By-Law Records Series Identifiers BL By-Law Enforcement CA Corporate Administration CD Community Development CP Capital Projects CS Community & Social Services EC Environment & Conservation FA Finance & Accounting HR Human Resources LA Legal Affairs LP Licenses & Permits MG Municipal Government & Committee PM Property Maintenance (Corp.) PO Property Operations (Corp.) PR Public Relations Recreational Activities RT Roads & Traffic TS Transportation Services UN Unclassified ER Electronic Records Legend (abbreviated) AR - Archival S - Superseded P - Permanent T - Termination of event s - Restricted - Review OA -Open - Personal Information Bank - Records 2008
Page 1 of 128 Classification Titles & tes BL BY-LAWS & ENFORCEMENT City of Mississauga by-laws, records related to the development, review and amendment of by-laws, and with the enforcement of these by-laws. BL.02 BY-LAW ENFORCEMENT: PARKING CONTROL (TFFIC BY-LAW) Official 2 4 Examples: Parking enforcement, traffic by-law amendments. BL.03 BY-LAW ENFORCEMENT: SIGNS Official 2 4 Excludes: Mobile Sign Permits use LP.08 Building Permits Issued - Signs use LP.56 Fire Route Signs use CS.13 Traffic Signs (includes road signs) use RT.11 Election Signs use MG.16 Directional/location signs for city facilities use PO.05 BL.04 BY-LAW ENFORCEMENT: ANIMAL CONTROL Official 2 4 Examples: Advisory notices and warnings, tickets by ticket number. Excludes: Subjects not related to enforcement of the by-law use CS.15 Official Holder: Enforcement & Legal Services BL.05 BY-LAW ENFORCEMENT: TERMITES/PEST CONTROL Official 2 4 BL.06 Examples: Termites, carpenter ants. Official Holder: Enforcement BY-LAW ENFORCEMENT: SWIMMING POOL ENCLOSURES Official 2 4 Enforcement of this by-law is controlled by a permit process. Use LP.12. Official Holder: Enforcement BL.08 BY-LAW ENFORCEMENT: GENEL Official 2 4 Examples: Property standards, noise, littering, dumping, smoking in public places.
Page 2 of 128 Classification Titles & tes BL.09 ZONING BY-LAW ISSUES Official 2 8 Examples: Boarding houses, group homes, satellite dishes and interpretation of the by-law. Excludes: Subjects not related to the enforcement of the by-law, see Community Development (CD) or Community Services (CS). BL.10 BY-LAW ENFORCEMENT: PUBLIC VEHICLES Official 2 4 Enforcement of this by-law is controlled by a licence process. Excludes: Licences, permits and plates see: Taxis, Limos & Livery Owner/Drivers Licences use LP.13 Refreshment Vehicle Owners use LP.14 Driving School Instructors use LP.15 Taxi Plates use LP.17 Limousine Plates use LP.19 Air Transportation use TS.18 Taxis, Limos & Other Public Transportation use TS.19 Official Holder: Enforcement BL.11 SIGN BY-LAW VARIANCE Official 2 4 DISCONTINUED JANUARY 1996. USE BL.03. BL.BL BY-LAWS Official CASE CASE FILES FOR REZONING BY-LAWS Official 2 28 Formerly under CD Standard Format: BL-NNNN/YY ORIG ORIGINAL BY-LAWS Official 10 P OA Standard Format: BL-NNNN/YY Official Holder: OCC Archival Excludes: Draft by-laws should be classified to the appropriate secondary.
Page 3 of 127 Classification Titles & tes CA CORPOTE ADMINISTTION General administrative records and functions that are common to most departments within the Corporation. CA.01 STTEGIC PLANS Official S 6 Long term development plans for programs, staff, section, division, etc. CA.02 INFORMATION TECHNOLOGY Official 2 4 Examples: Computer hardware and software application background, development/planning files, feasibility studies, user requests. Excludes: Computer System Documentation use CA.03. CA.03 COMPUTER SYSTEM DOCUMENTATION Official S 6 Examples; User manuals, computer program documentation, software licences. Excludes: Information Technology use CA.02. CA.04 OFFICE FURNITURE, EQUIPMENT & SUPPLIES Official 2 4 Examples: Artwork, photocopiers, desks, chairs, piano, cabinets. Excludes: Maintenance of Machinery & Equipment use PM.16 Space Allocation & Office Relocations use PO.03 CA.05 RECORDS MANAGEMENT Official 2 4 Examples: Development of CCS, copies of By-laws and Schedule, Records Management Manual, and departmental records and information management issues. Excludes: Records Destruction Certificates use CA.26 CA.06 PRINTING & PHOTOCOPYING Official 2 0 Excludes: Internal Requisitions (includes Avanti System) use FA.45 CA.07 TELECOMMUNICATIONS Official 2 4 Examples: Fax machine, wireless communications, radios systems, telephone system.
