Committee of the Whole/Documents/Records Classification System - Primary & Secondary Classifications
Appendix
Records Classification System - Primary & Secondary Classifications
December 10, 2013Pages 120–15518 sections
Detailed directory defining how all municipal records are categorized and how long they must be kept.
Primary numbers 0110 to 8700Retention codes like CY2s5yD (Current Year + 2 semi-active + 5 years destroyed)
Records Classification System - Primary Classifications
Attachment "A" to Records Management Policy 0100-039
| Primary | Title | Description |
|---|---|---|
| 0110 | ADMINISTRATION GENERAL | Includes records relating generally to administrative functions which are not found elsewhere in this section. Includes incorporation and letters patent documents relating to the establishment of the local government. Also includes organization charts and materials relevant to organizational structure. |
| 0125 | ACTS AND LEGISLATION | Includes records relating to general information on acts and legislation includes comparative studies of legislation from various levels of government. |
| 0220 | CORRESPONDENCE | Includes general letters of appreciation, complaint, condolence, congratulation, invitation, criticism, etc. Includes correspondence to and from Mayor and Council. For complaints from employees, see 2690. For bylaw enforcement complaints, see 4020. For routine exchange of information (e.g., notifications, inquiries and offers of service) between the local government and other governmental organizations, see 0400. For ongoing correspondence with a specific company, see 0510. For ongoing correspondence with a specific association or society, see 0230. Note that when correspondence is related to a specific issue, property or subject, the original must be kept in the relevant folder. |
| 0230 | ASSOCIATIONS, CLUBS, SOCIETIES | Includes correspondence, proceedings, minutes, annual reports, financial statements, membership fees, etc. related to associations, clubs, federations, foundations, leagues, orders, societies and similar organizations. For committees and commissions, see primary 0360 and 0540. See Legal Citation Number 29, Appendix G. This primary does not include societies that have a council liaison. |
| 0290 | AWARDS | Includes records relating to the presentation of awards or the receipt of awards by the local government. For employee awards, see primary 2600. See Legal Citation Number 30, Appendix G. |
| 0320 | CAMPAIGNS AND CANVASSING | Includes records relating to the United Way, Canada Savings Bonds, Tag Days, blood donor clinics and other drives and campaigns. |
| 0330 | CEREMONIES AND CELEBRATIONS | Includes records relating to special local government ceremonies, inaugurations, laying of corner stones, dedications, celebrations, etc. For community based ceremonies and celebrations, see 8100. |
| 0340 | CIRCULARS, DIRECTIVES, ORDERS, MANUALS, POLICIES | Includes administrative and operating manuals, bulletins, directives, instructions, etc. Also includes policies, procedures, guidelines, and internal regulations (not external regulations, such as building regulations and bylaws). For publications to external agencies, see Section 4, Information Systems and Services. |
| 0360 | COMMITTEES AND COMMISSIONS/MEETINGS | Includes records relating to the establishment, organization and functions of boards, commissions, committees (including committees that have a Council liaison), societies, councils, groups, panels, subcommittees, task forces and working groups not shown elsewhere. This primary also includes staff and department meetings, Board of Variance minutes and the Occupational Health and Safety Committee reports. For associations, clubs, societies, etc. see primary 0230. For Council committees and meetings see primary 0540 to 0570. Includes staff meetings. |
| 0390 | CONFERENCES, SEMINARS, SYMPOSIA | Includes records relating to participation in or the establishment, organization and functions of conferences, seminars and symposia. Includes agendas, notices, minutes, reports and other records. For associations, clubs, societies, see primary 0230. For committees and commissions, see primary 0360. |
| 0400 | COOPERATION AND LIAISON | Includes records of a general nature relating to liaison activities with organizations not shown elsewhere in the cooperation and liaison block. Liaison activities include the exchange of information, routine notifications and inquiries, offers of service, etc. Material on a specific subject should be placed in the appropriate subject file. |
Page 120–155
| Primary | Title | Description |
|---|---|---|
| 0510 | CORPORATIONS, COMPANIES, FIRMS | Includes records of a general and routine nature relating to corporations, companies and firms. Such material includes solicitations, brochures, catalogues, inquiries, offers of service, etc. For material on a specific subject, e.g. contracts, accounts payable or receivable, file with the appropriate subject primary. |
| 0530 | COUNCIL - GENERAL | Includes records of a general nature relating to the local government governing body (the Council) which do not appear in other related subject areas. For correspondence to and from Council, see 0220-30. See Legal Citation Number 31, Appendix G. |
| 0540 | COUNCIL - COMMITTEES | Includes records relating to the establishment, organization and functions of the committees comprised solely of the Council. Agendas, minutes, lists of appointments, reports and general information will be included. For other committees, which may include a Council liaison, see 0360. See Legal Citation Number 32, Appendix G. Includes Committee of the Whole (Cow). File advisory committee, sub-committee and task force records in 0360. |
| 0550 | COUNCIL - MEETINGS | Includes the records of the meetings of Council, including full agenda packages, reports to Council (duplicate copy taken from agenda packages and sorted by topic), presentations to Council, general petitions (e.g., traffic safety petitions, lower speed limit petitions, property use petitions, neighbourhood concerns petitions, and bylaw enforcement petitions), alternative approval processes and any other information from the meetings of Council. For petitions related to proposed bylaws (e.g., sewer petitions), see secondary 3900-02. See Legal Citation Number 33, Appendix G. |
| 0560 | COUNCIL - MEETINGS - IN CAMERA | Includes the records of the in camera meetings of Council, including full agenda packages, minutes, reports (duplicate copy taken from agenda packages and sorted by topic) and other information from the meetings of Council. |
| 0570 | DELEGATION OF AUTHORITY | Includes records relating to the delegation of authority, including resolutions, signing authorities (e.g., payment and spending) and related matters. See Legal Citation Number 42, Appendix G. |
| 0580 | INFORMATION AND PRIVACY | Includes records relating to the administration and management of information and privacy issues. Also includes requests made to the local government under the British Columbia Freedom of Information and Protection of Privacy Act. See Legal Citation Number 1, 34, Appendix G. |
| 0595 | INTELLECTUAL PROPERTY | Includes records relating to the use of logos and trademarks and the use, wearing or flying of badges, emblems, insignia, coats of arms, crests, pennants, flags, etc. and applications for patents, copyrights, or trademarks (intellectual property) made on behalf of the local government unit. Also includes records relating to infringements, permission to use copyright material, etc. See Legal Citation Number 35, Appendix G. For marketing projects, see secondary 1475-20. |
| 0600 | MANAGEMENT SERVICES/REVIEWS | Includes records relating to management improvement studies, office surveys and other records relating to management information systems, operation performance surveys, etc. |
| 0610 | OFFICE SERVICES | Includes records relating to internal and external office services and procedures, including duplication and reproduction services, secretarial and typing services, translation services, mail and courier services, etc. |
| 0630 | PROCLAMATIONS AND SPECIAL DECLARATIONS | Includes records relating to proclamations and special declarations issued by the local government unit or on behalf of the local government unit. For information on ceremonies and celebrations, see primary 0330. |
| 0640 | REPORTS AND STATISTICS | Includes administrative reports and statistics. Note: where volume requires, create subfolders based on the report's frequency (i.e., monthly, quarterly, etc.). For corporate strategic planning, see 6430. |
| Primary | Title | Description |
|---|---|---|
| 0680 | SECURITY | Includes records relating to security issues including personnel security, information security, and physical security. See Legal Citation Number 36, Appendix G. |
| 0695 | VISITS AND TOURS | Includes records related to the arrangement, preparation, and conduct of visits and travel to and from other cities, provinces and countries, and visits of officials to the local government unit from other locations. Includes itineraries, reports and other related records. For travel expenses and claims, see primary 1800. |
| 0710 | BUILDINGS, FACILITIES AND PROPERTIES - GENERAL | Includes records relating to buildings, facilities and properties not shown elsewhere in this section. For physical security of buildings, facilities and properties see primary 0680. Includes floorplans. |
| 0712 | BUILDINGS, FACILITIES AND PROPERTIES – EMERGENCY DRILLS | Includes records relating to emergency drills held in buildings and facilities. See Legal Citation number 2, Appendix G |
| 0715 | ACCOMMODATION - GENERAL | Includes records relating to office accommodation and to current and future planning requirements not shown elsewhere in this section. This also includes arrangements for services, plans for expansion, allocation of space, etc. |
| 0870 | PROPERTIES (LEASED) | Includes records relating to the leased properties used by the municipal government. Also includes properties owned by the government which are leased to other tenants. |
| 0890 | PROPERTIES (MUNICIPALLY OWNED) - GENERAL | Includes records of the properties (i.e., land holdings, buildings, facilities and structures) owned by the local government unit, including acquisition, alterations and repairs, construction, damages and disposal. General files include building directories, addresses, locations, etc. File maintenance in 0970. |
| 0970 | BUILDINGS, FACILITIES AND CORPORATE UTILITIES | Includes records relating to the various utilities supplied to the local government buildings, including maintenance, air conditioning, ventilation and heating, garbage disposal, custodial services, gas, lighting and electrical systems and facilities, and water and plumbing facilities. For contracts, see 2320. For liaison with BC Hydro, see 0400. For the utilities provided within the local government area, see 5500. |
Page 120–155
| Primary | Title | Description |
|---|---|---|
| 1010 | EQUIPMENT AND SUPPLIES - GENERAL | Includes records relating to the acquisition, administration, maintenance and disposal of equipment, supplies, specific physical assets and vehicles, including research, inspections, testing, justification, user specifications, user manuals and repairs. Guarantees and warranties are preferably stored in the equipment history file, but if the volume does not warrant creating a unique equipment file, they may be filed in secondary -03. Equipment includes tools, fire-fighting equipment, computers (i.e., software and hardware), office machines (i.e., photocopiers and printers), audio-visual equipment (i.e., projectors, DVD players, tape recorders, videocassette recorders, video cameras, and televisions) and telecommunications machines (i.e., base stations, cellular phones, fax machines, modems, portables, radios, radiotelephones, repeaters, and telephones). See Legal Citation Numbers 37 and 38, Appendix G. Supplies include consumable items such as stationary, small office items, clothing (and laundry services) and building materials lumber. Note that secondary -04 is used to store blank forms, letterhead, and stocks of business cards. For forms development and management, see 1490. See Legal Citation number 3, Appendix G. Other physical assets include furniture and furnishings. Vehicles includes those owned or leased by the local government, including fire fighting, police, parks and administrative vehicles. See Legal Citation number 4, Appendix G. This primary covers all equipment, supplies or physical assets owned or leased by the local government, including fire fighting, police, parks and administrative equipment. |
| 1015 | EQUIPMENT AND SUPPLIES - VENDORS | For telephone calling cards, see 1790. For leases of equipment, see 2380. For cellular service agreements, see 2240-20. For software licensing agreements, see 2240-20. Includes records relating to suppliers and vendors of equipment or supplies, such as technical data, equipment catalogues, price lists, and routine correspondence unrelated to specific purchases. For purchase orders, see primary 1210. For record of payment and invoices, see primary 1630. |
| 1025 | ASSET CONTROL AND INVENTORIES | Includes records relating to the control of fixed assets excluding buildings and lands, and stock inventory, including receipt, storage, inventorying and stocktaking. This section does not include records relating to financial assets. |
