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About the Personal Information Bank Register
Section 34(1) of the Municipal Freedom of Information and Protection of Privacy Act states that institutions must make available for inspection by the public, an index or register of all personal information banks in the custody or control of the City. The register must be revised as required to ensure accuracy. The Personal Information Bank Register is arranged for each department of the City of Peterborough as follows:
- Office of the Chief Administrative Officer
- Community Services
- Corporate and Legislative Services
- Infrastructure and Planning Services
The Register includes a description of the Personal Information Banks (collections of personal information about identifiable individuals) maintained to support each division's programs and activities. For each Personal Information Bank, the following information is provided:
- Location - this listing is organized by department/division. All PIB banks are listed under the department/division where the information is kept, this includes paper and electronic information
- Authority - the legal authority for the establishment of the bank
- Information - the type(s) of personal information maintained
- Use - how the personal information is used
- Access - to whom the personal information is disclosed on a regular basis
- Individuals - the categories of individuals about whom personal information is maintained
- Retention Classification - the policies and practices applicable to the retention and disposal of personal information. For the City this is regulated by the Records Retention By-law 22-069. The retention classification will be listed in the PIB where applicable.
| Office of the Chief Administrative Officer |
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| Communication Services |
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Accessibility Advisory Committee and Sub Committees Contacts
Authority: Municipal Act
Information: Name, phone number, email, information about committee members' disability
Use: To contact committee members
Access: Accessibility Services staff
Individuals: Members of the Accessibility Advisory Committee and Sub Committees
Retention Classification: Retained until superseded
Accessibility Complaints
Authority: Municipal Act
Information: Name, address, information about complainant's disability, email, phone number
Use: To respond to complaints
Access: Accessibility Services staff, in some cases Division/Facility Managers where appropriate
Individuals: Members of the public who submit an accessibility complaint
Retention Classification: A22
Photo, Video, and Audio Consent Release
Authority: Municipal Act
Information: Name, address, phone number
Use: Consent for the use of photo, video, and audio by the City for promotional purposes
Access: On request to the individual who provided the consent and release and Communication Services staff
Individuals: Members of the public who consent to their photo, video, or audio being used by the City
Retention Classification: M07 & M10
Public Surveys
Authority: Municipal Act
Information: May contain personal opinions or views, IP address, name, address, occupation, and other personal information
Use: By project managers to collect community input
Access: Communication Services staff and project managers where applicable
Individuals: Members of the public who complete an online City survey through SurveyMonkey
Retention Classification: Deleted when project completed or statistical reporting for survey results is completed
Staff Compliments
Authority: Municipal Act
Information: Name, email, IP address
Use: To respond to compliments and complaints
Access: Communication Services staff
Individuals: Members of the public who submit a complaint or compliment through the City of Peterborough's website
Retention Classification: M04
Website Feedback Forms
Authority: Municipal Act
Information: Name, address, personal opinions or views, IP address
Use: By Communication Services to assist with locating and correcting content and design issues on the website
Access: Communication Services
Individuals: Members of the public who submit content through a feedback form
Retention Classification: M04
Website Form Builder
Authority: Municipal Act
Information: May contain name, address, occupation, personal opinions or views and other personal information
Use: Communications Services staff, City Division managers and project managers where applicable
Access: Communication Services staff, City Division managers, and project managers where applicable
Individuals: Members of the public who respond to surveys or questions posted on the City website
Retention Classification: Retained until project related to survey is complete
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| Emergency and Risk Management Division and Network |
Animal Response Plan Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, address, email
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City and County staff, other agencies
Retention Classification: P03
Annex A, B, C, & D - Emergency Response Plans Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, address, phone number, email, BB PIN numbers (1st and 2nd line response individuals)
Use: Emergency contact only
Access: Emergency Control Group members, Police/Fire Dispatch staff
Individuals: First Line Response - City staff, County staff; Second Line Response - County staff, Provincial and Federal staff, community partners
Retention Classification: P03
Annex B - Airport Response Plan Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: Airport tenants, Airport staff
Retention Classification: P03
Annex E - Attachment A - Emergency Response Plan, Attachment B - Emergency Response Plan & Annex F - Mutual Aid and Assistance Agreements
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, email, address (for Attachment A only)
Use: Emergency contact only
Access: Emergency Control Group members, Public Inquiry Coordinators (for Attachment A only)
Individuals: County PIO's, community partners, City staff, County staff
Retention Classification: P03
Annex G - Flood Response Plan Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, email
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: Emergency Management staff, Provincial staff, Federal community partners, City staff, County staff
Retention Classification: P03
ARES Response Plan Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City/County staff, community partners
Retention Classification: P03
Business Continuity Plan Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, email
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City staff
Retention Classification: P03
City Council Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City Council members
Retention Classification: P03
Community Emergency Management Coordinator Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, email, pager number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City / County Emergency Control Coordinators
Retention Classification: P03
Control Group Photo I.D.