Page 4 of 127 Classification Titles & tes CA.08 SECURITY Official 2 4 Examples: User requests for access to buildings and systems, daily reports, patrol logs, case files for locations. Excludes: Vandalism and Other Crimes committed use LA.05 CA.09 ACCIDENT & INJURY REPORTS - ADULTS Official 2 4 Reports completed as a result of incidents on City owned property and/or participation in City run programs. Excludes: Insurance Claims use LA.01 Accident & Injury reports for minors use LA.21 Insurance Claims - Minors use LA.21 Accident & Injury reports for mentally challenged use LA.22 Insurance Claims - Mentally Challenged use LA.22 Injury to City of Mississauga employees use HR.18 under review May 2004 CA.10 ASSOCIATIONS & ORGANIZATIONS Official 2 0 Examples: Membership and activities of professional organizations. Excludes: Reference, technical information, newsletters or magazines use UN.REF Conferences & Seminars use HR.22 Other Committees, Boards & Commissions use MG.11 Ontario Municipal Board use LA.19 Community Organizations & Events use PR.04
Page 5 of 127 Classification Titles & tes CA.11 ORGANIZATIONAL EFFECTIVENESS Official Examples: Organizational structure of the Corporation and departments, divisions etc. Organizational surveys, Performance Management, Team Effectiveness and specific departmental administration. Excludes: Organizational Charts use HR.01 Strategic Plans use CA.01 Individual performance appraisals use HR.03 and HR.04 FIN FINAL STUDIES Official 2 18 Official Holder: Management Consulting WOR WORKING FILES Official 2 4 Official Holder: Management Consulting CA.13 REQUESTS FOR INFORMATION/REPORTS Official 2 4 Examples: Internal requests from departments and council. External requests from the public and lawyers. Excludes: Final reports generated from internal requests should be classified by subject to the appropriate secondary. CA.15 INTERNAL AUDIT Official Excludes: External Audits use CA.25 FIN FINAL AUDIT REPORTS Official 2 18 Official Holder: Internal Audit WORK WORKING PAPERS Official T+2 5 T= End of project Official Holder: Internal Audit
Page 6 of 127 Classification Titles & tes CA.16 STAFF COMMITTEES & MEETINGS Official 2 4 Examples: Agenda, minutes and material discussed by management, department, division and inter-departmental teams. Excludes: Various Standing Committees and Council see Municipal Government (MG) Health & Safety Committee Agenda & Minutes use HR.23 Committees that exist for specific purposes and include staff outside parties use MG.11. CA.17 STATISTICS Official 2 4 Examples: Statistics generated by department, division or program activities. Statistics that must be gathered for Statistics Canada to comply with legislation. Excludes: Demographic Information use CD.15 Statistics (births, deaths) use LA.23 CA.18 FORMS MANAGEMENT Official T+2 4 OA Examples: Requests for forms design, forms analysis, Jetforms, InfoPath, case files for city approved forms. T= Until form is revised/obsolete Official Holder: Forms Analyst, IT CA.19 MAIL SERVICE Official 2 4 OA CA.20 Examples: Internal mail service, registered mail notices. Excludes: Postal Service (Canada Post) use CS.16 CORRESPONDENCE-COMMISSIONERS/ DEPARTMENT HEADS Reading file of convenience copies arranged by date. Official 2 0 0 0 CA.21 CA.22 DEPARTMENTAL OPETING PROCEDURES Official S+2 4 OA FREEDOM OF INFORMATION Official 2 4 Examples: Case files for FOI requests. Excludes: Information on the Freedom of Information Act use LA.07 Official Holder: OCC : Case Files only
Page 7 of 127 Classification Titles & tes CA.23 CITY OWNED/LEASED VEHICLES Official 2 4 Examples: Mileage, usage and fleet management. Excludes: Purchase of vehicles or lease services use FA.49 Vehicle Maintenance use PM.14 CA.24 CORPOTE POLICY MANUAL Official MAN ACTUAL POLICY MANUAL Official S P S 0 OA History files maintained by Management Consulting, CMO. Official Holder: Management Consulting Archival File draft policies as CA.24 and note in description 'DFT', or classify to appropriate secondary. CA.25 EXTERNAL AUDIT Official 2 5 Examples: Audit Reports prepared and submitted by external auditors. Excludes: Financial Statements & Reports, audited year-end, use FA.02 Internal Audits use CA.15 CA.26 RECORDS DESTRUCTION CERTIFICATES Official CERT CERTIFICATES & DESTRUCTION FORMS - ORIGINAL RECORDS Official 2 48 Official Holder: Corporate Records, OCC FORM DESTRUCTION FORMS - DUPLICATE RECORDS Official 2 0 Official Holder: Corporate Records, OCC
Page 8 of 128 Classification Titles & tes CD COMMUNITY DEVELOPMENT Community planning and development records, including development applications. Excludes: Economic Development use Public Relations (PR) Relevant information such as legal description, address, location and former file numbers are valuable when trying to locate related information for the same piece of land. Various files may be created for the same piece of land. EG: Official Plan Amendment; Rezoning Application; Rezoning By-law; Subdivisions - Proposed; Subdivisions - Registered; Site Plans. Some entry standards have been developed related information see Records Management Manual. Examples: M files must have the related T file number entered in the title block; PCC file must have the related CDM number entered in the title block. CD.01 CITY OF MISSISSAUGA OFFICIAL PLAN (PRIMARY PLAN / CITY PLAN) Official S P OA S 0 Examples: ONLY the actual, ministry approved, City of Mississauga Official Plan. Excludes: City of Mississauga Official Plan Review use CD.02 Official Plan Amendments use OPA-NNNN Official Plans from other municipalities use LA.09 Official Holder: P&B Archival CD.02 CITY OF MISSISSAUGA OFFICIAL PLAN REVIEW (PRIMARY PLAN / CITY PLAN) Official Examples: Background studies supporting development of the City Of Mississauga Official Plan and review process as required under the Planning Act. Excludes: City of Mississauga Official Plan use CD.01 Official Plan amendments use OPA-NNNN Official Plans from other municipalities use LA.09 PROJ PROJECT FILES Official S+2 P Official Holder: P&B
Page 9 of 128 Classification Titles & tes CD.03 SECONDARY PLANS/DISTRICT PLANS Official Plans are specified in the City of Mississauga Official Plan. See Appendix A for listing of Secondary Plans. See Appendix B for listing of District Plans. Examples: Development, research, analysis of Secondary and District plans that detail land use. Excludes: Community studies of Planning Districts use CD.04 PROJ PROJECT FILES Official S P Records maintained by P&B SUB SUBJECT FILES Official S+2 8 Records maintained by other departments. CD.04 COMMUNITY STUDIES OF PLANNING DISTRICTS Official Examples: Studies of neighbourhoods or communities for land use planning and Fire Protection purposes. Excludes: Secondary Plans/District Plans use CD.03 Transportation Studies use RT.01 Transit Studies use TS.14 Waterfront Studies use EC.02 Business Improvement Areas (including Community Improvement Plans) use CD.05 PROJ PROJECT FILES Official S+2 23 Records maintained by P&B SUB SUBJECT FILES Official S+2 8 Records maintained by other departments. CD.05 BUSINESS IMPROVEMENT AREAS/DISTICTS Official 2 8 Examples: Community Improvement Plans, parking standards. Excludes: Financial Statements of BIAs use FA.02 Budgets of BIAs use FA.20 Municipal Acts related to BIAs use LA.07 Grants received for commercial improvement e.g. CAIP, use FA.05
Page 10 of 128 Classification Titles & tes CD.06 RESIDENTIAL DEVELOPMENT Official Examples: Land use, parking standards, affordable housing, rental accommodation, infill housing, multiple occupancy, senior citizen housing, small lots and shelter for homeless. Excludes: Development Applications n-profit Housing issues not related to development use CS.03. By-law enforcement issues see BL PROJ PROJECT FILES Official 2 28 Review for archival material before destruction CD.07 COMMERCIAL DEVELOPMENT Official Examples: Land use, parking standards, gas bars, service stations, plazas. Excludes: Development Applications Grants received for commercial improvement e.g. CAIP use FA.05 By-law Enforcement issues see BL PROJ PROJECT FILES Official 2 28 Review for archival material before destruction. CD.08 AIRPORT DEVELOPMENT Official Examples: Development of the airport facility, terminals, runways. Excludes: Development planning for surrounding areas use CD.03 Development Applications Air Transportation use TS.18 By-law Enforcement issues see BL PROJ PROJECT FILES Official 2 28 Review for archival material before destruction.
