Retention By-Law Records Series Identifiers · bl by-laws & enforcement City of Mississauga by-laws, records related to the development, review and amendment of by-laws, and with

Retention By-Law

Records Series Identifiers

BL – By-Law Enforcement MG – Municipal Government & Committee

CA – Corporate Administration PM – Property Maintenance (Corp.)

CD – Community Development PO – Property Operations (Corp.)

CP – Capital Projects PR – Public Relations

CS – Community & Social Services RA – Recreational Activities

EC – Environment & Conservation RT – Roads & Traffic

FA – Finance & Accounting TS – Transportation Services

HR – Human Resources UN – Unclassified

LA – Legal Affairs

LP – Licenses & Permits ER – Electronic Records

Legend (abbreviated)

AR - Archival XA - Restricted Access

S - Superseded RA - Review Access

P - Permanent

Access Codes

OA -Open Access

T - Termination of event

PIB - Personal Information Bank Vital - Vital Records

2008

Classification System & Retention Schedule

City of Mississauga Page 1 of 128

Schedule 1

Classification Titles & Notes Access Code

Retention Active Semi Active

PIB Vital

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.

BY-LAW ENFORCEMENT: PARKING CONTROL (TRAFFIC BY-LAW)

Official 2 4 No Copy 2 0

XA BL.02 No

Examples: Parking enforcement, traffic by-law amendments.

BY-LAW ENFORCEMENT: SIGNS Official 2 4 No Copy 2 0

RA BL.03 No

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

BY-LAW ENFORCEMENT: ANIMAL CONTROL Official 2 4 No Copy 2 0

XA BL.04 No

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

BY-LAW ENFORCEMENT: TERMITES/PEST CONTROL Official 2 4 No Copy 2 0

XA BL.05 No

Examples: Termites, carpenter ants.

Official Holder: Enforcement

BY-LAW ENFORCEMENT: SWIMMING POOL ENCLOSURES


XA BL.06 No

Enforcement of this by-law is controlled by a permit process. Use LP.12.


BY-LAW ENFORCEMENT: GENERAL Official 2 4 No Copy 2 0

XA BL.08 No

Examples: Property standards, noise, littering, dumping, smoking in public places.



Schedule 1



PIB Vital

ZONING BY-LAW ISSUES Official 2 8 No Copy 2 0

RA BL.09 No

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).

BY-LAW ENFORCEMENT: PUBLIC VEHICLES Official 2 4 No Copy 2 0

RA BL.10 No

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


SIGN BY-LAW VARIANCE Official 2 4 No Copy 2 0

RA BL.11 No

DISCONTINUED JANUARY 1996. USE BL.03.

BY-LAWS Official Yes Copy

RA BL.BL No

CASE CASE FILES FOR REZONING BY-LAWS Official 2 28 Copy 2 0

No RA No

Formerly under CD

Standard Format: BL-NNNN/YY

ORIG ORIGINAL BY-LAWS Official 10 P Copy 2 0

Yes OA No

Standard Format: BL-NNNN/YY Official Holder: OCC Archival

SUB SUBJECT FILES Official 2 4 Copy 2 0

No RA No

Excludes: Draft by-laws should be classified to the appropriate secondary.


City of Mississauga

Page 3 of 127

Schedule 1

Classification Titles & Notes AccessCode

Retention

Active Semi Active

PIB Vital

CA CORPORATE ADMINISTRATION

General administrative records and functions that are common to most departments within the

Corporation.

STRATEGIC PLANS Official S 6 No

Copy 2 0

RACA.01 No

Long term development plans for programs, staff, section, division, etc.

INFORMATION TECHNOLOGY Official 2 4 No

Copy 2 0

RACA.02 No

Examples: Computer hardware and software application background, development/planning files, feasibilitystudies, user requests.Excludes: Computer System Documentation use CA.03.

COMPUTER SYSTEM DOCUMENTATION Official S 6 Yes

Copy 2 0

RACA.03 No

Examples; User manuals, computer program documentation, software licences.Excludes: Information Technology use CA.02.

OFFICE FURNITURE, EQUIPMENT & SUPPLIES Official 2 4 No

Copy 2 0

RACA.04 No

Examples: Artwork, photocopiers, desks, chairs, piano, cabinets.Excludes: Maintenance of Machinery & Equipment use PM.16Space Allocation & Office Relocations use PO.03

RECORDS MANAGEMENT Official 2 4 No

Copy 2 0

RACA.05 No

Examples: Development of CCS, copies of Retention By-laws and Schedule, Records Management Manual, anddepartmental records and information management issues.Excludes: Records Destruction Certificates use CA.26

PRINTING & PHOTOCOPYING Official 2 0 No

Copy 2 0

RACA.06 No

Excludes: Internal Requisitions (includes Avanti System) use FA.45

TELECOMMUNICATIONS Official 2 4 No

Copy 2 0

RACA.07 No

Examples: Fax machine, wireless communications, radios systems, telephone system.


City of Mississauga

Page 4 of 127

Schedule 1


Retention

Active Semi Active

PIB Vital

SECURITY Official 2 4 Yes

Copy 2 0

RACA.08 Yes

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

ACCIDENT & INJURY REPORTS - ADULTS Official 2 4 No

Copy 2 0

RACA.09 No

Reports completed as a result of incidents on City owned property and/or participation in City run programs.Excludes:Insurance Claims use LA.01Accident & Injury reports for minors use LA.21Insurance Claims - Minors use LA.21Accident & Injury reports for mentally challenged use LA.22Insurance Claims - Mentally Challenged use LA.22Injury to City of Mississauga employees use HR.18

Retention under review May 2004

ASSOCIATIONS & ORGANIZATIONS Official 2 0 No

Copy 2 0

RACA.10 No

Examples: Membership and activities of professional organizations.Excludes: Reference, technical information, newsletters or magazines use UN.REFConferences & Seminars use HR.22Other Committees, Boards & Commissions use MG.11Ontario Municipal Board use LA.19Community Organizations & Events use PR.04


City of Mississauga

Page 5 of 127

Schedule 1


Retention

Active Semi Active

PIB Vital

ORGANIZATIONAL EFFECTIVENESS Official No

Copy

RACA.11 No

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.01Strategic Plans use CA.01Individual performance appraisals use HR.03 and HR.04

FIN FINAL STUDIES Official 2 18

Copy 2 0

NoRANo

Official Holder: Management Consulting

SUB SUBJECT FILES Official 2 4

Copy 2 0

NoRANo

WOR WORKING FILES Official 2 4

Copy 2 0

NoXANo

Official Holder: Management Consulting

REQUESTS FOR INFORMATION/REPORTS Official 2 4 No

Copy 2 0

RACA.13 No

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 appropriatesecondary.

INTERNAL AUDIT Official No

Copy

XACA.15 No

Excludes: External Audits use CA.25

FIN FINAL AUDIT REPORTS Official 2 18

Copy 2 0

NoRANo

Official Holder: Internal Audit


Copy 2 0

NoRANo

WORK WORKING PAPERS Official T+2 5

Copy 2 0

NoXANo

T= End of projectOfficial Holder: Internal Audit


City of Mississauga

Page 6 of 127

Schedule 1


Retention

Active Semi Active

PIB Vital

STAFF COMMITTEES & MEETINGS Official 2 4 No

Copy 2 0

RACA.16 No

Examples: Agenda, minutes and material discussed by management, department, division and inter-departmentalteams.Excludes: Various Standing Committees and Council see Municipal Government (MG)Health & Safety Committee Agenda & Minutes use HR.23Committees that exist for specific purposes and include staff outside parties use MG.11.

STATISTICS Official 2 4 No

Copy 2 0

RACA.17 No

Examples: Statistics generated by department, division or program activities. Statistics that must be gathered forStatistics Canada to comply with legislation.Excludes: Demographic Information use CD.15Vital Statistics (births, deaths) use LA.23

FORMS MANAGEMENT Official T+2 4 No

Copy 2 0

OACA.18 No

Examples: Requests for forms design, forms analysis, Jetforms, InfoPath, case files for city approved forms.

T= Until form is revised/obsoleteOfficial Holder: Forms Analyst, IT

MAIL SERVICE Official 2 4 No

Copy 2 0

OACA.19 No

Examples: Internal mail service, registered mail notices.Excludes: Postal Service (Canada Post) use CS.16

CORRESPONDENCE-COMMISSIONERS/DEPARTMENT HEADS

Official 2 0 No

Copy 0 0

RACA.20 No

Reading file of convenience copies arranged by date.

DEPARTMENTAL OPERATING PROCEDURES Official S+2 4 Yes

Copy 2 0

OACA.21 No

FREEDOM OF INFORMATION Official 2 4 No

Copy 2 0

XACA.22 No

Examples: Case files for FOI requests.Excludes: Information on the Freedom of Information Act use LA.07

Official Holder: OCCXA: Case Files only


City of Mississauga

Page 7 of 127

Schedule 1


Retention

Active Semi Active

PIB Vital

CITY OWNED/LEASED VEHICLES Official 2 4 No

Copy 2 0

RACA.23 No

Examples: Mileage, usage and fleet management.Excludes: Purchase of vehicles or lease services use FA.49Vehicle Maintenance use PM.14

CORPORATE POLICY MANUAL Official Yes

Copy

RACA.24 No

MAN ACTUAL POLICY MANUAL Official S P

Copy S 0

YesOANo

History files maintained by Management Consulting, CMO.

Official Holder: Management ConsultingArchival


Copy 2 0

NoRANo

File draft policies as CA.24 and note in description 'DRAFT', or classify to appropriate secondary.

EXTERNAL AUDIT Official 2 5 No

Copy 2 0

RACA.25 No

Examples: Audit Reports prepared and submitted by external auditors.Excludes: Financial Statements & Reports, audited year-end, use FA.02Internal Audits use CA.15

RECORDS DESTRUCTION CERTIFICATES Official No

Copy

RACA.26 No

CERT CERTIFICATES & DESTRUCTIONFORMS - ORIGINAL RECORDS

Official 2 48

Copy 2 0

NoRANo

Official Holder: Corporate Records, OCC

FORM DESTRUCTION FORMS - DUPLICATERECORDS

Official 2 0

Copy 2 0

NoRANo

Official Holder: Corporate Records, OCC



Schedule 1



PIB Vital

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.

CITY OF MISSISSAUGA OFFICIAL PLAN (PRIMARY PLAN / CITY PLAN)

Official S P Yes Copy S 0

OA CD.01 No

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

CITY OF MISSISSAUGA OFFICIAL PLAN REVIEW (PRIMARY PLAN / CITY PLAN)

Official Yes Copy

RA CD.02 No

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 Copy 2 0

Yes RA No

Official Holder: P&B


No RA No



Schedule 1



PIB Vital

SECONDARY PLANS/DISTRICT PLANS Official No Copy

RA CD.03 No

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 Copy 2 0

No RA No

Records maintained by P&B

SUB SUBJECT FILES Official S+2 8 Copy 2 0

No RA No

Records maintained by other departments.

COMMUNITY STUDIES OF PLANNING DISTRICTS Official No Copy

RA CD.04 No

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 Copy 2 0

No RA No


SUB SUBJECT FILES Official S+2 8 Copy 2 0

No RA No


BUSINESS IMPROVEMENT AREAS/DISTICTS Official 2 8 No Copy 2 0

RA CD.05 No

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



Schedule 1



PIB Vital

RESIDENTIAL DEVELOPMENT Official No Copy

RA CD.06 No

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 Non-Profit Housing issues not related to development use CS.03. By-law enforcement issues see BL

PROJ PROJECT FILES Official 2 28 Copy 2 0

No RA No

Review for archival material before destruction


No RA No

COMMERCIAL DEVELOPMENT Official No Copy

RA CD.07 No

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


No RA No

Review for archival material before destruction.


No RA No

AIRPORT DEVELOPMENT Official No Copy

RA CD.08 No

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


No RA No



No RA No



Schedule 1



PIB Vital

INDUSTRIAL DEVELOPMENT Official No Copy

RA CD.09 No

Excludes: Development Applications Grants received for Industrial Development use FA.05 By-law Enforcement issues see BL


No RA No

Review for archival material before destruction


No RA No



Schedule 1



PIB Vital

PARK DEVELOPMENT Official Yes Copy

RA CD.10 No

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 Copy 2 0

Yes OA No

Review for archival material before destruction. Official Holder: R&P

FIN FINANCIAL Official T+2 4 Copy 2 0

Yes XA No

Management of the Contract, Copy of Tenders & Specifications, Payments

T = Completion of Project Official Holder: CMS

HIS HISTORICAL Official P 0 Copy

No RA No

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 Copy 2 0

Yes RA No

Review for archival material before destruction. Official Holder: CMS

PROJ PROJECT FILES Official T+2 13 Copy 2 0

Yes RA No

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


No RA No



Schedule 1



PIB Vital

RECREATIONAL DEVELOPMENT Official No Copy

RA CD.11 No

Examples: Development of indoor and outdoor recreational facilities, projection of needs, feasibility studies. Excludes: Programs offered by the City see RA By-law enforcement issues see BL Waterfront Development use CD.22 Construction of Major Alterations & Renovations use PO.04


No RA No



No RA No

INSTITUTIONAL DEVELOPMENT Official No Copy

RA CD.12 No

Examples: Schools, libraries, churches, colleges, hospitals. Excludes: Development Applications Issues not related to development of institutions, see CS By-law Enforcement issues see BL


No RA No



No RA No

SURPLUS LANDS Official 2 4 No Copy 2 0

RA CD.13 No

Excludes: Notices of Property for Sale use PO.17 Inquiries-City Properties for Sale use PO.18



Schedule 1



PIB Vital

DEMOGRAPHIC INFORMATION Official No Copy

RA CD.15 No

Examples: Population information, age, size, growth. Excludes: Vital Statistics, births, deaths use LA.23 Statistics use CA.17

PROJ PROJECT FILES Official S 20 Copy S 0

No RA No



No RA No


DEVELOPMENT-OTHER MUNICIPALITIES Official 2 8 No Copy 2 0

RA CD.17 No

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

AERIAL PHOTOGRAPHS Official No Copy

RA CD.19 No

Examples: Actual aerial photographs of the City of Mississauga or specific areas under study.

