part II, s. 2.8.2.1,
Division C, s. 1.3.2.5.(3)
Not specified “shall be kept
in building in an approved
location”
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Retention Requirement or
Limitation Period
Fire Safety Plans
Ont.182 OS-Fir.PP-32 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, Part II, ss.
2.8.2.5.(1),(2)
Posting of Fire Emergency
Procedures
Not specified
Ont.183 OS-Fir.PP-33 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, Part II, s.
2.8.3.2.(3)
Fire Drill Records
Event + 1 year (12
months)(Event = fire drill)
Ont.184 OS-Fir.PP-53 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, Part VI, ss. 6.2.1.5,
6.2.4.4
Posting of Portable
Extinguisher
Locations/Operating
Instructions
Not specified
Ont.185 OS-Fir.PP-54 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, Part VI, s.
6.2.7.4.(2)
Not specified “tags not apply
where approved records
maintained”
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Ontario Citations and
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Retention Requirement or
Limitation Period
Untagged Portable
Extinguishers —
Maintenance / Recharge
Records
Ont.186 OS-Fir.PP-55 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, Part VI, s. 6.2.7.5
Portable Extinguisher —
Maintenance Records
Not specified “shall be
maintained”
Ont.187 OS-Fir.PP-56 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, Part VI, s.
6.2.7.9.(2)
Unlabelled Portable
Extinguishers — Permanent
Test Records
Not specified “label not apply
where permanent record
kept”
Ont.188 OS-Fir.PP-57 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, Part VI, s.
6.3.2.2.(4), Division A, s.
1.1.2.1
Tests Records of Devices,
Components and Circuits of
Fire Alarm Systems
Event + 2 years (Event =
Report prepared; as long as
current and immediately
preceding report are
available; retained at building
premises for examination on
request)
Ont.189 OS-Fir.PP-58 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, Part VI, s.
Event + 2 years (Event =
Report prepared; as long as
current and immediately
preceding report are
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Retention Requirement or
Limitation Period
6.3.2.2.(5), Division A, s.
1.1.2.1
Test Records of Fire Alarm
Monitoring Signals
available; retained at building
premises for examination on
request)
Ont.190 OS-Fir.PP-61 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, Part VI, ss.
6.5.1.8.(1),(2)
Sprinkler Systems
Inspections Records
Not specified “shall be kept”
Ont.191 OS-Fir.PP-65 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, Part VI, s. 6.8.2.2,
Division A, s. 1.1.2.1
Special Fire Suppression
Systems — Inspection,
Maintenance and Testing
Records
Event + 2 years (Event =
Report prepared; as long as
current and immediately
preceding report are
available; retained at building
premises for examination on
request)
Ont.192 OS-Fir.PP-76 Fire Code, under the Fire
Protection and Prevention
Act, 1997, O. R. 213/07,
Division B, s. 1.1.2.2
Fire Protection Systems —
Verification and Test Reports
Event = Shall be retained
throughout life of systems.
Ont.193 OS-OHS-187 Confined Spaces
Regulations, under the
Occupational Health and
Longer of:
Event + 1 year (Event =
document created)
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Retention Requirement or
Limitation Period
Safety Act, O. R. 632/05, ss.
4.(2),(4), 21; as am. O. R.
95/11, ss. 3.(1),(3), 10.
Lead Employers /
Contractors — Confined
Space Co–ordination
Documents
Or:
Event = Period necessary to
ensure 2 most recent
records retained
Ont.194 OS-OHS-189 Confined Spaces
Regulations, under the
Occupational Health and
Safety Act, O. R. 632/05, ss.
6.(1) to (4)
Employers — Confined Space
Assessments
Not specified “shall ensure
carried out/recorded in
writing”
Ont.195 OS-OHS-191 Confined Spaces
Regulations, under the
Occupational Health and
Safety Act, O. R. 632/05, ss.
18.(1) to (6); s. 21.(1); as am.
O. R. 95/11, s. 10.
Employers — Confined Space
Atmospheric Test Records
Longer of:
Event + 1 year (Event =
Document created)
Or:
Event = Period necessary to
ensure 2 most recent
records retained
Ont.196 OS-OHS-206 Confined Spaces
Regulations, under the
Occupational Health and
Safety Act, O. R. 632/05, s.
5.(1); as am. O. R. 95/11, s.
4.
Not specified “shall ensure
maintained”
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Retention Requirement or
Limitation Period
Employers — Confined Space
Programs
Ont.197 OS-OHS-207 Confined Spaces
Regulations, under the
Occupational Health and
Safety Act, O. R. 632/05, s.
