Interpretation

1   The Interpretation Bylaw applies to this bylaw.

Definitions

2   In this bylaw:

"dispose" means to destroy, or render impracticable to decipher, recorded information;

"electronic" means created, recorded, transmitted or stored in digital or other intangible form by electronic, magnetic or optical means or by any other similar means;

"electronic signature" has the same meaning as in the Electronic Transactions Act;

"excluded record" means a record to which the Electronic Transactions Act does not apply;

"physical record" means a record that can be touched and takes up physical space;

"record" has the same meaning as in the Freedom of Information and Protection of Privacy Act;

"records classification schedule" means the inventory of record types maintained under section 3;

"records administrator" means the City employee with operational responsibility for administering the City's records management program;

"retention period" means the duration of time for which a City record must be maintained.

Records classification schedule

3   (1) The records administrator must maintain a records classification schedule establishing the retention period for each category of City records.

(2) The records classification schedule may establish or recommend

(a) the life cycle of City records,

(b) the duration of time for which a City record is maintained in a physical location or digital repository, and

(c) other requirements or guidelines in respect of City records.

Disposal

4   A person must not dispose of a City record except in accordance with the records classification schedule.

Excluded records

5   This Part does not apply to an excluded record.

Requirement to retain a record

6   Despite section 4, a person may dispose of a physical record that has been recorded in electronic form if

(a) there is a reliable assurance that the record in electronic form has remained complete and unaltered, apart from the introduction of changes that arise in the normal course of communication, storage and display, and

(b) the record in electronic form is accessible within a City information system in a manner usable for subsequent reference in accordance with the records classification schedule.

Electronic signatures

7   A requirement for the signature of a person within a record is satisfied by an electronic signature.