ORIG ORIGINAL PHOTOGRAPHS Official 2 P Copy 2 0

No OA No

Official Holder: T&W & P&B Archival


No RA No



Schedule 1



PIB Vital

MAPPING Official No Copy

RA CD.20 No

Excludes: Land Related Information System (LRIS) use CA.02

ORIG ORIGINAL MAPS Official S P Copy 2 0

No OA No

Official Holder: Geomatics


No RA No

DEVELOPMENT - OTHER Official No Copy

RA CD.21 No

Examples: Development issues not specific to another secondary or encompass several of the other secondary classifications.


No RA No



No RA No

WATERFRONT DEVELOPMENT Official No Copy

RA CD.22 No

Examples: Port Credit Harbour, Mississauga Waterfront Plan. Excludes: Environmental & Conservation issues see EC


No RA No



No RA No

ZONING BY-LAW TEXT CHANGES Official T+2 4 No Copy 2 0

RA CD.23 No

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



Schedule 1



PIB Vital

REFERENCE PLANS Official No Copy

RA CD.43R No

Standard Format: 43R-NNNNN

DR DRAWINGS Official P 0 Copy 2 0

No OA No

COMMITTEE OF ADJUSTMENT MINOR VARIANCE

Official Yes Copy

RA CD.A No

Standard Format: A NNN/YY

CO CORRESPONDENCE Official T+2 8 Copy 2 0

No RA No

T= Until decision is made Official Holder: C of A

DE DECISIONS & FINAL NOTICE Official P 0 Copy 2 0

Yes OA No

Official Holder: C of A

ER EROSION & SEDIMENT CONTROL Official T+2 4 Copy 2 0

No RA No

T= Until all conditions are met Official Holder: T&W

FC FINANCIAL CORRESPONDENCE Official T+2 4 Copy 2 0

No RA No

T= Until all conditions are met

SE SECURITIES Official T+2 4 Copy 2 0

Yes RA No




Schedule 1



PIB Vital

COMMITTEE OF ADJUSTMENT CONSENT TO SEVER

Official Yes Copy

RA CD.B No

Standard Format: B NNN/YY

CI CASH IN LIEU Official T+2 P Copy 2 0

No RA No

T= Until all payments received Official Holder: Realty Services


No RA No

T= Until decision is made and/or all conditions are met

DE DECISIONS & FINAL NOTICE Official P 0 Copy 2 0

Yes OA No

Official Holder: C of A

DR DRAWINGS Official T+2 8 Copy 2 0

No OA No

T= Until decision is made and/or all conditions are met


No RA No



No RA No


LD LEGAL DOCUMENTS Official Copy

Yes RA No

OTHER OTHER DEPARTMENTS Official T+2 23 No Copy 2 0

RA No


T&W TRANSPORTATION & WORKS Official T+2 P Yes Copy 2 0

RA No

T= Until all conditions are met. Official Holder: T&W At 25 years, records can be accessed through Corporate Records.



Schedule 1



PIB Vital


Yes RA No


WF WORK FILE Official T+2 4 Copy 2 0

No RA No


CONDOMINIUMS-PROPOSED Official Yes Copy

RA CD.CDM No

Standard Format: CDM-MYYNNN Standard before 1997: CDM YY-NNN


No RA No

T= Until file is closed


No OA No



No RA No


SE SECURITIES Official T+2 4 Copy 2

Yes RA No




Schedule 1



PIB Vital

SUBDIVISIONS-REGISTERED Official Yes Copy

RA CD.M No

Standard Format: M-NNNN

AC ACQUISITIONS Official P 0 Copy 2 0

No RA No

Official Holder: Realty Services

CI CASH IN LIEU Official T+2 P Copy 2 0

Yes RA No

T= Until all payments received Official Holder: Realty Services


No RA No

T= Until Assumption


No OA No

T= Until execution of service agreement Original Retention applies to records maintained by Planning & Building only. Copy Retention applies to records maintained by other depts.

EA EASEMENTS Official P 0 Copy 2 0

No RA No



No RA No

T= Until Assumption Official Holder: T&W


No RA No

T= Until Assumption

LC LEVY CALCULATIONS Official P 0 Copy 2 0

Yes RA No

LD LEGAL DOCUMENT Official Copy

Yes RA No



Schedule 1



PIB Vital


RA No

T=Until Assumption Records maintained by depts other than Transportation & Works.


RA No

T= Until Assumption Official Holder: T&W At 25 years record can be accessed through Corporate Records.

LG LOT GRADINGS Official T+2 23 Copy 2 0

No RA No

T= Until Assumption


Yes RA No

T= Until Assumption

SL SOLICITORS LETTERS Official T+2 4 Copy 2 0

No OA No

T= Until Assumption Official Holder: P&B

TR TEST RESULTS Official T+2 4 Copy 2 0

Yes RA No

T= Until Assumption


No RA No

T= Until Assumption Official Holder: T&W



Schedule 1



PIB Vital

OFFICIAL PLAN AMENDMENTS Official No Copy

RA CD.OPA No

Standard Format: OPA-NNNN

AM AMENDMENT Official 2 P Copy 2 0

No OA No

Ministry Approved


CO CORRESPONDENCE Official Copy

No RA No


RA No

T= Until OPA is approved

P&B PLANNING & BUILDING Official T+2 28 No Copy 2 0

RA No

T=Until OPA is approved Official Holder: P&B



Schedule 1



PIB Vital

REZONINGS Official Yes Copy

RA CD.OZ No

Standard Format: OZ YY/NNN Standard before 1996: OZ-NNN/YY

AC ACQUISITIONS Official 2 P Copy 2 0

Yes RA No

Official holders: Realty & Legal Services


No RA No


RA No



RA No


DI DISPOSALS Official T+2 38 Copy 2 0

Yes RA No

T= After disposal Official Holders: Realty Services & Legal Services

DR DRAWINGS Official Copy

No OA No


OA No

T= Until execution of service agreement or all conditions are met


OA No

T= Until execution of service agreement or all conditions are met

EA EASEMENTS Official 2 P Copy 2 0

Yes RA No

Official Holder: Realty Services & Legal Services


No RA No



Schedule 1



PIB Vital



No RA No



Yes RA No


RA No



RA No

T= Until all conditions are met Official Holder: T&W At 25 yrs, record can be accessed through Corporate Records.


Yes RA No



No RA No



No RA No




Schedule 1



PIB Vital

CONDOMINIUMS-REGISTERED Official Yes Copy

RA CD.PCC No

Standard Format: PCC-NNNN Discontinued March 2005. Use CD.PCECP, CD.PPCP, CD.PSCP or CD.PVLCP.


No RA No



No RA No


RA No



RA No

T=Until all conditions are met


No OA No


OA No



OA No



No RA No



No RA No



Yes RA No

T = Until all conditions are met.



Schedule 1



PIB Vital

SL SOLICITORS LETTERS Official 2 4 Copy 2 0

No OA No



Schedule 1



PIB Vital

PEEL COMMON ELEMENT CONDOMINIUM PLAN Official Yes Copy

RA CD.PCECP No

Standard Format: PCECP-NNNN


No RA No



No RA No


RA No



RA No



No OA No


OA No



OA No



No RA No



No RA No



Yes RA No




Schedule 1



PIB Vital


No OA No



Schedule 1



PIB Vital

PEEL PHASED CONDOMINIUM PLAN Official Yes Copy

RA CD.PPCP No

Standard Format: PPCP-NNNN


No RA No



No RA No


RA No



RA No



No RA No


RA No



RA No



No RA No



No RA No


Yes RA No



No OA No



Schedule 1



PIB Vital

PEEL STANDARD CONDOMINIUM PLAN Official Yes Copy

RA CD.PSCP No

Standard Format: PSCP-NNNN


No RA No



No RA No


RA No



RA No



No OA No


OA No



OA No



No RA No



No RA No



Yes RA No




Schedule 1



PIB Vital


No OA No



Schedule 1



PIB Vital

PEEL VACANT LAND CONDOMINIUM PLAN Official Yes Copy

RA CD.PVLCP No

Standard Format: PVLCP-NNNN


No OA No



No RA No


RA No



RA No



No OA No


OA No



OA No



No RA No



No RA No



Yes RA No




Schedule 1



PIB Vital


No RA No

REGISTERED PLANS Official Yes Copy

RA CD.RP No

Standard Format: RP-NNNN


No RA No

T= Until Assumption


No OA No

T= Until Assumption Original Retention applies to records maintained by P&B only. Copy Retention applies to records maintained by other depts.


No RA No

T= Until Assumption

LD LEGAL DOCUMENT Official Copy 0

Yes RA No

OTHER OTHER DEPARTMENTS Official T+2 23 Yes Copy 2 0

RA No

T= Until Assumption Records maintained by depts other than Transportation & Works


RA No

T=Until Assumption At 25 years record can be accessed through Corporate Records


Yes RA No




Schedule 1



PIB Vital

SITE PLANS Official Yes Copy

RA CD.SP No

Standard Format: SP YY/NNN Standard before 1996: SP-NNN/YY

AC ACQUISITIONS Official 2 P Copy 2 0

Yes RA No

Official holders: Realty Services & Legal Services


No RA No


RA No



RA No



No OA No


OA No



OA No


EA EASEMENTS Official 2 P Copy 2 0

Yes RA No

Official Holders: Realty Services & Legal Services


No RA No



No RA No



Schedule 1



PIB Vital



Yes RA No


RA No



RA No

T=Until all conditions are met. Official Holder: T&W After 25 years, records can be accessed through Corporate Records.


Yes RA No



No RA No


SITE PLAN WAIVERS Official No Copy

RA CD.SPW No

DISCONTINUED 1992

CO SITE PLAN WAIVERS - Correspondence Official T+2 8 Copy 2 0

No RA No

T=Until decision is made



Schedule 1



PIB Vital

SUBDIVISIONS-PROPOSED Official Yes Copy

RA CD.T No

Standard Format: T-MYYNNN Standard before 1997: T-YYNNN


No RA No



No OA No



No RA No

T= Until file is closed Official Holder: T&W


No RA No


LD LEGAL DOCUMENT Official T+2 4 Copy 2 0

No RA No


LG LOT GRADING Official T+2 4 Copy 2 0

No RA No



Yes RA No



No RA No



No RA No



Schedule 1



PIB Vital

T= Until file is closed Official Holder: T&W



Schedule 1



PIB Vital

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

CAPITAL PROJECTS Official T+2 13 Yes Copy 2 0

RA CP.00 No

T= Until completion of project



Schedule 1



PIB Vital

CS COMMUNITY & SOCIAL SERVICES Services provided to the community, or at issue in the community.

EMERGENCY MEDICAL SERVICES, HOSPITALS & OTHER HEALTH CARE


RA CS.01 No

Examples: Ambulance services, emergency medical services provided by the Fire Dept., Communications Centre. Excludes: Institutional Development use CD.12

NON-PROFIT HOUSING Official 2 4 No Copy 2 0

RA CS.03 No

Excludes: Residential Development use CD.06

GROUP HOMES & INSTITUTIONS Official 2 4 No Copy 2 0

RA CS.04 No

Excludes: Institutional Development use CD.12

SCHOOLS & EDUCATION Official 2 4 No Copy 2 0

RA CS.05 No

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

LIBRARIES Official 2 4 No Copy 2 0

RA CS.06 No

Excludes: Institutional development use CD.12 Property Operation of City Libraries see PO Property Maintenance of City Libraries see PM

MUSEUMS, ART GALLERIES & CULTURAL CENTRES Official 2 8 No Copy 2 0

RA CS.07 No

Examples: Mississauga Living Arts Centre, Springbank Visual Arts Centre. Excludes: Construction - Municipal Facilities use PO.04



Schedule 1



PIB Vital

HERITAGE & DESIGNATIONS Official No Copy

RA CS.08 No

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 Copy 2 0

No RA No

Official Holder: Heritage, CMS Archival


No RA No

UTILITY SERVICES Official 2 4 No Copy 2 0

RA CS.09 No

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.

POLICE Official 2 4 No Copy 2 0

RA CS.10 No

Excludes: Vandalism and Other Crimes use LA.05 Emergency Planning use CS.11

EMERGENCY PLANNING Official S+2 4 Yes Copy 2 0

RA CS.11 No

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

HUMAN RIGHTS Official 2 4 No Copy 2 0

RA CS.12 No

Examples: Wheelchair access, discrimination. Excludes: Litigation cases use LA.12 Labour Relations (Includes Employee Grievances) use HR.08



Schedule 1



PIB Vital

FIRE ROUTES Official S+2 4 Yes Copy 2 0

RA CS.13 No

Examples: Fire Hydrants, Fire Route Signs. Excludes: Fire Route Pre-emption use RT.07.

Official Holder: Fire

FIRE PREVENTION Official 2 8 Yes Copy 2 0

XA CS.14 No

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 XA: Case files only

ANIMAL CONTROL Official 2 4 No Copy 2 0

RA CS.15 No

Examples: Leash free zones, adoptions, rabies, geese relocation. Excludes: By-law Enforcement - Animal Control use BL.04

POSTAL SERVICE (CANADA POST) Official 2 4 No Copy 2 0

RA CS.16 No

Examples: Super mailboxes, ad mail. Excludes: Internal Mail Services use CA.19

SOCIAL ISSUES Official 2 4 No Copy 2 0

RA CS.17 No

Examples: Quality of life, abortion, drug abuse, pornography.



Schedule 1



PIB Vital

CEMETERIES Official Yes Copy

RA CS.18 No

Examples: Streetsville Cemetery. Case files for burial plots. Excludes: Historical Designation of cemeteries use CS.08

CASE CASE FILES Official P 0 Copy 2 0

Yes XA No

Official Holder: CMS Archival


No RA No

SERVICES-OTHER Official 2 4 No Copy 2 0

RA CS.19 No

Examples: Driver Examination Centre, Municipal Court, Newspaper boxes, Mississauga Business Enterprise Centre (MBEC) programs. Excludes: Human Rights use CS.12

FIRE INCIDENTS Official 2 8 Yes Copy 2 0

XA CS.20 No

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.


THEATRE PRODUCTIONS Official 2 8 No Copy 2 0

RA CS.21 No

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

COMMUNICATION AUDIO DISKS Official 30 DAYS 6 Yes Copy 0 0

XA CS.22 No




Schedule 1



PIB Vital

EC ENVIRONMENT & CONSERVATION Outdoor and indoor environment and conservation.