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, address
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City and County staff
Retention Classification: P03
County Emergency Response Plan Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, address, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: County staff
Retention Classification: P03
Emergency Response Plans Contacts - Peterborough County City Health Unit (Administrative, Appendix A, Family & Child Health, Chronic Diseases & Injury, Environmental Health, Health Promotion, Healthy Babies, Infectious Diseases, Management)
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: Health Unit staff
Retention Classification: P03
Emergency Response Plan - Division Phone List, Cell Phone List, and Staff Badge/Platoon List
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, vehicle number, badge number, area
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City Police staff
Retention Classification: P03
Emergency Response Plan - Information Technology Services Staff Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, email
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: Information Technology Servies staff
Retention Classification: P03
Emergency Response Plan - Third Party Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, address, phone number, email
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: Suppliers
Retention Classification: P03
Emergency Services Staff Resource Directory Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, email
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City staff, community partners
Retention Classification: P03
Environmental Protection Contingency Plan Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City staff
Retention Classification: P03
ESS Staff Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, address, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City and County staff
Retention Classification: P03
Ministry, MP and MPP Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: Ministry staff, Peterborough MP and MPP
Retention Classification: P03
Mutual Aid Plan - Emergency Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, email
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City and County staff
Retention Classification: P03
Needs Assessment Forms
Authority: Emergency Management and Civil Protection Act
Information: Name, address, phone number, insurance and financial information (e.g. Ontario Works client information)
Use: To contact and manage housing and financial requirements
Access: Emergency Responders (City Emergency Social Services staff)
Individuals: Residents impacted by an emergency or disaster
Retention Classification: P03
Ontario CISM Team Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, address, phone number, email
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: Ontario Team members
Retention Classification: P03
Peterborough City County Disaster Trust Fund Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City and County staff, residents
Retention Classification: P03
Peterborough County-City Paramedics Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, email
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: County staff
Retention Classification: P03
Peterborough Fire Services Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, rank, employee number, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City staff
Retention Classification: P03
Peterborough Technology Services Emergency Call Out List
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City staff
Retention Classification: P03
Priority List for Social Housing
Authority: Emergency Management and Civil Protection Act
Information: Name, unit number, priority sequence
Use: To manage housing requirements
Access: Emergency Responders (City Emergency Social Services staff)
Individuals: Residents impacted by an emergency or disaster
Retention Classification: P03
Public Inquiry Database
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, address
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City and County staff, residents
Retention Classification: P03
Public Inquiry Office Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, email
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City and County staff
Retention Classification: P03
Peterborough Utilities Group - Emergency Response Plan
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City staff and Suppliers/Resources
Retention Classification: P03
Red Cross Emergency Response Plan Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, email
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City and County Red Cross staff
Retention Classification: P03
Resource Contacts
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City and County Resources
Retention Classification: P03
Risk Management Database
Authority: Emergency Management and Civil Protection Act
Information: Name, phone number, address, incident information, claim information
Use: Emergency contact only
Access: Emergency Control Group members
Individuals: City staff, residents
Retention Classification: P03
Tenant Information
Authority: Emergency Management and Civil Protection Act
Information: Name, address, income source, insurance information, email
Use: To manage housing requirements
Access: Emergency Responders (City Emergency Social Services staff)
Individuals: Residents impacted by an emergency or disaster
Retention Classification: P03
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| Fire |
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Administrative Contacts
Authority: Municipal Act
Information: Name, home phone number
Use: To contact Fire Department staff
Access: Fire Department staff
Individuals: Fire Department staff
Retention Classification: Updated annually or as information changes
Alarm Response Reports
Authority: Fire Protection and Prevention Act
Information: Name, address, personal details in responses, drivers' licenses, staff names, emergency contacts
Use: To track and process alarm reports
Access: Fire Department staff
Individuals: Clients, accident victims, homeowners, suppression staff
Retention Classification: P05
Call Back System
Authority: Fire Protection and Prevention Act
Information: Name, phone number
Use: To schedule staff
Access: Platoon Chief
Individuals: Fire Suppression staff
Retention Classification: Updated as needed
Peterborough Fire Services Employee Platoon Contacts
Authority: Municipal Act
Information: Name, employee number, phone number (home or cell), rank, speed dial number
Use: To contact Fire employees
Access: Fire Department staff
Individuals: Current Fire Department staff
Retention Classification: Updated annually or as information changes
Scheduling
Authority: Fire Protection and Prevention Act
Information: Name, address, employee number, primary phone number, secondary phone number
Use: To schedule staff, track overtime, sick time, lieu time, banked time
Access: Manager of Staffing and Logistics, Fire Administrative Assistant, Platoon Chiefs, Captains
Individuals: Current and retired Fire Department staff
Retention Classification: H03b
Training Records
Authority: Fire Protection and Prevention Act
Information: Staff names, platoons, ranks
Use: To provide training and track training
Access: Chief Training Officer
Individuals: Current retired staff
Retention Classification: H12
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| Community Services |
| Arenas |
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Facility Rentals
Authority: Municipal Act
Information: Name, address, phone number, company name, booking history, payment information
Use: To book facilities and process payments
Access: Arena Administrator staff
Individuals: Program customers
Retention Classification: A21 & L14
Incident Reports
Authority: Municipal Act
Information: Name, contact information, description of incident
Use: To track and record incidents in Arena facilities
Access: Staff involved, Arena Management
Individuals: Program customers, Arena staff
Retention Classification: P05a
User Groups Files
Authority: Municipal Act
Information: Name, address, phone number, company name, order history, payment information
Use: To track bookings and payments
Access: Arena Administrative staff
Individuals: Program customers
Retention Classification: A21
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| Art Gallery of Peterborough |
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Artists Information
Authority: Cultural Act; Art Gallery of Ontario Act
Information: Address, birth date, death date, exhibit histories, collections, donations
Use: Provenance of art, artist payments, contracts for exhibitions
Access: Art Gallery Director, Curator, and staff assisting in exhibits
Individuals: Artists of works displayed in the Peterborough Art Gallery
Retention Classification: R03
Board Information
Authority: Cultural Act; Art Gallery of Ontario Act
Information: Name, email, phone number
Use: Manage meeting notices
Access: Art Gallery of Peterborough Director
Individuals: Art Gallery of Peterborough Board Members
Retention Classification: H03
Fundraising
Authority: Cultural Act; Art Gallery of Ontario Act
Information: Name, email, phone number, address
Use: For composing invitations to events
Access: Art Gallery staff
Individuals: Invitees to events and Art Gallery of Peterborough media
Retention Classification: M03
Program Registrants
Authority: Municipal Act
Information: Age, name, parents' contact information (for minors), address, email, medical concerns
Use: To confirm registration and payment, and for contacts and information in an emergency
Access: Program instructor
