Item - 2026.EX31.8

The Executive Committee recommends that:

1. City Council amend City of Toronto Municipal Code Chapter 219, Records, Corporate (Local Boards) as set out in Attachment 2 to the report (April 16, 2026), as amended, from General Counsel, Toronto Transit Commission.

At its meeting on April 16, 2026, the Toronto Transit Commission considered item TTC14.13 and made a recommendation to City Council.

Summary from the Toronto Transit Commission

The TTC has completed a review and update of its Records Retention Schedule to ensure continued alignment with legislative requirements, operational needs, and records management best practices. This update supports the TTC’s commitment to responsible information governance, risk mitigation, and compliance with the City of Toronto Act, 2006.

Key changes include revisions to retention periods, consolidation of record series, introduction of new record categories, and administrative improvements to enhance clarity and usability for staff. These amendments support improved consistency in recordkeeping, reduce risk associated with unmanaged or outdated information, and provide clearer guidance to staff on the retention and disposition of TTC records.

This report recommends that the Board approve amendments to the Records Retention Schedule of the Toronto Transit Commission and further, that City Council amend Toronto Municipal Code Chapter 219, Records, Corporate (Local Boards), to adopt the Board-approved records retention schedule.