| 1090 | DISPOSAL AND SURPLUS | Includes records relating to the disposal of surplus equipment, the destruction of equipment. For information on the recycling of paper, materials, supplies, etc., see 5360. For information related to the disposal of buildings, see 0890. For write offs, see 1640-40. |
| 1200 | PROCUREMENT - GENERAL | Includes records not shown elsewhere in the procurement section which generally relate to the purchase and requisition of services, equipment, supplies and anything else requiring purchase orders, tenders, etc. |
| Primary | Title | Description |
|---|---|---|
| 1210 | PROCUREMENT - PURCHASE ORDERS AND REQUISITIONS | Includes records relating to procurement and purchasing actions through requisitions and the commissioning of purchase orders. For invoices generated from purchase orders, see primary 1630. |
| 1220 | PROCUREMENT - TENDERS AND QUOTATIONS | Includes records relating to purchasing and contracts through the securing of tenders, requests for proposals (RFP), requests for qualifications (RFQ), quotations and invitations to quote (ITQ). This primary may be used if the tender information is not filed with the purchase orders and requisitions. For the contract, see 2320. |
| 1230 | PROCUREMENT - STANDING OFFERS (OPEN ORDERS) | Includes records relating to commodities or services available by standing order, including the names of contractors, their addresses, and offer expiry dates. |
| 1310 | INFORMATION SYSTEMS AND SERVICES - GENERAL | Includes administrative information relating to the management of information systems and services, which is not included elsewhere in the section. |
| 1320 | ARCHIVES - GENERAL | Includes records which describe archival material, the designation of local government materials for archival preservation, the creation of facilities for an internal archives and other related records. |
| 1330 | COMPUTER SYSTEMS - GENERAL | Includes general records relating to computer systems not found elsewhere in this section. For policies and procedures (e.g., back up procedures), see secondary 0340-50. |
| 1335 | COMPUTER SYSTEMS - APPLICATIONS | Includes records related to the administration of computer system applications. Includes design information (project proposals, system requirements, specifications, etc.) and development and implementation strategies (technical working notes and progress reports). For retail software packages, see 1010-20. See Legal Citation Number 39, Appendix G. |
| 1340 | COMPUTER SYSTEMS - DOCUMENTATION | Includes systems documentation: operating instructions, procedure manuals, guidelines, etc. for the various applications in the systems. |
| 1345 | COMPUTER SYSTEMS - NETWORKS AND COMMUNICATION | Includes documentation relating to communication networks used to interconnect terminals and hosts of the computer system(s). |
| 1350 | COMPUTER SYSTEMS - SERVICE REQUESTS | Includes records relating to service requests for computer hardware and software, including emergency, corrective and development services. |
| 1355 | COMPUTER SYSTEMS - REPORTS AND STATISTICS | Includes records relating to reports and statistics generated about computer system usage, etc. |
| 1370 | DATA RESOURCE MANAGEMENT - GENERAL | Includes general information relating to the effective management and control of data as an organizational resource. Includes corporate IT (information technology) planning and strategies for information systems conceptual designs, models and technical design. |
| 1390 | INFORMATION SERVICES - GENERAL | Includes records relating to the general administration of public relations and public affairs not shown elsewhere in the information services and public relation sections. Includes news clippings, communication plans, etc. |
| 1400 | INFORMATION SERVICES - AUDIO-VISUAL AIDS | Includes records relating to motion pictures, slide shows, videotapes, and other audio-visual aids. Includes audio-visual production project files. |
| 1405 | INFORMATION SERVICES - BOOKS AND PUBLICATIONS | Includes records relating to the administration, printing, production, sale and distribution of all published materials, including books, maps, plans, drawings, brochures, pamphlets, bulletins, etc. Individual publication files include manuscripts, source document information, etc. |
| 1415 | INFORMATION SERVICES - LECTURES AND SPEECHES | Includes records relating to speeches, lectures, addresses and the arrangements for speaking engagements. |
Page 120–155
| Primary | Title | Description |
|---|---|---|
| 1420 | INFORMATION SERVICES - PHOTOGRAPHS | Includes records relating to the acquisition, use (including permissions or consent documentation) and retention of photographic prints and negatives. For small scale aerial photography, see 5550-20. For aerial photos of specific properties see 3220-20. For aerial photos of specific projects see 5320-20 or 5330-20. |
| 1425 | INFORMATION SERVICES - PUBLIC PROGRAMS | Includes records relating to activities interacting with the public, including educational institutions and other organizations. |
| 1440 | LIBRARY SERVICES - GENERAL | Includes records relating to the provision of internal library services to municipal staff. For information on the public library, see primary 7960. |
| 1450 | LIBRARY SERVICES - MATERIALS | Includes records relating to the purchase, cataloguing and distribution of books, periodicals, newspapers, subscriptions and other types of information resources. |
| 1460 | MAIL, POSTAL, COURIER SERVICES | Includes records relating to Canada Post, internal municipal mail and private courier services including rates, mail functions, inquiries and reports on lost or damaged mail, articles, etc. |
| 1470 | PUBLIC RELATIONS - GENERAL | Includes records relating to the general administration of public relations and media and government relation programs including records such as website administration, press releases, radio and television broadcasts, etc. Note that an article published by the local government on a website must be classified under 1405-20. |
| 1475 | PUBLIC RELATIONS - ADVERTISING AND MARKETING | Includes records relating to advertising in newspapers and periodicals, on radio and television, and marketing such as image branding or a visual identification program for municipal property, vehicles, celebrations, etc. For logos and trademarks, see primary 0595. |
| 1480 | PUBLIC RELATIONS - EXHIBITS, FAIRS, EXHIBITIONS | Includes records relating to participation in exhibits, fairs, exhibitions and other community activities. |
| 1490 | RECORDS MANAGEMENT - GENERAL | Includes records relating to the records management program, including the records classification system, file lists kept for convenience and information on the record centres. Records action authorizations include box file lists and corresponding authorizations to destroy, transfer or store records. Records projects include inventories, micrographics/image management, forms management, correspondence management and development, adoption and implementation of classification systems. For policies and procedures, see secondary 0340-50. For blank stocks of forms, see 1010-04. |
| 1610 | FINANCE - GENERAL | Includes records relating to financial administration and management functions not shown elsewhere in this section. For financial agreements, see 2240-20. For all financial, accounting and budget processes, controls and flowcharts, see 1830-03. |
| 1615 | ACCOUNTING - GENERAL | Includes records relating to the general administration of accounting systems and procedures, chart of accounts, reconciliations (including payroll but excluding bank reconciliations) and information not shown elsewhere in the accounting block. The final chart of accounts for each fiscal year is part of each annual audit package. |
| 1630 | ACCOUNTS - PAYABLE | Includes records relating to payable accounts. Includes correspondence, billings, packing slips, copies of financial transactions and other supporting documentation arranged by supplier name. |
| 1640 | ACCOUNTS - RECEIVABLE | Includes records relating to receivable accounts. This primary covers records related to revenue generated through services and sources other than taxation. For records related to taxation - taxes collected see primary 1970. See Legal Citation Number 5, Appendix G. |
| 1650 | ADVANCES | Includes records relating to the control of petty cash, salary, travel and other accountable advances. |
| Primary | Title | Description |
|---|---|---|
| 1680 | AUDITS | Includes records relating to the audits and reviews of agreements, procedures and programs, including correspondence, reports, responses, follow-up and all background documentation. |
| 1690 | BANKS AND BANKING | Includes records relating to the establishment, maintenance and termination of municipal bank accounts. Bank account files include statements and reconciliations. For signing authorities, see 0570-20. |
| 1700 | BUDGETS - GENERAL | Includes records relating to budget and financial planning, including Five-Year Financial Planning, capital and operational budgets. For policies and procedures, see secondary 0340-50. Budgets are approved and amended through the bylaw process, therefore, see 3900-20. |
| 1730 | CHEQUES | Includes records relating to the issuance and management of cheques, including cheque vouchers, journal vouchers, returned cheques, cheque lists, etc. Only the fiscal year's final cheque list is retained. Drafts may be destroyed when superseded by a more current version. |
| 1740 | CLAIMS (FINANCIAL) | Includes records relating to claims for payment made by and against the municipality. For payment in lieu of taxes (PILT), see 1855-03. See Legal Citation Number 40, Appendix G. |
| 1750 | DEBENTURES (LONG TERM DEBT) | Includes records relating to the issuing of debentures. For liaison with the Municipal Finance Authority, see 0400-20. |
| 1760 | SHORT TERM DEBT | Includes records relating to repayment on debt or flex financing, flex loans, loan authorization, etc. |
| 1770 | DONATIONS AND BEQUESTS | Includes records relating to donations and bequests to the local government and donations and bequests made by the local government, including correspondence and conditions of the gift. For grants, see primaries 1850 and 1855. |
| 1790 | EXPENDITURE CONTROL | Includes records relating to the administration and control of expenditures, including credit card management and expenditure guidelines. For signing authorities, see primary 0570. |
| 1800 | EXPENSE ACCOUNTS | Includes records related to Mayor and Council remuneration and employee expense accounts. See secondary 1650-03 for travel advances. For the Statement of Financial Information (SoFI), see 1880. |
| 1820 | FEES AND CHARGES - UTILITIES | Includes records relating to the collection of fees owing to the municipality for utilities. |
| 1830 | FINANCIAL STATEMENTS | Includes records relating to financial statements for the local government and the financial processes, controls and flowcharts which produce the statements. The current financial process documents are maintained in -03, but a final copy is part of the annual audit. Financial statements include accounts payable journals, journal entry journals, and the general ledger. Drafts of annual financial statements are transitory and are routinely destroyed when superseded (e.g., cash receipt journal edits). See Legal Citation number 6, Appendix G. |
| 1850 | GRANTS TO ORGANIZATIONS | Includes records relating to the awarding of grants to outside organizations, agencies or individuals to carry out specific projects and assignments, etc. |
| 1855 | GRANTS FROM ORGANIZATIONS | Includes records relating to grants of money from outside organizations, agencies or individuals to the local government. Federal grants include payment in lieu of taxes (PILT). |
| 1860 | INVESTMENTS | Includes records relating to the management of investments. For policies and procedures, see secondary 0340-50. |
| 1870 | LETTERS OF CREDIT | Includes records relating to the issuance and receipt of letters of credit. |
Page 120–155
| Primary | Title | Description |
|---|---|---|
| 1880 | REPORTS, STATISTICS, STATEMENTS | Includes records relating to the financial reporting systems, financial management reports, statistics and statements. Includes Statement of Financial Information (SoFI), working papers, correspondence and individual reports. For administrative reports and statistics, see primary number 0640. |
| 1920 | SALARIES AND WAGES - PAYROLL | Includes records relating to the payment of employees, including the calculation of pay, deductions from that pay, and adjustments to pay. This includes regular, overtime and the employee pay records. Note: the hours worked by an employee on each day (i.e., time sheets), regardless of whether the employee is paid on an hourly or other basis, constitute a part of the individual payroll record, and will be retained as part of the individual payroll record. For the administration of and information about employee benefits (e.g., Medical Services Plan of BC) and services, see secondary 2550-20. See Legal Citation number 7, 41, Appendix G. |