Page 11 of 128 Classification Titles & tes CD.09 INDUSTRIAL DEVELOPMENT Official Excludes: Development Applications Grants received for Industrial Development use FA.05 By-law Enforcement issues see BL PROJ PROJECT FILES Official 2 28 Review for archival material before destruction
Page 12 of 128 Classification Titles & tes CD.10 PARK DEVELOPMENT Official Examples: Actual Master Plan and related background studies for the long term development of parks in the City of Mississauga. May include final report from an Environmental Assessment EC.14. Excludes: Recreational Development use CD.11 Environmental Assessment use EC.14 Park Maintenance use PM.09 Forestry use PM.12 ACT ACTUAL PLANS Official S 20 OA Review for archival material before destruction. Official Holder: R&P FIN FINANCIAL Official T+2 4 Management of the Contract, of Tenders & Specifications, Payments T = Completion of Project Official Holder: CMS HIS HISTORICAL Official P 0 Includes previous master plans, signed consultant agreements, signed contracts, a final set of contract drawings and geotechnical reports, photographs, etc. Review for archival material before destruction. Official Holder: CMS MAS MASTER PLANS Official S 20 Review for archival material before destruction. Official Holder: CMS PROJ PROJECT FILES Official T+2 13 Includes all records related to the planning and design and development of parkland. For example: Site Meetings, Job Meetings, Inspection Reports, Site Instructions, Construction Schedules, Inspection Reports, Deficiency Reports & Warranties T = Completion of Project Review for archival material before destruction. Official Holder: CMS
Page 13 of 128 Classification Titles & tes CD.11 RECREATIONAL DEVELOPMENT Official Examples: Development of indoor and outdoor recreational facilities, projection of needs, feasibility studies. Excludes: Programs offered by the City see By-law enforcement issues see BL Waterfront Development use CD.22 Construction of Major Alterations & Renovations use PO.04 PROJ PROJECT FILES Official 2 28 Review for archival material before destruction. CD.12 INSTITUTIONAL DEVELOPMENT Official Examples: Schools, libraries, churches, colleges, hospitals. Excludes: Development Applications Issues not related to development of institutions, see CS By-law Enforcement issues see BL PROJ PROJECT FILES Official 2 28 Review for archival material before destruction. CD.13 SURPLUS LANDS Official 2 4 Excludes: tices of Property for Sale use PO.17 Inquiries-City Properties for Sale use PO.18
Page 14 of 128 Classification Titles & tes CD.15 DEMOGPHIC INFORMATION Official Examples: Population information, age, size, growth. Excludes: Statistics, births, deaths use LA.23 Statistics use CA.17 PROJ PROJECT FILES Official S 20 S 0 Records maintained by P&B Records maintained by other departments. CD.17 DEVELOPMENT-OTHER MUNICIPALITIES Official 2 8 Examples: Development plans and/or cases received for information purposes or comment from other municipalities. Excludes: Regional & Provincial Roads use RT.23 Official Plans of other Municipalities use LA.09 CD.19 AERIAL PHOTOGPHS Official Examples: Actual aerial photographs of the City of Mississauga or specific areas under study. ORIG ORIGINAL PHOTOGPHS Official 2 P OA Official Holder: T&W & P&B Archival
Page 15 of 128 Classification Titles & tes CD.20 MAPPING Official Excludes: Land Related Information System (LRIS) use CA.02 ORIG ORIGINAL MAPS Official S P OA Official Holder: Geomatics CD.21 DEVELOPMENT - OTHER Official Examples: Development issues not specific to another secondary or encompass several of the other secondary classifications. PROJ PROJECT FILES Official 2 28 Review for archival material before destruction. CD.22 WATERFRONT DEVELOPMENT Official Examples: Port Credit Harbour, Mississauga Waterfront Plan. Excludes: Environmental & Conservation issues see EC PROJ PROJECT FILES Official 2 28 Review for archival material before destruction. CD.23 ZONING BY-LAW TEXT CHANGES Official T+2 4 Changes to the Zoning By-law initiated by the City of Mississauga but do not receive a Rezoning Application number. T= Until approval of By-Law
Page 16 of 128 Classification Titles & tes CD.43R REFERENCE PLANS Official Standard Format: 43R-NNNNN DR DWINGS Official P 0 OA CD.A COMMITTEE OF ADJUSTMENT MINOR VARIANCE Official Standard Format: A NNN/YY CO CORRESPONDENCE Official T+2 8 T= Until decision is made Official Holder: C of A DE DECISIONS & FINAL NOTICE Official P 0 OA Official Holder: C of A ER EROSION & SEDIMENT CONTROL Official T+2 4 T= Until all conditions are met Official Holder: T&W FC FINANCIAL CORRESPONDENCE Official T+2 4 T= Until all conditions are met SE SECURITIES Official T+2 4 T= Until all conditions are met
Page 17 of 128 Classification Titles & tes CD.B COMMITTEE OF ADJUSTMENT CONSENT TO SEVER Official Standard Format: B NNN/YY CI CASH IN LIEU Official T+2 P T= Until all payments received Official Holder: Realty Services CO CORRESPONDENCE Official T+2 8 T= Until decision is made and/or all conditions are met DE DECISIONS & FINAL NOTICE Official P 0 OA Official Holder: C of A DR DWINGS Official T+2 8 OA T= Until decision is made and/or all conditions are met ER EROSION & SEDIMENT CONTROL Official T+2 4 T= Until all conditions are met Official Holder: T&W FC FINANCIAL CORRESPONDENCE Official T+2 4 T= Until all conditions are met LD LEGAL DOCUMENTS Official OTHER OTHER DEPARTMENTS Official T+2 23 T= Until all conditions are met T&W TNSPORTATION & WORKS Official T+2 P T= Until all conditions are met. Official Holder: T&W At 25 years, records can be accessed through Corporate Records.