WATERWAYS & DRAINAGE Official No Copy

RA EC.01 No

Examples: Streams, rivers, creeks, lakes and ponds. Excludes: Storm Sewers & Storm Drainage Ditches use RT.18

CASE CASE FILES Official 2 28 Copy 2 0

No RA No


No RA No

WATERFRONTS Official No Copy

RA EC.02 No

Examples: Waterfront area studies, erosion, protection. Excludes: Waterfront Development use CD.22


No RA No


No RA No

WATER QUALITY Official 2 5 No Copy 2 0

RA EC.03 No

WASTE MANAGEMENT, GARBAGE & RECYCLING Official No Copy

RA EC.04 No

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 Copy 2 0

No RA No

At 7 years, record can be accessed through Corporate Records.


No RA No

Review for Historical Information after 7 years retention.



Schedule 1



PIB Vital

HAZARDOUS MATERIALS Official No Copy

RA EC.05 No

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


No RA No


No RA No

AIR POLLUTION & CONTROL Official 2 4 No Copy 2 0

RA EC.06 No

Examples: Vehicle Emissions, smog.

NOISE POLLUTION & CONTROL Official 2 5 No Copy 2 0

RA EC.07 No

Examples: Noise walls, aircraft noise. Excludes: Noise controls contained within servicing agreements use CD, development application type - secondary, and tertiary classification LD Noise complaints use BL.08

SURFACE & SUBSURFACE CONTAMINATION & TESTING

Official No Copy

RA EC.08 No

Examples: Case files of contaminated sites. Excludes: Test results for development files use CD, development application type - secondary, and tertiary classification TR.


No RA No


No RA No

WEED CONTROL Official 2 5 No Copy 2 0

RA EC.09 No

Examples: Pesticides, purple loosestrife. Excludes: For complaints and/or enforcement of noxious weed by-law see BL.08

Official Holder: Recreation & Parks



Schedule 1



PIB Vital

ENVIRONMENT PROTECTION AREAS Official No Copy

RA EC.10 No

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


No RA No


No RA No

GREENBELTS Official No Copy

RA EC.11 No

Examples: Naturalization Excludes: Environmental protection issues use EC.10


No RA No


No RA No

WOODLOTS Official 2 5 No Copy 2 0

RA EC.12 No

Examples: Management of wood lots. Excludes: Environmental protection issues use EC.10 Routine maintenance of trees use PM.12

WETLANDS Official 2 5 No Copy 2 0

RA EC.13 No

Examples: Bogs, marshes. Excludes: Environmental protection issues use EC.10



Schedule 1



PIB Vital

ENVIRONMENTAL ASSESSMENT Official No Copy

RA EC.14 No

An environmental assessment which is undertaken as part of a capital project or a master park plan, may be kept with the project.


No RA No


No RA No

SANITARY SEWAGE Official 2 5 No Copy 2 0

RA EC.15 No

Excludes: Storm sewers inspection and maintenance use RT.18.

ENERGY CONSERVATION Official 2 4 No Copy 2 0

RA EC.16 No

Excludes: Energy conservation programs directly related to consumption at City facilities use PO.08

WEATHER MONITORING Official 2 5 No Copy 2 0

RA EC.17 No

NATURAL RESOURCES Official 2 4 No Copy 2 0

RA EC.18 No

Examples: pits, quarries, minerals, fisheries.

ENVIRONMENT - OTHER Official 2 4 No Copy 2 0

RA EC.19 No



Schedule 1



PIB Vital

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.

GENERAL LEDGER & DETAIL Official Yes Copy

RA FA.01 No

Actual ledger maintained on computer system. Examples: Printouts, working papers.

ORIG ORIGINAL GENERAL LEDGER & DETAIL Official 2 P Copy 2 0

Yes OA No

Official Holder: Finance Copy Retention applies to computer printouts circulated to other departments.


No RA No

FINANCIAL STATEMENTS & REPORTS Official Yes Copy

RA FA.02 No

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 Copy 2 0

Yes OA No

Official Holder: Finance Archival


No RA No

JOURNAL VOUCHERS & REGISTERS Official 2 4 Yes Copy 2 0

OA FA.03 No

Examples: Journal entries, transfer of funds between internal city accounts.



Schedule 1



PIB Vital

CASH MANAGEMENT & RESERVE FUNDS Official 2 4 Yes Copy 2 0

RA FA.04 No

Examples: Management of funds, investments. Excludes: Journal Entries use FA.03

Official Holder: Finance

GRANTS & SUBSIDIES RECEIVED Official 2 5 Yes Copy 2 0

RA FA.05 No

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.

CAPITAL GRANTS RECEIVED Official 2 18 Yes Copy 2 0

RA FA.06 No

DISCONTINUED JANUARY 1996. USE FA.05


GRANTS IN LIEU OF TAXES Official 2 18 Yes Copy 2 0

RA FA.07 No

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.

TAX REVENUE & TAX COLLECTIONS Official 2 4 Yes Copy 2 0

RA FA.08 Yes

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.



Schedule 1



PIB Vital

ASSESSMENT INFORMATION Official 2 4 No Copy 2 0

RA FA.09 No

Examples: Equalization and regional apportionment. Excludes: Assessment Appeals - Assessment Review Board, Ontario Municipal Board, Judicial Review, Legal Issues see LA.18

ASSESSMENT ROLLS Official No Copy

RA FA.10 No

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 Copy 2 0

No RA No

Examples: Hard copy assessment rolls with hand written amendments, supplementary & omitted rolls. Excludes: Original Assessment Rolls

ORIG ORIGINAL ASSESSMENT ROLLS Official 2 P Copy 2 0

No OA No

Official Holder: Office of the City Clerk Archival


No RA No

FEES & OTHER REVENUES (INCLUDES ACCOUNTS RECEIVABLE INVOICES)

Official 2 4 Yes Copy 2 0

RA FA.11 No

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


BANKING & RECONCILIATIONS Official 2 4 Yes Copy 2 0

RA FA.12 No

Examples: Cancelled/cashed cheques, NSF cheques, deposit records and statements of accounts.



Schedule 1



PIB Vital

TAX ADJUSTMENTS Official 2 4 Yes Copy 2 0

RA FA.13 No

Tax adjustments made under the Municipal Act.


PAID VOUCHERS Official 2 4 Yes Copy 2 0

RA FA.14 No

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


PERSONAL EXPENSES Official 2 4 Yes Copy 2 0

RA FA.15 No

Eligible expenses are determined by the Corporate Policy. Examples: Claim form, incidental expense form, request for advance, copy of cheque.


CORPORATE GRANTS, SUBSIDIES & DONATIONS Official 2 4 Yes Copy 2 0

RA FA.16 Yes

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


TAX PAID (FEDERAL & PROVINCIAL) Official 2 4 Yes Copy 2 0

RA FA.17 No

CURRENT BUDGET Official 2 4 No Copy 2 0

RA FA.18 No

DISCONTINUED December 2001 use FA.19

CAPITAL & CURRENT BUDGET Official 2 8 No Copy 2 0

RA FA.19 No



Schedule 1



PIB Vital

BUDGETS-OTHER Official 2 4 No Copy 2 0

RA FA.20 No

Examples: Federal, Provincial and other Municipalities' budgets, groups that receive money and/or report to the City such as Business Improvement Areas.

REFUNDS & OTHER CREDITS Official 2 4 Yes Copy 2 0

RA FA.21 No

Examples: Refund of program registration fees due to cancellation.

Copies: 2 years retention must be fulfilled

TENDERS, QUOTES, PROPOSALS & RESULTING CONTRACTS & AGREEMENTS

Official T+2 4 Yes Copy 2 0

RA FA.22 No

DISCONTINUED January 1996 use FA.49

T= Real contract end date Copies: 2 years retention must be fulfilled.

PURCHASE ORDERS & PURCHASE REQUISITIONS Official T+2 4 Yes Copy 2 0

RA FA.23 No


T= Real contract end date Official Holder: Materiel Management

BLANKET ORDERS Official T+2 4 Yes Copy 2 0

RA FA.24 No


T= Real contract end date Official Holder: Materiel Management



Schedule 1



PIB Vital

INVENTORY & CAPITAL ASSETS Official Yes Copy

RA FA.25 No

Examples: Monetary value of lands, buildings, and major operating equipment. Excludes: Inventory & Current Assets use FA.46

ORIG ORIGINAL INVENTORY Official 2 P Copy 2 0

Yes RA No


No RA No

Review for Actual Inventory after 6 years retention is met.

WARRANTEES & GUARANTEES Official T+2 4 Yes Copy 2 0

RA FA.26 No

T= until expiry

EMPLOYEE RECORDS - PAYROLL Official Yes Copy

XA FA.27 Yes

Excludes: Employee Records - Permanent use HR.03 Employee Records - Temporary & Part Time use HR.04

CASE EMPLOYEE CASE FILES Official T+2 4 Copy 2 0

Yes XA No

T= Until termination Official Holder: Payroll, Finance

REG PAYROLL REGISTER Official 2 73 Copy 2 0

Yes XA No

Official Holder: Payroll, Finance


No XA No

CREDIT CARD AUTHORIZATIONS & USE Official 2 0 No Copy 2 0

RA FA.29 No

Examples: Corporate credit cards, Pcard (purchase card), gas cards.

CHEQUE LISTS / REGISTERS Official 2 4 Yes Copy 2 0

RA FA.30 No




Schedule 1



PIB Vital

CASH IN LIEU Official Yes Copy

RA FA.31 No

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 Copy 2 0

Yes RA No

Official Holder: Realty Services & Planning & Building. At 25 years records can be accessed through Corporate Records.


No RA No


SECURITIES Official T+2 4 Yes Copy 2 0

RA FA.32 No

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

CHARGE BACKS Official 2 4 No Copy 2 0

RA FA.33 No

Examples: Details of charges for services provided by internal departments. Excludes: Journal entries, vouchers use FA.03 Internal Requisitions use FA.45

REASSESSMENT Official T+2 18 No Copy 2 0

RA FA.34 No

Examples: City wide changes of assessment values.

T= After implementation of reassessment

LEVIES/DEVELOPMENT FUND Official 2 18 Yes Copy 2 0

RA FA.35 No

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



Schedule 1



PIB Vital

ASSESSMENT APPORTIONMENT Official 2 4 Yes Copy 2 0

RA FA.36 No

Examples: Current year apportionment of assessment for property tax purpose.


TAX LEVIES PAID (SCHOOL BOARDS & REGION OF PEEL)


RA FA.37 No

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


DEBENTURES Official T+2 4 Yes Copy 2 0

RA FA.38 No

T= Until maturity Official Holder: Finance

CANADA SAVINGS BONDS Official 2 4 Yes Copy 2 0

XA FA.39 No

Excludes: Material related to employee payroll deductions use FA.27


PETTY CASH Official 2 4 No Copy 2 0

RA FA.40 No

DISCONTINUED January 1996 use FA.14 Secondary to be deleted Hold comment till 2006 amendment to retention by-law is passed


TAX ROLLS Official P 0 Yes Copy 2 0

RA FA.41 Yes

Actual Tax Roll maintained on computer system.




Schedule 1



PIB Vital

SUPPLEMENTARY ASSESSMENTS (TAX) Official Yes Copy

RA FA.42 No

ORIG ORIGINAL ASSESSMENTS Official P 0 Copy 2 0

Yes RA No

Official Holder: Finance Discontinued March 2007 use FA.10 AMEND


No RA No

TAX SALES Official 2 18 Yes Copy 2 0

XA FA.43 No

Collection of taxes through the Tax Sale Act process.


FEDERAL/PROVINCIAL LOANS/GRANTS ADMINISTERED BY CITY


XA FA.44 No

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. XA: Case files only

INTERNAL REQUISITIONS Official 2 0 No Copy 2 0

RA FA.45 No

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

INVENTORY & CURRENT ASSETS Official 2 4 No Copy 2 0

RA FA.46 No

Examples: Inventory of pro-shop and snack bar stock. Excludes: Inventory & Capital Assets use FA.25



Schedule 1



PIB Vital

LOANS GRANTED BY THE CITY Official T+2 4 Yes Copy 2 0

XA FA.47 No

Tax assistance under the City of Mississauga Act.

T= Until loan is fully repaid Official Holder: Finance Copies: 2 years retention must be fulfilled.

PROCUREMENT Official T+2 0 Yes Copy 2 0

RA FA.48 No


T= Real contract end date

PROCUREMENT & EXTERNAL SUPPLY CONTRACTS Official T+2 4 Yes Copy 2 0

RA FA.49 No

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

MILL RATE Official 2 18 No Copy 2 0

RA FA.50 No



Schedule 1



PIB Vital

HR HUMAN RESOURCES Personnel resources of the Corporation, including training, employee records, benefits and

negotiations.

ORGANIZATIONAL CHARTS Official No Copy

RA HR.01 No

ORIG ORIGINAL CHARTS Official S P Copy 2 0

No OA No

Official Holder: Human Resources Archival


No RA No

STANDARDS & CONDUCT Official 2 4 No Copy 2 0

RA HR.02 No

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

EMPLOYEE RECORDS (PERMANENT STAFF) Official T+2 48 Yes Copy 2 0

XA HR.03 Yes

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

EMPLOYEE RECORDS (TEMPORARY & PART TIME STAFF)


XA HR.04 Yes

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



Schedule 1



PIB Vital

RECRUITMENT & JOB POSTINGS Official 2 0 No Copy 1 0

XA HR.05 No

Examples; Applications and resumes received by Human Resources Division. "Appointments by Council" of Senior Staff are to be considered recruitments. XA: Job applications, resumes and competition files only

Official Holder: Human Resources Unsolicited/Unused applications discarded after 6 months.

COM COMPETITION FILES Official 2 0 Copy 1 0

No No Yes

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 XA: 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 Copy 0 0

No No No

Offers of employment that have been rescinded due to assessment of criminal record.

VOLUNTEERS Official 2 0 No Copy 2 0

XA HR.06 Yes

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

SALARIES & JOB EVALUATION STUDIES Official S+2 4 No Copy 2 0

XA HR.07 No

Excludes: PMP appraisal process use CA.11 Individual performance appraisals use HR.03 and HR.04

Official Holder: Human Resources



Schedule 1



PIB Vital

LABOUR RELATIONS (INCLUDES EMPLOYEE GRIEVANCES)

Official No Copy

XA HR.08 Yes

Excludes: Union Policy grievances see HR.10 to HR.14

CASE CASE FILES - EMPLOYEE GRIEVANCES Official T+2 48 Copy 2 0

No XA Yes

T=Until termination or final settlement Official Holder: Human Resources & Legal Services


No XA No

T=Until Termination

WEEKLY INDEMNITY Official T+2 8 Yes Copy 2 0

XA HR.09 Yes

Disability insurance coverage for Transit Union employees.