7.(1)
Employers — Confined Space
Plans
Not specified “shall ensure
developed”
Ont.198 OS-OHS-212 Occupational Health and
Safety Act, R. S. O. 1990, c.
O.1, ss. 32.0.1.(1),(2),
32.0.5.(2) to (4), 32.0.7; as
en. S. O. 2009, c. 23, s. 3; s.
55.1; as am. S. O. 2011, c. 1,
Schedule 7, s. 2.(9).
Employers — Workplace
Violence / Harassment
Policies and Information
Not specified “shall
prepare/provide on request”
Ont.199 OS-OHS-217 Designated Substances
Regulation, under the
Occupational Health and
Safety Act, O. R. 490/09, s.
25.(c)
Employers — Worker
Exposure to Airborne
Concentrations of
Designated Substances
Results
5 years
Ont.200 OS-OHS-218 Designated Substances
Regulation, under the
Not specified “shall provide”
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Ontario Citations and
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Retention Requirement or
Limitation Period
Occupational Health and
Safety Act, O. R. 490/09, s.
27
Employers — Worker
Personal Exposure Records
Ont.201 OS-OHS-219 Designated Substances
Regulation, under the
Occupational Health and
Safety Act, O. R. 490/09, s.
30
Physicians — Worker
Personal Exposure Records
Later of:
Event + 40 years (Event =
Date first record created in
personal exposure record)
And:
Event + 20 years (Event =
Date last record added to
personal exposure record)
And
If not able to keep shall
forward to Provincial
Physician or employer who
shall keep until end of
retention dates. An employer
would only have to keep
these records if a physician
cannot keep the record or is
not required to under s 30(1)
Ont.202 OS-OHS-220 Designated Substances
Regulation, under the
Occupational Health and
Safety Act, O. R. 490/09, s.
31
Physicians — Worker Clinical
Tests and Examination
Records
Later of:
Event + 40 years (Event =
Date first record created)
And:
Event + 20 years (Event =
Date last record created)
And
If not able to keep shall
forward to Provincial
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Retention Requirement or
Limitation Period
Physician or employer who
shall keep until end of
retention dates. No
obligation for employers to
retain such records
Ont.203 OS-OHS-48 Occupational Health and
Safety Act, R.S.O. 1990, c.
O.1, s. 69.
Health and Occupational
Safety Offence Prosecutions
— Limitation Period
Event + 1 year (Event = last
act or default)
Ont.204 OS-OHS-49 Occupational Health and
Safety Act, R.S.O. 1990, c.
O.1, s. 9(32).
Constructors or Employers —
Posting of Health/Safety
Committee Information
Shall post and keep posted
at the workplace in a
conspicuous place where
they are most likely to come
to the attention of the
workers.
Ont.205 OS-OHS-53 Occupational Health and
Safety Act, R.S.O. 1990, c.
O.1, s. 9(22).
Joint Health & Safety
Committee — Minutes of
Proceedings
Not specified “shall maintain
and keep”
Ont.206 OMUN-
MFIPP-8
General Regulation, under
the Municipal Freedom of
Information and Protection
of Privacy Act, R. R. O. 1990,
R. 823, s. 11; as am. O. R.
35/11, s. 2; as am. O. R.
47/12
Not specified “shall be in
written form”
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Retention Requirement or
Limitation Period
Access Requests — Format
Ont.207 OCON-OHS-
85
Designated Substance –
Asbestos on Construction
Projects and in Buildings and
Repair Operations
Regulation, under the
Occupational Health and
Safety Act, OR 278/05, s
18(8).
Building Owners / Employers
— Posting of Clearance Air
Testing Results
Event + 1 year (Event
=Receiving the testing
results)
Ont.208 OAF-Pest.-3 Pesticides Act, R. S. O. 1990,
c. P.11, s. 48; as am. S. O.
2009, c. 33, Sched. 15, s.
9.(7)
Pesticide Offence
Proceedings — Limitation
Period
Event + 2 years (Event =
Later of: day offence
committed; and day evidence
of offence first came to
attention of provincial officer
or Director)
Ont.209 OS-OHS-182 Workplace Hazardous
Materials Information
System (WHMIS)
Regulations, under the
Occupational Health and
Safety Act, R. R. O. 1990, R.