Page 18 of 128 Classification Titles & tes SE SECURITIES Official T+2 4 T= Until all conditions are met WF WORK FILE Official T+2 4 T= Until all conditions are met Official Holder: T&W CD.CDM CONDOMINIUMS-PROPOSED Official Standard Format: CDM-MYYNNN Standard before 1997: CDM YY-NNN CO CORRESPONDENCE Official T+2 8 T= Until file is closed DR DWINGS Official T+2 8 OA T= Until file is closed FC FINANCIAL CORRESPONDENCE Official T+2 4 T= Until file is closed SE SECURITIES Official T+2 4 2 T= Until file is closed
Page 19 of 128 Classification Titles & tes CD.M SUBDIVISIONS-REGISTERED Official Standard Format: M-NNNN AC ACQUISITIONS Official P 0 Official Holder: Realty Services CI CASH IN LIEU Official T+2 P T= Until all payments received Official Holder: Realty Services CO CORRESPONDENCE Official T+2 28 T= Until Assumption DR DWINGS Official T+2 28 OA T= Until execution of service agreement Original applies to records maintained by Planning & Building only. applies to records maintained by other depts. EA EASEMENTS Official P 0 Official Holder: Realty Services ER EROSION & SEDIMENT CONTROL Official T+2 4 T= Until Assumption Official Holder: T&W FC FINANCIAL CORRESPONDENCE Official T+2 4 T= Until Assumption LC LEVY CALCULATIONS Official P 0 LD LEGAL DOCUMENT Official
Page 20 of 128 Classification Titles & tes OTHER OTHER DEPARTMENTS Official T+2 23 T=Until Assumption Records maintained by depts other than Transportation & Works. T&W TNSPORTATION & WORKS Official T+2 P T= Until Assumption Official Holder: T&W At 25 years record can be accessed through Corporate Records. LG LOT GDINGS Official T+2 23 T= Until Assumption SE SECURITIES Official T+2 4 T= Until Assumption SL SOLICITORS LETTERS Official T+2 4 OA T= Until Assumption Official Holder: P&B TR TEST RESULTS Official T+2 4 T= Until Assumption WF WORK FILE Official T+2 23 T= Until Assumption Official Holder: T&W
Page 21 of 128 Classification Titles & tes CD.OPA OFFICIAL PLAN AMENDMENTS Official Standard Format: OPA-NNNN AM AMENDMENT Official 2 P OA Ministry Approved Official Holder: P&B CO CORRESPONDENCE Official OTHER OTHER DEPARTMENTS Official T+2 4 T= Until OPA is approved P&B PLANNING & BUILDING Official T+2 28 T=Until OPA is approved Official Holder: P&B
Page 22 of 128 Classification Titles & tes CD.OZ REZONINGS Official Standard Format: OZ YY/NNN Standard before 1996: OZ-NNN/YY AC ACQUISITIONS Official 2 P Official holders: Realty & Legal Services CO CORRESPONDENCE Official OTHER OTHER DEPARTMENTS Official T+2 4 T= Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 T= Until all conditions are met DI DISPOSALS Official T+2 38 T= After disposal Official Holders: Realty Services & Legal Services DR DWINGS Official OA OTHER OTHER DEPARTMENTS Official T+2 4 OA T= Until execution of service agreement or all conditions are met P&B PLANNING & BUILDING Official T+2 28 OA T= Until execution of service agreement or all conditions are met EA EASEMENTS Official 2 P Official Holder: Realty Services & Legal Services ER EROSION & SEDIMENT CONTROL Official T+2 4
Page 23 of 128 Classification Titles & tes T= Until all conditions are met Official Holder: T&W FC FINANCIAL CORRESPONDENCE Official T+2 4 T= Until all conditions are met LD LEGAL DOCUMENT Official OTHER OTHER DEPARTMENTS Official T+2 23 T= Until all conditions are met T&W TNSPORTATION & WORKS Official T+2 P T= Until all conditions are met Official Holder: T&W At 25 yrs, record can be accessed through Corporate Records. SE SECURITIES Official T+2 4 T= Until all conditions are met TR TEST RESULTS Official T+2 4 T= Until all conditions are met WF WORK FILE Official T+2 23 T= Until all conditions are met Official Holder: T&W
Page 24 of 128 Classification Titles & tes CD.PCC CONDOMINIUMS-REGISTERED Official Standard Format: PCC-NNNN Discontinued March 2005. Use CD.PCECP, CD.PPCP, CD.PSCP or CD.PVLCP. AC ACQUISITIONS Official P 0 Official Holder: Realty Services CO CORRESPONDENCE Official OTHER OTHER DEPARTMENTS Official T+2 8 T= Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 T=Until all conditions are met DR DWINGS Official OA OTHER OTHER DEPARTMENTS Official T+2 8 OA T= Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 OA T=Until all conditions are met EA EASEMENTS Official P 0 Official Holder: Realty Services FC FINANCIAL CORRESPONDENCE Official T+2 4 T= Until all conditions are met SE SECURITIES Official T+2 4 T = Until all conditions are met.
Page 25 of 128 Classification Titles & tes SL SOLICITORS LETTERS Official 2 4 OA
Page 26 of 128 Classification Titles & tes CD.PCECP PEEL COMMON ELEMENT CONDOMINIUM PLAN Official Standard Format: PCECP-NNNN AC ACQUISITIONS Official P 0 Official Holder: Realty Services CO CORRESPONDENCE Official OTHER OTHER DEPARTMENTS Official T+2 8 T= Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 T= Until all conditions are met DR DWINGS Official OA OTHER OTHER DEPARTMENTS Official T+2 8 OA T= Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 OA T= Until all conditions are met EA EASEMENTS Official P 0 Official Holder: Realty Services FC FINANCIAL CORRESPONDENCE Official T+2 4 T= Until all conditions are met SE SECURITIES Official T+2 4 T= Until all conditions are met
Page 27 of 128 Classification Titles & tes SL SOLICITORS LETTERS Official 2 4 OA
Page 28 of 128 Classification Titles & tes CD.PPCP PEEL PHASED CONDOMINIUM PLAN Official Standard Format: PPCP-NNNN AC ACQUISITIONS Official P 0 Official Holder: Realty Services CO CORRESPONDENCE Official OTHER OTHER DEPARTMENTS Official T+2 8 T= Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 T= Until all conditions are met DR DWINGS Official OTHER OTHER DEPARTMENTS Official T+2 8 T= Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 T= Until all conditions are met EA EASEMENTS Official P 0 Official Holder: Realty Services FC FINANCIAL CORRESPONDENCE Official T+2 4 SE SECURITIES Official T+2 4 T= Until all conditions are met SL SOLICITORS LETTERS Official 2 4 OA
Page 29 of 128 Classification Titles & tes CD.PSCP PEEL STANDARD CONDOMINIUM PLAN Official Standard Format: PSCP-NNNN AC ACQUISITIONS Official P 0 Official Holder: Realty Services CO CORRESPONDENCE Official OTHER OTHER DEPARTMENTS Official T+2 8 T= Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 T= Until all conditions are met DR DWINGS Official OA OTHER OTHER DEPARTMENTS Official T+2 8 OA T= Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 OA T= Until all conditions are met EA EASEMENTS Official P 0 Official Holder: Realty Services FC FINANCIAL CORRESPONDENCE Official T+2 4 T= Until all conditions are met SE SECURITIES Official T+2 4 T= Until all conditions are met
Page 30 of 128 Classification Titles & tes SL SOLICITORS LETTERS Official 2 4 OA
