REQUEST FOR DECISION
DATE: January 21st, 2021 Report No. ADM-21-004
TO: Laurie Hurst, Chief Administrative Officer
FROM: Rachel Dumas, Manager of Corporate Services
SUBJECT:
Title
Council Policy ADMIN-76: Imaging of Municipal Records
End
RECOMMENDATION:
Recommendation
That Council approve Council Policy ADMIN-76: Imaging of Municipal Records, as attached to Staff Report No. ADM-21-004.
Body
RELEVANT POLICY:
Council Policy ADMIN-42 Records Management (Records Classification & Retention) Policy
Council Policy HER-01 Archival Centre (Esquimalt)
Fees and Charges (Miscellaneous) Bylaw, 2019, 2961
Local Government Management Association (LGMA) Records Management Manual
Community Charter
Freedom of Information and Protection of Privacy Act
STRATEGIC RELEVANCE:
Excellence in Public Service - Support the Chief administrative Officer to maintain an organizational culture of collaboration, learning and engagement consistent with the Township's core values; and engage, respect and respond to the needs of our community.
BACKGROUND:
In 2008, Council approved a Records Management Policy to manage, classify and securely store the Township's records accumulated since incorporation in 1912. The Community Charter s. 148 assigns the Corporate Officer the responsibility that "...records of the business of the council and council committees are maintained and kept safe." The Township follows the LGMA classification of records as outlined in Council Policy ADMIN-42: Records Management policy. The Township is nearing completion of the classification of paper records benchmark (December 2020) and is now ready to implement the next phase of the records management project by managing Township electronic records. Currently, one FTE coordinates the classification of both municipal and archival records in collaboration with the Corporate Officer and key department administrative staff. The final phase and goal of the Records Management Project is to implement an Elec...
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