Community Records Retention Regulation

Community Records Retention Regulation, M.R. 68/2009 The Northern Affairs Act , C.C.S.M. c. N100 Regulation 68/2009 Registered April 6, 2009 bilingual version (HTML) Definition: "Schedule" 1 In this regulation, "Schedule" means the Schedule to this regulation. Retention requirements respecting records 2 For a record of a type listed in the Schedule, council must ensure that the record is retained by the community for the minimum retention period specified in the Schedule. Destruction to be documented 3 If a record is permitted to be destroyed after its minimum retention period, a council must ensure that documentation is maintained which provides details of the destruction of the record. Permanent retention 4 If the minimum retention period specified in the Schedule for a record is "permanent", a council must ensure that (a) the record is retained by the community and not destroyed; and (b) reasonable care is taken to protect the record against damage, deterioration, unauthorized destruction or alienation. Duplicate copies of records 5 A council may destroy or authorize the destruction of a duplicate copy of a record at any time. SCHEDULE (Section 1) Item COLUMN 1 Description of Record COLUMN 2 Minimum Retention Period 1. COUNCIL 1.1 Minutes of Council Permanent 1.2 Original by-laws Permanent 1.3 Committee reports Permanent 1.4 Election records Six months after election, unless appeal 1.5 Election appeals 1 year after appeal order 1.6 Oath of office for members of council Expiration of term 1.7 Disclosure of assets and interests 6 years 1.8 Resolutions Permanent 2. HUMAN RESOURCES 2.1 Payroll records 2.1(a) Registers dating from time employees participated in Municipal Employees Benefits Board 60 years 2.1(b) Registers relating to non-Municipal Employees Benefits Board participants 60 years 2.1(c) Time sheets (bi-weekly) 6 years 2.2 Employee files (includes applications, leaves for vacation, sickness, education, leaves of absence, performance appraisals, Workers Compensation Board claims) 1 year after cessation of employment or 6 years after dismissal 2.3 Payroll administration (includes T-4's, TD-1's) 6 years 2.4 Grievance records 3 years after final decision 2.5 Personnel administration (includes policy and procedure records, policy manual) 2 years or until superseded 2.6 Competition and hiring records (includes applications of unsuccessful candidates, competition records, and other supporting documents) 1 year 3. ADMINISTRATION 3.1 Correspondence (routine correspondence of no continuing fiscal, legal or administrative value, including informational copies, letters of transmittal, invitations and cover letters, copies of minutes and reports received from non-profit or municipally funded organizations) 3 years 3.2 Other administrative records 3.2(a) Records management tracking files (inventories, disposition documentation) Permanent 3.2(b) General administrative records held by all operational divisions Retain as required 3.3 Administrative policies and procedures Until superseded 3.4 Insurance records 3.4(a) Policies Term + 1 year 3.4(b) Claims 1 year after resolution 3.5 Litigation records 6 years after settlement, judgment, discontinuance or dismissal 3.6 Workplace, Safety and Health 3.6(a) Workplace Hazardous Materials Information System (WHMIS) 30 years 3.6(b) All other records, including minutes and associated reports Permanent 3.7 Tax certificates 6 years 4. FINANCIAL MANAGEMENT 4.1 Accounts payable and receivable (includes requisitions, purchase orders, receipts, invoices, utility billings, meter readings, and other source documents) 6 years 4.2 Banking records 6 years 4.3 Budget working papers 3 years 4.4 Financial statements 4.4(a) Monthly 1 year 4.4(b) Annual statement 5 years 4.4(c) Annual report of auditor Permanent 4.5 Ledgers 4.5(a) General Permanent 4.5(b) Other (all subsidiary ledgers) 10 years 4.6 Journals 10 years 4.7 Loans and cancelled notes Term + 1 year 4.8 Agreements (working copies) Term + 6 years 4.9 Investment records Term + 1 year 4.10 Tenders / quotes 3 years 4.11 Liens Term + 1 year 5. LICENSING AND PERMITS 5.1 Permits (buildings, utilities, occupancy, plumbing and electrical, including inspection reports and all supporting documents) Lifetime of building + 1 year 5.2 Licences Term + 1 year 6. WORKS AND OPERATIONS 6.1 Operations activity reports 5 years 6.2 Capital project records 6.2(a) As-built drawings Lifetime of facility 6.2(b) All other project records 1 year following project completion 6.3 Equipment records (includes acquisitions, warranties, maintenance and repair) Lifetime of unit 7. PARKS AND RECREATION 7.1 Facilities maintenance records Lifetime of facility 7.2 Facilities operations records (includes user contracts/rates, staffing records, programming records) Lifetime of facility 7.3 Capital project records 7.3(a) As-built drawings Lifetime of facility 7.3(b) All other project records 1 year following project completion 8. CEMETERY ADMINISTRATION 8.1 Site plans / Plot Register / Index (security copy) Permanent 8.2 Copies of burial or exhumation permits 1 year 9. ENVIRONMENTAL CONTROL 9.1 Operating licences or permits (lagoon, water treatment, waste disposal grounds, including application for environmental control licences and all supporting documents, hearing records and technical reports Permanent 9.2 Site monitoring records Until site closed and requirements cease 10. LAND USE AND DEVELOPMENT 10.1 Support files (Development Plan, Planning Scheme, Basic Planning Statement, including copies of plans, amendments, and applications, advertising, hearing and appeal records) 6 years after by-law repealed 10.2 Zoning files (includes applications, advertising, copy of by-laws, maps, hearing and appeal records) 6 years after by-law repealed 10.3 Conditional use files (includes applications, advertising, hearing records and permit) 1 year after conditional use ceases 10.4 Variation orders (includes applications, advertising, hearing records and order) 1 year after variation requirement ceases 10.5 Zoning memorandums and certificates of non-conformity Lifetime of structure 10.6 Subdivision files (includes copy of application, copy of report from Province or Planning Board, any copy of notices, and a copy of hearing, copy of approval conditions or denial by municipal resolution, conditional approval or denial by Province or Planning Board, and all supporting documents, any subdivision construction plan or engineering reports, environmental assessment or impact study, dedication and legal fees documents, letter of credit, development agreement, performance bond, appeals to Municipal Board or Planning Board and all supporting documents. 6 years after registration of plan of subdivision 11. ASSESSMENT AND TAXATION 11.1 Assessment rolls 11.1(a) Preliminary rolls 1 year 11.1(b) Final roll (up to and including 1982) Permanent 11.1(c) Final roll (1983 and following) 10 years 11.2 Tax collectors roll or tax collection activity report Permanent 11.3 Tax collection records 11.3(a) Tax notices (statement and demand for taxes) 1 year 11.3(b) Receipts 6 years 11.4 Tax rolls maintenance 11.4(a) Monthly roll trial balance 2 years 11.4(b) All other records (includes changes of address, additions and cancellation to rolls) 2 years 11.5 Boards of Revision Records (includes advertising, applications to Board, notice of sitting to applicant, decisions, appeals by applicants, and copy of decision of Municipal Board or Court of King's Bench) 1 year after final decision 11.6 Tax sale records 11.6(a) Warrant for sale (tax sale ledger) Permanent 11.6(b) All other records (includes list of lands for tax sale, advertisement of sale, return to District Registrar, tax sale certificate(s), assignment of tax sale certificates, certificate(s) of redemption, return of non-redemption to District Registrar and application(s) for title) 1 year after redemption or registration of title