Page 31 of 128 Classification Titles & tes CD.PVLCP PEEL VACANT LAND CONDOMINIUM PLAN Official Standard Format: PVLCP-NNNN AC ACQUISITIONS Official P 0 OA Official Holder: Realty Services CO CORRESPONDENCE Official OTHER OTHER DEPARTMENTS Official T+2 8 T= Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 T= Until all conditions are met DR DWINGS Official OA OTHER OTHER DEPARTMENTS Official T+2 8 OA T= Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 OA T= Until all conditions are met EA EASEMENTS Official P 0 Official Holder: Realty Services FC FINANCIAL CORRESPONDENCE Official T+2 4 T= Until all conditions are met SE SECURITIES Official T+2 4 T= Until all conditions are met
Page 32 of 128 Classification Titles & tes SL SOLICITORS LETTERS Official 2 4 CD.RP REGISTERED PLANS Official Standard Format: RP-NNNN CO CORRESPONDENCE Official T+2 28 T= Until Assumption DR DWINGS Official T+2 28 OA T= Until Assumption Original applies to records maintained by P&B only. applies to records maintained by other depts. FC FINANCIAL CORRESPONDENCE Official T+2 4 T= Until Assumption LD LEGAL DOCUMENT Official 0 OTHER OTHER DEPARTMENTS Official T+2 23 T= Until Assumption Records maintained by depts other than Transportation & Works T&W TNSPORTATION & WORKS Official T+2 P T=Until Assumption At 25 years record can be accessed through Corporate Records SE SECURITIES Official T+2 4 T= Until all conditions are met
Page 33 of 128 Classification Titles & tes CD.SP SITE PLANS Official Standard Format: SP YY/NNN Standard before 1996: SP-NNN/YY AC ACQUISITIONS Official 2 P Official holders: Realty Services & Legal Services CO CORRESPONDENCE Official OTHER OTHER DEPARTMENTS Official T+2 4 T=Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 T=Until all conditions are met DR DWINGS Official OA OTHER OTHER DEPARTMENTS Official T+2 4 OA T=Until all conditions are met P&B PLANNING & BUILDING Official T+2 28 OA T=Until all conditions are met EA EASEMENTS Official 2 P Official Holders: Realty Services & Legal Services ER EROSION & SEDIMENT CONTROL Official T+2 4 T= Until all conditions are met Official Holder: T&W FC FINANCIAL CORRESPONDENCE Official T+2 4
Page 34 of 128 Classification Titles & tes T= Until all conditions are met LD LEGAL DOCUMENT Official OTHER OTHER DEPARTMENTS Official T+2 23 T=Until all conditions are met T&W TNSPORTATION & WORKS Official T+2 P T=Until all conditions are met. Official Holder: T&W After 25 years, records can be accessed through Corporate Records. SE SECURITIES Official T+2 4 T= Until all conditions are met TR TEST RESULTS Official T+2 4 T= Until all conditions are met Official Holder: T&W CD.SPW SITE PLAN WAIVERS Official DISCONTINUED 1992 CO SITE PLAN WAIVERS - Correspondence Official T+2 8 T=Until decision is made
Page 35 of 128 Classification Titles & tes CD.T SUBDIVISIONS-PROPOSED Official Standard Format: T-MYYNNN Standard before 1997: T-YYNNN CO CORRESPONDENCE Official T+2 4 T= Until file is closed DR DWINGS Official T+2 4 OA T= Until file is closed ER EROSION & SEDIMENT CONTROL Official T+2 4 T= Until file is closed Official Holder: T&W FC FINANCIAL CORRESPONDENCE Official T+2 4 T= Until file is closed LD LEGAL DOCUMENT Official T+2 4 T= Until file is closed LG LOT GDING Official T+2 4 T= Until file is closed SE SECURITIES Official T+2 4 T= Until file is closed TR TEST RESULTS Official T+2 4 T= Until file is closed WF WORK FILE Official T+2 4
Page 36 of 128 Classification Titles & tes T= Until file is closed Official Holder: T&W
Page 37 of 128 Classification Titles & tes CP CAPITAL PROJECTS Major construction projects undertaken by the Corporation. Excludes: Construction, Major Alterations & Renovations use PO.04. Minor Alterations & Renovations, Major Facility Maintenance use PO.25 CP.00 CAPITAL PROJECTS Official T+2 13 T= Until completion of project
Page 38 of 128 Classification Titles & tes CS COMMUNITY & SOCIAL SERVICES Services provided to the community, or at issue in the community. CS.01 EMERGENCY MEDICAL SERVICES, HOSPITALS & OTHER HEALTH CARE Official 2 4 Examples: Ambulance services, emergency medical services provided by the Fire Dept., Communications Centre. Excludes: Institutional Development use CD.12 CS.03 NON-PROFIT HOUSING Official 2 4 Excludes: Residential Development use CD.06 CS.04 GROUP HOMES & INSTITUTIONS Official 2 4 Excludes: Institutional Development use CD.12 CS.05 SCHOOLS & EDUCATION Official 2 4 Examples: Portable buildings, colleges. Excludes: Development applications see CD Planning for Institutional Development use CD.12 School Boards use MG.11 School Support use FA.37 Traffic Safety use RT.10 CS.06 LIBRIES Official 2 4 Excludes: Institutional development use CD.12 Property Operation of City Libraries see PO Property Maintenance of City Libraries see PM CS.07 MUSEUMS, ART GALLERIES & CULTUL CENTRES Official 2 8 Examples: Mississauga Living Arts Centre, Springbank Visual Arts Centre. Excludes: Construction - Municipal Facilities use PO.04
Page 39 of 128 Classification Titles & tes CS.08 HERITAGE & DESIGNATIONS Official Examples: Historical information about the City, archaeological digs, native cemeteries, Mayor's Chain of Office, Heritage Property Inventory. Case files dealing with designation and preservation of heritage properties. Excludes: Property standards inspection of Heritage Properties use BL.08. CASE CASE FILES - HERITAGE PROPERTIES Official 2 P Official Holder: Heritage, CMS Archival CS.09 UTILITY SERVICES Official 2 4 Examples: Natural gas, hydro, cable TV, fibre optics, telephone, pipelines. PUCC application files maintained by T&W. Excludes: Utility consumption use PO.08 Servicing Agreements use CD, development application type - secondary, and tertiary classification LD. CS.10 POLICE Official 2 4 Excludes: Vandalism and Other Crimes use LA.05 Emergency Planning use CS.11 CS.11 EMERGENCY PLANNING Official S+2 4 Actual City of Mississauga Emergency Plan for major disasters and regional plans that include the City of Mississauga. Emergency Planning for City Facilities use PO.24 CS.12 HUMAN RIGHTS Official 2 4 Examples: Wheelchair access, discrimination. Excludes: Litigation cases use LA.12 Labour Relations (Includes Employee Grievances) use HR.08
Page 40 of 128 Classification Titles & tes CS.13 FIRE ROUTES Official S+2 4 Examples: Fire Hydrants, Fire Route Signs. Excludes: Fire Route Pre-emption use RT.07. Official Holder: Fire CS.14 FIRE PREVENTION Official 2 8 Examples: Sprinklers, fire extinguishers, education. Case files dealing with inspection of buildings arranged by municipal address. Excludes: Fire Routes use CS.13 Official Holder: Fire Prevention : Case files only CS.15 ANIMAL CONTROL Official 2 4 Examples: Leash free zones, adoptions, rabies, geese relocation. Excludes: By-law Enforcement - Animal Control use BL.04 CS.16 POSTAL SERVICE (CANADA POST) Official 2 4 Examples: Super mailboxes, ad mail. Excludes: Internal Mail Services use CA.19 CS.17 SOCIAL ISSUES Official 2 4 Examples: Quality of life, abortion, drug abuse, pornography.