| 1950 | TAXATION - ASSESSMENTS | Includes records relating to the assessments of properties for the purposes of taxation. These include the assessment role and the court of revision which are updated annually through microfiche from BC Assessment Authority. For liaison with the BC Assessment Authority, see 0400-20. |
| 1970 | TAXATION - TAXES COLLECTED | Includes records related to the receipt of property taxes by the local government unit. |
| 2000 | TAXATION - TRANSMISSION OF TAXES | Includes records relating to the transmission of taxes, including customs and excise tax, goods and services tax (GST), provincial sales tax (PST), harmonized sales tax (HST), tax incentives and tax exemptions paid by the local government unit. Provincial taxes includes school taxes. See Legal Citation number 8, Appendix G. |
| 2020 | UNCLAIMED PROPERTY | Includes records relating to the management of unclaimed property, including auctions. See Legal Citation number 9, Appendix G. |
| 2210 | LEGAL MATTERS - GENERAL | Includes records relating to matters of general legal concern to the municipality, which are not covered by other headings in this section. Includes general legal issues which are not related to a claim, litigation or opinion. |
| 2220 | ACCIDENTS | Includes records relating to accidents involving municipal property or personnel, and includes reports, investigations and settlements. For claims made against or by the municipality, see primary 2300. For policies and procedures, see secondary 0340-50. |
| 2240 | AGREEMENTS - GENERAL | Includes records relating to agreements entered into by the local government unit with federal, provincial, other municipal and foreign governments, agencies and other organizations. Agreements include waivers, land sale/option agreements, government protocols and cost-sharing agreements. For contracts, see primary 2320. For easements, rights of way and encroachment agreements, see primary 2360. For leases, see primary 2380. For restrictive covenants, see primary 2450. For labour agreements, see 2670-20. |
| 2300 | CLAIMS | Includes records relating to claims by and against the local government, including motor vehicle damage claims; claims or liens against real property; and property and personal damage claims. |
| 2320 | CONTRACTS - GENERAL | Includes records relating to contract administration by the local government unit, including actual contracts of various types relating to personal service, equipment, developments, land use contracts (LUC), etc. For requests for proposals (RFP), requests for qualifications (RFQ), quotations and invitations to quote (ITQ), see 1220. See 5320 for details about local improvement projects - operating budget and 5330 for capital works projects. |
| 2360 | EASEMENTS AND RIGHTS OF WAY | Includes records relating to the granting of easements, rights of way and encroachment agreements. Also includes Land Title Office text documents. For Land Title Office drawings and plans, see 3010-20. |
| 2380 | LEASES | Includes records relating to leases to which the local government unit is a party. |
Page 120–155
| Primary | Title | Description |
|---|---|---|
| 2400 | LEGAL OPINIONS | Includes the collection of legal memoranda that are prepared for and/or received by municipal staff on a variety of legal issues and legislation. |
| 2430 | LITIGATION | Includes records of litigation or arbitration instigated by or against the local government. For labour-related arbitration, see primary 2670. For damage claims and other claims for financial compensation, see 2300. |
| 2450 | RESTRICTIVE COVENANTS | Includes records relating to the granting of restrictive covenants and related agreements for secured local government services (e.g., sewer). |
| 2470 | RISK MANAGEMENT AND INSURANCE | Includes records relating to risk management and insurance, including insurance coverage, agents and management of the insurance function. For incidents, see specific file for that item (e.g. truck file if truck is damaged). For claims, see primary number 2300. |
| 2510 | PERSONNEL - GENERAL | Includes records relating to the general administration of personnel management activities not shown elsewhere in this section. For staff and management meetings, see secondary 0360-20. |
| 2520 | ACCIDENTS AND INJURIES | Includes records relating to employee accidents and personal injuries as a direct result of work duties and records relating to claims with the Workers' Compensation Board (WCB) and/or long term disabilities. Includes records relating to first aid, investigations confirming hazardous substance symptoms, asbestos-containing materials, corrective actions to control fibre release, cytotoxic drugs (where used), hearing tests and radiation surveys (where required to be conducted). Any exposures to radiation or cytotoxic drugs must be kept for a minimum duration of employment plus ten years; therefore, any exposure reports must be kept on the employee's personnel file (see 2600-20). See Legal Citation numbers 10, 11, 12, 13, 14, 15, 16, 17, 18, Appendix G. |
| 2530 | ATTENDANCE AND LEAVE MANAGEMENT | Includes records relating to the administration of attendance and leave management: time and attendance reports, paid holidays, vacation, sick and other types of leave, etc. Note: the hours worked by an employee on each day (i.e., time sheets), regardless of whether the employee is paid on an hourly or other basis, constitute a part of the employee payroll record, and will be retained as part of the individual payroll record in primary 1920. See Legal Citation number 19, Appendix G. |
| 2550 | BENEFITS | Includes records relating to the administration of and information about employee benefits, including Canada Pension Plan, Medical Services Plan of BC, group life insurance, extended health and dental, pension, etc. General information and administration is classified under -03 and the actual benefit plan is classified under -20. For records relating to the payment of benefits, including long term disability and life insurance premiums, see secondary 1920-03. See Legal Citation number 20, Appendix G. |
| 2560 | JOB DESCRIPTIONS | Includes records relating to job descriptions and classifications. General includes copies of job descriptions from other jurisdictions, especially other local governments, in order to provide guidance in evaluating positions and responsibilities. Classification projects include evaluating positions and appeals and reviews of classifications/job responsibilities. See Legal Citation Number 43, Appendix G. |
| 2600 | EMPLOYEES | Includes the master record on individual employees: personal data, résumé, work plans, performance planning, appraisals and evaluations, training, awards, honours, decorations, commendations, discipline, health examinations, etc. These files cover firefighters' occupational disease. For pay records, see primary 1920. See Legal Citation numbers 3, 23, 36 and 44, Appendix G. |
| Primary | Title | Description |
|---|---|---|
| 2640 | HEALTH AND SAFETY | Includes records relating to the tracking of health and safety issues and the administration of programs: Workplace Hazardous Material Information System (WHMIS), first aid, occupational health, smoking in the workplace, and accident prevention. Any asbestos related projects include inventories, risk assessments, inspections, investigation and air monitoring results. Any employee exposure to asbestos must be recorded in the personnel files. For accidents and records of injury, see 2520. For protective clothing, see 1010-30. For Health and Safety Committee, see 0360-20. For building safety programs (e.g., fire and earthquake), see 0710. See Legal Citation number 21, 22, 45, Appendix G. |
| 2670 | LABOUR RELATIONS - LABOUR AGREEMENTS | Includes records relating to labour agreements (including master and component collective agreements) or other labour contracts, including guidelines, interpretations and memoranda of agreement. Negotiations include records relating to the negotiation, arbitration, adjudication, and collective bargaining between employer and employee. The general files include records relating to employee/management relations and services which are not covered elsewhere in this section. See Legal Citation Number 46, Appendix G. |
| 2680 | LABOUR RELATIONS - DISCIPLINE | Includes records relating to the administration of discipline action and case files documenting precedents that may result from such action. See individual employee files for specific disciplinary matters. |
| 2685 | LABOUR RELATIONS - MANAGEMENT STAFF | Includes records relating to agreements and other matters between the local government and management (exempt) staff. Includes records relating to grievances and complaints of employees. For policies and procedures, see secondary 0340-50. |
| 2690 | LABOUR RELATIONS - GRIEVANCES | Includes records relating to current and projected staffing requirements, personnel resource requirements, forecasts and estimates, etc. |
| 2735 | PERSONNEL PLANNING | Includes reports and statistics prepared on personnel matters. |
| 2740 | REPORTS AND STATISTICS | Includes records relating to how the local government manages the retirement of employees, and the calculation and recording of pro-retirement benefits. Do not classify the records relating to an individual's retirement here, use the individual employee files, see primary 2600. For policies and procedures see secondary 0340-50. |
| 2750 | RETIREMENTS AND PRE-RETIREMENTS | Includes records relating to how the local government manages the layoff or separation of employees other than through retirement. Do not classify the records relating to an individual's layoff or separation here, use the individual employee files, see primary 2600. For policies and procedures, see secondary 0340-50. |
| 2760 | SEPARATIONS AND LAYOFFS | Includes records related to competitions, short lists of candidates, applications, interview format and questions, results, offer and rejection letters. |
| 2780 | STAFFING - APPLICATIONS | Includes records relating to general administration of training and development activities and functions. For specific training programs, see primary 2810. For educational leave, see secondary 2720-01. |
| 2790 | STAFFING - COMPETITIONS | Includes records relating to courses, types of courses, course content and brochures, attendance records and evaluation reports for all forms of staff training. For evaluations and attendance specific to an individual, see secondary 2600-20. For conferences, seminars and symposia, see primary 0390. |
| 2800 | TRAINING AND DEVELOPMENT - GENERAL | |
| 2810 | TRAINING AND DEVELOPMENT - COURSES |
Page 120–155
| Primary | Title | Description |
|---|---|---|
| 2830 | VOLUNTEERS | Includes records relating to persons providing volunteer services to the local government unit, the services so provided and to the requirements and conditions of the voluntary service. See Legal Citation numbers 23, Appendix G. |
| 3010 | LAND ADMINISTRATION - GENERAL | Includes records relating to the administration of land related matters which do not appear elsewhere in this section. Land administration covers the management of all land-related matters within the local government jurisdiction. Includes Land Title Office plans such as EP, SRW, VIP VIS. For all land administration statistical reports, see 6970-20. See Legal Citation Number 47, Appendix G. |
| 3020 | PUBLIC LANDS | Includes records relating to public land in or adjacent to the local government area, includes land related to or owned by Vancouver Island Health Authority (VIHA), Provincial Capital Commission (PCC), BC Transportation Financing Authority (BCTFA), Ministry of Transportation (MOT or MOTH), Capital Regional District (CRD), Island Corridor Foundation (ICF), and the Crown. See 0890 for municipally owned land. See primary 0400 for general files on these agencies. |
| 3030 | DEVELOPMENT - GENERAL | Includes records relating to development of land which do not appear elsewhere in this section. |
| 3060 | DEVELOPMENT PERMITS | Includes records relating to the application, issuance and management of development permits within the local government area jurisdiction. |
| 3090 | DEVELOPMENT VARIANCE PERMITS | Includes records relating to the application, issuance and management of development variance permits within the local government area jurisdiction. For Board of Variance (BoV) minutes see 360-20, and for BoV results see 3220-20. |
| 3150 | DEVELOPMENT COST CHARGES | Includes records relating to the administration, collection and dispersal of development cost charges. |
| 3220 | PROPERTY FILES - INDIVIDUAL | Includes individual records relating to the permits, property records and other pertinent information on all civic addresses within the local government area, including antenna information forms, business licenses, preliminary reviews of development applications and Board of Variance (BoV) results. Includes applications, inspections and approvals of non-building permits and permits for the construction of buildings (commercial and residential) linked to a civic address. Building permits include highway permits, plumbing/septic, oil tanks, fireplaces, chimneys, as well as any records relating to the issuance of building permits, such as copies of development variance permits (originals are filed in 3090-20), copies of development permits (originals are filed in 3060-20), and certificates of occupancy. Non building permits include signs, blasting, soil deposit or removal, fireworks and burning permits. Includes tracking lists for permits by type and year such as sign permits and tree cutting permits. For Land Title Office plans, see 3010-20. For BoV minutes, see 360-20. For business licenses not linked to a civic address (e.g., non-resident licenses), see 4320-20. For development and development variance permits, see 3060-20 and 3090-20 respectively. For permit-related bylaw complaints, see 4000-01. For permit-related bylaw incidents (e.g., investigations and offences), see 4000-20. See the index for highway use permits not tracked by civic address. |
