Item - 2019.GL6.30

The General Government and Licensing Committee recommends that:

1.  City Council amend Schedule A, Records Retention Schedule, in the City of Toronto Municipal Code Chapter 217, Records, Corporate (City), as outlined in Appendix 1 to the report (June 7, 2019) from the City Clerk.

Under Section 201 of the City of Toronto Act, 2006, a record of the City may be destroyed if a retention period has been established and the retention period has expired or the record is a copy of the original record. Chapter 217, Records Corporate (City), provides the legislative basis on which the retention periods for City records are authorized and Schedule A indicates the retention period for each records class.

The People, Equity and Human Rights Division, as part of their transformation initiative, has requested that an authorized retention for personnel records be added to Schedule A. The bulk of the personnel files held by the City have no authorized retention period. Records dating as far back as 1910 and totalling almost 6,000 boxes continue to be stored at the Records Centre.