Individuals: Children registered in Art Gallery of Peterborough programs
Retention Classification: R06
Volunteers
Authority: Municipal Act
Information: Name, contact information, police check
Use: To schedule volunteers
Access: Volunteer Coordinator
Individuals: Art Gallery of Peterborough volunteers
Retention Classification: H03
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| Peterborough Museum and Archives |
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Collections Management Records - Donors
Authority: Municipal Act
Information: Name, address, contact information
Use: Museum collection records ensure clear title and ownership
Access: Museum staff
Individuals: Public and private donors
Retention Classification: R03
Public Programs - Registrations
Authority: Municipal Act
Information: Name, address, contact information, age of participant, parent/guardian, health form (medical information)
Use: Programs are age-specific; Contact and health information are for emergency only
Access: Program instructor / educator only
Individuals: Children, youth who register for Museum and Archives programs
Retention Classification: R06
Volunteer Program - Personnel Files
Authority: Municipal Act
Information: Name, address, contact information, criminal record check
Use: To contact volunteers, and perform due diligence checks for those volunteering with a vulnerable population
Access: Museum staff
Individuals: Museum volunteers
Retention Classification: H03 & H16
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| Peterborough Public Library |
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Complaints, Compliments and Inquiries
Authority: Public Libraries Act; Municipal Act
Information: Name, email, phone number, library card number (if applicable), inquiry information - often genealogy related which includes names, date of birth, address, etc
Use: To contact individual with requested information
Access: Library staff
Individuals: Library patrons, members of the community, general public who make requests, complaints or inquiries to the Library
Retention Classification: M04
Consent Forms
Authority: Public Libraries Act; Municipal Act
Information: Name, address, date of birth, phone number, email, gender, library card number
Use: Membership database for library card holders
Access: Library staff, the individual, a consented party (if applicable)
Individuals: Library cardholders
Retention Classification: R02
Consultant Submissions
Authority: Public Libraries Act; Municipal Act
Information: Name, address, phone number, email, resume
Use: Submissions for Requests for Proposals or Tenders
Access: Library staff
Individuals: Third party consultants
Retention Classification: F18
Facility Bookings
Authority: Public Libraries Act; Municipal Act
Information: Name, address, phone number, email, payment method (credit card), insurance certificate
Use: For booking rooms, to complete insurance requirements
Access: Library staff
Individuals: Community members, general public who book Library rooms
Retention Classification: A21
Friends of the Library
Authority: Public Libraries Act; Municipal Act
Information: Name, address, phone number, email
Use: For CRA charitable status reporting, within group for contact purposes
Access: Friends of the Library (FOL) members, Library staff (FOL liaison), Library CEO
Individuals: Friends of the Library members
Retention Classification: R04
Incident Reports
Authority: Public Libraries Act; Municipal Act
Information: Name, address, phone number, email, employee number
Use: Reporting purposes
Access: Risk Management staff, Library staff, Police on request
Individuals: Library staff, general public
Retention Classification: P05 & P05a
Library Board
Authority: Public Libraries Act; Municipal Act
Information: Name, phone number, address, date of birth
Use: For annual CRA Charitable status reporting, and contacting board members
Access: CRA for Charitable Status reporting, Library CEO
Individuals: Library Board members, past and present
Retention Classification: R04
Library Foundation
Authority: Public Libraries Act; Municipal Act
Information:
- Board of Directors: name, address, phone number, email, date of birth;
- Donor: name, address, phone number, payment information
Use: CRA Charitable Status reporting, issuing of tax receipts, donor recognition, within group for contact purposes
Access: Foundation Board members, CRA, Library CEO
Individuals: Foundation Board members, general public
Retention Classification: R04
Library Membership Database
Authority: Public Libraries Act; Municipal Act
Information: Cardholder's name, address, date of birth, phone number, email, gender, library card number; Consent: name of another responsible person (includes parent/guardian); List of items currently checked out from Library
Use: Membership database for library card holders
Access: Library staff, the individual, a consented party (if applicable)
Individuals: Library cardholders
Retention Classification: R02
Program Registration Forms
Authority: Public Libraries Act; Municipal Act
Information: Name, phone number, email, age of participant, library card number
Use: To contact regarding cancellation of a program, to collect statistics
Access: Library staff
Individuals: Library cardholders
Retention Classification: R06
Volunteers
Authority: Public Libraries Act; Municipal Act
Information: Name, address, phone number, email, schedules, criminal record check
Use: To contact volunteers
Access: Library staff
Individuals: Library volunteers
Retention Classification: H03 & H16
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| Recreation |
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Arenas, Parks and Recreation Advisory Committee Contacts
Authority: Municipal Act
Information: Name, address, phone number, email
Use: Correspondence, distribution of meeting minutes and agendas
Access: Recreation staff and committee members
Individuals: Committee members
Retention Classification: Retained until superseded
Canada Day Parade Entries and Applications
Authority: Municipal Act
Information:
- Parade Entry Form: name, address, phone number, email, certificate of insurance, release/waiver, payment details (if applicable), entry details (history of event, etc.);
- Bike Contest Entry Form: name, date of birth, age, name of parent/guardian, phone number, release/waiver;
- Volunteer Application: name, address, phone number, email, age, name of parent/guardian, release/waiver, police and vulnerable sector screening, volunteer opportunity preferences
Use: To organize the Canada Day Parada
Access: Recreation staff
Individuals: Canada Day Parade participants
Retention Classification: P11, R06 & H03
Downtown Youth Space (DYS)
Authority: Municipal Act
Information:
- DYS staff: copies of resumes, evaluations, police check and certifications
- DYS staff contact list: name, address, phone number, email, photo/video release (signed by staff, participant, and parent if participant is a minor)
- Daily sign-in sheet: participant's name, age, grade
- Registration form: name, age, email, parent name, phone number for emergency contacts and medical/allergy information
Use: Operation of Downtown Youth Space and circulation of monthly program calendar
Access: Youth Recreationist and DYS staff
Individuals: Participants of DYS program and Program staff
Retention Classification: H11, H16 & R06
Food Vendor Application - Little Lake MusicFest
Authority: Municipal Act
Information: Name, address, phone number, email, details of what vendor is selling
Use: To process food vendor permits
Access: Marina Coordinator
Individuals: Food vendors
Retention Classification: P11
Junior Parks Program
Authority: Municipal Act
Information:
- Junior Parks staff: copies of resumes, evaluations, police checks and certifications
- Staff contact list: name, address, phone number and email
Use: Operation of Junior Parks Program
Access: Youth Recreationist and Junior Parks Coordinator
Individuals: Program staff
Retention Classification: H11 & H16
Key Deposit
Authority: Municipal Act
Information: Name, phone number, location of facility rented, amount of deposit
Use: To track keys borrowed by facility users
Access: Recreation staff
Individuals: Facility user
Retention Classification: A24
Mayor's Youth Award
Authority: Municipal Act
Information:
- Nominee information: name, address, phone number, email, date of birth, accomplishments, biography, photo
- Nominator information: name, address, phone number, email
Use: Review of nominations and presentation of award at Council
Access: Youth Recreationist
Individuals: Nominees
Retention Classification: M02
Mooring Contracts
Authority: Municipal Act
Information: Name, address, phone number, email, size of boat (length, width, draw)
Use: To reserve seasonal and occasional boat slips
Access: Marina staff
Individuals: Boaters
Retention Classification: L14
Program Registration
Authority: Municipal Act
Information:
- Registrant information: name, age, gender, date of birth, address, phone number, email, parent/guardian name, information on the program the child is registered for, payment information
- Health and Information Forms: name, age, gender, date of birth, address, phone number email, parent/guardian name, information on the program the child is registered for, emergency contact information / individuals authorized for pick-up (name, phone number, relationship to child, special instructions), medical information, if assistive support is required, phone/image release
- Waivers: name of participant, program information, name of parent/guardian
- Class Lists: name of participant, medical information, parent/guardian name, phone number
Use: Participant in program
Access: Recreation staff and program providers (for the duration of camp or program - returned and shredded once camp or program ends)