Page 41 of 128 Classification Titles & tes CS.18 CEMETERIES Official Examples: Streetsville Cemetery. Case files for burial plots. Excludes: Historical Designation of cemeteries use CS.08 CASE CASE FILES Official P 0 Official Holder: CMS Archival CS.19 SERVICES-OTHER Official 2 4 Examples: Driver Examination Centre, Municipal Court, Newspaper boxes, Mississauga Business Enterprise Centre (MBEC) programs. Excludes: Human Rights use CS.12 CS.20 FIRE INCIDENTS Official 2 8 Examples: Response to and reports of fire incidents, Fire Marshall reports, Captains' Daily reports, log books. Excludes: Firefighters' diaries are considered the personal property of the Firefighter and are maintained and preserved in accordance with the Fire Division's internal policies & procedures. Official Holder: Fire CS.21 THEATRE PRODUCTIONS Official 2 8 Case files containing all material, from initial booking of facility to final financial reporting for productions held at City of Mississauga Community Theatres. Official Holder: Theatres, CMS CS.22 COMMUNICATION AUDIO DISKS Official 30 DAYS 6 0 0 Official Holder: Fire
Page 42 of 128 Classification Titles & tes EC ENVIRONMENT & CONSERVATION Outdoor and indoor environment and conservation. EC.01 WATERWAYS & DINAGE Official Examples: Streams, rivers, creeks, lakes and ponds. Excludes: Storm Sewers & Storm Drainage Ditches use RT.18 CASE CASE FILES Official 2 28 EC.02 WATERFRONTS Official Examples: Waterfront area studies, erosion, protection. Excludes: Waterfront Development use CD.22 CASE CASE FILES Official 2 28 EC.03 EC.04 WATER QUALITY Official 2 5 WASTE MANAGEMENT, GARBAGE & RECYCLING Official Examples: Litternot Campaign, recycling of paper waste, organic composting, degradable plastics, incineration, disposal of hazardous waste (except PCBs), landfill site information and issues, residential garbage collection. Excludes: Hazardous materials use EC.05 Littering, illegal dumping, use BL.08 HIST HISTORICAL INFORMATION ON LANDFILL SITES Official 2 48 At 7 years, record can be accessed through Corporate Records. SUB SUBJECT FILES Official 2 5 Review for Historical Information after 7 years retention.
Page 43 of 128 Classification Titles & tes EC.05 HAZARDOUS MATERIALS Official Examples: Transportation of hazardous substances, spill reports. Transfer, storage and destruction of PCBs. Excludes: Disposal of hazardous waste other than PCB's use EC.04 Health and Safety use HR.17 CASE CASE FILES Official 2 18 EC.06 AIR POLLUTION & CONTROL Official 2 4 Examples: Vehicle Emissions, smog. EC.07 NOISE POLLUTION & CONTROL Official 2 5 Examples: ise walls, aircraft noise. Excludes: ise controls contained within servicing agreements use CD, development application type - secondary, and tertiary classification LD ise complaints use BL.08 EC.08 SURFACE & SUBSURFACE CONTAMINATION & TESTING Official Examples: Case files of contaminated sites. Excludes: Test results for development files use CD, development application type - secondary, and tertiary classification TR. CASE CASE FILES Official 2 28 EC.09 WEED CONTROL Official 2 5 Examples: Pesticides, purple loosestrife. Excludes: For complaints and/or enforcement of noxious weed by-law see BL.08 Official Holder: Recreation & Parks
Page 44 of 128 Classification Titles & tes EC.10 ENVIRONMENT PROTECTION AREAS Official Protected areas identified in the City of Mississauga Official Plan. Examples: Preservation, surveys. Excludes: Management of wood lots use EC.12 Management of wetlands use EC.13 Routine maintenance of trees use PM.12 PROJ PROJECT FILES Official 2 28 EC.11 GREENBELTS Official Examples: Naturalization Excludes: Environmental protection issues use EC.10 PROJ PROJECT FILES Official 2 28 EC.12 WOODLOTS Official 2 5 Examples: Management of wood lots. Excludes: Environmental protection issues use EC.10 Routine maintenance of trees use PM.12 EC.13 WETLANDS Official 2 5 Examples: Bogs, marshes. Excludes: Environmental protection issues use EC.10
Page 45 of 128 Classification Titles & tes EC.14 ENVIRONMENTAL ASSESSMENT Official An environmental assessment which is undertaken as part of a capital project or a master park plan, may be kept with the project. PROJ PROJECT FILES Official 2 15 EC.15 SANITARY SEWAGE Official 2 5 Excludes: Storm sewers inspection and maintenance use RT.18. EC.16 ENERGY CONSERVATION Official 2 4 Excludes: Energy conservation programs directly related to consumption at City facilities use PO.08 EC.17 EC.18 WEATHER MONITORING Official 2 5 NATUL RESOURCES Official 2 4 Examples: pits, quarries, minerals, fisheries. EC.19 ENVIRONMENT - OTHER Official 2 4
Page 46 of 128 Classification Titles & tes FA FINANCE & ACCOUNTING All financial functions of the Corporation. Excludes: Financial matters for development application files. Use CD, development application type - secondary, and tertiary classification. FA.01 GENEL LEDGER & DETAIL Official Actual ledger maintained on computer system. Examples: Printouts, working papers. ORIG ORIGINAL GENEL LEDGER & DETAIL Official 2 P OA Official Holder: Finance applies to computer printouts circulated to other departments. FA.02 FINANCIAL STATEMENTS & REPORTS Official Examples: Actual year-end, audited financial reports, financial statements of the City of Mississauga, and other agencies, e.g. BIA (Business Improvement Areas) required to submit financial reports. Excludes: Financial reports produced related to: Effectiveness and efficiency of programs use CA.11 Statistical data use CA.17 Grants and subsidies received use FA.05 Budget use FA.19 Federal/provincial loans/grants administered by the City use FA.44 ORIG ORIGINAL FINANCIAL STATEMENTS & REPORTS Official 2 P OA Official Holder: Finance Archival FA.03 JOURNAL VOUCHERS & REGISTERS Official 2 4 OA Examples: Journal entries, transfer of funds between internal city accounts.
