RECORDS MANAGEMENT BYLAW NO. 879, 2013

TOWN OF VIEW ROYAL RECORDS MANAGEMENT BYLAW NO. 879, 2013

A BYLAW TO ESTABLISH A RECORDS MANAGEMENT SYSTEM

The Council of the Town of View Royal, in open meeting assembled, enacts as follows:

1. This Bylaw may be cited as "Records Management Bylaw No. 879, 2013".

2. DEFINITIONS:

In this bylaw:

a) "records management policy" means the policy and associated procedures, developed by the Corporate Officer, for the administration of the corporate records system;

b) "corporate records system" means the system used by the Municipality to manage its corporate records from creation through final disposition or long-term preservation;

c) "Municipality" means the Town of View Royal;

d) "Personnel of the Municipality" means the Mayor, Council, staff, contractors and consultants of the Municipality;

e) "record" includes anything on which information is recorded or stored by graphic, electronic, mechanical, or other means, but does not include a computer program or other mechanism that produces records.

3. CORPORATE RECORDS SYSTEM ESTABLISHED

The corporate records management system, developed by the Local Government Management Association of British Columbia, and revised by the Corporate Officer to provide for the management of the records of the Municipality, is established and authorized.

4. CUSTODY AND CONTROL OF RECORDS

All records in the custody and control of the personnel of the Municipality, which are created or received in the context of their functional responsibilities, are the property of the Municipality.

5. POWERS OF THE CORPORATE OFFICER

The Corporate Officer is authorized to:

a) Manage and maintain the corporate records system; b) Create, maintain and modify the corporate records policy; and c) Audit the retention and disposal of records for compliance with the requirements of the records management policy.

6. RECORDS MANGEMENT POLICY

The corporate records management policy must provide for management of the records of the Municipality and include, but not be limited to, provisions regarding the creation, organization, collection, access, disclosure, maintenance, classification, retention, security, storage, preservation, and disposal of records.

7. COMPLIANCE

1. The corporate records system must:

   a) Protect the reliability, integrity and authenticity of records made or kept in the usual and ordinary course of business, and

   b) Comply with applicable provincial and federal government laws and adopted international standards.

2. All records of the Municipality must comply with the corporate records policy, the corporate records system, and this bylaw.

3. All personnel of the Municipality must comply with this bylaw.

4. Records of the Municipality must not be destroyed without the written authorization of the Corporate Officer, the Corporate Records Assistant and the department head responsible for the records, or their designate, in accordance with the corporate records policy.

8. SEVERABILITY

If any provision of this bylaw is for any reason held to be invalid by the decision of any court of competent jurisdiction, such decision must not affect the validity of the remaining portions of the bylaw.

READ A FIRST TIME THIS 21st DAY OF JANUARY, 2014

READ A SECOND TIME THIS 21st DAY OF JANUARY, 2014

READ A THIRD TIME THIS 21st DAY OF JANUARY, 2013

ADOPTED BY COUNCIL, SIGNED BY THE MAYOR AND THE CLERK AND SEALED WITH THE SEAL OF THE TOWN OF VIEW ROYAL THIS DAY OF , 2013.