GOV-[ACRONYM]-1600-30 Control Measures GOV-[ACRONYM]-1600-40 Accident and Incident Reports GOV-[ACRONYM]-1600-50 Individual Claims – Workplace Safety and Insurance Board (WSIB) GOV-[ACRONYM]-1600-60 Designated Substances Control Program Records GOV-[ACRONYM]-1600-70 Occupational Health Centre – Employee Health Records GOV-[ACRONYM]-1600-80 Ministry of Labour Orders GOV-[ACRONYM]-1650-10 Employee Transition – Individual Employee Records GOV-[ACRONYM]-1700 Workplace Discrimination and Harassment and Human Rights Employee Case Files
1450-40 Strike Planning Records used in planning and delivering management responses to real or potential strikes by OPS staff, including copies of the official OPS management strike plan, individual ministry strike plans, management reviews, correspondence, notes, and copies of essential services agreements. Destroy CCY + 8 years after end of strike, or CCY + 8 years after all administrative actions are completed Health and Safety See sub-series below. 1600-10 Material Safety Data Sheets Material Safety Data Sheets (MSDS). Destroy CCY + 2 years after superseded 1600-20 Programs and Prevention Records not found elsewhere in this series which relate to OPS workplace health and safety such as smoking policies and guidelines, documentation pertaining to first aid services, fire evacuation plans, inspections and audit records, safety bulletins and technical documents used for research. Destroy CCY + 10 years after program terminated or replaced 1600-30 Control Measures Records relating to the control of hazards, including engineering control documentation, work procedures and practices, and records pertaining to personal protective equipment. Destroy CCY + 41 years after control is replaced or discarded and/or equipment is replaced
Series # Series Title and Description Retention and Disposition ACCOMMODATIONS AND MOVEABLE ASSETS MANAGEMENT See series below. SITE PROJECT FILES Records relating to the administration of sites used for internal OPS accommodation. May include plans, site maps, space analyses, descriptions of leases, descriptions of programs, change in accommodation forms, correspondence, copies of Accommodation Project Initiation Requests (APIR), operation and maintenance agreements, environmental audits, and surplus declaration forms. Excludes: Records held by the Ontario Realty Corporation (ORC). Destroy CFY + 26 years after lease is terminated or the building is sold, destroyed, or otherwise disposed of, or after the building has otherwise ceased to be a government asset ACQUISITION – BUILDINGS – INTERNAL OPS USE See sub-series below. ACQUISITION – BUILDINGS – INTERNAL OPS USE – CASE FILES Records relating to individual acquisitions of buildings and structures acquired for internal OPS use through transfer, lease, purchase or donation. Records include plans, drawings, specifications, and reports. Also may contain copies of original legal documents. Excludes: Records held by the Ontario Realty Corporation (ORC); original legal documents which are filed in legal case files. Destroy CFY + 26 years after lease is terminated or the building is sold, destroyed or otherwise disposed of, or after the building has otherwise ceased to be a government asset ACQUISITION – LAND
OPERATIONS AND MAINTENANCE FILES – BUILDINGS AND PROPERTIES Records relating to the operation and maintenance of government buildings, facilities, and structures including janitorial and cleaning services, grounds maintenance, and activities are pertaining to mechanical systems and utilities. Utility systems include air conditioning, ventilation, heating, other environmental control systems, lighting and electrical systems, water, and plumbing systems. Grounds maintenance includes the maintenance of the grounds around buildings and properties. Records include copies of invoices, correspondence, copies of work orders, contracts, and service agreements, and occupancy agreements outlining divisions of responsibilities. Destroy CFY + 7 years after the contract is terminated or not renewed INSPECTIONS – BUILDINGS AND PROPERTIES Records relating to the inspection of leased and owned government buildings, facilities, structures, and properties. Examples include reports and records relating to elevator maintenance and inspection, fire prevention and related inspections, and structural inspections. Destroy CCY + 8 years after inspection completed PARKING AREAS Records relating to the administration of parking areas. Consists of records documenting the allotment of parking spaces for government and employee vehicles. Destroy CCY + 2 years after all administrative actions are completed MOVEABLE ASSETS CONTROL See sub-series below.
