HomeMy Public PortalAbout2014-05-15_Records Management Policy_P-78Municipality of the District of Chester
Records
Management
Adopted by Council - May 15, 2014
Records Management Policy P-78 (continued)
MUNICIPALITY OF THE DISTRICT OF CHESTER
RECORDS MANAGEMENT POLICY
POLICY P-78
1. This Policy maybe cited as the Records Management Policy.
2. In this policy:
a. Council means the Council of the Municipality;
b. Designated Officer means the person designated and authorized by the
Chief Administrative Officer (CAO) of the Municipality;
c. Manual means the AMANS Records Management Manual as amended from
time to time;
d. Record includes books, documents, maps, drawings, photographs, letters,
vouchers, papers and any other thing on which information is recorded or
stored by graphic, electronic, mechanical or other means, but does not
include a computer program or any other mechanism that produces records;
e. Records Management System means the electronic system used by the
Municipality to manage the records of the Municipality from record creation
through to records disposal.
f. Records Schedule is a descriptive listing of records indicating the:
• Primary / secondary titles and classification number;
• Length of time each record shall be retained from date of creation or
capture through active and semi -active use;
• Method of disposition; ie. secure destruction or permanent archival
retention.
Recommendation to Adopt -Committee of the Whole -April 17, 2014 (2014-166)
First Notice -Council - April 24, 2014 (2014-175)
Second Notice - Council - May 15, 2014 (2014-205)
Effective Date - May 15, 2014 Page 2
Records Management Policy P-78 (continued)
Records Management System Established
3. The Records Management System currently used by the Municipality is authorized.
Compliance with the Records Management System
4. All records in the custody and control of the employees of the Municipality are the
property of the Municipality. All records of the Municipality must comply with the
Records Management System and this policy. All employees and management of the
Municipality must comply with this policy.
Designated Officer
S. The Designated Officer is responsible for the management and maintenance of the
Records Management System.
Adoption of the Manual
6. The Designated Officer is authorized to adopt and maintain the Manual as part of the
Records Management System. Records of the Municipality must be created,
accessed, maintained and disposed of only as provided by the Manual. The Manual
includes a Records Retention Schedule that prescribes the period of time that
records are kept to meet the operational, legal, regulatory, financial or other
requirements of the Municipality. The Records Retention Schedule also provides
instructions as to the manner and time of the disposition of a record.
Recommendation to Adopt - Committee of the Whole - April 17, 2014 (2014-166)
First Notice -Council -April 24, 2014 (2014-175)
Second Notice - Council - May 15, 2014 (2014-205)
Effective Date - May 15, 2014 Page 3
Records Management Policy P-78 (continued)
Integrity and Authenticity Maintained
7. The Records Management System must maintain the integrity and authenticity of
records made or kept in the usual and ordinary course of business.
Authorization to Amend Manual
B. The Designated Officer is authorized to amend the Manual, consulting the AMANS
Records Management Committee where such amendments impact or change the
records schedule.
Disposal by Designated Officer
9. When the Designated Officer determines that the retention period for a given record
described in the Records Retention Schedule has ended, the Designated Officer may
allow the record to be destroyed or otherwise disposed of in accordance with the
instructions outlined in the Records Retention Schedule and in consultation with
stakeholders within the organization as detailed below:
a. Destruction actions must always be formally authorized, allowing for staff to
intercede if specific issues such as a government investigation, audit,
freedom of information access request, litigation or legal claim require that
destruction must be halted.
b. Records pertaining to any actual or pending government investigation, audit,
freedom of information access request, litigation or legal claim should not be
destroyed. There should be processes to impose a "legal hold" when specific
requirements arise;
c. Records destruction should be undertaken in a manner that preserves the
confidentiality of records, including the privacy of information about
individuals;
Recommendation to Adopt -Committee of the Whole -April 17, 2014 (2014-166)
First Notice -Council -April 24, 2014 (2014-175)
Second Notice - Council - May 15, 2014 (2014-205)
Effective Date - May 15, 2014 Page 4
Records Management Policy P-78 (continued)
d. All copies of records that are authorized for destruction, including security,
preservation and backup copies, should be destroyed as soon as reasonably
possible;
e. Records should be maintained to document the destruction actions.
Certificates of destruction are generally provided by service agencies, and
these are retained permanently, along with information about the records
series title, date range and date of destruction; and
f. Records that are required by any enactment to be kept, and all minutes, by-
laws, policies and resolutions of Council shall not be destroyed.
Recommendation to Adopt -Committee of the Whole -April 17, 2014 (2014-166)
First Notice -Council -April 24, 2014 (2014-175)
Second Notice - Council - May 15, 2014 (2014-205)
Effective Date - May 15, 2014 Page 5
Records Management Policy P-78 (continued)
Annotation for Official Policy Book
Committee of the Whole
Notice of Intention to Adopt
April 17, 2014
2014-166
Council
Date of First Notice at Council
April 24, 2014
2014-175
Council
Date of Second Notice at Council
May 15, 2014
2014-205
Effective Date
May 15, 2014
I certify that this Policy was adopted by Council as indicated above.
May 27, 2014
Pamela M. M , Mun' paI Clerk Date
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Recommendation to Adopt - Committee of the Whole - April 17, 2014 (2014-166)
First Notice -Council - April 24, 2014 (2014-175)
Second Notice - Council - May 15, 2014 (2014-205)
Effective Date - May 15, 2014 Page 6