Title
Records Retention and Disposition Bylaw No. 2015-33
Proposed Motion(s)
1. That Bylaw No. 2015-33 receive first reading.
2. That Bylaw No. 2015-33 receive second reading.
3. That Bylaw No. 2015-33 be presented at this meeting for third reading.
4. That Bylaw No. 2015-33 receive third and final reading.
5. That Information and Records Management Policy C-AD02 be rescinded.
Body
Administration Recommendation(s)
Administration supports the recommendations.
Purpose
To manage the destruction of records through bylaw rather than policy resulting in the need to rescind Information and Records Management Policy C-AD02.
Summary
The Municipal Government Act (MGA) of Alberta permits Council to pass a bylaw to retain and destroy records and documents of Parkland County. Records Management Bylaw 2015-33 allows the Chief Administrative Officer (CAO) to create a Records Management Program that assigns retention periods to records and controls the number of records kept.
Records management is vital to administer the Freedom of Information and Protection of Privacy Act (FOIP), because it protects an individual’s privacy rights by disposing of personal information that is no longer needed, and it identifies what records were destroyed when answering a FOIP request.
Upon passing Records Management Bylaw 2015-33, Information and Records Management Policy C-AD02 needs to be rescinded and replaced with Records Management Program Directive A-AD02. Through Directive A-AD02 the CAO creates the records retention and disposition schedules; providing the legal authority to retain or dispose of records by destruction, off-site transfer, or archival preservation.
Strategic Plan/Policy/Legal/Staff Implications
Section 214 of the Municipal Government Act permits the destruction of records when Council passes a bylaw to do so.
Financial Impact:
Cost: N/A
Source of Funding: N/A