| Primary | Title | Description |
|---|---|---|
| 3300 | STRATA TITLE PROPERTIES | Includes strata development index and records relating to common property issues by strata. For Land Title Office plans, see 3010-20. |
| 3320 | SUBDIVISIONS AND SUBDIVISION CONTROL | Includes individual records relating to the application, inspection and approval of subdivisions within the local government area (both fee simple and strata), including subdivision servicing drawings, highway use permits, soil deposit/removal permits and blasting permits. For Land Title Office plans, see 3010-20. For strata index and common property issues, see 3300. |
| 3360 | ZONING AND REZONING | Includes records relating to the application, and processing for zoning and rezoning properties within the local government area. These records may include land use bylaw amendments directly related to a specific rezoning application. For land use bylaw amendments related generally to zoning and rezoning, see 3900. |
| 3380 | AGRICULTURAL LAND APPEALS | Includes records relating to appeals to the Agricultural Land Commission to change the status of lands within the Agricultural Land Reserve. |
| 3710 | LEGISLATIVE AFFAIRS - GENERAL | Includes records of a general nature relating to the establishment and management of legislative and regulatory matters to the local government area. |
| 3900 | BYLAWS | Includes records relating to the creation and enactment of bylaws within the local government area and also municipal ticket information (MTIs) or ticketing. Bylaw incidents are specific cases and include bona fide complaints, investigations and offenses. For records relating to policing issues, see Section 14, Protective Services. For bylaw incidents which become litigation or arbitration, see 2430-20. |
| 4000 | BYLAW ENFORCEMENT - GENERAL | Includes records relating to specific bylaw enforcement issues. These may be arranged by subject (e.g. animal control, unsightly premises, etc.) within this primary, or may be arranged with the specific bylaws in question. |
| 4020 | BYLAW ENFORCEMENT - ISSUES | |
| 4050 | BYLAW ENFORCEMENT - BYLAW COURT | Includes records relating to the administration and operation of bylaw court. See Legal Citation number 24, Appendix G. Includes records relating to the conduct of elections including voter registration, polls, results, etc. If election volume warrants, subfolders may be used for candidates, referenda, advertising, voting divisions/places, staff, equipment and supplies, training, special voting opportunities (advance, mail in, mobile), and campaign financing disclosure See Legal Citation number 25, Appendix G. |
| 4200 | ELECTIONS | Includes records relating to the issue of specific licenses and their regulation by the local government unit. Non-civic address business licenses includes non-resident business licenses. For all business licenses linked to a civic address, see 3220-20. For all other records related to special events, including permits, see 8100-20. |
| 4320 | LICENSES - INDIVIDUAL | Includes records relating to reports and statistics for bylaws, bylaw enforcement, and the permits and licensing functions. |
| 4560 | REPORTS AND STATISTICS | Includes records relating to the provision of community and social services to the community which are not covered elsewhere in this section. |
| 4710 | COMMUNITY SERVICES - GENERAL |
Page 120–155
| Primary | Title | Description |
|---|---|---|
| 4900 | HEALTH SERVICES - GENERAL | Includes records relating to the provision of services affecting the health of the community which do not appear in other sections. Health issues and general information may contain information about topics such as smoking in public places, alcohol and drug abuse. For liaison with the local Health Authority or Board of Health, use 0400-80. For policies and procedures, see secondary 0340-50. |
| 4920 | HEALTH SERVICES - COMMUNITY AND CHILD CARE | Includes records relating to the provision of community and child care facilities and care programs (e.g., for physically disabled persons and persons with special needs). For recreation programs, see primary 8020. The local Health Authority is responsible for inspection, licensing and monitoring of services, but for business licenses, see 3220-20. See Legal Citation Numbers 26, 49, 50, 51 and 52, Appendix G. |
| 4940 | HEALTH SERVICES - LONG TERM CARE | Includes records relating to the provision of services through long term care programs. For policies and procedures, see secondary 0340-50. See Legal Citation Number 52, Appendix G. |
| 4960 | HEALTH SERVICES - HEALTH PROMOTION PROGRAMS | Includes records relating to the provision of preventive health services and programs. Programs may be provided to groups, may be in partnership with a group or agency (e.g., provincial health ministry or schools) or may be an independent program. Programs may run on an annual cycle. |
| 5000 | SOCIAL SERVICES - GENERAL | Includes records relating to social services provided by or in the local government area which do not appear in other sections. For policies and procedures, see secondary 0340-50. |
| 5020 | SOCIAL SERVICES - FAMILY | Includes records relating to the provision of family support services in the community, including family court services. See Legal Citation Number 51, Appendix G. |
| 5030 | SOCIAL SERVICES - YOUTH | Includes records relating to the planning and provision of youth-oriented services and programs. For family court services, see primary 5020. For recreation programs, see primary 8020. For policies and procedures, see secondary 0340-50. See Legal Citation Number 53, Appendix G. |
| 5040 | SOCIAL SERVICES- SENIOR CITIZENS | Includes general records relating to the provision of social services for senior citizens. For recreation programs, see primary 8020. For health services, including facilities, see 4920 or 4940. For policies and procedures, see secondary 0340-50. |
| 5050 | SOCIAL SERVICES - HOUSING | Includes records relating to the requirements and provision of social housing. Also includes records relating to affordable housing, non-market housing and homeless people. For policies and procedures, see secondary 0340-50. For planning research into housing, see 6700. |
| 5080 | SOCIAL SERVICES - MULTICULTURAL | Includes records relating to the provision of multicultural services to community groups. For policies and procedures, see secondary 0340-50. |
| 5200 | ENGINEERING AND PUBLIC WORKS - GENERAL | Includes general records relating to engineering and public works services in the areas of drainage, water and sewer utilities, environmental control, etc. For complaints about public works services, see 0220-20. For design, survey, inspecting and testing standards, specifications, procedures and guidelines, see 0340-50. |
| 5225 | DRAINAGE AND FLOOD CONTROL | Includes records relating to the management of drainage (e.g. storm water, drainage, creek and river control, culverts, diking (dyking), canals, flood plains and flood damage, etc.). Storm Sewer includes video inspections, repairs and maintenance of storm pipes, catch basins and stormceptors, etc. Watercourses includes day to day operations, flow data and maintenance records for bioswales, retention ponds, creeks, rivers, storm drains, etc. For original connection permits and plumbing permits see 3220; copies will be filed in 5225-01 by date order. For drainage projects, see 5320 or 5330. See Legal Citation Number 54, Appendix G. |
Page 120–155
| Primary | Title | Description |
|---|---|---|
| 5280 | ENVIRONMENTAL MANAGEMENT | Includes records relating to environmental control issues, projects and incidents. Issues management does not include any projects or incidents, but includes information and communication about the issues. Issues may include: air quality control; chemical spills and management; noise control; pesticides and herbicides; energy conservation; litter; wildlife; gas and oil spills; and natural areas, waterfront development (oceanfront, lakefront and/or riverfront), ditches and canals. See Legal Citation Number 55, Appendix G. |
| 5320 | LOCAL IMPROVEMENT PROJECTS - OPERATING BUDGET | Includes records relating to the applications, petitions and approval for local improvement projects and regular maintenance or upgrade projects by the municipality (projects may include localized drainage, road safety issues, lane paving, storm sewers, streetlights, sidewalks, underground wiring, etc.). For project as-built drawings see 5550-30. For project contracts, see 2320. |
| 5330 | CAPITAL WORKS PROJECTS | Includes records relating to the planning, design and construction of capital works projects including underground works (e.g. subways), excluding local improvement projects. Capital works projects may be undertaken by the municipality, another government agency or a contractor. Specific project files will include cost estimates, design, project authorization, land acquisition, meetings, reports, design engineering studies, consultants, contract award, purchase orders, etc. For project as-built drawings see 5550-30. See Legal Citation number 27, Appendix G. For project contracts, see 2320. |
| 5340 | SANITARY SEWER | Includes records relating to the administration, management and operation of sanitary sewage systems. Sanitary Sewer Pipes (5340-10) includes video inspections, repairs and maintenance of sewer pipes, manholes, etc., but not pump stations. Pump stations (5340-20) includes day to day operations, flow data and maintenance. For original sewer connection permits, see 3220; copies will be filed in 5340-01 by date order. For sewer projects, see 5330. For drainage, see 5225. See Legal Citation Number 56, Appendix G. |
| 5360 | SOLID WASTE COLLECTION AND DISPOSAL | Includes records relating to solid waste (garbage) collection and disposal, including the collection and disposal of household organics for composting. Issue management covers gathering information on various topics such as recycling, composting, hazardous waste and waste paint. For contracts, see 2320. For illegal dumping, see 4000-20. For records relating to disposal and surplus, see 1090. For policies and procedures, see secondary 0340-50. See Legal Citation Numbers 28 and 57, Appendix G. |
| 5400 | STREETS AND ROADS | Includes records relating to the planning, operation and maintenance of roads and streets, bridges, tunnels, sidewalks, boulevards, overpasses, walkways, bus shelters and stops, and street lighting (including BC Hydro and ornamental street lighting, as well as other electrical). Also includes copies of driveway access permits, incidents related to ice and snow and damage to street-related infrastructure (including motor vehicle accidents and graffiti). For construction and paving projects, see 5320 or 5330. For traffic signals see 5460. For street names, see 5450. For the transportation master plan, see 8330-02. |
| 5450 | STREET NAMES AND CIVIC ADDRESSING | Includes records relating to the naming of streets, bridges, tunnels and any other public works structure that requires a name. Also includes records related to civic addresses and numbering. Names and legal definitions of streets and roads are established and changed by bylaw and are maintained by the Land Title Office. Until approved by a bylaw, naming activities are filed under 5450-01 General. Spreadsheets or simple lists are used to track the current names, addresses and numbers. |
| Primary | Title | Description |
|---|---|---|
| 5460 | TRAFFIC CONTROL | Includes records relating to traffic aids and controls (e.g., signs, signals, barriers and speed bumps), which are managed through the traffic control order process and parking management. Also includes copies of highway use permits for both utility companies and others (copies will be filed in 5460-01 by date order). For original highway use permit, including details of the traffic management plan, see the specific project, development or utility plan file. For policies and procedures, see 0340-50. For complaints, see 0220-20. See Legal Citation Number 58, Appendix G. |
| 5500 | UTILITIES | Includes records relating to the supply of utilities within the local government area, including utility plans (including related highway use permit details) gathered for convenience and reference purposes. Also includes fibre optic issues. As View Royal does not directly provide any water, electrical, gas, telephone or cablevision services, use the liaison files in 0400 and 0510. For utility fees, see primary 1820. For utility projects (e.g., water main upgrades), see 5330-20. For utilities provided to local government buildings, see 0970. See Legal Citation Number 59, Appendix G. |