860, ss. 17, 18
WHMIS Supplier and
Employer Material Safety
3 years
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Retention Requirement or
Limitation Period
Data Sheets — Limitation
(Expiry) Period
Ont.210 OS-OHS-185 Workplace Hazardous
Materials Information
System (WHMIS)
Regulations, under the
Occupational Health and
Safety Act, R. R. O. 1990, R.
860, s. 25
WHMIS — Toxicological Data
for Material Safety Sheets
Provide on request
Ont.211 OS-OHS-92 Occupational Health and
Safety Act, R. S. O. 1990, c.
O.1, s. 39
Employers — Assessment for
Hazardous Materials
Make available on request
Ont.212 OS-OHS-46 Occupational Health and
Safety Act, R. S. O. 1990, c.
O.1, ss. 41.(1),(2)
Posting of Warning of
Hazardous Physical Agents
Not specified
Ont.213 OS-OHS-47 Occupational Health and
Safety Act, R. S. O. 1990, c.
O.1, ss. 41.(3),(4)
Posting of Hazardous
Physical Agents Notices
Not specified
Ont.214 OS-OHS-92 Occupational Health and
Safety Act, R. S. O. 1990, c.
O.1, s. 39
Make available on request
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Employers — Assessment for
Hazardous Materials
Ont.215 OS-OHS-210 Control of Exposure to
Biological or Chemical
Agents Regulations, under
the Occupational Health and
Safety Act, R. R. O. 1990, R.
833, s. 8.(4)
Employers — Hazardous
Biological or Chemical Agent
Exposure Records
To provide to a physician
who examines the worker or
under whose supervision
clinical tests are performed
Ont.216 OJPP-Cr.Js.-
33
Rules of the Small Claims
Court Regulation, under the
Courts of Justice Act, O. R.
258/98, rule 20.08.(2.1); as
am. O. R. 393/09, s. 20
Notice of Garnishment
Extension Orders —
Limitation Period
Event + 6 years (Event =
Order made; unless leave of
court)
Ont.217 OJPP-Cr.Js.-
34
Rules of the Small Claims
Court Regulation, under the
Courts of Justice Act, O. R.
258/98, rule 20.08.(2.2),(2.3);
as am. O. R. 393/09, s. 20
Notice of Garnishment where
Extension Order — Limitation
Period
Event + 1 year (Event = Date
order granting leave to issue
made)
Ont.218 OJPP-Cr.Js.-
35
Rules of the Small Claims
Court Regulation, under the
Event + 6 years (Event = Date
of issue or renewal)
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Courts of Justice Act, O. R.
258/98, rule 20.08.(5.1),(5.2);
as am. O. R. 393/09, s. 20
Notices of Garnishment —
Limitation Period
Ont.219 OMUN-
MFIPP-58
Municipal Freedom of
Information and Protection
of Privacy Act, R. S. O. 1990,
c. M. 56, ss. 17.(3) to (5); as
en. S. O. 2006, c. 34, Sched.
C, s. 14.(2)
Extended Requests —
Limitation Period
2 years
Ont.220 OLA-Arbi.-1 Arbitration Act, 1991, S. O.
1991, c. 17, s. 52.(3)
Arbitration Enforcements —
Limitation Period
Event + 2 years (Event = Day
applicant receives award)
Ont.221 OMUN-
Muni01-10
Municipal Act, 2001, S. O.
2001, c. 25, s. 222.(6)
Municipality — Appeal
Information
Keep to provide on request
to Board
Ont.222 OMUN-Plan.-
10
Planning Act, RSO 1990, c
P.13, ss
17(29)(29.1)(31)(32)(42)(42.
1), 22(9)(9.1), 34(23),
51(35)(50)(51),
53(15)(16)(16.1)(28)(29)(29.
1).
Not specified
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Appeal Records
Ont.223 OMUN-Plan.-
13
Development Permits
Regulation, under the
Planning Act, O. R. 608/06, s.
13
Municipal Clerk —
Development Permits Appeal
Record
Not specified “ensure is
compiled”
Ont.224 OLA-Pr.Of.-2 Provincial Offences Act, R. S.
O. 1990, c. P.33, s. 18.1.(2);
as am. S. O. 1993, c. 31, s.
1.(12); s. 18.2.(5); as am. S.
O. 1992, c. 20, s. 1.(1)
Parking Offence
Prosecutions after Notice of
Appearance Filed or No
Notice of Dispute Filed —
Limitation Period
75 days
Ont.225 OLA-Pr.Of.-3 Provincial Offences Act, R. S.
O. 1990, c. P.33, s. 18.2.(6);
as am. S. O. 1993, c. 31, s.
