Authority: Emergency and Protective Services

Committee Report No. 6(3), July 8, 1998

Intended for first presentation to Council: July 8, 1998

Adopted by Council:

 CITY OF TORONTO

 Bill No. 368

BY-LAW No.

 To establish a schedule of retention periods for records of

the Toronto Police Services Board.

 WHEREAS subsection 116(1) of the Municipal Act provides that a local board, as defined in the Municipal Affairs Act, shall not destroy any of its records or documents except with the approval of the Ministry of Municipal Affairs or in accordance with a by-law passed by the municipality and approved by the auditor of the municipality establishing retention periods for such records and documents; and

 WHEREAS the Toronto Police Services Board (the "Board") is a local board as defined in the Municipal Affairs Act; and

 WHEREAS the former Municipality of Metropolitan Toronto enacted By-law No. 58-92 establishing a schedule of retention periods for records of the Board and by By-law No. 113-97 amended such by-law; and

 WHEREAS the Board, by Minute No. 414/97, adopted at its meeting of September 22, 1997, requested the initiation of the process to amend By-law No. 58-92 to accommodate the ongoing retention of bicycle registration information; and

 WHEREAS it is expedient that the City of Toronto enact its own by-law incorporating the requested amendment and otherwise reflecting the terms of By-law No. 58-92 of the former Municipality of Metropolitan Toronto, as amended;

 The Council of the City of Toronto HEREBY ENACTS as follows:

 1.In this By-law

 (a)the abbreviations in Column A have the same meaning as the expression set out opposite under Column B below:

 Column AColumn B

 ANI/ALIAutomatic Number Identification/Automatic Location Identification

 A.T.S.Applicant Tracking System

 C.A.D.Computer Assisted Dispatching

C.A.S.C.Computer Assisted Scheduling of Courts

 C.C.Criminal Code

 C.I.C.B.Criminal Injuries Compensation Board

 C.I.S.O.Criminal Intelligence Services Ontario

 C.N.E.Canadian National Exhibition

 C.P.I.C.Canadian Police Information Centre

 C.P.O.Crime Prevention Office

 F.A.C.Firearms Acquisition Certificate

 F.R.U.Firearms Registration Unit

 I.S.S.Investigative Support Squad

 Lt. Gov.Lieutenant Governor

 MANIXMaster Name Index

 MDTMobile Digital Terminal

 O.I.C.Officer in Charge

 O.M.E.R.S.Ontario Municipal Employees Retirement System

 P.B.F.Police Benefit Fund

 R.I.S.Records and Information Security

 T.P.Toronto Police

 W.C.B.Workers' Compensation Board

 Y.O.A.Young Offenders Act

 (b)"plus current year" where used in Column 4 of Schedule "A" means the additional period between the anniversary of the commencement of the retention period in the calendar year which is the stated number of years the record is to be retained and the end of such calendar year;

 (c)where a retention period is subdivided into two periods followed by an "A" and a "D" respectively, the number immediately preceding "A" represents the number of years the record is deemed to be "active" and the number immediately preceding "D" represents the number of years the record is deemed to be inactive or dormant;

 (d)where "(M)" follows a retention period specified under Column 4, the record shall be microfilmed before it is destroyed; and

 (e)where a number follows TP the number refers to the number of the form used by the Toronto Police and its replacement from time to time.

 2.The Toronto Polices Services Board shall retain the receipts, vouchers, instruments, rolls or other documents, records and papers described under Columns 2 and 3 of Schedule "A" (General) and Schedule "B" (Financial) to this By-law within the classifications set out under Column 1 for the period set out opposite such descriptions in Column 4 and may thereafter destroy them.

 3.Notwithstanding section 2 of this By-law, records identified under the classification entitled "INTELLIGENCE FILES" in Column 1 of Schedule "A" to this By-law may only be destroyed with the authorization of the Unit Commander of Intelligence Services for the Toronto Police Service or any other official of said Service approved by the Toronto Police Services Board from time to time.

 4.Municipality of Metropolitan Toronto By-law No. 58-92, as amended, is repealed.

 5.This By-law shall come into force on the date of its enactment.

 ENACTED AND PASSED this day of A.D. 1998.

   MayorCity Clerk

(Copy of Schedule A is on file in the office of the City Clerk)