Individuals: Program registrant
Retention Classification: R06
Recreation Subsidy
Authority: Municipal Act
Information: Applicant name, address, phone number, email, dependent child's/children's name, age, date of birth, program information, absent parent information, address, and reason absent parent is not involved, financial information
Use: To determine eligibility for subsidy, track subsidy and register for program
Access: Recreation staff, Finance staff, Program Provider (they receive a letter stating the City will pay the registration fee on the applicant's behalf and provides: name of parent and child, address, phone number, program details and cost)
Individuals: Subsidy applicants
Retention Classification: F01
Rugby Donations
Authority: Municipal Act
Information: Name of donor, address, phone number, email, amount of donation, payment information
Use: To process a donation
Access: Recreation staff, Rugby Club Executive
Individuals: Donors
Retention Classification: F19
Special Event Application
Authority: Municipal Act
Information: Name, address, phone number, email, event details, certificate of insurance (contains policy and event details), payment information
Use: To permit an event
Access: Recreation staff, Public Works staff and other City divisions as required
Individuals: Special Event applicants
Retention Classification: P11
Sport Field and Tournament Request
Authority: Municipal Act
Information: Name, address, phone number, email, league and tournament details, payment information
Use: To permit rental of sport field facilities for league play and tournaments
Access: Recreation staff and Public Works staff
Individuals: Sport field users
Retention Classification: P11
Youth Commission
Authority: Municipal Act
Information: Name, address, phone numbers, email
Use: Sharing information from community partners, meeting minutes and agendas
Access: Recreation staff and Youth Commission members
Individuals: Youth Commission members
Retention Classification: Updated annually
Youth Council
Authority: Municipal Act
Information: Name, address, phone number, email, date of birth, emergency contact, volunteer experience, contact information for references
Use: To review applications and for correspondence among the Council
Access: Youth Recreationist and Youth Council members
Individuals: Individuals applying for and participating on the Youth Council
Retention Classification: Updated annually
2020 Ontario 55+ Summer Games Organizing Committee Contacts
Authority: Municipal Act
Information: Name, address, phone number, email
Use: Correspondence, distribution of meeting minutes and agendas
Access: Recreation staff and committee members
Individuals: Committee members
Retention Classification: Retained until superseded
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| Social Services |
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Affordable Home Ownership
Authority: Municipal Act; Provincial/Federal program with authority from Council report PLHD12-001
Information: Identifying number, name, address, phone number, financial information, marital/family status, age, employment information, tax information
Use: Application process, annual compliance, review upon home sale (if applicable)
Access: Housing Division staff, Mayor, City Clerk
Individuals: Program clients
Retention Classification: F27
Affordable Housing Action Committee
Authority: Municipal Act; Housing Services Act
Information: Name, address, phone number, email
Use: Annual mail outs of Housing Is Fundamental publication
Access: Social Services Housing staff
Individuals: City Councillors and community members, City staff, agency staff
Retention Classification: C06
Board of Directors Contact List
Authority: Housing Services Act
Information: Name, address, phone number
Use: For program administration
Access: Social Services Housing staff
Individuals: Social Housing Providers' Board of Directors board members
Retention Classification: Updated as needed
Children's Services Client Files
Authority: General Regulation, under the Child Care and Early Years Act; Record Management Operational Practice S00-ADM-233
Information: Client names, spouses and dependents, address, phone number, Social Insurance Number, health card information, assets, school attendance, bank information
Use: Reference, administration of social assistance programs, and Freedom of Information Requests
Access: Social Services staff
Individuals: Social Services clients
Retention Classification: S10
Children's Services Outstanding Overpayment
Authority: Ontario Works Policy Directives # 11.1; Ministry of Education
Information: Name, status, source of income, reason for overpayment, the month and year of the overpayment, and original and current amount owing
Use: Determine current status, payments received and if the overpayment is active. Where the client may be living, if they are currently active on Ontario Works or Children’s Services Programs
Access: Social Services Financial Clerk, City Legal Division
Individuals: Ontario Works and Children's Services clients
Retention Classification: S06
Client Tracking System
Authority: Ontario Works Policy Directives # 11.1; Peterborough Employment Resource Centre Operational Practice S04-OW-0239
Information: Information obtained to register and track use of resource centre services including name, address, age, and some employment information
Use: Verify person is registered to access the servies and record information on accessing the resource centre
Access: Resource Centre staff use the application with aggregate information accessed by managers
Individuals: Ontario Works and Ontario Disability Support Program clients
Retention Classification: S04
Emergency Preparedness - Housing staff
Authority: Municipal Act
Information: Name, address, phone number, email, emergency contact
Use: Emergency contact only
Access: Social Services Housing staff
Individuals: Social Services Housing staff
Retention Classification: P03
Emergency Preparedness - Social Housing Providers
Authority: Municipal Act
Information: Name, address, phone number, email
Use: Emergency contact only
Access: Social Services Housing staff
Individuals: Social Housing Providers
Retention Classification: P03
Government of Ontario Public Key Infrastructure (GO-PKI) Registration Authorities
Authority: Ontario Works Act
Information: Employee name, drivers license number or health card number
Use: Requirement to gaining authorization to use Social Assistance Management System database (SAMS)
Access: Social Services managers, supervisors, Systems Network Support Specialist
Individuals: Social Services staff
Retention Classification: A24
Homelessness Individuals and Families Information System (HIFIS)
Authority: Housing Services Act, 2011, sections 12, 13.1, and 19.1
Information: Contact us for additional information.
Use: Providing service under the Homelessness Coordinated Access System
Access: Social Services staff, Emergency Shelter staff, FourCAST staff
Individuals: People experiencing homelessness and people participating in housing programs or supportive programs
Retention Classification: S08
Homemaker Files
Authority: Homemaking Services Operational Practice S04-HN-0064; Homemaker and Nursing Services Act
Information: Name, address, phone number, assist level, spouses, dependent children or adult
Use: Following approval, files are accessed regularly to address issues occurring. Every summer a new application is updated by the case manager
Access: Social Services staff
Individuals: Low income residents of the City and County of Peterborough. May include Ontario Works or Ontario Disability Support applicants
Retention Classification: S07
I-Book Client Appointments
Authority: Ontario Works Act
Information: Name, address, phone number of Ontario Works and Children's Services clients who have scheduled an appointment with their case manager
Use: To make client appointments with division staff
Access: Social Services staff
Individuals: Ontario Works and Children's Services clients
Retention Classification: S05 & S10
Ontario Child Care Management System
Authority: Child Care and Early Years Act
Information: Name, address, financial information, phone number, Social Insurance Number, date of birth, day care provided
Use: To manage the fee subsidy for child care
Access: Social Services Case Managers, Program Managers, Administration staff
Individuals: Social Services clients, staff and homeowners
Retention Classification: S01 & S10
Ontario Works Case Files
Authority: Ontario Works Policy Directives # 11.1; Record Management Operational Practice S00-ADM-233
Information: Client names, spouses and dependents, address, phone number, Social Insurance Number, health card information, assets, school attendance, application, bank information
Use: Reference, administration of social assistance programs, and Freedom of Information requests
Access: Social Services staff
Individuals: Social Services clients
Retention Classification: S05
Peterborough Renovates Program
Authority: Municipal Act; Provincial/Federal program with authority from Council report PLHD12-001
Information: Identifying number, name, address, phone number, financial information, marital/family status, age, employment information, tax information, medical information (physician notes)
Use: To manage application process, for review upon home sale (if applicable), and annual compliance checks
Access: Social Services Housing staff, Habitat for Humanity Peterborough and District staff, Wigwamen staff
Individuals: Peterborough Renovates Program clients
Retention Classification: F27
Rent Rolls
Authority: Housing Services Act
Information: Name, address, phone number, rent amounts of some Social Housing Providers