| 5550 | GEOGRAPHIC INFORMATION | Includes records relating to cadastral maps (base maps), as-built drawings and small scale aerial photos. For maps and aerial photos of specific properties see 3220-20 or for specific projects see 5320-20 or 5330-20. See 1420 for acquisition, use, and retention of photographs. |
| 5590 | ENGINEERING AND PUBLIC WORKS - REPORTS AND STATISTICS | Includes records relating to reports, statistics, and studies relating to public works and engineering services. |
| 6000 | PARKS ADMINISTRATION - GENERAL | Includes records of a general nature related to the administration, development, operation and maintenance of parks, open spaces (e.g., green spaces) and urban agricultural areas within the local government area, which do not appear elsewhere in this section. Examples of issues and information include research on greenways, urban forests, street tree management and community gardens. Specific sites and areas are under 6050 and 6100. Parks may be municipal, provincial or federal and may be managed by the municipality or for the municipality by another organization. Open spaces include greenways, playgrounds, golf courses, green space, waterfront and riverfront property. Urban agricultural/forest areas include municipal greenhouses and community gardens (except when the garden is part of a municipal park, when it is a facility). For boulevards, see 5400-50. |
| 6050 | MUNICIPAL PARK AND OPEN SPACE | This primary also includes projects which are NOT creation, management or maintenance of a specific park, open space and urban agriculture area within them. This may include a program or a project which covers a number of parks, spaces and/or areas. Includes information relating to the creation, design, management and maintenance of municipal park land and the facilities within them. Regular management plans are created for parks to guide the maintenance of the park and its facilities. Facilities include amenities such as furniture, managed fields, concessions, flower beds, hanging baskets, and trees. For parks and open spaces with heritage or historical sites, use 6830-20. |
| 6100 | NON-MUNICIPAL PARK AND OPEN SPACE | Includes information relating to information about non-municipal park land (including open spaces and urban agriculture areas). For parks and open spaces with heritage or historical sites, use 6830-20. |
| 6410 | PLANNING AND DEVELOPMENT - GENERAL | Includes records relating to the planning and development of community resources not found elsewhere in this section. |
Page 120–155
| Primary | Title | Description |
|---|---|---|
| 6430 | CORPORATE STRATEGIC PLANNING | Includes records relating to strategic planning programs, functions and activities, including the development and execution of plans in relation to program goals and objectives. Includes departmental business plans. Also includes the review and analysis of plans and programs. For policies and procedures, see secondary 0340-50. |
| 6440 | COMMUNITY PLANNING | Includes records relating to community planning functions and activities, including tracking and researching plans from other jurisdictions and levels of government. Community planning considers environmental, social and economic factors. Refer to the index for a list of "master plans" which are filed under other sections (e.g., for transportation master plan, see 8330-02, for parks master plan, see 6000-02). For utility plans, see 5500-30. |
| 6630 | DEVELOPMENT ISSUES MANAGEMENT | Includes records relating to issues management and general information about community or land development. This primary holds no development applications or projects. For development applications, see primaries 3060 (development permits) and 3090 (development variance permits). |
| 6700 | HOUSING RESEARCH | Includes records relating to gathering information about housing for the purposes of planning and development. Includes records relating to the encouragement of growth of existing businesses and industries and the attraction of new investment and economic activity to the area, including tourism related activities. Also includes economic development plans and tourism plans. |
| 6750 | ECONOMIC DEVELOPMENT | |
| 6830 | HERITAGE SITES CONSERVATION | Includes records relating to the identification, regulation and preservation of heritage properties and archaeological sites within the local government. For property files, see 3220-20. |
| 6930 | REDEVELOPMENT AND REVITALIZATION | Includes records relating to the identification, regulation, and reconstruction or revitalization of areas and neighbourhoods. |
| 6970 | PLANNING REPORTS AND STATISTICS | Includes records relating to reports, studies and statistics related to planning and development functions and activities. |
| 7010 | PROTECTIVE SERVICES - GENERAL | Includes records of a general nature relating to the protection of persons and property, which are not covered elsewhere in this section. |
| 7100 | AMBULANCE SERVICES | Includes records relating to the monitoring and liaison of ambulance services with the local government. For liaison with BC Ambulance Services, see 0400-20. |
| 7130 | EMERGENCY MEASURES - GENERAL | Includes records relating to the creation and maintenance of emergency response plans for the local government area and business continuity plans for the offices of the local government. Emergency response plans for the local government area includes issues such as dangerous goods, hazardous materials, earthquakes, evacuation routes, mutual aid, floods and emergency relief. It also covers any events not covered under 2200 (Accidents), 5225 (Floods), 5280 (Environmental), 5340 (Sanitary Sewer) and 5400 (Snow and Ice). For policies and procedures, see 0340-50. For liaison with the Capital Regional District, see 0400-50. See Legal Citation Numbers 60 and 61, Appendix G. |
| 7200 | FIRE PROTECTION - GENERAL | Includes records relating to the protection of persons and property from fire. For volunteer firefighters, see 2830-20. For employed firefighters, see 2600-20. |
| Primary | Title | Description |
|---|---|---|
| 7280 | FIRE PROTECTION - FIRE INSPECTIONS | Includes records and correspondence relating to routine fire prevention inspections and pre-fire plans of commercial premises, buildings used for public assembly and buildings containing multi-unit housing such as condominium or apartment buildings. Each file may include contact information, floor plans and building layout, service and testing records completed by outside contractors on fire alarm and fire suppression systems, sprinklers and other related fire suppression equipment/systems. The primary also covers inspection data contained within the FDM software database. For inspections of firefighting equipment, see primary number 1010. |
| 7300 | FIRE PROTECTION - FIRE INCIDENTS AND INVESTIGATIONS | Includes records for all fire department emergency incidents. Emergency incidents include medical and fire incident. This primary also covers the investigation files when required (e.g. structure fires, vehicle fires and arson) that may include fire incident and investigation data and photographs. It also covers fire incident and investigation data and photographs contained within the FDM software database and filed under each individual incident. See Legal Citation Number 62 and 63, Appendix G. |
| 7320 | FIRE PROTECTION - FIRE SAFETY AND PREVENTION PROGRAMS | Includes records relating to the development and delivery of fire safety and prevention programs. Also includes records relating to community education and fire safety awareness programs administered or sponsored by the fire department. For policies and procedures, see secondary 0340-50. |
| 7380 | FIRE PROTECTION - REPORTS AND STATISTICS | Includes records relating to reports, studies and statistics generated by the fire department. For reports to the Office of the Fire Commissioner, see 7300-25. |
| 7400 | POLICE SERVICES - GENERAL | Includes records of a general nature relating to the provision of police services to the local government area which are not covered in other subjects in this section. |
| 7450 | POLICE SERVICES - ISSUES | Includes records relating to crime related issues such as street violence, youth gangs, vandalism, etc. |
| 7500 | POLICE SERVICES - COMMUNITY RELATIONS | Includes records relating to the relationships between the police department and the community. Includes information on such programs as Neighbourhood Watch, Block Parents, Drinking/Driving Counterattack, etc. For policies and procedures, see 0340-50. |
| 7550 | POLICE SERVICES - TRAFFIC ENFORCEMENT | Includes records relating to police traffic enforcement programs. For information on traffic control devices, etc., see primary 5460. |
| 7580 | POLICE SERVICES - REPORTS AND STATISTICS | Includes records relating to reports, studies and statistics generated by the Police Department. |
| 7710 | RECREATION AND CULTURAL SERVICES - GENERAL | Includes general records relating to recreation and cultural services, programs and facilities available to the public which are not covered elsewhere in this section. |
| 7740 | ARCHIVES | Includes records relating to the administration, operations and functions of community archives. For records relating to the internal municipal archives, see 1320. |
| 7780 | ART GALLERIES | Includes records relating to the administration, operations and functions of community art galleries. |
| 7900 | FACILITY ADMINISTRATION | Includes records relating to the administration, use and operation of recreation and cultural facilities. For records on building construction and maintenance, see 0890. For records on the programming of events and activities in the facilities, see 8000 and 8020. |
| 7930 | MUSEUMS | Includes records relating to the administration, use and operation of museums. For information relating to archival records which are the property of the municipal government, see 1320. For community archives, see 7740. |
| 7960 | PUBLIC LIBRARIES - GENERAL | Includes records of a general nature relating to the administration, use and operation of public libraries in the local government area. For policies and procedures, see 0340-50. |
Page 120–155
| Primary | Title | Description |
|---|---|---|
| 8020 | RECREATION PROGRAMS | Includes records of the programs offered in the local government area either through a recreation facility or as a separate program. Facility programs typically include calendars, registration and program planning. Separate programs often focus on a specific group such as special needs groups, seniors, youth or families. |
| 8100 | SPECIAL EVENTS | Includes records relating to recreational and cultural events, activities, festivities, etc. Includes special events permits. For cultural programming, see 8020. For special events licenses, see 4320-70. For ceremonies and celebrations, see 0330. For policies and procedures, see 0340-50. |
| 8160 | RECREATION SERVICES - REPORTS AND STATISTICS | Includes records relating to the reports and statistics relating to recreation and cultural services. |
| 8310 | TRANSPORTATION - GENERAL | Includes records relating to the research, planning, design and operation of municipal transportation systems. For information on streets, roads and traffic control see the Engineering and Public Works section. |
| 8330 | TRANSPORTATION PLANNING | Includes records relating to the planning, design and operation of bus transit systems. For records relating to the transportation master plan and sidewalks master plan. |
| 8500 | BUS TRANSIT | Includes records relating to the research, planning, design and operation of bus transit systems. For records relating to BC Transit, including Park and Ride, see 0400. For policies and procedures, see 0340-50. |
| 8600 | TRANSPORTATION FOR THE DISABLED | Includes records relating to transportation for people with disabilities. For policies and procedures, see 0340-50. |
| 8640 | RAIL TRANSIT | Includes records relating to rail transportation planning. For policies and procedures, see 0340-50. |
| 8660 | RAPID TRANSIT | Includes records relating to rapid transit planning. For policies and procedures, see 0340-50. |
| 8700 | WATER TRANSPORTATION | Includes records relating to water transportation issues and planning. For records relating to the BC Ferries Corporation, see 0400. For policies and procedures, see 0340-50. |
Page 120–155
Records Classification System - Secondary Classifications
Attachment "A" to Records Management Policy 0100-039
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 0110 | 01 | General | CY2s5yD | |
| 0110 | 02 | Incorporation | SONaP | |
| 0110 | 03 | Organization | Includes reorganization projects. SO = when project is complete or organizational chart is replaced SR = Organization charts will be permanently retained. | SONaSR |
| 0110 | 20 | Convenience Files | Note: These are convenience copies of correspondence compiled for administrative convenience only. Classify the official file copy under the appropriate subject. | CY1naD |
| 0110 | 30 | Appointment Books, Calendars, Diaries | SO = when no longer required (five to seven years is generally the absolute maximum) Note: Diaries relating to specific subjects should be classified under the appropriate subject. | SONaD |