MOVEABLE ASSETS INVENTORYING Records relating to the control of moveable assets such as furniture and equipment through the various stages of receipt, storage, inventorying, and issuing. Records include inventory reports and transfer vouchers. Destroy CFY + 7 years after all administrative actions are completed MOVEABLE ASSETS DISPOSAL AND SURPLUS Records relating to the transfer or disposal of moveable assets through sale, disposal, condemnation, destruction, and write-off. Records include sale authorization documents, surplus furniture and equipment lists, disposal vouchers, and tendering documents, including those related to the disposal of vehicles. Destroy CFY + 7 years after disposal of asset EQUIPMENT MANAGEMENT FILES Records relating to the maintenance and repair of equipment such as photocopiers, audio-visual equipment, fax machines, and other telecommunications equipment and services, including telecommunications lines. Also includes computers, furniture, and warehouse equipment such as weigh scales. Records include work orders, copies of purchase orders, technical specifications, and vendor literature. Destroy CFY + 7 years after equipment replaced or disposed of SUPPLIES MANAGEMENT Records relating to the request, approval, and issue of supplies such as stationery, forms, and parts. Includes stockroom requisitions and technical specifications, Destroy CFY + 7 years after all administrative actions are completed
VEHICLES/ AIRCRAFT/ WATERCRAFT ASSET MANAGEMENT Records relating to the use, maintenance, and repair of government-owned and leased vehicles such as aircraft, cars, bicycles, snowmobiles, all-terrain vehicles, trucks, vans, tractors, and watercraft. Includes work orders, operating standards, inspection reports, storage regulations, and maintenance records as well as technical specifications, equipment catalogues, and vendor literature, which have been filed for ongoing program functions. Also may include copies of purchase orders, copies of vehicle insurance policies (if kept within the same file and considered part of the vehicle management function) and accident records relating to a specific vehicle. Note: Aircraft flight and maintenance records must be transferred to the new owner (required by Transport Canada. Reg. –Canadian Aviation Regulations CARs 571, 605 and associated standards Destroy CFY + 7 years after vehicle replaced or disposed of LICENSES – VEHICLES/ AIRCRAFT/ WATERCRAFT Copies of licenses required to operate vehicles, aircraft, and watercraft. Destroy CCY + 2 years after license expires GARBAGE DISPOSAL AND RECYCLING Records relating to internal government waste management programs-- for example, recycling, shredding, garbage pick-up, and waste reduction programs. Includes garbage pick up location lists, complaints records, internal/external inquiries, and program promotion records. Excludes: Records relating to the control of hazardous waste and waste management programs delivered to the public. Destroy CCY + 3 years after all administrative actions are completed
documentation used to substantiate journal entries. Also includes other completed voucher forms, input forms, and all background documentation used to substantiate journal entries. Accounts Receivable Records relating to receivable accounts, including: Cash/Official Receipts: Written receipts, cash register tapes, and bank deposit slips. Accounts Receivable – Cheques and Cheque Stubs: Cheques, cheque stubs, cheque-matching documents, and returned cheques. Includes records used in processing returned (NSF) cheques. Deposits: Deposit slips and daily deposit reports. Accounts Receivable – Interministry and Intraministry Journals/Chargebacks: Records of financial transfers between and or within ministries. Invoice Records: Internal or external invoices provided for services rendered by a public body for sale of goods. Accounts Receivable – Revenues – Receipt Books: Receipts issued by the Province, cash stubs, daily deposit sheets, cash receipt reports/ledger sheets and original receipt books. Accounts Receivable - Reporting: Reports and ledgers such as ageing reports, cash receipt journals, billing registers, cash reconciliations, and any other monthly/annual reporting of receivables. Accounts Receivable - Revenues: Records of a general nature relating to the generation of revenues received by the government resulting from the sale of goods or services such as from licenses and permits. Accounts Receivable - Vouchers: Completed journal voucher forms, input forms, and all background documentation used to substantiate journal entries. Also includes other completed voucher forms, input forms, and all background documentation used to substantiate journal entries. Destroy CFY + 7 years after all administrative actions are completed