Use: To ensure program compliance and for financial analysis
Access: Social Services Housing staff
Individuals: Program clients
Retention Classification: F27
Rent Supplement Programs (copies of invoices)
Authority: Municipal Act; Housing Services Act; Council Authority
Information: Name, address, phone number, identifying number
Use: To ensure program compliance
Access: Housing Resource Centre staff, Peterborough Housing Corporation staff, Social Services Housing staff
Individuals:Program clients
Retention Classification: F27
Social Housing Complaints and Resolutions
Authority: Housing Services Act
Information: Name, address, phone number, complaints, replies to complaints
Use: Program compliance
Access: Social Services Housing staff, Social Housing Provider (as appropriate), Mayor's Office
Individuals: Social Housing tenants, general public who submit complaints
Retention Classification: S11
Trespass Notices
Authority: Safety and Service Operational Practice
Information: Name, member identification number
Use: Reviewed by Administration Assistants and/or Program Managers to manage trespass orders for Social Services
Access: Social Services staff
Individuals: Social Services clients
Retention Classification: Retained until expiry of trespass order
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|
| Corporate and Legislative Services |
| Clerk's Office |
|
Advisory Committee Applications
Authority: Municipal Act
Information: Name, address, email, phone number, resume
Use: To select qualified applicants for Council Advisory Committees
Access: Clerk's Office staff, Advisory Committee Selection Committee
Individuals: Members of the public who apply for positions on Advisory Committees
Retention Classification: Information disposed of once successful applicants are selected
Business Licenses
Authority: Municipal Act
Information: Name, address, email, phone number
Use: To register and regulate certain categories of businesses
Access: Clerk's Office staff, Building staff, Fire Services staff, Health Unit staff
Individuals: Members of the public registering a business in certain regulated categories
Retention Classification: P09
Civic Awards Applications
Authority: Municipal Act
Information:
- Nominator: name, address, email;
- Nominee: name, address, phone number, details of volunteer or athletic experience relating to award
Use: To determine qualification for City of Peterborough Civic Awards, to prepare presentation speeches for award ceremony
Access: Civic Award Selection Committee, presentation speeches containing nominee name and volunteer/athletic achievements are made public
Individuals: Civic award nominees and those who have nominated them
Retention Classification: M02
Claims Against the Municipality
Authority: Municipal Act; Limitations Act
Information: Name, address, incident information
Use: To process claims against the City
Access: Clerk's Office staff, Risk Management staff, Legal staff, City Division managers where applicable
Individuals: Anyone who submits a claim against the City
Retention Classification: L02 & L02a
Election Candidates' Financial Statements and Auditor's Reports
Authority: Municipal Elections Act
Information: Name, address, email, campaign contributions, donor information
Use: Available to the public to review campaign spending
Access: City Elections staff, available to the public on the City's website after documents are filed
Individuals: City of Peterborough Municipal Election Candidates
Retention Classification: C07
Election Nomination Papers
Authority: Municipal Elections Act
Information: Name, address, email, qualifying address, mailing address
Use: Form is completed to become an election candidate in a municipal election
Access: City Elections staff, available to the public on request
Individuals: Election candidate nominees
Retention Classification: C07
Emergency Contact List
Authority: Municipal Act
Information: Name, address, phone numbers, emergency contact and phone number, family doctor’s name, allergy information, home email, and date of birth
Use: To contact Clerk's Office staff in an emergency
Access: Clerk's Office staff
Individuals: Clerk's Office staff
Retention Classification: Information disposed of once individual no longer works in the Clerk's Office
Freedom of Information Appeals Files
Authority: Municipal Freedom of Information and Protection of Privacy Act
Information:
- Appeals pertaining to General Requests: name, contact information, substance of request, representations from appelant;
- Personal Information Requests: varies depending on substance of request, e.g. information contained in Social Services Ontario Works file
Use: To work with the Information and Privacy Commissioner of Ontario to seek resolution of Appeals
Access: Clerk’s Office staff, appellant or persons authorized to act on their behalf, Mediators/Adjudicators of Information and Privacy Commissioner of Ontario
Individuals: Individuals who appeal decisions relating to Freedom of Information Requests that they have submitted
Retention Classification: A17
Freedom of Information Request Files
Authority: Municipal Freedom of Information and Protection of Privacy Act
Information:
Use: To fulfill Freedom of Information requests
Access: Clerk's Office staff
Individuals: Individuals who submit a Freedom of Information request
Retention Classification: A17
Marriage Ceremony Schedule
Authority: Marriage Act
Information: Name, address, phone number, date and time of wedding
Use: To schedule wedding ceremonies performed by the Clerk’s Office
Access: Clerk's Office staff
Individuals: Applicants who have scheduled City Hall marriage ceremonies or requested to be on the waiting list
Retention Classification: L12a
Marriage Licenses
Authority: Marriage Act
Information: Name, age, address and religion of applicants, proposed place and date of marriage, applicants’ province/country of birth; applicants’ parents’ names and province/country of birth
Use: To prepare marriage licenses for applicants
Access: Clerk's Office staff
Individuals: Marriage license applicants and their parents
Retention Classification: L12 & L12a
Marriage Register
Authority: Marriage Act
Information: Names, address, occupations, religion, parents’ names, province or country of birth and witnesses’ names addresses
Use: To record details of wedding ceremony as per the regulations of the Marriage Act
Access: On request, available to the Office of the Registrar General
Individuals: Individuals married by the City Clerk or designates
Retention Classification: L12
Pending Freedom of Information Request Files
Authority: Municipal Freedom of Information and Protection of Privacy Act
Information:
- General Requests: name, contact information, substance of request;
- Personal Information Requests: varies, depending on substance of request, as these requests have yet to be initiated, generally the files contain the name and contact information of the would-be requester, as well as the substance of their request
Use: To assist would-be requesters in getting their requests to a point where they can be initiated
Access: Clerk's Office staff
Individuals: Individuals who seek to submit Freedom of Information Requests
Retention Classification: A17
Privacy Breach Files
Authority: Municipal Freedom of Information and Protection of Privacy Act
Information: Information pertaining to incidences wherein personal information is improperly disclosed, as provided to us by the Department/Division in which the breach occurred. This generally includes name and contact information of individual whose personal information has been improperly disclosed
Use: To respond to the breach and to notify the Information and Privacy Commissioner of Ontario about the breach
Access: Clerk's Office staff
Individuals: Individuals whose personal information has been improperly disclosed by City Staff
Retention Classification: A17
Vital Statistics Registers
Authority: Vital Statistics Act
Information:
-
Deaths: name, date of death, place of death, age, sex, informant to funeral home, cause of death is recorded for deaths prior to Jan 1/2012
-
Births: name and sex of child, date of birth, place of birth, name and address of mother, name of father
- Stillbirths: name and sex of deceased, date of stillbirth, place of stillbirth, name and address of mother, name of father, cause of stillbirth if prior to Jan 1/2012
Use: Data from deaths is used to clean the voters’ list (authority Municipal Elections Act)
Access: Clerk’s Office staff; deaths occurring out of City boundaries are sent to the appropriate Municipality’s Division Registrar
Individuals: Deceased individuals whose arrangements have been made by local funeral homes, and individuals born within City boundaries
Retention Classification: L12
Voters' List
Authority: Municipal Elections Act
Information: Name, age, birth date, citizenship status, residency (owner, tenant), school support, if elector is Roman Catholic
Use: To conduct Municipal and School Board elections
Access: Available for residents to search their own name, and on written request copies are provided to:
- An excerpt is provided to candidates with the part of the list that contains names of electors entitled to vote for that office;
- The secretary of a local board, any of whose members are required to be elected at an election conducted by the Clerk, or that has submitted a question to electors;
- The Clerk of the local municipality responsible for conducting the elections in any combined area for school board purposes;
- The Minister, if he or she has submitted a question to the electors;
- An individual, corporation or trade union that is registered under section 39.1. 1996, c. 32, Sched., s. 23(3); 2009, c. 33, Sched. 21, s. 8(12).