T= Until termination or final settlement Official Holder: Human Resources

UNION NEGOTIATIONS & UNION POLICY GRIEVANCES CUPE LOCAL 66 (WORKS)

Official T+2 8 No Copy 2 0

XA HR.10 No

CANADIAN UNION OF PUBLIC EMPLOYEES Examples: Union negotiations and collective agreements.

T= Until expiry of collective agreement or final settlement

UNION NEGOTIATIONS & UNION POLICY GRIEVANCES CUPE LOCAL 966 (LIBRARY)


XA HR.11 No

CANADIAN UNION OF PUBLIC EMPLOYEES Examples: Union negotiations and collective agreements.


UNION NEGOTIATIONS & UNION POLICY GRIEVANCES LOCAL 1212 (FIRE)


XA HR.12 No

MISSISSAUGA FIREFIGHTERS ASSOCIATION Examples: Union negotiations and collective agreements.




Schedule 1



PIB Vital

UNION NEGOTIATIONS & UNION POLICY GRIEVANCES LOCAL 1572 (TRANSIT)


XA HR.13 No

THE AMALGAMATED TRANSIT UNION Examples: Union negotiations and collective agreements.

T=Until expiry of collective agreement or final settlement

UNION NEGOTIATIONS & UNION POLICY GRIEVANCES DISTRICT LODGE 78 (F&PM)


XA HR.14 No

THE INTERNATIONAL ASSOCIATION OF MACHINISTS & AEROSPACE WORKERS Examples: Union negotiations and collective agreements.

T=Until expiry of collective agreement or final settlement

STAFF AWARDS Official 2 4 No Copy 2 0

RA HR.15 No

Examples: Awards to and recognition of City of Mississauga employees, employee suggestion program, CAFE (Corporate Awards For Excellence), Long Term Service.

VEHICLE ACCIDENTS (STAFF) Official T+2 8 No Copy 2 0

XA HR.16 Yes

Examples: Accident reports involving City owned/leased vehicles, case files. Excludes: Traffic Accidents use RT.08

T= Until termination or final settlement Official Holder: Human Resources



Schedule 1



PIB Vital

HEALTH & SAFETY Official No Copy

XA HR.17 Yes

Examples: WHMIS, Safety Incentive Program, Employee Assistance Program, smoke-free workplace, workplace inspections, safety eyewear, safety boots, etc. Case files for medical information and workplace hazardous exposure. Excludes: Safety programs or products as benefits or benefit issues use HR.26 Expenses or allowances associated with health and safety programs or products use FA.15 Agenda & minutes of Health & Safety Committee use HR.23

CASE CASE FILES - EMPLOYEE FILES Official T+2 48 Copy 2 0

No XA Yes

Case files for medical information and workplace hazardous exposure, arranged by employee name, maintained by the Occupational Health Nurse, Human Resources Dept.

T= Until termination Official Holder: OHN, HR


No RA No

WORKERS COMPENSATION Official Yes Copy

XA HR.18 Yes

Examples: Case files, procedures, reports. Excludes: Accident & Injury Reports not involving Workers Compensation claims use CA.09

CASE CASE FILES - EMPLOYEES Official T+2 48 Copy 2 0

Yes XA Yes

T= Until termination. Official Holder: HR


No RA No

TRAINING & DEVELOPMENT Official 2 4 No Copy 2 0

RA HR.19 Yes

Examples: Training and development related to job functions offered by in house or external groups, driver training courses, office automation, crossing guard and patroller training, presentation skills, negotiation skills. Case files for Fire Fighters training history. Excludes: Conferences and Seminars use HR.22



Schedule 1



PIB Vital

ATTENDANCE & SCHEDULING Official 2 0 No Copy 2 0

XA HR.20 Yes

Examples: Attendance sheets, vacation requests, schedules for shifts, flex time, absenteeism. Attendance, scheduling and overtime reports for administrative purposes. Excludes: Payroll information use FA.27

JOB DESCRIPTIONS Official S 0 No Copy 2 0

OA HR.21 No

Official Holder: HR

CONFERENCES & SEMINARS Official 2 0 No Copy 2 0

OA HR.22 No

Examples: Trade Missions and marketing presentations from outside the corporation. Excludes: Training and Development use HR.19

HEALTH & SAFETY COMMITTEE Official 2 5 No Copy 2 0

OA HR.23 No

Agenda & minutes only.

Official Holder: HR

PENSION Official 2 4 No Copy 2 0

RA HR.25 No

Examples: OMERS, early retirements. Excludes: Payment of fees for benefit use FA.14 Payroll deductions for benefit use FA.27

BENEFITS Official 2 4 No Copy 2 0

RA HR.26 No

Examples: Provision of benefits, life, medical and dental insurance, safety shoes, uniform, clothing allowance, tuition refund, car allowance, insurance policies providing these benefits. Excludes: Payment of expenses and allowances associated with these benefits use FA.15 Insurance Policies other than benefit coverage use LA.02

STAFFING Official 2 4 No Copy 2 0

RA HR.27 No

Examples: Staff complement, staff changes.



Schedule 1



PIB Vital

UNION NEGOTIATIONS & UNION POLICY GRIEVANCES UFCW CANADA


XA HR.28 No

UNITED FOOD & COMMERCIAL WORKERS INTERNATIONAL UNION Examples: Union negotiations and collective agreements. Secondary created for user Sept 2004 hold this comment until by-law is updated

T = Until expiry of collective agreement or final settlement Official Holder: HR

UNION NEGOTIATIONS & UNION POLICY GRIEVANCES LOCAL 1572 ( TRANSIT PART TIME)


XA HR.29 No

THE AMALGAMATED TRANSIT UNION Examples: Union negotiations and collective agreements Secondary created for user May 2005 hold this comment until by-law is updated

T = Until expiry of collective agreement or final settlement Official Holder: HR



Schedule 1



PIB Vital

LA LEGAL AFFAIRS & LEGISLATION Corporate litigation, agreements not passed by a by-law and other legal concerns. Provincial and Federal legislation, by-laws and legislation from other municipalities. Excludes: Servicing Agreements for development applications. Use CD, development application type

- secondary, and tertiary classification LD.

INSURANCE CLAIMS Official Yes Copy

XA LA.01 Yes

AB ACCIDENT BENEFIT CASE FILES Official T+2 8 Copy 2 0

Yes XA Yes

Only claims related to accidents involving a city vehicle where personal injury occurred. Excludes: Personal injury on city property, damage to city property use LA.01 - CASE Insurance Policies use LA.02 Risk Management use LA.17 Insurance Claims - Minors use LA.21 Insurance Claims - Mentally Challenged use LA.22

T= Date of Accident Official Holder: Risk Management

CASE CASE FILES Official T+2 4 Copy 2 0

Yes XA Yes

Includes: Personal injury on city property, damage to city property. Excludes: Claims related to accidents involving a city vehicle where personal injury occurred use LA.01 - AB Insurance Policies use LA.02 Risk Management use LA.17 Insurance Claims - Minors use LA.21 Insurance Claims - Mentally Challenged use LA.22

T= Until final settlement or close of file Official Holder: Risk Management

INSURANCE POLICIES Official T+2 48 Yes Copy 2 0

RA LA.02 No

Examples: Actual policies providing coverage for corporate assets and corporate liability. Excludes: Insurance claims use LA.01 Risk Management issues use LA.17 Insurance Claims - Minors use LA.21 Insurance Claims - Mentally Challenged use LA.22 Policies related to health benefit coverage use HR.26

T= Until expiry Official Holder: Risk Management



Schedule 1



PIB Vital

LINE FENCES Official T+2 4 No Copy 2 0

RA LA.03 No

DISCONTINUED APRIL 2004.

T= Until final settlement of dispute. Official Holder: OCC

LIENS Official T+2 4 Yes Copy 2 0

RA LA.04 No

Example: Case files, discharge of lien.

T=Until seizure of property or payment of debt. Official Holder: Legal Services

VANDALISM & OTHER CRIMES Official 2 4 No Copy 2 0

RA LA.05 No

Examples: Vandalism and crimes in the community and on city property, drinking & driving, vandalism reports, look-alike toy guns, graffiti, theft, trespassing, child abuse.

INQUESTS Official 2 4 No Copy 2 0

RA LA.06 No

Examples: Coroner's inquests, case files. Excludes: Legislation-Provincial use LA.07

LEGISLATION-PROVINCIAL Official 2 4 No Copy 2 0

RA LA.07 No

Examples: Provincial Acts, proposed legislation, changes or reviews of legislation. Excludes: Line Fences use LA.03 Litigation use LA.12 Rental Housing Protection use LA.20 FOI requests use CA.22

LEGISLATION-FEDERAL Official 2 4 No Copy 2 0

RA LA.08 No

Examples: Federal Acts, proposed legislation, changes or reviews of legislation. Excludes: Litigation use LA.12



Schedule 1



PIB Vital

LEGISLATION-OTHER MUNICIPALITIES Official No Copy

RA LA.09 No

Examples: By-laws, Official Plans and Official Plan Amendments, recommendations from other municipalities. Excludes: Mississauga Official Plan use CD.01


No RA No

Records maintained by Policy Planning Division.


No RA No


ASSESSMENT APPEALS-REVIEW BOARD Official T+2 4 No Copy 2 0

RA LA.10 No

DISCONTINUED January 1996. USE LA.18.


ASSESSMENT APPEALS-ONTARIO MUNICIPAL BOARD


RA LA.11 No

DISCONTINUED January 1996. USE LA.18.


LITIGATION Official T+2 4 Yes Copy 2 0

XA LA.12 Yes

T= Until case is closed. Official Holder: Legal Services

LAND TITLE APPLICATIONS Official T+2 4 No Copy 2 0

RA LA.13 No

T= Until approval of application

LICENCE APPEALS Official T+2 4 No Copy 2 0

XA LA.16 Yes

Excludes: Licences and permits see LP

T= Until decision is made. Official Holder: Corporate Services & Enforcement



Schedule 1



PIB Vital

RISK MANAGEMENT Official 2 4 No Copy 2 0

RA LA.17 No

Examples: Assessment or projection of risk, liability issues.

ASSESSMENT APPEALS Official T+2 4 No Copy 2 0

RA LA.18 No

Examples: Assessment Review Board, Ontario Municipal Board, Judicial Review and Legal Issues. Excludes: Assessment information other than appeals see FA

T= Until decision is made.

ONTARIO MUNICIPAL BOARD Official No Copy

RA LA.19 Yes

Excludes: Assessment appeals - OMB use LA.18


No RA Yes

T= Until decision is made.

ORIG ORIGINAL ORDERS Official T+2 P Copy 2 0

No OA No

T= Until decision is made. Official Holder: OCC Archival

RENTAL HOUSING PROTECTION Official 2 4 No Copy 2 0

RA LA.20 No

Examples: Applications for demolitions, conversion from rental to condominium, renovation or repair, or any use other than rental. Application number standard is set out in regulations to Rental Housing Protection Act.

INSURANCE CLAIMS - MINORS Official 2 18 No Copy 2 0

XA LA.21 Yes

Excludes: Insurance Claims use LA.01 Insurance Policies use LA.02 Risk Management use LA.17 Insurance Claims - Mentally Challenged use LA.22

Official Holder: Risk Management T=Settlement of claim or close of file



Schedule 1



PIB Vital

INSURANCE CLAIMS - MENTALLY CHALLENGED Official 2 48 No Copy 2 0

XA LA.22 Yes

Excludes: Insurance Claims use LA.01 Insurance Policies use LA.02 Risk Management use LA.17 Insurance Claims - Minors use LA.21

Official Holder: Risk Management

VITAL STATISTICS Official Yes Copy

XA LA.23 No

Examples: Register of births, deaths and still births which occurred in the City of Mississauga. Register of marriage licences issued. Excludes: Marriage Licence Applications use LP.25

ORIG ORIGINAL BIRTH & DEATH REGISTRATIONS


Yes XA No

Official Holder: OCC Archival

REG REGISTER OF MARRIAGE LICENCES Official 2 48 Copy

Yes XA No

Official Holder: OCC


No RA No

LEGAL SERVICES Official 2 4 No Copy 2 0

XA LA.24 No

Case files for legal services rendered to Enersource (formerly Hydro Mississauga).

Official Holder: Legal Services

LEGAL OPINIONS Official P 0 No Copy 0 0

XA LA.25 No

Convenience copy of opinions held by Legal Services. Original opinions filed by subject.

Official Holder: Legal Services



Schedule 1



PIB Vital

PROVINCIAL OFFENCES Official Yes Copy

XA LA.26 Yes

Examples: Tickets, trial documents, affidavits, reports from province wide system that maintains details of offences.

PART 1 Official T+3 0 Copy 2 0

Yes XA Yes

Includes offences under Part 1 and Part 2

T=December 31st of calendar year payment received or case closed Official Holder: Municipal Court

PART 3 Official T+2 5 Copy 2 0

Yes XA Yes

Includes Part 3 offences and Part 1 offences where an accident occurred

T=December 31st of the calendar year payment received or case closed. Official Holder: Municipal Court

MUNICIPAL COURT RECORDS Official 2 5 Yes Copy 3 0

RA LA.27 No

Examples: Details of court operations, court dockets, tape recordings and log books of proceedings, transcripts.

Official Holder: Municipal Court

AGREEMENTS NOT PASSED BY A BY-LAW Official T+2 8 Yes Copy 2 0

XA LA.28 No

Excludes: Procurement Contracts use FA.49 Property Acquisition use PO.10 Property Disposals use PO.11 Leases, Land Licences, Management & Operations Agreements use PO.13 Encroachment Agreements use PO.16 Capital Project Contracts use CP.00 Servicing Agreements use CD, development application type - secondary, and tertiary classification.

T= The end of the term of the agreement. Original signed agreement - Official Holder OCC Vital



Schedule 1



PIB Vital

LP LICENCES & PERMITS All permits and licences issued, held or commented on by any City office or department, and related

inspections and violations.

BUILDING PERMIT APPLICATIONS - CORRESPONDENCE


RA LP.01 No

Examples: Applications, withheld and abandoned applications.

Official Holder: Planning & Building

BUILDING PERMIT APPLICATIONS - PLANS Official 2 3 No Copy 2 0

RA LP.02 No

Examples: Applications, withheld and abandoned applications.


