That the Corporate and Finance Services Committee recommend to City Council:
Whereas Section 255 of the Municipal Act, 2001, S.O. 2001, c.25 (“Municipal Act”) sets out specific requirements for the retention of municipal records, including provisions for the municipality to establish record retention periods; and,
Whereas at its meeting of March 29, 2021 Council passed an updated Records Retention By-law (By-law 32-2021) and approved associated schedules, setting out retention periods for various types of records; and,
Whereas in 2025, staff began a project to move corporate records into SharePoint, the City’s new electronic data management system; and,
Whereas during this work, various branches have identified the need to revise the Records Retention Schedules to add classifications or amend retention timelines for some record types to ensure compliance with other legislation or accommodate business practices; and,
Whereas amendments to the Schedules must be completed promptly to ensure proper classifications and retention periods are applied in the electronic data management system;
Therefore that based on Item CF-26-10 dated February 25, 2026, concerning updates to the Schedules attached to Records Retention By-law 32-2021, Delegation of Authority By-law 29-2009, as amended be further amended to provide the Director, Legislative Services/City Clerk or their designate the authority to update the schedules with respect to the types of records or length of time required for retention in order to ensure the City is in compliance with legislation.