| 0125 | 01 | General | SO1ynaD | |
| 0125 | 02 | Comparative Studies | SR = retain studies created by the municipality | SO1ynaSR |
| 0125 | 20 | Legislation, by jurisdiction | SO = until updated or replaced | SONaD |
| 0220 | 01 | General | CY2naD | |
| 0220 | 20 | Correspondence, by department | Includes the Chief Administration Officer. If volume warrants, separate correspondence into subfolders by type (e.g., complaints). | CY2s5yD |
| 0220 | 30 | Correspondence, Mayor and Council | CY2s5yD | |
| 0230 | 01 | General | CY2s5yD | |
| 0230 | 20 | Associations, Clubs, Societies, alpha by name | CY2s5yD | |
| 0290 | 01 | General | CY2s5yD | |
| 0290 | 20 | Awards, individual, by name and date | CY2s5yP | |
| 0320 | 01 | General | CY2s5yD | |
| 0320 | 20 | Campaigns by name | CY2s5yD | |
| 0330 | 01 | General | CY2s5yD | |
| 0330 | 20 | Celebrations, by name and date | SR = retain records of significant events | CY2s5ySR |
| 0340 | 01 | General | SONaP | |
| 0340 | 20 | Administrative and operating manuals | SONaP | |
| 0340 | 40 | Policies and procedures development | SO = when policy or procedure has been approved or rejected | SO2ynaD |
| 0340 | 50 | Policies and procedures | SO = until updated | SONaP |
| 0360 | 01 | General | CY2s5yD | |
| 0360 | 20 | Committees, alpha by name | If volume warrants, subfolders may be used for minutes and attendance, membership/board lists and appointments, terms of reference, financial statements, and reports. | CY2s5yP |
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 0390 | 01 | General | Includes copies of Council and staff conference registrations. | CY2s5yD |
| 0390 | 20 | Conferences, seminars, etc. alpha by title, date | SR = retain records of events sponsored or hosted by municipality | CY2naSR |
| 0400 | 01 | General | Includes special operating agencies. | CY2s5yD |
| 0400 | 20 | British Columbia Government | Includes authorities (e.g., Municipal Finance Authority, BC Ombudsman, and BC Transportation Financing Authority). | CY2s5yD |
| 0400 | 30 | Crown Corporations | CY2s5yD | |
| 0400 | 40 | Federal Government | CY2s5yD | |
| 0400 | 45 | International Agencies | CY2s5yD | |
| 0400 | 50 | Other Local Governments | Includes regional districts (e.g., Capital Regional District). | CY2s5yD |
| 0400 | 60 | First Nations Governments | CY2s5yD | |
| 0400 | 70 | Universities, Colleges and Schools | CY2s5yD | |
| 0400 | 80 | Health Authorities | CY2s5yD | |
| 0510 | 01 | General | CY2s5yD | |
| 0510 | 20 | Companies, alpha by name | CY2s5yP | |
| 0530 | 01 | General | CY2s5yD | |
| 0540 | 01 | General | CY2s5yD | |
| 0540 | 20 | Committees, alpha by name | CY2s5yP | |
| 0550 | 01 | General | CY2s5yD | |
| 0550 | 02 | Agenda | Full agenda package | CY2s5yP |
| 0550 | 03 | Minutes | CY2s5yP | |
| 0550 | 04 | Reports | Duplicate copy from agenda package and sorted by topic | CY2s5yP |
| 0550 | 05 | Action Lists | CY2s5yD | |
| 0560 | 01 | General | CY2s5yD | |
| 0560 | 02 | Agenda | Full agenda package | CY2s5yP |
| 0560 | 03 | Minutes | CY2s5yP | |
| 0560 | 04 | Reports | Duplicate copy from agenda package and sorted by topic | CY2s5yP |
| 0560 | 05 | Action Lists | CY2s5yD | |
| 0570 | 01 | General | CY2s5yD | |
| 0570 | 20 | Signing authority and delegation of authority files | SO = when updated or superseded (e.g., bank account is terminated) | SO7yD |
| 0580 | 01 | General | CY2s5yD | |
| 0580 | 20 | Access Requests and Responses | SO = when request is closed, all avenues of appeal are exhausted and the information is no longer needed for reference | SO5yD |
| 0580 | 30 | Privacy Issues | CY2s5yD | |
| 0580 | 50 | Appeals to Commissioner | SO = until appeal is complete | SONaP |
| 0595 | 01 | General | CY2s5yD | |
| 0595 | 02 | Intellectual Property | SONaP | |
| 0600 | 01 | General | CY2s5yD | |
| 0610 | 01 | General | CY2s5yD |
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 0630 | 01 | General | SR = retain final versions of proclamations | CY2s5ySR |
| 0640 | 01 | General | CY2s5yD | |
| 0640 | 20 | Annual and special one-time reports, by name or type of report | CY2naP | |
| 0640 | 30 | Reports, by name or type of report | CY2s5yD | |
| 0680 | 01 | General | CY2s5yD | |
| 0680 | 20 | Security Issues | CY2s8yD | |
| 0695 | 01 | General | CY2s5yD | |
| 0710 | 01 | General | CY2naD | |
| 0712 | 01 | General | CY2s5yD | |
| 0712 | 20 | Drills, by location and date | CY2s5yD | |
| 0715 | 01 | General | CY2naD | |
| 0715 | 02 | Buildings' floor plans | SONaP | |
| 0715 | 03 | Reports and Statistics | SR = retain annual reports and special one time reports | CY2s5ySR |
| 0870 | 01 | General | CY2s5yD | |
| 0870 | 20 | Leased property, by address | SONaP | |
| 0870 | 30 | Leases, by address, name of tenant | SONaP | |
| 0890 | 01 | General | CY2s5yD | |
| 0890 | 20 | Individual properties, by address | If volume warrants, subfolders may be used for land acquisition and disposal, planning and parking. | SONaP |
| 0970 | 01 | General | CY2s5yD | |
| 0970 | 20 | Utilities | CY2s5yD | |
| 1010 | 01 | General | CY2naD | |
| 1010 | 02 | Equipment loans | CY2naD | |
| 1010 | 03 | Guarantees and warranties | SO = until expiry of guarantee or warranty | SOs7yD |
| 1010 | 04 | Blank stocks of forms | NOTE that items which are classified under this secondary do NOT require official approval for destruction! | SONaD |
| 1010 | 20 | Equipment case files, by type and item | SO = when equipment is no longer used | SOs7yD |
| 1010 | 30 | Supplies case files, by type and item | SO = when supplies purchase term expires | SOs7yD |
| 1010 | 40 | Other physical assets case files, by type and item | SO = when asset is disposed of | SOs7yD |
| 1010 | 50 | Vehicle history files | SO = when vehicle is no longer used | SOs7yD |
| 1015 | 01 | General | CY1naD | |
| 1015 | 20 | Suppliers, alpha by name | SO = when no longer a supplier | SOs7yD |
| 1025 | 01 | General | FY2s5yD | |
| 1025 | 02 | Asset loss | SO2s5yD | |
| 1025 | 03 | Warehouse inventory | FY2s5yD | |
| 1025 | 20 | Fixed assets control | SO = when asset is disposed of | SONaP |
| 1090 | 01 | General | CY2s5yD | |
| 1090 | 02 | Disposals | SO = when disposal is complete and audit requirements are satisfied | SO2naD |
Page 120–155
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 1200 | 01 | General | CY2s5yD | |
| 1210 | 01 | General | CY2s5yD | |
| 1210 | 20 | Purchase requisitions, alpha by vendor name | CY2s5yD | |
| 1210 | 30 | Purchase orders, if filed separately | CY2s5yD | |
| 1220 | 01 | General | CY2s5yD | |
| 1220 | 20 | Tenders and quotations, in alpha or numeric order | CY2s5yD | |
| 1230 | 01 | General | CY2s5yD | |
| 1230 | 20 | Standing offers, by name of product or service and contractors' name | CY2s5yD | |
| 1310 | 01 | General | CY2s5yD | |
| 1320 | 01 | General | CY2s5yD | |
| 1320 | 20 | Accessions, by number | SO = until receipt and processing of accession | SONaP |
| 1320 | 30 | Archival projects, by number | SO = when project is complete | SONaP |
| 1330 | 01 | General | CY2s5yD | |
| 1335 | 01 | General | CY2s5yD | |
| 1335 | 20 | Applications, by name description | SO = until upgraded or replaced | SO1naD |
| 1340 | 01 | General | CY2naD | |
| 1340 | 20 | Documentation | SO = until replaced, NOTE: retain documentation for archived data | SO1naD |
| 1345 | 01 | General | CY2s5yD | |
| 1350 | 01 | General | CY2s5yD | |
| 1350 | 02 | Log of service requests | CYs2yD | |
| 1350 | 20 | Service reports | SO = when request is fulfilled or at the end of the calendar year in the case of batched service requests | SOs2yD |
| 1355 | 01 | General | CY2s5yD | |
| 1370 | 01 | General | CY2s5yD | |
| 1390 | 01 | General | CY2s5yD | |
| 1390 | 02 | News clippings | CY2s5yD | |
| 1400 | 01 | General | CY2s5yD | |
| 1400 | 20 | Audio visual production projects | SO = when project is complete | SONaP |
| 1405 | 01 | General | CY2s5yD | |
| 1405 | 02 | Inventory of publications | SO = when updated | SONaP |
| 1405 | 03 | Pricing | CY2naD | |
| 1405 | 20 | Individual publications, by name | SO = when completed | SONaP |
| 1415 | 01 | General | CY2s5yD | |
| 1415 | 20 | Individual speeches, by author, date | CY2naP | |
| 1420 | 01 | General | CY2s5yD | |
| 1420 | 20 | Photographs | CY2naP | |
| 1425 | 01 | General | CY2s5yD |
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 1425 | 20 | Individual programs, by title | SO = when completed | SONaP |
| 1440 | 01 | General | CY2s5yD | |
| 1440 | 02 | Reference | CY2naD | |
| 1450 | 01 | General | CY2s5yD | |
| 1450 | 02 | Requests for materials | CYs2yD | |
| 1450 | 03 | Lists of library materials | SO = when updated | SONaP |
| 1460 | 01 | General | CY2s5yD | |
| 1470 | 01 | General | CY2s5yD | |
| 1475 | 01 | General | CY2s5yD | |
| 1475 | 20 | Advertising and marketing project files | CY2naP | |
| 1480 | 01 | General | CY2s5yD | |
| 1480 | 20 | Individual exhibits, by date, place | SO = when completed | SONaP |
| 1490 | 01 | General | CY2s5yD | |
| 1490 | 02 | Records classification system | SO = when updated | SONaP |
| 1490 | 03 | File Lists | SONaD | |
| 1490 | 07 | Records action authorizations | SO = when authorization has been approved and the action completed | SONaP |
| 1490 | 20 | Records management projects | SO = when project is complete | SO2naD |
| 1610 | 01 | General | CY2s5yD | |
| 1615 | 01 | General | CY2s5yD | |
| 1615 | 02 | Accounting codes (chart of accounts) | SO = until modified | SO1s7yD |
| 1615 | 03 | Cash batches | ||
| 1615 | 20 | Reconciliations (coded by account number) | CY2s5yD | |
| 1630 | 01 | General | CY2s5yD | |
| 1630 | 02 | Overdue accounts | CY2s5yD | |
| 1630 | 20 | Individual accounts, alpha by supplier name | CY2s5yD | |
| 1640 | 01 | General | CY2s5yD | |
| 1640 | 20 | Accounts receivable | CY2s5yD | |
| 1640 | 30 | Outstanding accounts | SO = when paid | SO2s5yD |
| 1640 | 40 | Write offs | SO = when uncollected accounts are written off | SO2s5yD |
| 1650 | 01 | General | CY2s5yD | |
| 1650 | 02 | Petty cash | CY2s5yD | |
| 1650 | 03 | Travel advances | CY2s5yD | |
| 1650 | 04 | Salary advances | CY2s5yD | |
| 1680 | 01 | General | CY2s5yD | |
| 1680 | 20 | Audits, by year | SO = when audit is finished and any legal issues have been resolved | SONaP |
| 1690 | 01 | General | CY2s5yD | |
| 1690 | 02 | Bank and financial institution addresses | SO = until updated or changed | SONaD |
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 1690 | 20 | Bank accounts | CY2s9yD | |
| 1700 | 01 | General | CY2s5yD | |
| 1700 | 02 | Budget planning | CY2s5yD | |
| 1730 | 01 | General | CY2s5yD | |
| 1730 | 02 | Returned cheques | CY2s5yD | |
| 1730 | 03 | Cheque vouchers | CY2s5yD | |
| 1730 | 04 | Cheque lists | CY2s5yD | |
| 1730 | 05 | Journal Vouchers | CY2s5yD | |
| 1740 | 01 | General | CY2s5yP | |
| 1740 | 02 | Claims, by name | SO = until completion of limitation period | SOs7yD |
| 1750 | 01 | General | CY2s5yP | |
| 1750 | 20 | Debenture debt long term | SONaP | |
| 1760 | 01 | General | CY2s5yD | |
| 1760 | 20 | Debenture debt short term | SONaP | |
| 1770 | 01 | General | CY2s5yD | |
| 1770 | 20 | Donations and bequests, by year and name of donor | CY2s5yP | |
| 1770 | 30 | Donations and bequests in perpetuity, by name of donor | SO = until gift is resolved | SONaP |
| 1790 | 01 | General | CY2s5yD | |
| 1790 | 02 | Credit cards | CY2s5yD | |
| 1800 | 01 | General | CY2s5yD | |
| 1800 | 20 | Expense accounts, by name | CY2s5yP | |
| 1820 | 01 | General | CY2s5yD | |
| 1820 | 20 | Utility billings | CY2s5yD | |
| 1830 | 01 | General | CY2s5yD | |
| 1830 | 02 | Annual financial statements | SONaP | |
| 1830 | 03 | Financial process | CY2s5yD | |
| 1850 | 01 | General | CY2s5yD | |
| 1850 | 20 | Grant files, alpha by name of organization or individual | CY2s5yD | |
| 1850 | 30 | Revenue Sharing | CY2s5yD | |
| 1855 | 01 | General | CY2s5yD | |
| 1855 | 02 | Grants - Federal | CY2s5yD | |
| 1855 | 03 | Grants - Provincial | CY2s5yD | |
| 1855 | 04 | Grants - Other governments | CY2s5yD | |
| 1860 | 01 | General | CY2s5yD | |
| 1860 | 20 | Investments, by name, date | SO = until concluded | SOs7yD |
| 1870 | 01 | General | CY2s5yD | |
| 1870 | 20 | Letters of credit (individual) | SO = until expires | SOs7yD |
Page 120–155
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 1880 | 01 | General | CY2s5yD | |
| 1880 | 20 | Reports, by title and date | SR = retain annual reports and special one time reports | CY2s5ySR |
| 1920 | 01 | General | CY2s5yD | |
| 1920 | 20 | Current payroll files (PIB) | SO = when employment terminates | SO2s8yD |
| 1920 | 02 | T-4's | SO2s5yD | |
| 1920 | 03 | Benefits (payment of) | SO2s5yD | |
| 1950 | 01 | General | CY2naD | |
| 1950 | 02 | Court of revision | CY2naP | |
| 1950 | 20 | Assessment roll, by year includes address changes | CY2naP | |
| 1970 | 01 | General | CY2s5yD | |
| 1970 | 02 | Rates | SR = retain the annual rate schedule | CY2s5ySR |
| 1970 | 03 | Deferrals | SO = until paid | SO2s5yD |
| 1970 | 04 | Exemptions | CY2s5yD | |
| 1970 | 05 | Penalties | CY2s5yD | |
| 1970 | 06 | Prepayments | CY2s5yD | |
| 1970 | 07 | Tax sale | CY2s5yP | |
| 1970 | 08 | Tax writeoffs | CY2s5yP | |
| 1970 | 20 | Individual tax records, by name and address | CY2s5yP | |
| 2000 | 01 | General | CY2s5yD | |
| 2000 | 02 | Federal taxes | CY2s5yD | |
| 2000 | 03 | Provincial taxes | CY2s5yD | |
| 2000 | 04 | Harmonized taxes | CY2s5yD | |