BUILDING PERMITS ISSUED - OTHER Official No Copy

RA LP.03 No

Examples: Building permit information related to all types of permits. Excludes: Building Permits Issued Correspondence: Temporary Structures use LP.07 Residential Single Family & Semi-Detached use LP.32 Industrial use LP.33 Commercial use LP.34 Public use LP.35 Residential - Multiple Family use LP.53

ORIG ORIGINAL ISSUED PERMITS Official 2 LOF Copy 2 0

No RA No



No RA No

FIRE CLEARANCES Official 2 4 No Copy 2 0

RA LP.04 No

DISCONTINUED June 2002.

CERTIFICATE OF OCCUPANCY APPLICATIONS Official 2 3 No Copy 2 0

RA LP.05 No

Examples: Applications, withheld applications.




Schedule 1



PIB Vital

CERTIFICATE OF OCCUPANCY - ISSUED Official 2 5 No Copy 2 0

RA LP.06 No

Examples: Approved Certificates.


BUILDING PERMITS ISSUED - TEMPORARY STRUCTURES


RA LP.07 No

Examples: Sales trailers, kiosks, tents. Excludes: Portable classrooms use LP.35 Mobile home additions use LP.32.

T= Until removal of structure Official Holder: Planning & Building

MOBILE SIGN PERMITS Official 2 0 No Copy 2 0

RA LP.08 No

Examples: Case files, mobile, portable and temporary signs. Excludes: Building Permits Issued - Signs use LP.56 Sign enforcement issues use BL.03 Traffic and road signs use RT.11 Directional/location signs for city facilities use PO.05 Election signs see MG.16 Fire Route signs see CS.13


EXCESS LOAD MOVING PERMITS Official 2 4 No Copy 2 0

OA LP.09 No

Official Holder: T&W

ROAD OCCUPANCY PERMIT Official 2 4 No Copy 2 0

RA LP.11 No

Examples: Open cut, utility cut, roadway works, special events/banners/filming.


POOL ENCLOSURE PERMITS Official T+2 8 Yes Copy 2 0

RA LP.12 No

T= After issuance of permit Official Holder: Enforcement



Schedule 1



PIB Vital

TAXIS, LIMOS & LIVERY OWNERS/DRIVERS LICENCES


RA LP.13 Yes

Excludes: Taxi, Limo & Other Public Transportation other than licences use TS.19

T= Until expiry of licence. Official Holder: Enforcement

REFRESHMENT VEHICLE OWNERS Official T+2 4 Yes Copy 2 0

RA LP.14 Yes

Examples: Hot dog stands, ice cream.

T= Until expiry of licence Official Holder: Enforcement

DRIVING SCHOOL INSTRUCTORS Official T+2 4 Yes Copy 2 0

RA LP.15 Yes


TRADE MASTERS LICENCES Official T+2 4 Yes Copy 2 0

XA LP.16 Yes


TAXI PLATES Official 2 4 Yes Copy 2 0

RA LP.17 No


TRADE LICENCES Official T+2 4 Yes Copy 2 0

RA LP.18 Yes


LIMOUSINE PLATES Official T+2 4 Yes Copy 2 0

RA LP.19 No




Schedule 1



PIB Vital

TAXI PLATE PRIORITY LIST Official S+2 4 Yes Copy 2 0

RA LP.20 Yes


BUSINESS LICENCES Official T+2 4 Yes Copy 2 0

RA LP.21 No

Examples: Case files for locations conducting a business, stores, restaurants, adult entertainment establishments. Excludes: Travelling businesses use LP.43


LOTTERY LICENCES Official T+2 4 Yes Copy 2 0

RA LP.22 No

Examples: Raffles, break open tickets, Nevada, Monte Carlo.


BINGO LICENCES Official T+2 4 Yes Copy 2 0

RA LP.23 No


ANIMAL LICENCES Official 2 4 Yes Copy 2 0

RA LP.24 No


MARRIAGE LICENCE APPLICATIONS Official 1 0 Yes Copy

XA LP.25 No

Excludes: Marriage Licence Register use LA.23


INDOOR FACILITIES PERMITS/RENTAL CONTRACTS


RA LP.26 No




Schedule 1



PIB Vital

VENDORS IN CITY PARKS PERMITS Official 2 4 No Copy 2 0

RA LP.27 No


OUTDOOR FACILITIES PERMITS Official 2 4 No Copy 2 0

RA LP.28 No


VEHICLES - OTHER Official 2 4 No Copy 2 0

RA LP.30 No

Examples: Studies and information about proposed licensing of bicycles, school buses.

LIQUOR LICENCES Official 2 4 No Copy 2 0

RA LP.31 No

Examples: Licences issued for public halls, city facilities, comments on special liquor licences.

BUILDING PERMITS ISSUED - RESIDENTIAL SINGLE FAMILY, SEMI-DETACHED CORRESPONDENCE


RA LP.32 No

Excludes: Temporary Structures use LP.07 Residential - Multiple Family use LP.53 Complete Demolitions use LP.59

T= Final Inspection Official Holder: Planning & Building

BUILDING PERMITS ISSUED - INDUSTRIAL CORRESPONDENCE

Official T+2 LOF Yes Copy 2 0

RA LP.33 No

Excludes: Temporary Structures use LP.07 Complete Demolitions use LP.59

T=Final Inspection Official Holder: Planning & Building

BUILDING PERMITS ISSUED - COMMERCIAL CORRESPONDENCE


RA LP.34 No





Schedule 1



PIB Vital

BUILDING PERMITS ISSUED - PUBLIC CORRESPONDENCE


RA LP.35 No



BUILDING PERMITS - CANCELLED CORRESPONDENCE & PLANS


RA LP.36 No

T= After cancellation of application by applicant Official Holder: Planning & Building

BUILDING PERMITS - REVOKED CORRESPONDENCE & PLANS


RA LP.37 No

T= After decision to revoke permit is made by City Official Holder: Planning & Building

BUILDING PERMITS ISSUED PLANS - RESIDENTIAL SINGLE FAMILY, SEMI-DETACHED


RA LP.38 No

Excludes: Temporary Structures use LP.07 Residential - Multiple Family use LP.54 Complete Demolitions use LP.59


BUILDING PERMITS ISSUED PLANS - INDUSTRIAL Official T+2 LOF Yes Copy 2 0

RA LP.39 No



BUILDING PERMITS ISSUED PLANS - COMMERCIAL Official T+2 LOF Yes Copy 2 0

RA LP.40 No


T=Final Inspection Official Holder: Planning & Building



Schedule 1



PIB Vital

BUILDING PERMITS ISSUED PLANS - PUBLIC Official T+2 LOF Yes Copy 2 0

RA LP.41 No



BUILDING PERMITS ISSUED-PLUMBING & HEATING CORRESPONDENCE & PLANS


RA LP.42 No

DISCONTINUED JUNE 2007 Used only for records prior to 1978 when the Plumbing & Heating permit process was not part of the overall Building permit process.

This secondary is maintained for inactive records only. T=Final Inspection Official Holder: Planning & Building

BUSINESS LICENCES-OTHER Official 2 4 Yes Copy 2 0

RA LP.43 Yes

Examples: Travelling businesses, hawkers, vendors, carnivals, peddlers, Christmas trees, fireworks, second hand store employees.


OPEN BURNING FIRE PERMITS Official 1 0 Yes Copy

RA LP.45 No


TOW TRUCK OWNERS/DRIVERS LICENCES Official T+2 4 Yes Copy 2 0

RA LP.48 Yes


DOCKING PERMITS Official 2 4 No Copy 2 0

XA LP.49 No



Schedule 1



PIB Vital

LICENCES & PERMITS - OTHER Official 2 4 Yes Copy 2 0

RA LP.52 No

Examples: Licences and permits issued, held and commented on by the City that do not have a specific secondary. Elevating device permits and airside vehicle operator's permit. Radio, archaeological, pesticide disposal, and cemetery licences. Remarks on various gaming activities. Excludes: Lottery Licences use LP.22 Bingo Licences use LP.23

BUILDING PERMITS ISSUED - RESIDENTIAL MULTIPLE FAMILY CORRESPONDENCE


RA LP.53 No

Examples: Apartments, condominiums, on-street townhouses, townhouse complexes and row dwellings. Excludes: Temporary Structures use LP.07 Residential - Single family & semi-detached use LP.32 Complete Demolitions use LP.59


BUILDING PERMITS ISSUED PLANS- RESIDENTIAL-MULTIPLE FAMILY


RA LP.54 No

Examples: Apartments, condominiums, on-street townhouses, townhouse complexes and row dwellings. Excludes: Temporary Structures use LP.07 Residential - Single family & semi-detached use LP.38 Complete Demolitions use LP.59


BUILDING COMPLAINTS & ORDERS TO COMPLY - RECTIFIED


RA LP.55 No

Excludes: Complaints other than those related to Building use PR.09.


BUILDING PERMITS ISSUED - SIGNS Official T+2 4 No Copy 2 0

RA LP.56 No

Excludes: Mobile Signs use LP.08.

T= Date Issued Official Holder: Planning & Building



Schedule 1



PIB Vital

BUILDING PERMITS ISSUED - HERITAGE PROPERTIES


RA LP.57 No

T= Date Issued Official Holder: Planning & Building Archival

BUILDING PERMITS ISSUED - RESIDENTIAL DRAIN & SEPTIC SYSTEMS

Official T+2 LOF No Copy 2 0

RA LP.58 No

Examples: Details of drain & septic system layout Change in secondary title hold comment till bylaw updated

T= Date Issued Official Holder: Planning & Building

BUILDING PERMITS ISSUED - COMPLETE DEMOLITIONS


RA LP.59 No




Schedule 1



PIB Vital

MG MUNICIPAL GOVERNMENT & COMMITTEES Direct responsibilities and functions of Council and its committees. Includes municipal, provincial and

federal elections.

COUNCIL Official Yes Copy

RA MG.01 No

Examples: Minutes, agenda, resolutions, general information dealing with Council operations (how Council is run) and videos of Council meetings. File items that go to Council under the appropriate secondary subject heading. Excludes: Presentations and Council recognition use PR.11 Awards use PR.05

MIN MINUTES, AGENDA & ORIGINAL RESOLUTIONS


Yes OA No

Minutes and agenda and resolutions arranged in chronologic order.



No RA No

VIDEO Official Copy

No RA No

COUNCIL Council Meeting Videotapes Official 3 0 No Copy 0 0

RA No

Official Holder OCC & Information Technology

INAUGURA Inaugural Meeting Videotapes Official P P No Copy

RA No

Official Holder OCC & Information Technology Archival

ADMINISTRATION & FINANCE COMMITTEE Official Yes Copy

RA MG.02 No

DISBANDED JUNE 1st, 1992 REPLACED BY GENERAL COMMITTEE. USE MG.23.

MIN MINUTES & AGENDA Official 2 P Copy 2 0

Yes OA No



No RA No



Schedule 1



PIB Vital

PLANNING & DEVELOPMENT COMMITTEE Official Yes Copy

RA MG.03 No

Examples: Minutes, agenda, appointments to the committee, operation of the Committee. Excludes: General operations of Council and /or Committees not specific to one group use MG.20


Yes OA No

Arranged in chronological order.



No RA No

PUBLIC VEHICLE ADVISORY COMMITTEE Official Yes Copy

RA MG.04 No

Examples: Minutes, agenda, appointments to the committee, operation of the Committee. Excludes: General operations of Council and /or Committees not specific to one group use MG.20


Yes OA No

Arranged in chronologic order.



No RA No

SUB COM SUB COMMITTEE Official 2 8 Copy 2 0

No OA No

Minutes and Agenda of sub committees and ad hoc committees that report to Public Vehicle Advisory Committee.




Schedule 1



PIB Vital

OPERATION & WORKS COMMITTEE Official Yes Copy

RA MG.05 No

DISBANDED JUNE 1ST 1992 REPLACED BY GENERAL COMMITTEE. USE MG.23


Yes OA No




No RA No

PROPERTY STANDARDS COMMITTEE Official Yes Copy

RA MG.06 No

Examples: Minutes, agenda, appointments to the Committee, operation of the Committee. Excludes: General operations of Council and /or Committees not specific to one group use MG.20


Yes OA No




No RA No



Schedule 1



PIB Vital

HERITAGE ADVISORY COMMITTEE Official Yes Copy

RA MG.07 No



Yes OA No




No RA No

TRAFFIC SAFETY COUNCIL Official Yes Copy

RA MG.08 No



Yes OA No




No RA No

SUB COM SUB COMMITTEES Official 2 8 Copy 2 0

No OA No

Minutes and Agenda of sub committees and ad hoc committees that report to Traffic Safety Council.




Schedule 1



PIB Vital

MISSISSAUGA APPEAL TRIBUNAL Official 2 4 No Copy 2 0

RA MG.09 No

FORMERLY LICENCE APPEAL COMMITTEE Name Change 2008. Hold comment until Retention By-law is updated. Minutes and agenda become part of Council Agenda and are NOT maintained separately. Examples: Appointments to the Committee, operation of the Committee. Excludes: General operations of Council and /or Committees not specific to one group use MG.20 Licence Appeals use LA.16. Licences & Permits see LP


OTHER COMMITTEES, BOARDS & COMMISSIONS Official Yes Copy

RA MG.11 No

Examples: Minutes, agenda, appointments and information dealing with the operations of other municipal, regional or provincial committees, boards or commissions. Excludes: Internal Staff Committees use CA.16. Health & Safety Committee use HR.23. Classify technical information produced by these groups to the appropriate secondary subject heading or reference. General operations of Council and /or Committees not specific to one group use MG.20


Yes OA No



No RA No

Includes Minutes & Agenda held by other Departments



Schedule 1



PIB Vital

MUNICIPAL ELECTION RESULTS Official Yes Copy

XA MG.12 No

BAL BALLOTS Official T+90 DAYS 0 Copy

Yes XA No

T= Election day Official Holder: OCC

DEC DECLARATION OF OFFICE Official P 0 Copy 0 0

No OA No

Declaration of Office and Oath of Allegiance for Mayor and Councillors upon successful election to Council. Exclusively for the use of the Office of the City Clerk.