On the written request of a member of the House of Commons or the Assembly who represents any part of the Clerk’s municipality.
Individuals: Qualified municipal electors in the City of Peterborough
Retention Classification: C07
Voting Location Staff Contact List and Employment Applications
Authority: Municipal Elections Act
Information: Name, address, phone number, email, related work experience, exam results
Use: To determine eligibility to work in a municipal election and to coordinate election day staff
Access: Clerk's Office staff; Election Day staff
Individuals: Election Day employees
Retention Classification: C07
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| Financial Services |
|
Collections
Authority: Municipal Act
Information: Name, address; May contain drivers’ license number, banking information, workplace
Use: To process payment collections on behalf of City divisions
Access: Tax Division staff
Individuals: Members of the public who owe payments to City Divisions that have been sent to collection through Tax
Retention Classification: F02
Employee Payroll
Authority: Municipal Act; Income Tax Act; Workplace Safety and Insurance Act; Canada Pension Plan; Unemployment Insurance Act
Information: Name, Social Insurance Number, address, phone number, banking information, T4, employee number
Use: To process payroll for City employees
Access: Payroll staff, Human Resources staff, Chief Accountant, City Division managers
Individuals: City staff
Retention Classification: F16
Income Tax Receipts
Authority: Income Tax Act; Canada Revenue Agency
Information: Name, address, phone number
Use: For forwarding income tax receipts to recipients
Access: Financial Services Division staff, Charity List, Canada Revenue Agency upon request
Individuals: Donors to the City of Peterborough
Retention Classification: F19
Property Tax Records
Authority: Municipal Act
Information: Name, address, pre-authorized payment information, phone number(s), email, tax bills. In some cases, power of attorney, wills, and copy of death certificates
Use: To process tax payments
Access: Tax Division staff, In some cases (refunds) Accounts Payable Finance staff
Individuals: Residents who pay taxes to the City
Retention Classification: F11, F12, and F22b
Provincial Offences Refunds
Authority: Municipal Act
Information: Name, address
Use: To process and pay refunds for overpayments or payments in error to the Provincial Offences Office
Access: Accounts Payable Finance staff, POA staff
Individuals: Members of the public who have paid ticket fees to Provincial Offences
Retention Classification: F01
Seniors' Tax Rebate
Authority: Municipal Act
Information: Name, address, phone number, email, date of birth
Use: To process the seniors tax rebate
Access: Tax Division staff
Individuals: Seniors who are eligible for the seniors tax rebate
Retention Classification: F23
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| Human Resources |
|
Electronic Correspondence
Authority: Employment Standards Act
Information: Name, address, medical information, personal details
Use: Updates and communications with staff
Access: Human Resources staff
Individuals: Current and past employees
Retention Classification: H03
Employee Benefit Coverage Information for Nexus Actuarial Review
Authority: Municipal Act
Information: Employee name, Social Insurance Number, sex, benefit and salary information
Use: Used for actuarial audit
Access: Human Resources staff and Actuary
Individuals: Current employees and retirees receiving benefits
Retention Classification: H02
Employee Issue Files
Authority: Employment Standards Act; Labour Relations Act
Information: Details pertaining to an investigation or negotiation regarding an employee issue
Use: Reference as needed and to manage issues
Access: May be disclosed to legal counsel, arbitrators, etc.
Individuals: Current and past employees, 3rd parties involved in an issue/dispute
Retention Classification: H03
Employee Medical / Attendance Awareness Files
Authority: Employment Standards Act
Information: Employee name, contact information, attendance records, medical information
Use: To manage excessive absenteeism, store employee health information and recognize employees with perfect attendance
Access: Human Resources staff, Legal counsel, City Division Managers
Individuals: Current and past employees with medical or attendance issues
Retention Classification: H18
Employee Personnel Files
Authority: Employment Standards Act
Information: Name, contact information, employee history, wage and benefit information
Use: To maintain employee information, accessed for OMERS processing, payroll processing
Access: Human Resources staff
Individuals:City staff
Retention Classification: H03
Grievances
Authority: Labour Relations Act
Information: Employee name, employee number, notice and replies, grievance decisions and supporting documentation
Use: Reference for current grievances
Access: Human Resources staff, City Division Managers, Legal Counsel
Individuals: Current and past employees with grievances
Retention Classification: H14
LMS - Training Database
Authority: Employment Standards Act
Information: Name, employee number, licenses, training scores
Use: To track training, and renewal deadline for training and licenses
Access: Human Resources staff, City Division managers and employees
Individuals: Current and past employees
Retention Classification: H03
Long Term Disability Files
Authority: Employment Standards Act
Information: Employee name, contact information, earnings information, employment information, confidential health information
Use: Used to manage long term disability claims, coordinate Return to Work program
Access: Human Resources staff, City Division Managers
Individuals: Current and past employees involved with the Return to Work Program or long term disability claims
Retention Classification: H13a
Ontario Municipal Employees Retirement System 119 Spreadsheets
Authority: Municipal Act
Information: Employee name, employee number, earnings information, Social Insurance Number, contributions
Use: History of information for annual OMERS 119 reconciliation
Access: Human Resources staff
Individuals: Current and past employees
Retention Classification: H07
Public Works Test Records
Authority: Occupational Health and Safety Act
Information: Name, employee number, contact information, employment information, test results, some health information where applicable
Use: Ensure proper training has been completed, Hearing tests used as a preventative measure to manage work related hearing loss