| 2000 | 05 | Exemptions | CY2s5yD | |
| 2020 | 01 | General | CY2s4yD | |
| 2020 | 20 | Unclaimed property (value less than $1000) | CY2s4yD | |
| 2020 | 30 | Unclaimed property (value greater than $1000, less than $25,000) | CY2s8yD | |
| 2020 | 40 | Unclaimed property (value greater than $25,000) | CY2s28yD | |
| 2210 | 01 | General | CY2s5yD | |
| 2210 | 20 | Legal issues, by topic | SO = when issue is irrelevant, obsolete or resolved | SO2naD |
| 2220 | 01 | General | CY2s5yD | |
| 2220 | 20 | Incident files, by date and name | If an incident becomes a claim, reclassify it to 2300-20. SO = when limitation period has expired | SOs7yD |
| 2240 | 01 | General | Includes convenience copies of agreements and agreements not directly involving the local government. | CY2s5yD |
| 2240 | 02 | Agreements register | SO = when updated | SONaP |
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 2240 | 20 | Agreements, by date and topic | SO = when agreement has expired and any legal issues have been resolved Note: these should be kept in the confidential cabinet in the vault | SOs7yP |
| 2300 | 01 | General | CY2s5yD | |
| 2300 | 20 | Claims case files | SO = expiry of limitation period | SOs7yD |
| 2320 | 01 | General | CY2s5yD | |
| 2320 | 20 | Contracts, by type and name | SO = when contract has expired and any legal issues have been resolved | SOs7yD |
| 2320 | 30 | Latecomers Agreements | ||
| 2360 | 01 | General | CY2s5yD | |
| 2360 | 20 | Easements, by civic address | SO = when the legal right ceases to exist | SONaP |
| 2360 | 30 | Rights of way, by civic address | SO = when the legal right ceases to exist | SONaP |
| 2360 | 40 | Encroachment agreements, by civic address | SO = when easement or agreement ceases to exist | SONaP |
| 2380 | 01 | General | CY2s5yD | |
| 2380 | 20 | Leases, by type, name and address | SO = when lease has expired and any legal issues have been resolved | SOs7yD |
| 2400 | 01 | General | CY2s5yD | |
| 2400 | 02 | Index of legal opinions | SO = when updated | SONaP |
| 2400 | 20 | Opinions/memos by subject, author | SONaP | |
| 2430 | 01 | General | CY2s5yD | |
| 2430 | 02 | Index of litigation | SO = when updated | SONaP |
| 2430 | 20 | Cases, by date and name of appellant | SO = upon completion | SONaP |
| 2450 | 01 | General | CY2s5yD | |
| 2450 | 20 | Restrictive covenants | SO = upon completion | SONaP |
| 2470 | 01 | General | CY2s5yD | |
| 2470 | 02 | Insurance policies | SO = upon expiry and settlement of outstanding claims | SOs7yD |
| 2510 | 01 | General | CY2s5yD | |
| 2520 | 01 | General | If volume warrants, separate files into secondaries -02, -03, -04, -06, -07 and -08. | CY2s8yD |
| 2520 | 02 | WCB claim cost statements | CY2s8yD | |
| 2520 | 03 | WCB inspection reports - outside | CY2s8yD | |
| 2520 | 04 | WCB inspection reports - Inside | CY2s8yD | |
| 2520 | 05 | WCB hearing tests (PIB) | SO = when employment terminates | SOs1yD |
| 2520 | 06 | WCB re-employment | CY2s8yD | |
| 2520 | 07 | WCB experience rates | CY2s8yD | |
| 2520 | 08 | WCB audits | CY2s8yD | |
| 2520 | 20 | Non-compensable accidents and injuries - first aid records (PIB) | CY3naD | |
| 2520 | 30 | All other claims (PIB) | CY2s8yD |
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 2530 | 01 | General | CY2s5yD | |
| 2530 | 20 | Attendance records, by work group, date | SO = upon completion of all requirements | SO2s5yD |
| 2550 | 01 | General | CY2s5yD | |
| 2550 | 02 | Superannuation | SONaP | |
| 2550 | 03 | Management (exempt) benefit plan information | CY2s5yD | |
| 2550 | 04 | Union benefit plan information | CY2s5yD | |
| 2550 | 20 | Benefits plans, by type | SO = until benefit ceases and all claims are settled | SONaD |
| 2560 | 01 | General | CY2s5yD | |
| 2560 | 02 | Job descriptions | SO = when replaced | SONaP |
| 2560 | 20 | Job description (classification) projects, by position | CY2s5yD | |
| 2600 | 01 | General | CY2s5yD | |
| 2600 | 20 | Employee files, alpha by name (PIB) | SO = when employment terminates | SOs20yD |
| 2640 | 01 | General | CY2s5yD | |
| 2640 | 20 | Program, by name | SR = retain WHMIS records. Retain testing records according OHS requirements for various types of tests. | CY2naSR |
| 2640 | 30 | Asbestos Projects | CY2s8yD | |
| 2640 | 40 | Issue | SO = when issue is obsolete or resolved | SO2naD |
| 2670 | 01 | General | CY2s5yD | |
| 2670 | 02 | Proposals | CY2s5yP | |
| 2670 | 03 | Interpretations | CY2s5yP | |
| 2670 | 04 | Other local governments | SONaD | |
| 2670 | 20 | Collective agreements, listed by union name, number | SO = when renegotiated | SONaP |
| 2670 | 30 | Negotiations, by union, date | SO = when agreement has been ratified and/or files are no longer needed for reference purposes | SONaP |
| 2680 | 01 | General | CY2s5yD | |
| 2680 | 20 | Discipline actions | SO = when resolved | SONaP |
| 2680 | 30 | Precedent files | SO = when established | SONaP |
| 2685 | 01 | General | CY2s5yD | |
| 2690 | 01 | General | CY2s5yD | |
| 2690 | 20 | Grievance files, by employee name (PIB) | SO = upon processing | SO2s5yD |
| 2735 | 01 | General | CY2s5yD | |
| 2740 | 01 | General | CY2s5yD | |
| 2740 | 20 | Reports/statistics | SO = until updated SR = retain annual reports and special one time reports | SONaSR |
Page 120–155
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 2750 | 01 | General | CY2s5yD | |
| 2760 | 01 | General | CY2s5yD | |
| 2780 | 01 | General | CY2s5yD | |
| 2780 | 20 | Applications, batch chronologically | CY1naD | |
| 2790 | 01 | General | CY2s5yD | |
| 2790 | 20 | Competitions, by position name and date | SO = when the competition is closed | SO2naD |
| 2800 | 01 | General | CY2naD | |
| 2800 | 02 | Employee orientation | SO = when updated | SONaP |
| 2810 | 01 | General | CY2s5yD | |
| 2810 | 20 | Courses (individual files) (PIB) | CY2s5yD | |
| 2830 | 01 | General | CY2s5yD | |
| 2830 | 02 | Accidents, liability and insurance | SO = when no longer a volunteer | SOs20yD |
| 2830 | 03 | Training and orientation | CY2naD | |
| 2830 | 04 | Schedules | CY2naD | |
| 2830 | 20 | Volunteer records (PIB) | SO = when no longer a volunteer | CY2s5yD |
| 3010 | 01 | General | P | |
| 3010 | 20 | Land Title Office plans, alpha by plan number | CY2s5yD | |
| 3020 | 01 | General | CY2s5yD | |
| 3030 | 01 | General | CY2s5yD | |
| 3060 | 01 | General | CY2s5yD | |
| 3060 | 20 | Permits (individual) arranged by year and permit number | SO = until completion of permit | SO2s5yP |
| 3090 | 01 | General | CY2s5yD | |
| 3090 | 20 | Permits (individual) arranged by year and permit number | SO = until completion of permit | SO2s5yP |
| 3150 | 01 | General | CY2s5yD | |
| 3150 | 20 | Charges, by name | SO = payment of charges | CY2s5yP |
| 3220 | 01 | General | CY2s5yD | |
| 3220 | 20 | Property files, by civic address | SO = until property or building no longer exists | SONaP |
| 3300 | 01 | General | CY2s5yD | |
| 3300 | 20 | Strata index, by strata number | SO = until updated or replaced | SONaD |
| 3300 | 30 | Strata common property issues | SO = when the issue or information is no longer relevant SR = retain significant, historical issues and information | SO7ySR |
| 3320 | 01 | General | CY2s5yD | |
| 3320 | 20 | Individual subdivisions arranged by year, application | SO = when completed | SOs7ySR |
| 3360 | 01 | General | CY2s5yD | |
| 3360 | 20 | Applications by year, application | SO = when completed | SO2s5yP |
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 3360 | 30 | Temporary Commercial Use Permits | SO = when completed | SO2s5yP |
| 3360 | 40 | Docks by year | SO = when completed | SO+2 2 5 P |
| 3380 | 01 | General | CY2naD | |
| 3380 | 20 | Agricultural land appeals, by year, application | SO = when appeal is resolved | SO2s5yD |
| 3710 | 01 | General | CY2s5yD | |
| 3900 | 01 | General | Includes inquiries, advice, and bylaws on hold. | CY2s5yD |
| 3900 | 02 | Proposed bylaws | Includes bylaw development, bylaw petitions (e.g., sewer petitions and counter petitions). | CY2s5yP |
| 3900 | 20 | Individual bylaws listed numerically | SO = until repealed | SONaP |
| 4000 | 01 | General | Includes batches of complaints which are not incidents. Batches are arranged by year and/or bylaw. | CY2s5yD |
| 4000 | 20 | Bylaw Incidents, by case number | SO = until incident has been resolved | SOs20yD |
| 4020 | 01 | General | CY2s5yD | |
| 4020 | 20 | Issues by subject | SR = retain precedent setting issues | CY2s5ySR |
| 4020 | 30 | Building Code | SR = retain precedent setting issues | CY2s5ySR |
| 4020 | 40 | Business Licence | SR = retain precedent setting issues | CY2s5ySR |
| 4020 | 50 | Animal Regulation | SR = retain precedent setting issues | CY2s5ySR |
| 4020 | 60 | Unsightly Premise | SR = retain precedent setting issues | CY2s5ySR |
| 4020 | 70 | Noise | SR = retain precedent setting issues | CY2s5ySR |
| 4020 | 80 | Signs | SR = retain precedent setting issues | CY2s5ySR |
| 4020 | 90 | Parking | SR = retain precedent setting issues | CY2s5ySR |
| 4050 | 01 | General | CY2s5yD | |
| 4050 | 02 | Court processes | SO = until updated or changed SR = retain precedent setting decisions | SONaP |
| 4050 | 20 | Court decisions | SO = until appeal is determined SR = retain precedent setting decisions | SOs10ySR |
| 4200 | 01 | General | CY2s5yP | |
| 4200 | 02 | Voters list | SO = after election is complete | SONaP |
| 4200 | 03 | Statistics/results, by year | CY2s5yP | |
| 4200 | 04 | Information from other jurisdictions | CY2s5yD | |
| 4200 | 20 | Elections, by date | Includes referenda, ballot questions and plebiscites. If volume warrants, subfolders may be used for candidates, referenda, advertising, voting divisions/places, staff, equipment and supplies, training, advance voter registration, special voting opportunities. | CY2s5yP |
| 4320 | 01 | General | CY2s5yD | |
| 4320 | 20 | Non-civic address business licenses, by name | CY2s5yP | |
| 4320 | 30 | Commercial vehicle | CY1naD | |
| 4320 | 40 | Dog licenses | CY2s5yD |
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 4320 | 50 | Liquor | CY2s5yD | |
| 4320 | 60 | Taxi | CY1naD | |
| 4320 | 70 | Special events | CY1naD | |
| 4560 | 01 | General | CY2s5yD | |
| 4560 | 20 | Reports | SR = retain annual reports and special one time reports | SONaSR |
| 4710 | 01 | General | CY2s5yD | |
| 4900 | 01 | General | CY2s5yD | |
| 4900 | 20 | Health issues and general information, by topic | SO = when the issue or information is no longer relevant SR = retain significant, historical issues and information | SOs7ySR |
| 4920 | 01 | General | CY2s5yD | |
| 4920 | 20 | Facilities, by type, name, location | SO = life of facility | SOs7yD |
| 4920 | 30 | Community care programs, by name | SO = when the program is no longer relevant SR = retain significant, historical programs | SOs7ySR |
| 4940 | 01 | General | CY2s5yD | |
| 4940 | 20 | Agencies, by name | SO = life of agency | SOs7yD |
| 4940 | 30 | Long term care programs, by name and year, if relevant | SO = when the program is no longer relevant SR = retain significant, historical programs | SOs7ySR |
| 4960 | 01 | General | CY2s5yD | |
| 4960 | 20 | Health promotion programs, by name and year, if relevant | SO = when the program is no longer relevant SR = retain significant, historical programs | SOs7ySR |
| 5000 | 01 | General | CY2s5yD | |
| 5020 | 01 | General | CY2s5yD | |
| 5020 | 20 | Family social programs, by name and year, if relevant | SO = when the program is no longer relevant SR = retain significant, historical programs | SOs7ySR |
| 5030 | 01 | General | CY2s5yD | |
| 5030 | 20 | Youth social programs, by name and year, if relevant | SO = when the program is no longer relevant SR = retain significant, historical programs | SOs7ySR |
| 5040 | 01 | General | CY2s5yD | |
| 5040 | 20 | Senior citizens' social programs, by name and year, if relevant | SO = when the program is no longer relevant SR = retain significant, historical programs | SOs7ySR |
| 5050 | 01 | General | CY2s5yD | |
| 5050 | 20 | Housing programs, by name and year, if relevant | SO = when the program is no longer relevant SR = retain significant, historical programs | SOs7ySR |
| 5080 | 01 | General | CY2s5yD | |
| 5080 | 20 | Multicultural social programs, by name and year, if relevant | SO = when the program is no longer relevant SR = retain significant, historical programs | SOs7ySR |
| 5200 | 01 | General | CY2s5yD | |
| 5200 | 10 | Engineering and public works issues management | Does NOT include environmental issues management. SO = when the information is no longer required | SONaD |
Page 120–155
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 5225 | 01 | General | CY2s5yD | |
| 5225 | 10 | Drainage master plan and drainage area plans | SO = when master plan or area plan is replaced SR = retain master plan or area plan plan, destroy drafts and working files | SOs7ySR |
| 5225 | 20 | Storm Sewer Pipes | Includes video inspections, repairs and maintenance of storm pipes, catch basins and stormceptors, etc. | CY2s5yD |
| 5225 | 30 | Flood incidents, by year, month, day | SO = when final report and/or event is resolved 30y = this is to preserve a memory of the local government's actions for legal purposes SR = retain final report, destroy clippings, drafts and working files | SOs30ySR |
| 5225 | 40 | Watercourses | Includes maintenance records for bioswales, retention ponds, creeks, rivers, etc. | CY2s5yD |
