...Title
Bylaw 2026-19 - Records Management
Proposed Motions
1. That Bylaw 2026-19 receive first reading.
2. That Bylaw 2026-19 receive second reading.
3. That Bylaw 2026-19 be presented at this meeting for third reading.
4. That Bylaw 2026-19 receive third and final reading.
Body
Administration Recommendation
That Bylaw 2026-19 - Records Management Bylaw be given all three readings.
Purpose
To present Bylaw 2026-19 - Records Management to Council for consideration of all three readings.
Summary
Parkland County manages a large volume of records every day, including Council documents, permits, reports, and correspondence with residents.
The Records Management Bylaw sets the rules for how long these records must be kept, how they are protected, and when they can be safely and legally destroyed. This ensures County records are handled in a consistent, secure, and accountable way.
The bylaw is designed to protect personal information and meet provincial legal requirements under Alberta’s access to information, privacy, and municipal legislation. Records that are needed for audits, access to information requests, elections, or legal matters are protected and cannot be destroyed until it is appropriate to do so. Personal information used to make decisions affecting an individual is required by law to be retained for a minimum period to ensure transparency and fairness.
Council sets the overall rules through the bylaw, while the County’s Chief Administrative Officer is responsible for managing the records program and approving the detailed records retention schedule. This approach allows the County to adapt to changing legal requirements and operational needs while maintaining strong oversight. Overall, the bylaw supports transparency, protects privacy, and ensures public records are managed responsibly and in the public interest.
The updates to the Records Management Bylaw are focused on addressing legislative changes to privacy and access, modernizing the bylaw to address conducting business in electronic environments, and improving clarity by simplifying the wording to make the bylaw easier to read and understand.
Background
Municipalities in Alberta pass records management bylaws to meet statutory requirements, protect legal and public interests, and promote efficient, accountable governance. These bylaws provide the legal authority and rules for how municipal records are created, kept, accessed and lawfully disposed of.
The updated bylaw expands the scope of records retention to records management. The impact of this change provides clearer authority and flexibility to manage electronic and hybrid records environments. For example, a new definition for "electronic record" has been added to the Bylaw and is based on language from the Access to Information Act. Updates such as this serve to clarify the treatment of digital records and support electronic service delivery and access to information requests.
The draft bylaw gives authority for the organization to destroy original records after electronic capture. The Bylaw authorizes the Chief Administrative Officer to approve the destruction of original records including the bylaws and council meeting minutes when originals have been electronically stored in a system capable of reproducing them as permitted under section 214 of the Municipal Government Act.
Provisions to authorize electronic signing have been added to the draft bylaw to authorized electronic signing of bylaws, policies and meeting minutes. This provision reflects modernization of the bylaw under section 213(5) of the Municipal Government Act and supports digital governance, remote operations and business continuity.
History
Bylaw 2015-33 - Records Management went into effect on January 12, 2016.
Bylaw 2026-19 - Introduced to Council at the April 21, 2026 Governance and Priorities Committee Meeting.
Strategic Plan/Policy/Legal/Staff Implications
We maintain the public’s trust through transparent and fair decision-making, superior service delivery, and effective engagement.
To ensure that County Council is supported by a robust and current framework of bylaws, policies, and plans.
Financial - No significant impacts are anticipated.
Financial Impact:
Cost: None
Source of Funds: None