1.(17)
Court Clerk — Parking
Conviction Records
Not specified “shall record”
Ont.226 OCON-
Bl.Cd.-12
Building Code Regulation, OR
332/12, Division 3, s 3.7.4.7,
in Building Code Act, 1992,
SO 1992, c 23.
Not specified “shall prepare”
3.7.4.7 of Reg 322/12
provides that a registered
code agency shall maintain
records of all plans review
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Registered Code Agency
Records — Construction
Inspections and Orders
and inspection activity in
accordance with
3.4.3.2.(1)(d), which requires
that the quality management
plan be acceptable to the
director…
Ont.227 OCON-OHS-
25
Construction Projects
Regulation, under the
Occupational Health and
Safety Act, O. R. 213/91, s.
19; ss. 26.8.(4),(5); as am. O.
R. 145/00, s. 14; as am. O. R.
85/04, s. 9
Engineer’s Safety Net
Inspections/Tests
Documentation
Any record required under
Regulation:
Event + 1 year (Event =
Project finished)
Inspection report shall be
kept at the project while
safety net is in service
Ont.228 OENV-Ev.Pr.-
420
Environmental Protection
Act, R. S. O. 1990, c. E.19, s.
20.22.(2); as en. S. O. 2010,
c. 16, Sched. 7, s. 2.(19)
Persons Engaged in
Registered Activity —
Confirmations of
Registration
Not specified “shall ensure
retained”
Ont.229 OS-OHS-180 Workplace Hazardous
Materials Information
System (WHMIS)
Regulations, under the
Occupational Health and
Safety Act, R. R. O. 1990, R.
860, ss. 3.(1), 7
Not specified “shall ensure
developed/assess”
Town of Aurora Record Classification Structure and Retention By-law Number 5815-16, as amended – Schedule “B”
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Ont.230 Not in
FileLaw –
received
from Town
of Aurora to
include in
citation table
Alcohol & Gaming
Regulation & Public
Protection Act, 1996, S.O.
1996, C.26, Sched. S. 46(2)
The licensee shall maintain
books, records, and other
documents in support of
financial reports or statements.
These records shall be kept up
to date and be retained for no
less than four (4) years from
the date of the raffle.
Ont.231 Certification of Drinking
Water System Operators and
Water Quality Analysts
Regulation OR 128/04, in
Safe Drinking Water Act,
2002, SO 2002, c 32, ss
27(6)), 29(7).
A water quality analyst’s
certificate expires three
years after it is issued or, as
provided in subsection (7),
on an earlier date specified
on the certificate but an
individual may apply to the
Director before it expires to
have the certificate
renewed.
Logs:
The owner or operating
authority shall ensure that
logs and other record-
keeping mechanisms are
accessible at the
subsystem:
(a) for at least 5 years after
last entry, in the case of a
log or record-keeping
mechanism that is kept in a
book or document form or
kept on a similarly fixed
basis; or
(b) for at least 5 years after
each entry, in the case of a
log or record-keeping
mechanism that is kept on a
loose-leaf or electronic
basis or kept on a similarly
continuous basis.
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Training Records:
Records of on-the-job
practical training completed
by operators employed in
subsystem shall be
maintained by owners or the
operating authority for at
least 5 years (including
names of operators who
attend training, dates of
training, method used for
training, instructor, duration
of each training session and
subjects covered).
Ont.232 Licensing of Sewage Works
Operators Regulation, OR
129/04, s 19(6), Ontario
Water Resources Act, RSO
1990, c O.40.
The owner shall ensure that the
logs & other records keeping
are accessible in the facility for
at least 2 years after each entry
Ont.233 OMUN-HPP-
1
Public Pools Regulation,
RRO 1990, R 565, ss 8, 9,
under Health Protection and
Promotion Act, RSO 1990, c
H.7.
Retention:
Event + 1 year (Event = day
record is made)
Description of daily records
that shall be kept:
8. Every operator shall keep
and sign daily records that
shall set out,
a) the free available
chlorine and the total
chlorine residuals in
the pool water or
where a bromine
compound is used,
the total bromine
residual;
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b) the pH value of the
pool water;
c) the total number of
bathers admitted to
the pool each day;
d) the reading of the
make–up water
meter;
e) any emergencies,
rescues or
breakdowns of
equipment that have
occurred; and
f) the time of day that
the actions required
under subsection
16.(2) have been
taken.
9. A record required to be
kept under section 8 shall be
retained for a period of one
year from the date of
making the record.