Page 47 of 128 Classification Titles & tes FA.04 CASH MANAGEMENT & RESERVE FUNDS Official 2 4 Examples: Management of funds, investments. Excludes: Journal Entries use FA.03 Official Holder: Finance FA.05 GNTS & SUBSIDIES RECEIVED Official 2 5 Examples: Grants and subsidies of all types, both conditional and unconditional, received from the provincial and federal governments for various operating and capital programs. Reports or statements that must be maintained as a condition of receiving these grants. Copies: 2 years retention must be fulfilled. FA.06 CAPITAL GNTS RECEIVED Official 2 18 DISCONTINUED JANUARY 1996. USE FA.05 Copies: 2 years retention must be fulfilled. FA.07 GNTS IN LIEU OF TAXES Official 2 18 Examples: Government grants for third parties applied to taxes owed to the City of Mississauga. Official Holder: Finance Copies: 2 years retention must be fulfilled. FA.08 TAX REVENUE & TAX COLLECTIONS Official 2 4 Examples: Property tax payments, regular billing, preauthorized payment, collection actions up to the point of tax sale or litigation action by Office of City Solicitor. Excludes: Fees & Other Revenues ( Includes Accounts Receivable Invoices) use FA.11 Tax Sales use FA.43 Mill Rate use FA.50 Litigation use LA.12 Official Holder: Finance Copies: 2 years retention must be fulfilled.
Page 48 of 128 Classification Titles & tes FA.09 ASSESSMENT INFORMATION Official 2 4 Examples: Equalization and regional apportionment. Excludes: Assessment Appeals - Assessment Review Board, Ontario Municipal Board, Judicial Review, Legal Issues see LA.18 FA.10 ASSESSMENT ROLLS Official Examples: Actual assessment rolls, affidavit from the Ministry of Revenue certifying accuracy, receipt or ordering of assessment rolls. Excludes: Material related to actions that make a change to the assessment roll Tax adjustments use FA.13 Assessment apportionment use FA.36 Supplementary assessment use FA.42 AMEND AMENDED ASSESSMENT ROLLS Official 2 13 Examples: Hard copy assessment rolls with hand written amendments, supplementary & omitted rolls. Excludes: Original Assessment Rolls ORIG ORIGINAL ASSESSMENT ROLLS Official 2 P OA Official Holder: Office of the City Clerk Archival FA.11 FEES & OTHER REVENUES (INCLUDES ACCOUNTS RECEIVABLE INVOICES) Official 2 4 Examples: Daily sales reports, daily cash receipts, cash register tapes, cashier stubs, credit card and POS (point of sale) slips and collection action on accounts receivable. Excludes: Tax Revenue & Collections use FA.08 Copies: 2 years retention must be fulfilled. FA.12 BANKING & RECONCILIATIONS Official 2 4 Examples: Cancelled/cashed cheques, NSF cheques, deposit records and statements of accounts.
Page 49 of 128 Classification Titles & tes FA.13 TAX ADJUSTMENTS Official 2 4 Tax adjustments made under the Municipal Act. Official Holder: Finance FA.14 PAID VOUCHERS Official 2 4 Examples: Payments of invoices and petty cash. Source documents supporting payment may be maintained by Accounts Payable or the originating department. Excludes: Refunds being paid to residents use FA.21 Copies: 2 years retention must be fulfilled. FA.15 PERSONAL EXPENSES Official 2 4 Eligible expenses are determined by the Corporate Policy. Examples: Claim form, incidental expense form, request for advance, copy of cheque. Official Holder: Finance FA.16 CORPOTE GNTS, SUBSIDIES & DONATIONS Official 2 4 Examples: Grants and subsidies given by the corporation. Financial and material donations (e.g. artwork, equipment, services) both given and received. Excludes: Grants and subsidies received from the Provincial and Federal Government use FA.05 Copies: 2 years retention must be fulfilled. FA.17 FA.18 TAX PAID (FEDEL & PROVINCIAL) Official 2 4 CURRENT BUDGET Official 2 4 DISCONTINUED December 2001 use FA.19 FA.19 CAPITAL & CURRENT BUDGET Official 2 8
Page 50 of 128 Classification Titles & tes FA.20 BUDGETS-OTHER Official 2 4 Examples: Federal, Provincial and other Municipalities' budgets, groups that receive money and/or report to the City such as Business Improvement Areas. FA.21 REFUNDS & OTHER CREDITS Official 2 4 Examples: Refund of program registration fees due to cancellation. Copies: 2 years retention must be fulfilled FA.22 TENDERS, QUOTES, PROPOSALS & RESULTING CONTCTS & AGREEMENTS DISCONTINUED January 1996 use FA.49 T= Real contract end date Copies: 2 years retention must be fulfilled. Official T+2 4 FA.23 PURCHASE ORDERS & PURCHASE REQUISITIONS Official T+2 4 DISCONTINUED January 1999 use FA.49 T= Real contract end date Official Holder: Materiel Management FA.24 BLANKET ORDERS Official T+2 4 DISCONTINUED January 1996 use FA.49 T= Real contract end date Official Holder: Materiel Management
Page 51 of 128 Classification Titles & tes FA.25 INVENTORY & CAPITAL ASSETS Official Examples: Monetary value of lands, buildings, and major operating equipment. Excludes: Inventory & Current Assets use FA.46 ORIG ORIGINAL INVENTORY Official 2 P Review for Actual Inventory after 6 years retention is met. FA.26 WARNTEES & GUANTEES Official T+2 4 T= until expiry FA.27 EMPLOYEE RECORDS - PAYROLL Official Excludes: Employee Records - Permanent use HR.03 Employee Records - Temporary & Part Time use HR.04 CASE EMPLOYEE CASE FILES Official T+2 4 T= Until termination Official Holder: Payroll, Finance REG PAYROLL REGISTER Official 2 73 Official Holder: Payroll, Finance FA.29 CREDIT CARD AUTHORIZATIONS & USE Official 2 0 Examples: Corporate credit cards, Pcard (purchase card), gas cards. FA.30 CHEQUE LISTS / REGISTERS Official 2 4 Official Holder: Finance
Page 52 of 128 Classification Titles & tes FA.31 CASH IN LIEU Official Examples: Cash in Lieu of parkland or parking. Excludes: Cash in Lieu as part of a development application use CD, development application - secondary, and tertiary classification CI. CASE CASE FILES Official 2 P Official Holder: Realty Services & Planning & Building. At 25 years records can be accessed through Corporate Records. Records maintained by other departments. FA.32 SECURITIES Official T+2 4 Excludes: Securities as part of a development application use CD, development application type - secondary, and tertiary classification SE. T= After release of security or file closed FA.33 CHARGE BACKS Official 2 4 Examples: Details of charges for services provided by internal departments. Excludes: Journal entries, vouchers use FA.03 Internal Requisitions use FA.45 FA.34 REASSESSMENT Official T+2 18 Examples: City wide changes of assessment values. T= After implementation of reassessment FA.35 LEVIES/DEVELOPMENT FUND Official 2 18 Examples: Establishing levies, development charges. Excludes: Cash in Lieu use FA.31 Levy calculations as part of a development application use CD, development application type - secondary, and tertiary classification LC