ORIG ORIGINAL ELECTION RESULTS Official T+2 18 Copy 2 0

Yes OA No

T= Until expiry of Council Members' term Official Holder: OCC


No RA No

MUNICIPAL ELECTION POLLING LOCATIONS Official 2 4 Yes Copy 2 0

RA MG.13 No


MUNICIPAL ELECTION PERSONNEL Official 2 4 Yes Copy 2 0

RA MG.14 No




Schedule 1



PIB Vital

MUNICIPAL ELECTION VOTERS LISTS Official Yes Copy

RA MG.15 Yes

PRELIM PRELIMINARY VOTERS LIST Official T+90 DAYS 0 Copy 0 0

Yes XA Yes

Official Holder: OCC T=Current Election


No RA No

VOTERS VOTERS LISTS DRO (DEPUTY RETURNING OFFICER) & RO (REVISING OFFICER)

Official T+90 DAYS 0 Copy 0 0

Yes RA Yes

Official Holder: OCC T= Following Election

MUNICIPAL ELECTIONS-OTHER Official 2 4 No Copy 2 0

RA MG.16 No

Examples: Recount, systems, and ward boundaries.

ELECTIONS-PROVINCIAL AND FEDERAL Official 2 4 No Copy 2 0

OA MG.17 No

Examples: Location of polling stations in the City of Mississauga, enumeration, election issues.

FORMER MUNICIPALITIES - PORT CREDIT, STREETSVILLE, TOWN OF MISSISSAUGA

Official 0 0 No Copy

OA MG.19 No

Examples: Minutes, agenda and other official records of the towns and villages that were incorporated in 1974 to become the City of Mississauga.

Archival

COUNCIL & COMMITTEE OPERATIONS Official 2 4 No Copy 2 0

RA MG.20 No

Examples: General operations not specific to a particular committee. Excludes: Minutes, agenda and operations of particular committees use the appropriate secondary heading under MG.

MUNICIPAL & REGIONAL BOUNDARIES Official 2 4 Yes Copy 2 0

RA MG.22 No

Excludes: Ward Boundaries use MG.16



Schedule 1



PIB Vital

GENERAL COMMITTEE Official Yes Copy

RA MG.23 No

Examples: Minutes, agenda, appointments to the Committee, operation of the Committee, another term is 'Committee of the Whole". Excludes: General operations of Council and /or Committees not specific to one group use MG.20.


Yes OA No




No RA No

VIDEO GENERAL COMMITTEE VIDEOTAPES Official 1 0 Copy 0 0

No RA No

Official Holder: OCC & IT

AUDIT COMMITTEE Official Yes Copy

RA MG.24 No

Examples: Minutes, agenda, appointment to the committee, operations of the committee. Excludes: General operations of Council and /or Committees not specific to one group use MG.20.

Created March 2004. Hold comment until Retention By-law is updated


Yes OA No



SUB SUBJECT FILES Official 2 4 Copy 2

No RA No



Schedule 1



PIB Vital

MISSISSAUGA CYCLING COMMITTEE Official Yes Copy

RA MG.25 No

Examples: Minutes, agenda, appointment to the committee, ooperations of the committee. Excludes: General operations of Council and /or Committees not specific to one group use MG.20.


Yes OA No




No RA No


No OA No

Minutes and Agenda of sub committees and ad hoc committees that report to Mississauga Cycling Committee.


MISSISSAUGA ACCESSIBILITY COMMITTEE Official Yes Copy

RA MG.26 No



Yes OA No




No RA No


No OA No

Minutes and Agenda of sub committees and ad hoc committees that report to Mississauga Accessibility Committee.




Schedule 1



PIB Vital

TRANSIT AUTHORITY COMMITTEE Official Yes Copy

RA MG.27 No



Yes OA No




No RA No

SAFE DRIVING COMMITTEE Official Yes Copy

RA MG.28 No

Established: December 13, 2000 Examples: Minutes, agenda, appointment to the committee, operations of the committee. Excludes: General operations of Council and /or Committees not specific to one group use MG.20.


Yes OA No




No RA No


No OA No

Minutes and Agenda of sub committees and ad hoc committees that report to Safe Driving Committee




Schedule 1



PIB Vital

BUDGET COMMITTEE Official Yes Copy

RA MG.29 No



Yes OA No




No RA No

MUSEUMS OF MISSISSAUGA ADVISORY COMMITTEE (MOMAC)

Official No Copy

RA MG.30 No

Established: June 5, 2005 Examples: Minutes, agenda, appointment to the committee, operations of the committee. Excludes: General operations of Council and /or Committees not specific to one group use MG.20.


Yes OA No




No RA No


No O No

Minutes and Agenda of sub committees and ad hoc committees that report to the Museum of Mississauga Advisory Committee.

Official Holder: OCC Classification created Sept 2008 to meet user needs. Keep comment until by-law is updated.



Schedule 1



PIB Vital

ENVIRONMENTAL ADVISORY COMMITTEE Official No Copy

RA MG.31 No

Established: November 29, 2006 Examples: Minutes, agenda, appointment to the committee, operations of the committee. Excludes: General operations of Council and /or Committees not specific to one group use MG.20.


Yes OA No




No RA No


No OA No

Minutes and Agenda of sub committees and ad hoc committees that report to the Environmental Advisory Committee.


SPACE ACCOMMODATION AD HOC COMMITTEE Official No Copy

No MG.32 No

Established: June 20, 2007 Examples: Minutes, agenda, appointment to the committee, operations of the committee. Excludes: General operations of Council and /or Committees not specific to one group use MG.20.

Created October 2007. Hold comment until Retention By-law is updated.

MIN MINUTES & AGENDAS Official 2 P Copy 2 0

Yes OA No

Arranged in chronological order



No RA No



Schedule 1



PIB Vital

PM PROPERTY MAINTENANCE (CORPORATE) Maintenance and service records for Corporate property.

HEATING & AIR CONDITIONING (ENVIRONMENTAL CONTROL)


RA PM.01 No

Excludes: Work Orders use PM.13.

FACILITIES MAINTENANCE Official 2 8 No Copy 2 0

RA PM.02 No

Examples: Building maintenance records, routine checklists, log books. Excludes: Workplace Inspection Reports use HR.17 Heating & Air Conditioning use PM.01 Elevator Maintenance use PM.05 Maintenance Inspections use PM.15 Roof Maintenance use PM.17 Work Orders use PM.13

AUDIOVISUAL MAINTENANCE Official 2 4 No Copy 2 0

RA PM.04 No

ELEVATOR MAINTENANCE Official 2 4 No Copy 2 0

RA PM.05 No

PARK MAINTENANCE Official 2 4 No Copy 2 0

RA PM.09 No

Case files for parks, playground inspections, regular maintenance of grounds and areas maintained by the city. Sports field and creek bank maintenance.

Official Holder: Recreation & Parks Retention under review May 2004

INSP PLAYGROUND INSPECTIONS Official 2 18 Copy 2 0

No No No

Official Holder: R&P


No RA No

JANITORIAL SERVICES Official 2 4 No Copy 2 0

RA PM.11 No

Excludes: Work Orders use PM.13.



Schedule 1



PIB Vital

FORESTRY Official 2 4 No Copy 2 0

RA PM.12 No

Examples: Case files with history, routine maintenance, and care of trees. Excludes: Environment Protection Areas use EC.10 Wood Lots use EC.12


WORK ORDERS Official 2 4 No Copy 2 0

RA PM.13 No

Excludes: Construction, Major Alterations & Renovations use PO.04 Minor Alterations & Renovations, Major Facility Maintenance use PO.25 Work orders for vehicles use PM.14.

VEHICLE MAINTENANCE Official T+2 4 No Copy 2 0

RA PM.14 No

Examples: Motorized vehicles, maintenance, retrofit, overhaul, tune-ups, work orders for vehicle maintenance. Fleet management system holds details of vehicles. Excludes: City owed/leased vehicles use CA.23. Payment of lease use FA.14 Purchase of lease use FA.49 Accidents involving city owned/leased vehicles use HR.16. Pre-trip Inspection Booklets use PM.18

Hardcopy records T = close of file for departments WITH and automated fleet management system T = disposal of vehicle for departments WITHOUT an automated fleet management system Fleet Management System data T = Disposal of vehicle

MAINTENANCE INSPECTIONS Official 2 4 No Copy 2 0

RA PM.15 No

Comprehensive inspections of City owned facilities by both City staff and external agencies. Excludes: Health & Safety Committee workplace inspections use HR.17 Playground inspections use PM.09 Vehicle inspections use PM.14 Routine checklists use PM.02

MACHINERY & EQUIPMENT Official 2 4 No Copy 2 0

RA PM.16 No

Examples: Large machinery and equipment used in maintenance and service, as well as maintenance of equipment used to provide various services or programmes. Excludes: Maintenance of motorized vehicles use PM.14 Office equipment use CA.04



Schedule 1



PIB Vital

ROOF MAINTENANCE Official 2 8 No Copy 2 0

RA PM.17 No

PRE-TRIP INSPECTION BOOKLETS Official 2 0 No Copy 0 0

RA PM.18 No




Schedule 1



PIB Vital

PO PROPERTY OPERATIONS (CORPORATE) Acquisition, disposal, construction, use and operation of corporate lands and buildings.

FACILITY NAMING & NUMBERING Official 2 4 No Copy 2 0

RA PO.01 No

Examples: Park naming, listing of facilities and allocated numbers. Excludes: Street Names and Numbering use RT.13

BUILDING SPECIFICATIONS & FLOOR PLANS Official Yes Copy

RA PO.02 No

Excludes: Building Permit Plans see LP

ORIG ORIGINAL SPECIFICATIONS & FLOOR PLANS

Official 2 LOF Copy 2 0

Yes RA No


No RA No

Review for specifications & floor plans after 6 years retention.

SPACE ALLOCATIONS & OFFICE RELOCATIONS Official 2 8 No Copy 2 0

RA PO.03 No

Examples: Office accommodation plan.



Schedule 1



PIB Vital

CONSTRUCTION, MAJOR ALTERATIONS & RENOVATIONS

Official Yes Copy

RA PO.04 No

Excludes: Minor Alterations & Renovations, Major Facility Maintenance use PO.25 Work Orders use PM.13

CON CONSTRUCTION Official T+2 13 Copy 2 0

Yes RA No

Site Meetings, Job Meetings, Inspection Reports, Site Instructions, Shop Drawings & Construction Schedules

T = End of Project Official Holder: F&PM

DES DESIGN Official T+2 13 Copy 2 0

Yes RA No

Includes all records related to the planning and design of facilities.


FIN FINANCIAL Official T+2 4 Copy 2 0

Yes RA No

Management of the Contract, Copy of Tenders & Specifications, Payments


LEG LEGAL DOCUMENTS Official T+2 23 Copy 2 0

Yes RA No

Includes signed consultant agreements, signed contracts, a final set of contract drawings and geotechnical reports.

T = End of project Official Holder: F&PM

POS POST CONSTRUCTION Official Copy

Yes RA No

Inspection Reports, Deficiency Reports, Warranties

DR AS BUILT DRAWINGS Official 2 LOF Yes Copy 2 0

RA No

Official Holder: F&PM

OTHER OTHER REPORTS Official T+2 18 Yes Copy 2 0

RA No



Schedule 1



PIB Vital

Balancing Reports, Inspection Reports & Approvals (Certificates). Warranties & guarantees, operating instructions & manuals.

T = End of Usefulness or End of Project Official Holder: F&PM

REPORTS REPORTS Official T+2 5 Yes Copy 2 0

RA No

Deficiency & commissioning reports

T = Completion of testing or resolution of deficiency Official Holder: F&PM

PROJ PROJECT FILES Official T+2 LOF Copy 2 0

Yes RA No

T= Until completion of Project Official Holder: F&PM


No RA No

Review for actual projects after 6 years retention is met.

SIGNS Official 2 4 No Copy 2 0

RA PO.05 No

Examples: Directional, informational and location signs for city facilities and property maintained by the city. Excludes: Mobile sign permits use LP.08. Signs requiring a building permit use LP.56. Traffic and road signs use RT.11 Fire Route signs use CS.13

RESERVATIONS & BOOKINGS Official 2 4 No Copy 2 0

RA PO.06 No

Examples:Reservations & bookings that do not require a formal permit or contract, court booking sheets, equipment used by community organizations. Excludes: Indoor facilities permits/rental contracts use LP.26 Outdoor facilities permits use LP.28

SPECIFICATION MANUALS Official S+2 0 No Copy 2 0

RA PO.07 No

Examples: Details of large systems of a building such as heating, air conditioning. Excludes: Building specifications use PO.02



Schedule 1



PIB Vital

UTILITY CONSUMPTION Official 2 4 No Copy 2 0

RA PO.08 No

Examples: Energy conservation programs related to consumption at city facilities. Excludes: Energy conservation in general use EC.16.

FOOD & BEVERAGE SERVICES Official 2 4 No Copy 2 0

RA PO.09 No

Examples: Vending machines, concessions, Tower Garden Food Service Exemptions. Excludes: Purchase of food and services use FA.49 Pro Shop/Snack Bar inventory use FA.46

ACQUISITIONS Official Yes Copy

RA PO.10 No

Examples: Purchase of land and buildings, expropriation. Excludes: Land acquired as part of the development application see CD, development application type, secondary and tertiary classification AC.


Yes RA No



No RA No

DISPOSALS Official Yes Copy

RA PO.11 No

Examples: Sale of city owned land and buildings.


Yes RA No

T= Until completion of transaction Official Holders: Realty Services & Legal Services


No RA No



Schedule 1



PIB Vital

EASEMENTS & QUIT CLAIM DEEDS Official Yes Copy

RA PO.12 No

Examples: Providing permanent and temporary access over lands for utilities. Providing access/usage rights over lands. Excludes: Easements secured as part of the development application see CD, development application type - secondary, and tertiary classification EA.


Yes RA No

Official Holder: Realty Services & Legal Services

REL Released, Abandoned & Temporary Easements

Official T+2 4 Copy 2 0

No RA No

T=Termination of easement or file closed Official Holder: Realty Services


No RA No

LEASES, LAND LICENCES, MANAGEMENT & OPERATIONS AGREEMENTS


RA PO.13 No

Examples: Limited use agreements, negotiations, conditions, Consent to Enter.

T= Until expiry of lease, land licence or agreement

LAND LICENCES Official T+2 4 Yes Copy 2 0

RA PO.14 No

DISCONTINUED June 1, 2001 use PO.13

T= Until expiry of the licence

LAND EXCHANGES Official Yes Copy

RA PO.15 No

Examples: Transfer of lands, both acquired and disposed of as part of the same transaction.


Yes RA No



No RA No



Schedule 1



PIB Vital

ENCROACHMENTS Official T+2 4 Yes Copy 2 0

RA PO.16 No

Examples: Case files where a party is using city property with or without the city's permission.