Access: Human Resources staff and City Division managers
Individuals: Current and past employees
Retention Classification: H17
Recruitment Competition Files
Authority: Employment Standards Act; Municipal Act
Information: Education, employment history, address, phone number, views/opinions of interviewing staff
Use: To select candidates for vacant positions. Archived files used for historical purposes
Access: Human Resources staff, hiring managers, interview panel members
Individuals: City staff, unsuccessful applicants for employment positions
Retention Classification: H11 & H11a
Retiree Files
Authority: Employment Standards Act
Information: Retiree name, address, salary, benefits information
Use: Confirm information, process death claims
Access: Human Resources staff, City Division managers
Individuals: Past employees
Retention Classification: H03a & H03b
Termination Files
Authority: Employment Standards Act
Information: Employee name, Social Insurance Number, sex, benefit and salary information
Use: Processing terminations
Access: Human Resources staff
Individuals: Past employees
Retention Classification: H01 & H03
WSIB Files
Authority: Workplace Safety and Insurance Act
Information: Employee name, contact information, earnings and employment information, confidential health information
Use: To manage WSIB claims, monitor costs, appeals, coordinate Return to Work program
Access: Human Resources staff, City Division managers, legal counsel
Individuals: Current and past employees
Retention Classification: H13
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| Legal Services |
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Court Services - Complaints
Authority: Municipal Act
Information: Name, email, complaint
Use: Submitted to Ministry of Attorney General, kept in office for reference if needed
Access: Legal staff, Ministry of Attorney General
Individuals: Members of the public submitting complaints
Retention Classification: M04
Court Services - Disaster Response Plan
Authority: Municipal Act
Information: Names, home addresses, phone numbers of POA staff
Use: To contact staff in case of an emergency or disaster
Access: Manager of Court Services
Individuals: Court Services staff
Retention Classification: P03
Legal Services Files and Index System
Authority: Municipal Act
Information:
- General - Individuals’ names, address, phone number, fax number, email
- Employee – name, address, phone number, email, employee history, resume, credit card number, performance appraisals, vacation requests;
- Agreements – Individuals’ name and address, phone number, fax number, email; lawyer contact information; signed and executed legal agreements and related information
- General Complaints/Prosecutions/Litigation – inquiry and complaint information, incident reports, individuals’ names and address, phone number, fax number, email; lawyer contact information, licence plate number, vehicle make and model, police and witness information, medical information, lawyer information
- Lease/Licence Agreements – name, address, phone number, fax number, email, legal property information, rental agreement terms, insurance, lawyer contact information
- Land related files – name, address, phone number, fax number, email, marital status, date of birth, legal property information, lawyer contact information, invoices from lawyer and real estate commission, Agreements of Purchase and Sale, letters of credit, developers information, development plans, insurance particulars, mortgage details, tax sale documents and correspondence, roll number, corporate, bankruptcy and PPSA searches, environmental reports, appraisal reports
Use: Proper administration of legal activities for the municipality
Access: Legal Services Staff and/or client departments, outside lawyers, opposing counsel, Court staff, MPAC, etc.
Individuals: Individuals having dealings with the municipality including, for example, purchasers; vendors; mortgagees or mortgagors; lessees or lessors; developers; homeowners; complainants; developers; litigants; City employees; etc.
Retention Classification: L04, L07 & L13
The Conveyancer Computer Program
Authority: Municipal Act
Information: Name and address; phone and fax number and email, legal descriptions, property information, lawyer contact information, executed Agreements of Purchase and Sale, Roll number, legal documents and correspondence
Use: To prepare real estate documentation for real estate closings (purchases and sales)
Access: Legal Services Staff and/or client departments, lawyers acting for vendor or purchaser, MPAC
Individuals: Purchasers, vendors
Retention Classification: L07
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| Infrastructure and Planning Services |
| Airport |
|
Gala Tickets
Authority: Municipal Act
Information: Name, payment information, email
Use: To process to payments for gala tickets
Access: City Airport staff
Individuals: Anyone who buys a gala ticket
Retention Classification: R06; Payment information is immediately disposed of once payment is processed
General Aviation Tenants
Authority: Municipal Act
Information: Name, address, phone number, email
Use: To manage rentals of space
Access: City Airport staff
Individuals: Anyone renting space in the general aviation area
Retention Classification: Disposed of when no longer a tenant
Loomex Employee Background Checks
Authority: Municipal Act
Information: Name, criminal record check
Use: Requirement for contractor to provide to the City as part of the contractor’s agreement
Access: City Airport Administrator
Individuals: Loomex employees
Retention Classification: H16
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| Building Services |
|
Enforcement
Authority: Municipal Act; Provincial Offences Act; Criminal Code; City Property Standards By-laws
Information: Name, address, phone number, violation, officer notes, photographs, order to comply, complainant’s name, in some cases legal information related to a duty to report legal infractions (family or custody information, etc.)
Use: Investigate complaints, enforce municipal by-laws and legislation
Access: Building Division staff, occasionally information sent to Police
Individuals: Members of the public who are involved with Enforcement Services
Retention Classification: P01
Building Permits and Inspections
Authority: Municipal Act; Building Code Act
Information: Name, address, phone number, plans, letter of authorization from owner, power of attorney (in some cases), occasionally legal information regarding power of sale, foreclosure, etc.