Page 53 of 128 Classification Titles & tes FA.36 ASSESSMENT APPORTIONMENT Official 2 4 Examples: Current year apportionment of assessment for property tax purpose. Official Holder: Finance FA.37 TAX LEVIES PAID (SCHOOL BOARDS & REGION OF PEEL) Official 2 4 Examples: Portion of property taxes collected by the City for public and separate school boards, Region of Peel and payment to GTA services. Excludes: Schools use CS.05 Official Holder: Finance FA.38 DEBENTURES Official T+2 4 T= Until maturity Official Holder: Finance FA.39 CANADA SAVINGS BONDS Official 2 4 Excludes: Material related to employee payroll deductions use FA.27 Official Holder: Finance FA.40 PETTY CASH Official 2 4 DISCONTINUED January 1996 use FA.14 Secondary to be deleted Hold comment till 2006 amendment to retention by-law is passed Official Holder: Finance FA.41 TAX ROLLS Official P 0 Actual Tax Roll maintained on computer system. Official Holder: Finance
Page 54 of 128 Classification Titles & tes FA.42 SUPPLEMENTARY ASSESSMENTS (TAX) Official ORIG ORIGINAL ASSESSMENTS Official P 0 Official Holder: Finance Discontinued March 2007 use FA.10 AMEND FA.43 TAX SALES Official 2 18 FA.44 Collection of taxes through the Tax Sale Act process. Official Holder: Finance FEDEL/PROVINCIAL LOANS/GNTS ADMINISTERED BY CITY Official 2 4 Loans/grants/awards that the City administers and distribution of funds to qualified applicants. Some programs give monetary awards, some are loans, part of which is forgivable, and therefore is technically a grant. Examples: BRIC Program, MBEC programs, financial statements and reports required as a condition of receiving or administering the grant. Copies: 2 years retention must be fulfilled. : Case files only FA.45 INTERNAL REQUISITIONS Official 2 0 Examples: Central stores stock transfer purchase order and material requisitions, stationery stores, reprographic requests, pick-up and delivery records, creative services requests, return for credit, material control ticket. Avanti System holds details of Printing Dockets. Excludes: External supply requisitions & contracts use FA.49 Avanti System details are kept for 4 years - Official Holder, Printing FA.46 INVENTORY & CURRENT ASSETS Official 2 4 Examples: Inventory of pro-shop and snack bar stock. Excludes: Inventory & Capital Assets use FA.25
Page 55 of 128 Classification Titles & tes FA.47 LOANS GNTED BY THE CITY Official T+2 4 Tax assistance under the City of Mississauga Act. T= Until loan is fully repaid Official Holder: Finance Copies: 2 years retention must be fulfilled. FA.48 PROCUREMENT Official T+2 0 DISCONTINUED January 1999 use FA.49 T= Real contract end date FA.49 PROCUREMENT & EXTERNAL SUPPLY CONTCTS Official T+2 4 Material related to the procurement process of a contract is arranged by the procurement number issued by Materiel Management. These are considered working files. Unsuccessful bids and other material will be purged 2 years after the contract is awarded. Examples: Contract with vendors, information related to the purchase of services or supplies. Excludes: Internal Requisitions use FA.45 T= Real contract end date Copies: 2 years retention must be fulfilled. Working files purged 2 years after contract is awarded FA.50 MILL TE Official 2 18
Page 56 of 128 Classification Titles & tes HR HUMAN RESOURCES Personnel resources of the Corporation, including training, employee records, benefits and negotiations. HR.01 ORGANIZATIONAL CHARTS Official ORIG ORIGINAL CHARTS Official S P OA Official Holder: Human Resources Archival HR.02 STANDARDS & CONDUCT Official 2 4 Examples: Employment standards, employee conduct, rest periods, breaks, prevention of fraud and theft, conflict of interest, employee complaints review procedure, personal harassment. Excludes: Labour Relations ( Includes Employee Grievance) case files use HR.08 Corporate Policies & Procedures use CA.24 HR.03 EMPLOYEE RECORDS (PERMANENT STAFF) Official T+2 48 Examples: Personal and employment information, employee lists. Excludes: Employee Records - Payroll use FA.27 Attendance & Scheduling use HR.20 T= Until termination Official Holder: Human Resources HR.04 EMPLOYEE RECORDS (TEMPORY & PART TIME STAFF) Official T+2 18 Examples: Personal and employment information, employee lists. When kept by name, personal and employment information for co-op and job placement individuals. Excludes: Employee Records - Payroll use FA.27 Attendance & Scheduling use HR.20 T= Until termination. Official Holder: Human Resources
Page 57 of 128 Classification Titles & tes HR.05 RECRUITMENT & JOB POSTINGS Official 2 0 1 0 Examples; Applications and resumes received by Human Resources Division. "Appointments by Council" of Senior Staff are to be considered recruitments. : Job applications, resumes and competition files only Official Holder: Human Resources Unsolicited/Unused applications discarded after 6 months. COM COMPETITION FILES Official 2 0 1 0 Examples; Applications and resumes received by Human Resources Division. "Appointments by Council" of Senior Staff are to be considered recruitments. New classification created to meet user needs Dec 2006 hold comment until by-law updated : Job applications, resumes and competition files only Official Holder: Human Resources Unsolicited/Unused applications are kept for 2 years. RES RESCINDED OFFERS OF EMPLOYMENT Official 2 0 0 0 Offers of employment that have been rescinded due to assessment of criminal record. HR.06 VOLUNTEERS Official 2 0 Examples: Volunteer lists, volunteer assignments, unpaid co-op and job placements for work experience. Excludes: Personal information, by name, for co-op and job placements individuals use HR.04 HR.07 SALARIES & JOB EVALUATION STUDIES Official S+2 4 Excludes: PMP appraisal process use CA.11 Individual performance appraisals use HR.03 and HR.04 Official Holder: Human Resources