Reconciliations – Financial Control Records relating to financial control through reconciliations, including bank reconciliations, reconciliations of central accounts with the Ministry of Finance, purchasing card reconciliations, and internal ministry reconciliations relating to payrolls, benefits, etc. Also may include correspondence with field offices. Note: Ministry of Government and Consumer Services holds the official record for all Central Revenue Fund bank reconciliations. Destroy CFY + 7 years after all administrative actions are completed Financial Reporting Records held by public bodies (excluding central agencies) relating to financial reporting including interim/year end summaries, detailed account listings, trial balances, payroll accounts analyses, master account listings, and public accounts submissions. Excludes: Records in the custody of Cabinet Office and Ministry of Finance Treasury Board Office. Destroy CFY + 8 years after all administrative actions are completed Payroll – Financial Financial/accounting records relating to employee salaries/wages and benefits, including: Central Accounts to CORPAY Interface: Reports relating to CORPAY bi-weekly payroll. Financial Controls (PAR File): Extract reports produced by CORPAY IPPEB to Central Accounts Interface: Reports related to monthly employer benefit chargebacks and manual chargebacks. Destroy CFY + 7 years after all administrative actions are completed Employee Accommodation Applications for Funding Program guidelines and accompanying forms, ministry applications and proposals, financial requests, approval and non-approval letters, inter/internal ministry correspondence on funding issues, and other backup material. Destroy CCY + 7 years after application approved or rejected
Telecommunications Inventories Records relating to the inventorying of telecommunications systems including inventories of equipment and telecommunications services such as lines and telecommunications features. Includes copies of Telecommunications Resource Information Management System Reports (TRIMS), which are issued monthly. Destroy CCY + 2 years after all administrative actions are completed Telecommunications Service Requests Records documenting moves, adds, and changes (MACs) for existing telecommunications systems and services. Destroy CCY + 2 years after request completed Forms Management See sub-series below. Forms Management – Case Files Records documenting the analysis, design, identification, usage, and control of government forms. Includes forms requests, forms history files, forms inventories, authorizations, artwork, and revisions. Destroy CCY + 3 years after form is revised or discontinued Manuals Management Records documenting the development, distribution, and revision of administrative manuals. Destroy CCY + 2 years after policy or procedure is changed or replaced Recorded Information Management See sub-series below.
Mail, Postal, and Courier Services Records relating to mail, postal, and courier services including: Canada Post: Records relating to postal services provided by Canada Post including postal rates, postal codes, regulations, and service inquiries. Also includes mail slips. Courier Services: Records relating to courier services such as lists of rates and services, inquiries, and reports. Also includes courier slips. Freight Services: Records documenting rates and services provided by freight companies. Includes freight slips. Inter-Office Mail Delivery System: Records documenting inter-office mail services in and between ministries. Excludes: Mail logs. Destroy CCY + 2 years after all administrative actions are completed Claims – Lost and Damaged Mail Records documenting claims for lost or damaged mail, goods or articles. Destroy CCY + 6 years after all administrative actions are completed Mailing and Distribution Lists Mailing and distribution lists, and records used in their development and distribution. Destroy when superseded or obsolete Routine Public Inquiries Records relating to the handling of routine inquiries from outside organizations and the public such as inquiries regarding hours of operation, requests for government literature, and information concerning program locations. Excludes: Records relating to public complaints (refer to appropriate operational schedules); all inquiries or responses related to operational and program activities which have required complex or detailed responses. Destroy CCY + 2 years after inquiry answered
Purchasing Cards – Administration 46 Reconciliations – Financial Control 44 Records Destruction and Disposal Notices 62 Records Schedules and SERIES 61 Records Transfer Documentation 61 Routine Public Inquiries 68 Security 69 Security – Personnel 69 Security – Physical 70 SITE PROJECT FILES 31 Source Documents 41 SPACE PLANNING 35 SPACE PLANNING MANAGEMENT – WORK ORDERS 35 Special Circumstance Audits, Compliance Reviews and Projects 49 Special Purpose Accounts 45 Staffing – 21 Staffing – Unsolicited Applications 22 Strike Planning 24 SUPPLIES MANAGEMENT 37 Telecommunications Inventories 60 Telecommunications Service Requests 60 Telecommunications System Files 60 Temporary Delegations of Authority 67 Tendered Purchases 29 Training and Development 23 Training and Development – Courses 70 70 Union Files 24 VEHICLES/ AIRCRAFT/ WATERCRAFT ASSET MANAGEMENT 37 Workplace Discrimination and Harassment and Human Rights Employee Case Files 27