T= Until encroachment ceases

NOTICES OF PROPERTY FOR SALE Official 2 4 No Copy 2 0

RA PO.17 No

Examples: Information from land owners about surplus/available land. Excludes: Acquisition of land use PO.10

INQUIRIES-CITY PROPERTIES FOR SALE Official 2 4 No Copy 2 0

RA PO.18 No

FILMS/PHOTOGRAPHY Official 2 4 No Copy 2 0

RA PO.19 No

Examples: Filming activities, requirements of companies, location agreements, robotic camera systems

PRO SHOPS Official 2 4 No Copy 2 0

RA PO.20 No

Excludes: Daily sales receipts and other revenue use FA.11


PROPOSALS FOR USE OF CITY LAND & FACILITIES Official 2 4 No Copy 2 0

RA PO.21 No

EXTERIOR APPURTENANCES Official 2 4 No Copy 2 0

RA PO.23 No

Examples: Exterior appurtenances, flagpoles, statues, sculptures, memorials.

EMERGENCY PLANNING FOR CITY FACILITIES Official Yes Copy

RA PO.24 No

Examples: contingency planning, disaster plans, fire safety plans, response to bomb threats. Excludes: Approved departmental procedures use CA.21. Emergency planning for major disasters city wide and regional use CS.11

ORIG ORIGINAL EMERGENCY PLANS Official S+2 4 Copy 2 0

Yes RA No


No RA No



Schedule 1



PIB Vital

MINOR ALTERATIONS & RENOVATIONS, MAJOR FACILITY MAINTENANCE

Official No Copy

RA PO.25 No

Excludes: Major alterations and renovations use PO.04 Work orders use PM.13.

ORIG ORIGINAL ALTERATIONS & RENOVATIONS

Official 2 LOF Copy 2 0

No RA No

DISCONTINUED June 1, 2001


No RA No


No RA No

Review for actual alterations & renovations after 6 years retention is met.



Schedule 1



PIB Vital

PR PUBLIC RELATIONS Promotion of the corporation's image, trade and industrial relations locally, nationally and

internationally.

PROMOTION & MARKETING Official 2 4 No Copy 2 0

RA PR.01 No

Examples: City of Mississauga recreational programmes and services, marketing plans, background to promotions, marketing, campaigns, business and economic development projects. Biographies used as part of promotional material. Excludes: Tourism see PR.13

Review for Archival material before destruction. Items such as photographs and unique promotional materials.

ADVERTISING Official 2 4 No Copy 2 0

RA PR.02 No

Examples: Newspapers, telephone books, arena boards.

CORPORATE EVENTS Official 2 4 No Copy 2 0

RA PR.03 No

Examples: Events run exclusively by and for the corporation. Christmas Luncheon, Remembrance Day. Excludes: Community Organizations & Events use PR.04

COMMUNITY ORGANIZATIONS & EVENTS Official No Copy

RA PR.04 Yes

Examples: Community relations between the corporation and associated, affiliated and related groups. Special events that take place in the community, Canada Day, Earth Days, Tree Lighting. Excludes: Corporate Events use PR.03

EVENT EVENT FILES Official 2 18 Copy 2 0

No RA No



No RA Yes



Schedule 1



PIB Vital

AWARDS Official No Copy

RA PR.05 No

Examples: Urban Design, Budget, Lifesaving, Volunteer Service. Excludes: Staff Awards use HR.15

ORIG ORIGINAL AWARDS Official 2 P Copy 2 0

No OA No

Archival


No RA No


PUBLICATIONS Official No Copy

RA PR.06 No

Examples: Final versions of Annual Reports, Parks & Recreation Brochure. Excludes: Financial Statements & Reports use FA.02. Promotional material use PR.01 Event Material use PR.03 or PR.04

ORIG ORIGINAL PUBLICATIONS Official S+2 P Copy 2 0

No OA No

Archival


No RA No


NEWS RELEASES Official No Copy

RA PR.07 No

ORIG ORIGINAL NEWS RELEASES Official 2 18 Copy 2 0

No OA No

Official Holder: Communications


No RA No

Review for actual news releases after 6 years retention.



Schedule 1



PIB Vital

MEDIA MONITORING & MEDIA RELATIONS Official 2 4 No Copy 2 0

RA PR.08 No

Examples: Monitoring of news stories affecting the City, through 'Newsclips', commercial agencies, and online databases.


COMPLAINTS Official 2 4 No Copy 2 0

RA PR.09 No

Excludes: By-law Enforcement complaints & inquiries see BL Requests for Information use CA.13 Building Permit Complaints use LP.55

TOURS Official 2 0 No Copy 2 0

RA PR.10 No

RECOGNITION Official 2 4 No Copy 2 0

RA PR.11 No

Examples: Recognition and appreciation of the City, letters, thank you's, awards from professional organizations. Recognition by the City, Civic Awards and Certificates of Recognition, proclamations. Excludes: Staff Awards and recognition see HR.15.

HOSTING Official 2 4 No Copy 2 0

RA PR.12 No

Examples: Events where the city bears the costs or part of the costs. Sporting events, games for seniors and disabled, visiting dignitaries and officials from other countries.

TOURISM Official 2 4 No Copy 2 0

RA PR.13 No

Excludes: Promotion and Marketing use PR.01



Schedule 1



PIB Vital

EMPLOYEE COMMUNICATION Official No Copy

RA PR.14 No

Examples: Communiques prepared for circulation to the staff of the City of Mississauga, Network, City Manager's Bulletin, Commissioner's pages on web sites, Intranet, Inside Mississauga.

ORIG ORIGINAL EMPLOYEE NEWSLETTERS Official 2 P Copy 2 0

No OA No

Official Holder: Communications Archival


No RA No

SPEECHES Official 2 4 No Copy 2 0

OA PR.15 No

VISUAL IDENTITY Official No Copy

RA PR.16 No

Examples: Design and use of City Crest, Civic Mark (Logo) and Coat of Arms and trademarks.

ORIG ORIGINAL MANUAL Official S P Copy 2 0

No RA No

Official Holder: Communications Archival


No RA No

GRAPHIC DESIGN/ARTWORK Official S 0 No Copy 2 0

RA PR.17 No

Excludes: Artwork produced as part of a specific promotion and marketing project use PR.01 Artwork produced for a specific event use PR.03 or PR.04 Artwork displayed within City Facilities use CA.04.


PUBLIC OPINION POLLS Official 2 4 No Copy 2 0

RA PR.18 No

Examples: Surveys



Schedule 1



PIB Vital

STRATEGIC ALLIANCE Official 2 4 No Copy 2 0

RA PR.19 No

Examples: Partnerships and agreements with outside parties, both local and worldwide that support economic development goals.

Official Holder: Economic Development

CUSTOMER SERVICE Official 2 4 No Copy 2 0

RA PR.20 No

Excludes: Transit Communication Audio Tapes useTS.20



Schedule 1



PIB Vital

RA RECREATION ACTIVITIES Recreation programs offered by or in association with the Corporation, and information about

participants.

PHYSICAL PROGRAMS Official 2 4 No Copy 2 0

RA RA.01 No

DISCONTINUED FEBRUARY 1997.


YOUTH/CHILDREN'S PROGRAMS Official 2 4 No Copy 2 0

RA RA.02 Yes

Examples: Christmas Break & March Break activities, Day Camps, Teen Centres and Drop-In Centres, Youth services. Excludes: Program Research & Implementation use RA.10


SENIORS PROGRAMS Official 2 4 No Copy 2 0

RA RA.03 No

Examples: Arts, drama, creative crafts, card games, bowling, dance, golf, day trips and seminars. Excludes: Program Research & Implementation use RA.10


COMMUNITY RECREATION PROGRAMS Official 2 4 No Copy 2 0

RA RA.04 No

DISCONTINUED FEBRUARY 1997.


SKATING PROGRAMS Official 2 4 No Copy 2 0

RA RA.05 No

Excludes: Program Research & Implementation use RA.10



No RA No


TEST TEST SHEETS Official 2 0 Copy 2 0

No RA No



Schedule 1



PIB Vital

AQUATICS PROGRAMS Official 2 4 No Copy 2 0

RA RA.06 No



LSS LEADERSHIP/LIFESAVING TEST SHEETS Official 3 0 Copy 2 0

No RA No


No RA No

TEST TEST SHEETS Official 2 0 Copy 2 0

No RA No

ART PROGRAMS Official 2 4 No Copy 2 0

RA RA.07 No

Examples: Preschool, children's visual arts, drama, music and dance, and adult art workshops. Excludes: Program Research & Implementation use RA.10


FITNESS/ACTIVE LIVING PROGRAMS Official 2 4 No Copy 2 0

RA RA.08 Yes



APP FITNESS APPRAISALS & NUTRITION ASSESSMENTS

Official T+2 0 Copy 2 0

No XA No


No RA No

T=last date of participation in program

SPORTS PROGRAMS Official 2 4 No Copy 2 0

RA RA.09 No

Examples: Tennis, baseball, soccer, golf, horseback riding, and roller skating. Excludes: Program Research & Implementation use RA.10




Schedule 1



PIB Vital

PROGRAM RESEARCH & IMPLEMENTATION Official 2 8 No Copy 2 0

RA RA.10 No

Examples: Studies, statistics, development and implementation of recreation programmes to be offered by the City.


REGISTRATION APPLICATIONS Official 2 4 No Copy 2 0

RA RA.11 No




Schedule 1



PIB Vital

RT ROADS & TRAFFIC Pedestrian and roadway maintenance, operation and signage. Excludes: Capital projects use CP. Maintenance and snow removal contracts use FA.49. Study and

provision of Transit Services see TS.

TRANSPORTATION STUDIES Official No Copy

RA RT.01 No

Examples: Long range planning, growth projections, traffic management, impact, analysis, scenic routes, arterial roads, HOV (High Occupancy Vehicle) lanes. Excludes: Transit studies use TS.14


No RA No

Actual Transportation Studies

Official Holders: Planning & Building; T&W


No RA No

Review for actual studies after 6 years retention.

ROAD MAINTENANCE & INSPECTIONS Official 2 4 Yes Copy 2 0

RA RT.02 No

Examples: Pavement management, maintenance standards, inspectors diaries, agreements with neighbouring municipalities. Excludes: Contracts for road maintenance use FA.49.


ROAD CONSTRUCTION Official 2 4 No Copy 2 0

RA RT.03 No

Examples: Road construction, widening and intersection improvements. Excludes: Capital Projects use CP Acquisition of land for road construction use PO.10 Regional & Provincial Roads use RT.23


ROAD OPENINGS & EXTENSIONS Official 2 4 No Copy 2 0

RA RT.04 No

Examples: One foot reserves, copies of road establishing by-laws.



Schedule 1



PIB Vital

ROAD CLOSINGS (TEMPORARY) Official 2 4 No Copy 2 0

RA RT.05 No

Examples: Closures for parades, railway construction and maintenance, dances/parties. Excludes: Road Occupancy Permit use LP.11

ROAD CLOSINGS (PERMANENT) Official 2 4 No Copy 2 0

RA RT.06 No

Examples: Copies of road closing by-laws. Excludes: Disposal of land use PO.11

TRAFFIC CONTROL SIGNALS & INTERSECTIONS Official 2 5 Yes Copy 2 0

RA RT.07 No

Examples: Case files for signalized intersections, requests for lights, drawings of signals, trenching, intersection timing plans.

TRAFFIC ACCIDENTS Official 2 4 No Copy 2 0

RA RT.08 No

Excludes: Vehicle Accidents involving city staff use HR.16.

Official Holder: Traffic Engineering & Operations

TRAFFIC COUNTS Official 2 4 No Copy 2 0

RA RT.09 No

Examples: Requests for counts, actual count details.


TRAFFIC SAFETY Official 2 4 No Copy 2 0

RA RT.10 No

Examples: Traffic operations, school crossings, traffic calming.

TRAFFIC SIGNS Official 2 4 Yes Copy 2 0

RA RT.11 No

Excludes: Mobile sign permits see LP.08. Directional/location signs for city facilities see PO.05 Fire route signs use CS.13




Schedule 1



PIB Vital

STREET NAMES & NUMBERING Official 2 18 No Copy 2 0

RA RT.13 No

Examples: Street name proposals, requests for change and approvals, house numbers, copies of by laws registering street names. Excludes: Street Name Committee use MG.11

STREETLIGHTING Official 2 4 No Copy 2 0

RA RT.14 No

Examples: Maintenance, agreements Excludes: Contracts for streetlighting maintenance use FA.49 Lighting on Bikeways/Bicycle Paths/Pathways/Walkways use RT.19

BRIDGES Official 2 4 Yes Copy 2 0

RA RT.15 No

Examples: Rehabilitation, proposed construction and maintenance, pedestrian bridges. Excludes: Capital projects use CP Contracts for maintenance use FA.49

SIDEWALKS Official 2 4 Yes Copy 2 0

RA RT.16 No

Examples: Requests, proposed construction. Excludes: Capital projects use CP Contracts for maintenance use FA.49

PARKING Official 2 4 No Copy 2 0

RA RT.17 No

Examples: Standards, parking lots, approval of parking space allocation. Excludes: By-law enforcement of parking use BL.02.

STORM SEWERS & STORM DRAINAGE DITCHES Official 2 4 Yes Copy 2 0

RA RT.18 No

Examples: Inspection, locations. Excludes: Capital projects use CP Contracts for maintenance use FA.49 Sanitary Sewage use EC.15 Waterways & Drainage use EC.01


Yes RA No

VIDEO VIDEO & CD Official 2 8 Copy 2 0

Yes RA No



Schedule 1



PIB Vital

BIKEWAYS/BICYCLE PATHS/PATHWAYS/WALKWAYS Official 2 4 Yes Copy 2 0

RA RT.19 No

Examples: Proposed bicycle paths, maintenance of pathway lighting.

SNOW REMOVAL Official 2 4 No Copy 2 0

RA RT.20 No

Examples: Winter maintenance Excludes: Contracts for snow removal use FA.49

CURBS & MEDIANS Official 2 4 Yes Copy 2 0

RA RT.21 No

Excludes: Culvert/Curb Cut Applications use RT.27


REGIONAL & PROVINCIAL ROADS Official 2 4 No Copy 2 0

RA RT.23 No

Examples: Comments on maintenance, design and construction of roads and highways. Excludes: Closure of regional & provincial roads use RT.06

GRADE SEPARATIONS Official 2 4 No Copy 2 0

RA RT.24 No

Examples: Railway lines or highways over roadways Excludes: Capital Projects use CP

ROAD RECONSTRUCTIONS Official 2 4 No Copy 2 0

RA RT.25 No

DISCONTINUED JANUARY 1996. use RT.03

PARKING LOT MAINTENANCE Official 2 4 Yes Copy 2 0

RA RT.26 No

CULVERT/CURB CUT APPLICATIONS Official 2 4 No Copy 2 0

RA RT.27 No

Examples: Applications to open or widen driveways.

