This procedure defines the process for managing and accessing corporate, personal and constituency records held by elected officials of the Corporation of the Town of Oakville (town).
This procedure applies to all records created, received and maintained by elected officials in the course of Council business. Records for the purpose of this procedure includes any record of information however recorded, whether in printed form, on film, by electronic means, or otherwise.
Record: Any record of information however recorded, whether in printed form, on film, by electronic means or otherwise.
Personal Records: Any record not considered official Council records, such as personal correspondence from ratepayers and responses to them.
Constituency Records: a record that deals with the political activities of an elected official including campaigning and campaign issues. Contents of such records do not relate to the discharge of the elected officials responsibilities as a Member of Council or to any aspect of the Council’s mandate and are not in the custody and control of the town.
Council Records: Consists of administrative records generated by the Office of the Mayor & Council and as such are to be inventoried and scheduled for disposition according to the town’s Records Retention By-law.
Custody and Control: The following questions may be used to determine who has custody or control of a record: (This is not an exhaustive list of possible considerations.)
Members of Council are individually responsible for managing all personal, and constituency records in accordance with all relevant legislation.
The town is responsible for managing and retaining all corporate records in accordance with the town's Records Retention By-law and all relevant legislation.
Procedure Number: G-GEN-004-005
Parent Policy: G-GEN-004
Author: Clerk's Department
Effective Date: 2006 Jul 11
Review by Date: 2026
Last Modified: 2021 May 25
Municipal Act, 2001
Municipal Freedom of Information and Protection of Privacy Act
Records Retention By-law
G-GEN-004-001 Access to Records Procedure
G-GEN-004-004 Record of Council and Committee Proceedings Procedure
G-ELE-001-001 Use of Corporate Resources During an Election Period procedure
Access Procedures Manual, Access and Privacy Office, Ministry of Government Services Ontario