Agreements/Contracts and supporting documentation pertaining to land, buildings, properties, structures, etc. owned by the municipality including construction agreements/contracts, etc. 10 years after disposition of building property or structure Contact Archives Dispose only upon the archives recommendation Agreements/Contract and supporting documentation Not related to land, buildings, properties, etc. 7 years after termination of agreement/contract Contact Archives Dispose only upon the archives recommendation Appeals Under the Planning & Development Act 7 years after final decision rendered Contact Archives Dispose only upon the archives recommendation Celebration of Events 7 Years after termination of agreement/contract Contact Archives Dispose only upon the archives recommendation Cemetery Records Permanent Permanent Change of Ownership Documents 7 years Dispose First Nations Consultations Permanent Permanent Inquiries under Local Authority Freedom of Information and Protection of Privacy Act 7 years Dispose Insurance Policies – Liability may be required if there is a liability claim in the future Permanent Permanent Insurance Policies – Property Includes insurance claims 7 years after termination/cancellation of policy Dispose Photographs When obsolete contact Archives Dispose Public Notice Documentation 2 years after event for which notice was given Dispose Records Disposal Documentation Permanent Permanent Tax Assessment Appeals 7 years after final decision rendered Dispose Tax Assessment Records Assessor’s valuation records, reassessment sheets, etc. 3 years after superseded by new assessment or obsolete Dispose Tax Certificates 7 years Dispose Tax and Assessment undelivered notices Where a notice is undelivered or returned due to an unknown address the notice shall be retained Section 216 & 268 The Municipalities Act 7 years Dispose Tax Enforcement Records Includes tax lien withdrawals, etc 7 years after tax title property sold or property disposed of in any other manner Dispose Other Enforcement Records Includes weed control and pest control records 7 years after settlement Dispose Water Analysis and Reports 25 years Contact Archives Dispose only upon the archives recommendation Records included in this section are governed by The Local Government Election Act, 2015 and The Municipalities Act. Where specific retention requirements are identified in the legislation, relevant sections in the acts are indicated. Unless otherwise specified, all records are retained for “after election day” plus number indicated below.
Minister’s Orders Permanent Permanent Claims Includes notices of claim, statements of claim, etc. 10 years after settlement Contact Archives Dispose only upon the archives recommendation Petitions 7 years Contact Archives Dispose only upon the archives recommendation Writs 10 years after expiration or completion Dispose Licenses and Permits Issued by Municipalities Records Retention Period Disposal Recommendation Building Permits Includes supporting documentation After rejection of permit or life of building /structure plus 10 years Contact Archives Dispose only upon the archives recommendation Development Permits Includes supporting documentation 25 years after superseded Contact Archives Dispose only upon the archives recommendation Development Permits – Denied 10 years Contact Archives Dispose only upon the archives recommendation Development Permits – Register Permanent Permanent Other permits Not related to land, buildings, structures, development projects 3 years after expiration/termination or rejection of permit Dispose Licenses Includes supporting documentation 7 years termination/expiration or rejection of license Dispose Licenses and permits Issued to Municipalities Records Retention Period Disposal Recommendation Licenses and Permits Related to land, buildings, structures, properties Upon rejection of permit/license or life time of structure, building, property plus 10 years Contact Archives Dispose only upon the archives recommendation Licenses and Permits Not related to land, buildings, structures and development projects 7 years after expiration/termination or rejection of licenses or permit Dispose Records Retention Period Disposal Recommendation
Architect’s Drawings Buildings, park sites, structured, etc. Life time of facility/structure plus 10 years Contact Archives Dispose only upon the archives recommendation Municipal Maps and Plans Original or one selected copy to be retained permanently Contact Archives Dispose only upon the archives recommendation Road Surveys 7 years Contact Archives Dispose only upon the archives recommendation Land Surveys Certificates/Surveyor’s Reports 7 years Dispose Records Retention Period Disposal Recommendation Council Minutes Includes original bylaws, active and repealed Permanent Permanent Repealed Bylaws Includes certified copies that may be retained in repealed bylaw registers 7 years Dispose Bylaw Registers Active and repealed Permanent Permanent Council Meeting Recording 2 years Dispose Records Retention Period Disposal Recommendation Reports of Boards and Committees established by Council Not forming part of the council minutes 7 years Contact Archives Dispose only upon the archives recommendation Vital Statistics 7 years Dispose Records Retention Period Disposal Recommendation Road Maintenance Records Includes reports, gravel tickets, gravel & grading maps – may be required if there is a liability claim in the future 25 years Contact Archives Dispose only upon the archives recommendation