RAILWAY CROSSINGS (LEVEL CROSSINGS) Official 2 4 No Copy 2 0

RA RT.28 No

Examples: Location details, construction, repair, closure.



Schedule 1



PIB Vital

TS TRANSPORTATION SERVICES Mississauga Transit operations and other public transportation services.

TRANSIT ROUTES Official 2 4 No Copy 2 0

RA TS.01 No

Examples: Details of transit routes, planning, review, requests, petitions. Excludes: Transit Studies use TS.14


TRANSIT STOPS Official 2 4 No Copy 2 0

RA TS.04 No


TRANSIT SHELTERS Official 2 4 No Copy 2 0

RA TS.05 No

Examples: Requests, installation, maintenance. Excludes: Capital Projects use CP Contracts for maintenance use FA.49


TERMINALS & LOOPS Official 2 4 No Copy 2 0

RA TS.06 No


BUS BAYS Official 2 4 No Copy 2 0

RA TS.07 No


SCHEDULING/SERVICE Official S 0 No Copy 2 0

RA TS.08 No

Examples: Spareboard reports


FARES Official 2 4 No Copy 2 0

RA TS.09 No

Examples: Fare boxes, methods of collecting. Excludes: Revenue collected as payment of fare use FA.11




Schedule 1



PIB Vital

BASE DATA Official 2 4 No Copy 2 0

RA TS.10 No


VEHICLE OPERATION DATA Official 2 4 No Copy 2 0

RA TS.11 No


PASSENGER DATA Official S 0 No Copy 2 0

RA TS.12 No


TRANSIT VEHICLE TECHNOLOGY Official 2 4 No Copy 2 0

RA TS.13 No

Excludes: Fare Box technology use TS.09


TRANSIT STUDIES Official No Copy

RA TS.14 No


No RA No

Actual Transit Studies

Official Holders: Planning & Building; T&W


No RA No

Review for actual studies after 6 years retention.

RAILWAY TRANSPORTATION Official 2 4 No Copy 2 0

RA TS.15 No

Excludes: Go Transit use TS.16 Railway Crossings use RT.28

GO TRANSIT Official 2 4 No Copy 2 0

RA TS.16 No



Schedule 1



PIB Vital

OTHER TRANSIT SYSTEMS Official 2 4 No Copy 2 0

RA TS.17 No

Examples: Grey Coach, Voyageur, Chatham and TTC. Excludes: Go Transit use TS.16

AIR TRANSPORTATION Official 2 4 No Copy 2 0

RA TS.18 No

TAXIS, LIMOS & OTHER PUBLIC TRANSPORTATION Official 2 4 No Copy 2 0

RA TS.19 No

Examples: Various 'ON DEMAND' services, Ontario Highway Transport Board applications and other airport ground services. Excludes: Licences & Permits see LP

COMMUNICATION AUDIO TAPES Official 30 DAYS 2 No Copy 0 0

RA TS.20 No

Recordings of conversations between: Transit staff, Drivers, Supervisors and Head Office. As well as telephones calls from the public.



Schedule 1



PIB Vital

UN UNCLASSIFIED Material not classified to the URCS may be organized using these headings.

MAYORS' FILES Official 2 4 No Copy 0 0

RA UN.MAY No

Files kept in Mayors' Office.

PORTFOLIOS Official 2 0 No Copy 0 0

RA UN.POR No

Examples: Services of consultants and professional companies. Excludes: Material related to a procurement contract use FA.49

PUBLICATIONS Official 2 0 No Copy 0 0

OA UN.PUB No

Examples: Magazines and professional newsletters. Excludes: Publications generated by the City of Mississauga use PR.06

REFERENCE Official 2 0 No Copy 0 0

OA UN.REF No

Examples: Books, manuals, articles, videos, research information.

SUPPLIER INFORMATION Official 2 0 No Copy 0 0

RA UN.SUP No

Examples: Catalogues, brochures, pamphlets providing information about services and products.



Schedule 2



PIB Vital

ER ELECTRONIC RECORDS Major systems used by the Corporation to conduct business. Detail descriptions available on TECH TALK> Applications & System Architecture> Click on the

application. Links between systems available to IT Staff.

Retention is in years unless shown otherwise. At time of upgrade or change of system, electronic data is to be protected and maintained for required retention period. Security Implemented in accordance with standard IT procedures. Definition of "System" = An application which allows information to be collected and manipulated. Definition of "Data" = All data elements entered by users.

BACK UP TAPES Official Yes XA ER.001 Yes

CURRENTLY UNDER REVIEW JUNE 2008

BI BI WEEKLY BACK UP T2000 DATABASE Official 1 DAY 2 WEEKS Destruction Method: OVER

Yes XA No

MONTHLY MONTHLY BACK UP WINDOWS/NETWORK/E-MAIL

Official 30 DAYS 1 Destruction Method: OVER

Yes XA Yes

QUART QUARTERLY BACK UP T2000 DATABASE Official 1 DAY 3 MONTHS Destruction Method: OVER

No XA No

UNIX UNIX SYSTEM DATA Official 1 DAY 8 WEEKS Destruction Method: OVER

Yes XA Yes

Held on main servers

WEEKLY WEEKLY BACK UP WINDOWS/NETWORK/E-MAIL

Official 1 DAY 30 DAYS Destruction Method: OVER

Yes XA Yes

WINDOWS WINDOWS NETWORK Official 1 DAY 30 DAYS Destruction Method: OVER

Yes XA Yes

Incremental files

YEARLY YEARLY BACK UP WINDOWS/NETWORK/E-MAIL

Official 1 DAY 6 Destruction Method: OVER

Yes XA Yes



Schedule 2



PIB Vital

SAP R/3 Official Yes XA ER.002 Yes

All financial transactions of the Corporation

CURRENTLY UNDER REVIEW JUNE 2008 Production Date: 1993 User: All Departments

DATA DATA Official S Destruction Method: P

Yes XA Yes

SYSTEM SYSTEM Official S Destruction Method: LOS

Yes XA Yes

CLASS Official Yes XA ER.003 Yes

CURRENTLY UNDER REVIEW JUNE 2008 Production Date: 1999 User: CMS


Yes XA Yes


Yes XA Yes

WORKS HANSEN Official Yes XA ER.004 Yes

CURRENTLY UNDER REVIEW JUNE 2008 Production Date: 1996 User: T&W


Yes XA Yes


Yes XA No



Schedule 2



PIB Vital

TAX (TXM TAX MANAGER) Official Yes XA ER.005 Yes

Property tax system

Production Date: 1998 User: CRS, Revenue

ARCHIVE ARCHIVED DATA Official P Destruction Method: P

No XA Yes

DATA DATA Official 5 Destruction Method: AR

Yes XA Yes


Yes XA No

E-MAIL Official Yes XA ER.006 No

Official records should be printed and hard copy filed.

CURRENTLY UNDER REVIEW JUNE 2008 User: All Departments

CAL CALENDAR Official No No No

IN IN MAILBOX, CABINET & ALL FOLDERS Official No No No

OUT OUT MAILBOX Official No No No


Yes XA Yes

TRASH TRASH FOLDER Official No No No



Schedule 2



PIB Vital

AIM (ASSET INVENTORY MANAGEMENT) Official Yes XA ER.007 Yes

User: F&PM


Yes XA Yes


Yes XA No

HASTUS (TRANSIT SCHEDULING) Official Yes XA ER.008 No

Bus routes, schedules

Production Date: 2005 User: T&W, Transit


Yes XA No


Yes XA No

FASTRACS Official Yes XA ER.009 No

Traffic signal system

CURRENTLY UNDER REVIEW JUNE 2008 Production:1980 User: T&W, Engineering & Works, Traffic Engineering & Operations

ARCHIVE ARCHIVED DATA Official 4 Destruction Method: DE

No XA No

Excludes: Back Ups use ER.001

Archived CD/DVDs classified RT.07 should be reclassified as ER.009 ARCHIVE


Yes XA No

Excludes: Back Up Tapes use ER.001


Yes XA No



Schedule 2



PIB Vital

FASTER (FLEET MANAGEMENT SYSTEM) Official Yes XA ER.010 No

Parts inventory & work order for vehicle maintenance

CURRENTLY UNDER REVIEW JUNE 2008 User: CMS, T&W


Yes XA No


Yes XA No

MAX (MISSISSAUGA APPROVAL EXPRESS) Official Yes XA ER.011 Yes

Production Date: 1996 User: All Departments


Yes XA Yes


Yes XA No

eCITY PORTAL Official Yes XA ER.012 Yes

CURRENTLY UNDER REVIEW JUNE 2008 Production Date: 2003 User: All Departments, Public


Yes XA Yes


Yes XA No



Schedule 2



PIB Vital

CAPTIAL BUDGET SYSTEM Official Yes XA ER.013 No

Production Date: 1995


Yes XA No


Yes XA No

PEOPLESOFT Official Yes XA ER.014 Yes

Production Date: HR module 1993, Payroll module 1999 User: All Departments


Yes XA Yes


Yes XA No

STAFF DIRECTORY REPOSITORY Official Yes XA ER.015 Yes


DATA DATA Official 1 DAY Destruction Method: OVER

Yes XA Yes


Yes XA Yes

OMNIRIM Official Yes XA ER.016 Yes

Records management system



Yes XA Yes


Yes XA Yes



Schedule 2



PIB Vital

POA (PROVINCIAL OFFENCES ACT MANAGMENT SYSTEM)

Official Yes XA ER.017 Yes

Generate collection letters, tracks payments for outstanding violations received from Ministry of Transportation.

Production Date: 2001 User: CRS


Yes XA Yes


Yes XA No

RISKMASTER (RISK & INSURANCE MANAGMENT SYSTEM)


Production Date: 1997 User: CRS, Risk Management


Yes XA Yes


Yes XA No

QSM (HELP DESK) Official Yes XA ER.019 No

User: CRS, IT


Yes XA No


Yes XA No

TDMS (TRAFFIC MANAGEMENT SYSTEM) Official Yes XA ER.020 No

Production Date: 2003 User: T&W


Yes XA No


Yes XA No



Schedule 2



PIB Vital

SMART VEHICLE Official Yes XA ER.021 No

Production Date: 2006 User: T&W, Transit


Yes XA No


Yes XA No

EDMS (ENGINEERING DOCUMENT MANAGMENT SYSTEM)

Official Yes XA ER.022 No

Drawings

Production Date: 2001 User: T&W, Geomatics


Yes XA No


Yes XA No

CHAMELEON Official Yes XA ER.023 Yes

Pet data and licencing.

User: Animal Services


Yes XA Yes


Yes XA Yes



Schedule 2



PIB Vital

LOTTERY LICENSING MANAGEMENT SYSTEM Official Yes XA ER.024 No

CURRENTLY UNDER REVIEW JUNE 2008 User: T&W, Enforcement


Yes XA No


Yes XA No

AMANDA (LICENSING SYSTEM) Official Yes XA ER.025 Yes

Business vehicle licensing

CURRENTLY UNDER REVIEW JUNE 2008 User: T&W, Enforcement


Yes XA Yes


Yes XA No

AUTOPROCESS (PARKING TICKET MANAGEMENT SYSTEM)


User: T&W, Enforcement

ARCHIVE ARCHIVE DATA Official 0 4 Destruction Method: DELETE

No XA Yes

DATA DATA Official T+2 Destruction Method: AR

Yes XA Yes

T = Settlement


Yes XA No



Schedule 2



PIB Vital

GIS/CADD & NML Official Yes XA ER.027 No

Geographic Information System/ Compueter-Aided Design Drafting & Notification Mail List

User: T&W, Geomatics

ARCHIVE ARCHIVE OF GIS DATA Official 0 P Destruction Method: P

No XA No


Yes XA No


Yes XA No

ELECTIONS Official Yes XA ER.028 Yes

Production Date: 2000 User: Office of the City Clerk Vital only in election year.

DATA DATA Official T+4 Destruction Method: OVER

Yes XA Yes

T = Election Date


Yes XA No

ITPRD (IT DEVELOPMENT REQUEST TRACKING SYSTEM)


Production Date: 2005 Users: All Departments


Yes XA No


Yes XA No



Schedule 2



PIB Vital

FIRE GEAC DISPATCH SYSTEM Official Yes XA ER.030 Yes

CURRENTLY UNDER REVIEW JUNE 2008 Production Date: 2001 User: CMS, Fire & Emergency Services


Yes XA Yes

SYSYEM SYSTEM Official S Destruction Method: LOS

Yes XA No

CALL CENTRE (IPCC) Official Yes XA ER.031 Yes


ARCHIVE ARCHIVE DATA Official P Destruction Method: P

No XA No


Yes XA Yes


Yes XA No

FIRE LOGGER Official Yes XA ER.032 No

CVDS digital voice recorder


ARCHIVE ARCHIVED DATA Official 6 Destruction Method: OVER

Yes XA No

Archived DVD RAMs classified CS.22 should be reclassified as ER.032 ARCHIVE

DATA DATA Official 30 DAYS Destruction Method: AR

Yes XA No


Yes XA No



Schedule 2



PIB Vital

CLOSED CIRCUIT SECURITY SURVEILLANCE Official Yes XA ER.033 No

CURRENTLY UNDER REVIEW JUNE 2008 User: Corporate Security

CLIPS CLIPS Official 1 DAY 2 Destruction Method: DE

No XA No

Footage archived to server or disc for evidence.

DATA DATA Official S Destruction Method: OVER

Yes XA No

Overwritten at system capacity


Yes XA No

COMMUNICATION AUDIO TAPES Official Yes XA ER.034 No

Audio tapes of converstaions between: Transit staff, Drivers, Supervisors and Head Office. As well as telelphone calls from the public.

CURRENTLY UNDER REVIEW JUNE 2008 User: T&W

DATA DATA Official 30 DAYS 2 Destruction Method: OVER

No XA No

Archived tapes classified TS.20 should be reclassified as ER.034 DATA


Yes XA No

Documents

Retention By-Law Records Series Identifiers · bl by-laws & enforcement City of Mississauga by-laws, records related to the development, review and amendment of by-laws, and with