| 5280 | 01 | General | CY2s5yD | |
| 5280 | 10 | Environmental issues management | SO = when issue is considered obsolete | SOs7yD |
| 5280 | 20 | Environmental incidents, by date, location | SO = when incident is resolved | SONaP |
| 5280 | 30 | Environmental projects | SO = when project is complete | SONaP |
| 5320 | 01 | General | CY2s5yD | |
| 5320 | 20 | Local improvement project, by year, number and name | SO = when project and project budget is complete | SONaP |
| 5330 | 01 | General | CY2s5yD | |
| 5330 | 20 | Public works project, by year, number and name | SO = when project and project budget is complete | SONaP |
| 5340 | 01 | General | CY2s5yD | |
| 5340 | 05 | Sewer master plan | SO = when master plan is replaced SR = retain master plan plan, destroy drafts and working files | SOs7ySR |
| 5340 | 10 | Sanitary Sewer Pipes | Includes video inspections, repairs and maintenance of sewer pipes, manholes, etc., but not pump stations by name. | CY2s5yD |
| 5340 | 20 | Pump stations, by name | Includes day to day operations, flow data and maintenance. | CY2s5yD |
| 5340 | 30 | Sewage incidents, by year, month, day | SO = when final report and/or event is resolved 30y = this is to preserve a memory of the local government's actions for legal purposes SR = retain final report, destroy clippings, drafts and working files | SOs30ySR |
| 5340 | 40 | Inflow and infiltration | CY2s28yD | |
| 5360 | 01 | General | CY2s5yD | |
| 5360 | 20 | Solid waste issues management | SONaD | |
| 5400 | 01 | General | CY2s5yD | |
| 5400 | 05 | Roads maintenance master plan | SO = when master plan is replaced SR = retain master plan plan, destroy drafts and working files | SOs7ySR |
| 5400 | 20 | Streets and roads, by name | SO = when street or road no longer exists | SOs7yP |
| 5400 | 30 | Bridges and tunnels, by name | SO = when structure no longer exists | SOs7yP |
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 5400 | 40 | Sidewalks, walkways and overpasses, by road name | SO = when structure no longer exists | SOs7yP |
| 5400 | 50 | Boulevard, by road name | SO = when boulevard no longer exists | SOs7yP |
| 5400 | 60 | Street lighting, by road name | SO = when street lighting no longer exists | SOs7yP |
| 5400 | 70 | Bus shelters and Stops, by road name | SO = when shelter or stop no longer exists | SOs7yP |
| 5400 | 80 | Ice and snow incidents, by year, month, day | SO = when final report and/or event is resolved 30y = this is to preserve a memory of the local government's actions for legal purposes SR = retain final report, destroy clippings, drafts and working files | SOs30ySR |
| 5400 | 90 | Damage incidents, by year, month, day | SO = when final report and/or event is resolved 30y = this is to preserve a memory of the local government's actions for legal purposes SR = retain final report, destroy clippings, drafts and working files | SOs30ySR |
| 5450 | 01 | General | CY2s5yD | |
| 5450 | 02 | Name tracking index | SR = when list or spreadsheet is updated | SONaD |
| 5450 | 03 | Civic address allocation | CY2s5yP | |
| 5460 | 01 | General | CY2s5yD | |
| 5460 | 02 | Traffic control index | SO = when index is updated | SONaD |
| 5460 | 03 | Traffic control orders | CY2s5yP | |
| 5460 | 20 | Traffic control devices, by location | SO = when traffic control device no longer exists | SOs7yP |
| 5460 | 30 | Parking management projects | SR = retain final reports | CY2s5ySR |
| 5500 | 01 | General | CY2s5yD | |
| 5500 | 20 | Utility plans, by utility supplier | SO = when the plan is replaced and is no longer required for reference purposes | SONaD |
| 5550 | 01 | General | CY2s5yD | |
| 5550 | 20 | Aerial photography | CY2s10yP | |
| 5550 | 30 | Mapping and drawings | CY2s10yP | |
| 5590 | 01 | General | CY2s5yD | |
| 5590 | 20 | Reports/statistics | SO = until updated SR = retain annual reports and special one time reports | SONaSR |
| 6000 | 01 | General | CY2s5yD | |
| 6000 | 02 | Master plans | SO = when master plan is replaced SR = retain master plan plan, destroy drafts and working files | SOs7ySR |
| 6000 | 20 | Park issues and general information, by topic | SO = when the issue or information is no longer relevant SR = retain significant, historical issues and information | SOs7ySR |
| 6000 | 30 | Park project, by name | SO = when project is complete and the records are no longer needed for reference purposes 20y = the twenty year retention period allows for long term reference SR = plans and designs will be permanently retained; correspondence, drafts and duplication will be destroyed. | SOs20ySR |
Page 120–155
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 6050 | 01 | General | CY2s5yD | |
| 6050 | 20 | Park file, by name of park | SO = when park is no longer owned or managed by the municipality SR = legal documents, agreements, leases, management plans and designs will be permanently retained; correspondence, drafts and duplication will be destroyed | SOs7ySR |
| 6050 | 30 | Open space file, by name of open space | SO = when open space is no longer owned or managed by the municipality SR = legal documents, agreements, leases, management plans and designs will be permanently retained; correspondence, drafts and duplication will be destroyed | SOs7ySR |
| 6050 | 40 | Urban agricultural/forest area file, by name of area | SO = when area is no longer owned or managed by the municipality SR = legal documents, agreements, leases, management plans and designs will be permanently retained; correspondence, drafts and duplication will be destroyed | SOs7ySR |
| 6100 | 01 | General | CY2s5yD | |
| 6100 | 20 | Park file, by name of park | SO = when information about the park is no longer tracked by the municipality | SOs7yD |
| 6100 | 30 | Open space file, by name of open space | SO = when information about the park is no longer tracked by the municipality | SOs7yD |
| 6100 | 40 | Urban agricultural/forest area file, by name of area | SO = when information about the park is no longer tracked by the municipality | SOs7yD |
| 6410 | 01 | General | CY2s5yD | |
| 6410 | 02 | Census data (Statistics Canada) | SONaP | |
| 6410 | 03 | Regional planning statistical reports | SONaP | |
| 6430 | 01 | General | CY2s5yD | |
| 6430 | 02 | Strategic plans | SR = plans will be retained; drafts, correspondence and background information will be destroyed | CY2s5ySR |
| 6430 | 03 | Departmental business plans | SR = plans will be retained; drafts, correspondence and background information will be destroyed | CY2s5ySR |
| 6430 | 04 | Other cities | CY2s5yD | |
| 6440 | 01 | General | CY2s5yD | |
| 6440 | 20 | Official Community Plans, by date | SO = until revised SR = plans will be retained; drafts, correspondence and background information will be destroyed Includes Neighbourhood Comprehensive Plans | SOs7ySR |
| 6440 | 30 | Area plans, by date | SO = until revised SR = plans will be retained; drafts, correspondence and background information will be destroyed | SOs7ySR |
| 6440 | 40 | Regional plans, by date | SO = until revised | SONaD |
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 6440 | 50 | Other local government community plans, by agency and date | SONaD | |
| 6440 | 60 | Provincial plans, by date | SO = until revised SR = plans will be retained; drafts, correspondence and background information will be destroyed | SONaD |
| 6440 | 70 | Federal plans, by date | Includes Department of National Defence plans SR = plans will be retained; drafts, correspondence and background information will be destroyed | SONaD |
| 6630 | 01 | General | SO = when the information is no longer required | CY2s5yD |
| 6630 | 20 | Development issues management and information | SONaD | |
| 6700 | 01 | General | CY2s5yD | |
| 6700 | 20 | Market housing research | SO2naD | |
| 6700 | 30 | Non-market housing research | SO2naD | |
| 6700 | 40 | Housing studies | SO = when no longer required for reference purposes SR = retain studies conducted by the local government | SO2naSR |
| 6750 | 01 | General | CY2s5yD | |
| 6750 | 20 | Projects | SO = until completed | SONaP |
| 6830 | 01 | General | CY2s5yD | |
| 6830 | 20 | Heritage site files, by name of site | SONaP | |
| 6830 | 30 | Heritage site projects, by location or project name | SO = until completed | SONaP |
| 6930 | 01 | General | CY2s5yD | |
| 6930 | 20 | Areas, by name | SO = when completed | SONaP |
| 6930 | 30 | Projects | SO = when completed | SONaP |
| 6970 | 01 | General | CY2s5yD | |
| 6970 | 20 | Reports | SO = until updated SR = retain annual reports and special one time reports | SONaSR |
| 7010 | 01 | General | CY2s5yD | |
| 7100 | 01 | General | CY2s5yD | |
| 7130 | 01 | General | CY2s5yD | |
| 7130 | 02 | 911 emergency number information | Includes the emergency translation service SO = until updated | SONaD |
| 7130 | 20 | Local government area emergency plan | Includes drills and exercises SO = until updated | SONaP |
| 7130 | 30 | Local government offices' business continuity plan | Includes drills and exercises SO = until updated | SONaP |
| 7130 | 40 | Event tracking and response, by incident name and year | SO = when final report and/or event is resolved 30y = this is to preserve a memory of the local government's actions for legal purposes SR = retain final report; destroy clippings, drafts and working files | SOs30ySR |
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 7200 | 01 | General | CY2s5yD | |
| 7280 | 01 | General | CY2s5yD | |
| 7280 | 20 | Fire inspection files, by civic address | SO = life of building 30y = the thirty year retention is based on the Limitations Act Contained within the FDM Database | SOs30yD |
| 7280 | 25 | Fire inspection data | SO = life of building 30y = the thirty year retention is based on the Limitations Act | SOs30yD |
| 7300 | 01 | General | CY2s5yD | |
| 7300 | 20 | Emergency incident input documents, by incident number | Covers Alarm Room Sheets. Contained within the FDM Database | CY2naD |
| 7300 | 25 | Fire incident and investigation data | Includes reports to the Office of the Fire Commissioner SO = as long as View Royal exists | SONaP |
| 7300 | 30 | Fire investigations, by civic address, date | SO = as long as View Royal exists | SONaP |
| 7320 | 01 | General | CY2naD | |
| 7320 | 20 | Fire safety and prevention programs, by name | SO = life of program | SONaP |
| 7320 | 30 | Fire drills, by civic address and name of building | SO = life of building 30y = the thirty year retention is based on the Limitations Act | SOs30yD |
| 7380 | 01 | General | CY2s5yD | |
| 7380 | 20 | Fire protection reports | SO = when no longer required for reference purposes SR = retain annual reports and special one time reports | SONaSR |
| 7400 | 01 | General | CY2s5yD | |
| 7450 | 01 | General | CY2s5yD | |
| 7500 | 01 | General | CY2s5yD | |
| 7500 | 20 | Programs, by name | SR = retain program plans, reports and publications | CY2s5ySR |
| 7550 | 01 | General | CY2s5yD | |
| 7580 | 01 | General | CY2s5yD | |
| 7580 | 20 | Reports | SO = until updated SR = retain annual reports and special one time reports | SONaSR |
| 7710 | 01 | General | CY2s5yD | |
| 7740 | 01 | General | CY2s5yD | |
| 7780 | 01 | General | CY2s5yD | |
| 7900 | 01 | General | CY2s5yD | |
| 7900 | 02 | Rental of facilities | CY2s5yD | |
| 7930 | 01 | General | CY2s5yD | |
| 7960 | 01 | General | CY2s5yD | |
| 7960 | 02 | Branches, by location | SR = retain program plans, reports and publications | CY2s5ySR |
Page 120–155
| Primary | Secondary | SecTitle | Description | RetentionCode |
|---|---|---|---|---|
| 8020 | 01 | General | CY2s5yD | |
| 8020 | 02 | Calendar of offerings | CY2naP | |
| 8020 | 03 | Registration forms | CY2s5yD | |
| 8020 | 04 | Registration process | CY2s5yD | |
| 8020 | 20 | Recreation programs, by facility | CY2s5yD | |
| 8020 | 30 | Special recreation programs, by program | SO = when all activities associated with the event have concluded, including any audits or reviews | SOs7yD |
| 8100 | 01 | General | CY2s5yD | |
| 8100 | 20 | Special events, by name | SO = when all activities associated with the event have concluded, including any audits or reviews SR = retain program plans, reports and publications for significant local government sponsored events | SOs7ySR |
| 8160 | 01 | General | CY2s5yD | |
| 8160 | 20 | Reports, by date | SO = until updated SR = retain annual reports and special one time reports | SONaSR |
| 8310 | 01 | General | CY2s5yD | |
| 8330 | 01 | General | CY2s5yD | |
| 8330 | 02 | Transportation Plans | SO = when master plan is replaced SR = retain master plan plan, destroy all drafts and working files | SOs7ySR |
| 8500 | 01 | General | CY2s5yD | |
| 8500 | 03 | Routes and schedules | SR = retain infrastructure plans, reports and publications | CY2s5ySR |
| 8500 | 04 | Shelters and stops | SR = retain infrastructure plans, reports and publications | CY2s5ySR |
| 8600 | 01 | General | SR = retain infrastructure plans, reports and publications | CY2s5ySR |
| 8640 | 01 | General | SR = retain infrastructure plans, reports and publications | CY2s5ySR |
| 8660 | 01 | General | SR = retain infrastructure plans, reports, publications and highway use permits | CY2s5ySR |
| 8700 | 01 | General | SR = retain infrastructure plans, reports and publications | CY2s5ySR |
Page 120–155
Extracted from: 2013 12 10 Committee of the Whole Agenda