DocumentsBylawDec 6, 2021Pages 201–205
BYLAW NO. 2003 — Records Management Bylaw
Bylaw No. 2003 (Records Management Bylaw) presented for readings; background report attached in the agenda package.
Key facts
- Bylaw No.: 2003
- Subject: Records Management Bylaw (background report attached)
- Agenda listing: Bylaw No.2003 (FIRST, SECOND AND THIRD READINGS)
Staff Report to Council
DATE: Monday, December 6, 2021
DEPARTMENT: Legislative Services
SUBJECT: Records Management Bylaw 2003
BACKGROUND:
Langford’s current records management bylaw, “City of Langford Records Management Program Bylaw No. 1272,” dates back to 2010 and requires an update. The purpose of a records management bylaw is to delegate the authority to staff to manage the City’s records, and to authorize a records management program.
COMMENTARY:
The new bylaw includes the following provisions:
- Authorizes the current records management program, including Langford’s scanning and electronic records program
- Establishes standards for the records management system
- Delegates authority to staff to manage records and develop records policies
- Clarifies which records are and are not in the scope of the City’s records management system
- Updates job titles and removes references to outdated technology
FINANCIAL IMPLICATIONS:
None. This bylaw supports the current records management system.
LEGAL IMPLICATIONS:
This bylaw updates the authority of staff to manage City records, and provides clarity as to which records are and are not City records.
OPTIONS:
Option 1
THAT Council give first, second and third reading to “Records Management Bylaw No. 2003”.
OR Option 2
THAT Council take no action at this time.
SUBMITTED BY:
- Adriana Proton, Manager of Legislative Services
Concurrence:
- Donna Petrie, Manager of Business Development and Events
- Kevin Dube, Manager of Information Technology
- Matthew Baldwin, MCIP, RPP, Director of Planning and Subdivision
- Michelle Mahovlich, P.Eng, P.Geo, Director of Engineering and Public Works
- Michael Dillabaugh, CPA, CA, Director of Finance
- Marie Watmough, Acting Director of Corporate Services
- Darren Kiedyk, Chief Administrative Officer
Records Management Bylaw No. 2003, 2022
City of Langford
BYLAW NO. 2003, 2022
A Bylaw to authorize the City of Langford Records Management system.
The Council of the City of Langford, in open meeting assembled, enacts as follows:
1. Citation
This Bylaw may be cited as “Records Management Bylaw No. 2003”.
2. Definitions
In this Bylaw:
CITY
means the City of Langford;DIRECTOR OF CORPORATE SERVICES
means the Director of Corporate Services for the City, or the Chief Administrative Officer;MANAGER OF INFORMATION TECHNOLOGY
means the Manager of Information Technology for the City of Langford, or the person designated by the Director of Finance to act on behalf of the City to manage and maintain its information technology (IT) systems;MANAGER OF LEGISLATIVE SERVICES
means the Manager of Legislative Services for the City of Langford, or the person designated by the Director of Corporate Services to act on behalf of the City to manage and maintain the Records Management System;MANUAL
means the City’s manual of records management policies and procedures;RECORDS
may include books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, but does not include a computer program or any other mechanism that produces records; andRECORDS MANAGEMENT SYSTEM
means the system used by the City to manage its records, from record creation to record disposal.
3. Records Management System Authorized
The Records Management System currently used by the City of Langford is authorized.
4. Application
All records in the custody and control of the employees of the City are the property of the City, and subject to the Records Management System and this Bylaw.
5. Exceptions
This Bylaw does not apply to records:
a) Created or received by a member of Council, other than records created, received or used in their capacity as a member of Council;
b) Of employees that are personal in nature, do not relate to the operations of the City, and are not required for City functions;
c) Of community associations or other organizations affiliated with the City, where such records are not in the custody or control of the City.
6. Responsibilities
All City employees, management, service providers and volunteers of the City must comply with this Bylaw.
The Records Management System must comply with the Manual, applicable laws, and any provincial, national or international standards adopted for use and contained in the Manual.
The Manager of Legislative Services is responsible for the management and maintenance of the Records Management System; and is authorized to manage and maintain the Records Management System.
The Manager of Legislative Services is authorized to delegate Records Management System responsibilities as necessary to manage and maintain City records.
The Manager of Information Technology is responsible for the management and maintenance of IT systems and security as necessary to support the Records Management System.
Records Management Policies
The Manager of Legislative Services is authorized to create, maintain and amend a Manual of records management policies and procedures.
City records may only be created, accessed, maintained and disposed of as provided by the Manual.
The Manual must include a records classification and retention schedule.
The Manual may include provisions regarding: a) The creation, receipt, capture, and organization of records, including records not authorized for creation;
b) Access to records;
c) Disclosure of records;
d) Management of records;
e) Use of records;
f) Retention of records;
g) Security of records;
h) Storage of records;
i) Preservation of records;
j) The creation and maintenance of a vital records program;
k) Scanning and conversion of records between mediums;
l) Disposal of records, including destruction;
m) The designation and management of archival records; and
n) Any other records management matter the Manager of Legislative Services deems appropriate.The Records Management System must maintain the integrity and authenticity of records made or kept in the usual and ordinary course of business.
The Manager of Legislative Services is authorized to develop and maintain a scanning program to convert hard copy records into digital records, including the disposal of hard copy records that have been converted into legally admissible digital records.
Converting hard copy records into legally admissible digital records is part of the City’s usual and ordinary course of business.
18. Severability
If any portion of this Bylaw is declared invalid by a court of competent jurisdiction, then the invalid portion must be severed, and the remainder of the Bylaw is deemed valid.
19. Repeal
The “City of Langford Records Management Program Bylaw No. 1272, 2010” is hereby repealed.
READ A FIRST TIME THIS
DAY OF , 2021
READ A SECOND TIME THIS DAY OF , 2021
READ A THIRD TIME THIS
DAY OF , 2021.
ADOPTED THIS
DAY OF , 2022.
Presiding Council Member
Corporate Officer
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