Use: To ensure compliance with the Building Code, and proper authorization for all applicable new builds and renovations
Access: Building Division staff, Heritage Preservation staff, Facilities Management staff
Individuals: Anyone who applies for a building permit
Retention Classification: P10
Call Logs
Authority: Municipal Act
Information: In some cases, name, address, phone number, complaint
Use: To manage complaints, building permits and other activities of the Building Division
Access: Building Division staff
Individuals: Anyone who leaves a voicemail message for a Building Division staff member
Retention Classification: P02
External Resumes
Authority: Municipal Act; Employment Standards Act
Information: Resumes, contact information, name, address, professional background information
Use: To source potential staff for Building Division positions
Access: Chief Building Official, Deputy Chief Building Official, Manager of Enforcement Services
Individuals: Anyone who submits a resume directly to the Building Division
Retention Classification: H11
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| Engineering and Infrastructure Services |
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General Complaints
Authority: Municipal Act
Information: Name, possible address and phone number
Use: To solve issues from residents
Access: Engineering and Infrastructure staff
Individuals: Residents who submit complaints
Retention Classification: M04
Low-Flow Toilet Rebate Applications
Authority: Municipal Act; Council Report CSD12-007
Information: Name, address, phone number, number of people living at that address, Peterborough Utilities Account number
Use: Name and address used to mail out the Low-flow Toilet Rebate cheques to their home address
Access: Infrastructure Staff, Accounts Payable Clerk
Individuals: Homeowners in the City of Peterborough who apply for rebate
Retention Classification: E20
Permits - Wide load, Trees
Authority: Municipal Act; Consumer Protection Act
Information: Name, address, insurance coverage
Use: Approve permit of Use of Municipal Property, determine if a tree can be pruned or removed, replanting if necessary
Access: Urban Forestry, Engineering, and Traffic staff
Individuals: Applicant for permit
Retention Classification: P11
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| Parking Services |
|
Drivers' Abstracts
Authority: Municipal Act
Information: Name, license plate information, driver information
Use: To manage contract Parking Division staff
Access: Risk Management Division staff, Parking Division staff
Individuals: Contract Parking Division staff
Retention Classification: Destroyed once it is superseded
Emergency Contacts
Authority: Municipal Act
Information: Name of employee, name, phone number(s) and email of emergency contact person
Use: For use in emergency situations only
Access: Parking Division management
Individuals: Parking Division staff and contract staff
Retention Classification: Destroyed when employee no longer works with the Parking Division
Parking Permits
Authority: Municipal Act
Information: License plate number, vehicle make/model
Use: To process parking permits
Access: Parking Division staff and contract staff
Individuals: Public who apply for City of Peterborough parking permits
Retention Classification: P11
Ticket Tracker System
Authority: Municipal Act
Information: License plate number, vehicle ownership information
Use: To ensure parking tickets are paid
Access: Parking Office staff, Ministry of Transportation staff, Provincial Offences Office staff, some Peterborough Technology administration staff
Individuals: The public who receive parking tickets in The City of Peterborough
Retention Classification: Vehicle ownership info: deleted one year after ticket is paid or collectible by court as per Ministry of Transportation requirements; license plate number: retained permanently
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| Planning Services |
|
Committee of Adjustment Files (Minor Variance and Consent Applications)
Authority: Planning Act
Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails
Use: To verify ownership of the property which is the subject of the application
Access: City staff, Committee of Adjustment members, City residents via notices published in the newspaper and mailed to adjoining property owners, Ontario Municipal Board (is application is appealed)
Individuals: Property owners and their agents, if applicable
Retention Classification: D10
Cell Tower Applications
Authority: Planning Act
Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails
Use: To verify ownership of the property which is the subject of the application
Access: City staff, City residents via notices mailed to property owners, Industry Canada, commenting agencies, City Council
Individuals: Property owners and their agents, if applicable
Retention Classification: D25
City Property Owners / Agents
Authority: Planning Act
Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails
Use: To identify property owners and any applicants and/or agents connected to applications on specific properties
Access: City staff
Individuals: Property owners and their agents, if applicable
Retention Classification: P01a
Community Improvement Plan Applications
Authority: Planning Act
Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails
Use: To verify ownership of the property which is the subject of the application
Access: City staff
Individuals: Property owners and their agents, if applicable
Retention Classification: D18
Land Sale or Acquisition Files
Authority: Municipal Act
Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails
Use: To verify ownership of the property being bought/sold, preparation of Agreements of Purchase and Sale and all legal documentation in connection with transaction
Access: City staff, other party’s solicitor, real estate agents, surveyors, appraisers, financial institutions, and any other companies or agencies as may be required
Individuals: City property owners
Retention Classification: L07
Site Plan Applications
Authority: Planning Act
Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails
Use: To verify ownership of the property which is the subject of the application
Access: City staff, City residents via notices mailed to adjoining property owners, Ontario Municipal Board (if application is appealed), commenting agencies, City Council
Individuals: Property owners and their agents, if applicable
Retention Classification: D08
Subdivision / Condominium Files
Authority: Planning Act
Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails
Use: To verify ownership of the property which is the subject of the application
Access: City staff, City residents via notices mailed to property owners, Ontario Municipal Board (if application is appealed), commenting agencies, City Council
Individuals: Property owners and their agents, if applicable
Retention Classification: D12
Various Committee Files
Authority: Planning Act; Municipal Act
Information: Names, addresses, phone numbers, fax numbers, emails of Committee members
Use: For distribution of committee correspondence
Access: City staff, Committee members
Individuals: Property owners and their agents, if applicable
Retention Classification: D10
Zoning By-law and Official Plan Applications
Authority: Planning Act
Information: Owners’ / Applicants’ / Agents’ names, addresses, phone numbers, fax numbers, emails
Use: To verify ownership of the property which is the subject of the application
Access: City staff, City residents via notices published in newspaper and mailed to property owners, Ontario Municipal Board (if application is appealed), commenting agencies, City Council
Individuals: Property owners and their agents, if applicable
Retention Classification: D08
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| Public Works |
|
After Hours Answering Service
Authority: Municipal Act
Information: Name, contact information, address, concern
Use: To manage intake of calls when office is closed and provide a record for staff to respond to and prioritize
Access: Public Works staff
Individuals: Members of the public
Retention Classification: Varies depending on nature of concerns and result of initial response
Boulevard Permits
Authority: Occupational Health and Safety Act; Municipal Act
Information: Name, address, phone number, location of work, type of work, may have fee information
Use: To track and manage City infrastructure
Access: City Inspectors, Public Works admin team, Public Works management
Individuals: Members of the public or business who apply for boulevard permits
Retention Classification: T06
Curb Cut Applications
Authority: Occupational Health and Safety Act; Municipal Act
Information: Name, address, phone number, payment information
Use: Used to track and issue work orders
Access: Public Works staff, Contractor (location and cut information)
Individuals: Residents and businesses involved in curb cut applications
Retention Classification: T06
Employee Contact Information
Authority: Municipal Act
Information: Name, employee number, contact information, seniority date
Use: To contact, schedule and train staff
Access: Public Works Management, Foreman and Public Works administrative team
Individuals: Public Works staff
Retention Classification: H02, H03, H08 & H12
Forestry Works Orders
Authority: Environmental Protection Act; Municipal Act
Information: Name, address, contact information
Use: To respond to concerns regarding City trees
Access: Forestry staff, Public Works Management, Enforcement Services staff
Individuals: Members of the public who submit concerns about City trees
Retention Classification: E04
General Complaint Sheets
Authority: Municipal Act
Information: Name, address, phone number, description of concern
Use: To respond to public concerns
Access: Crews responding to concerns, Public Works management, depending on concern other divisions to coordinate response and/or Corporate Management
Individuals: Members of the public who submit complaints
Retention Classification: Varies: Most are transitory and are disposed of when no longer needed, other retention categories may apply depending on the content of the complaint
Operator Files
Authority: Occupational Health and Safety Act; Workplace Safety and Insurance Act; Municipal Act
Information: Name, licensing information, training records
Use: To ensure compliance with our Commercial Vehicle Operator’s Registration (CVOR) and manage staff performance
Access: Risk Management staff, Public Works Management
Individuals: Public Works staff
Retention Classification: H03
Sewer Works Orders
Authority: Environmental Protection Act; Municipal Act
Information: Name, address, contract information, complaint and resolutions
Use: To track sewer complaints and resolutions
Access: WWC Team, Public Works Management, property owner, Clerks division, Insurer if claims apply
Individuals: Members of the public, City employees, City Management, Agents
Retention Classification: E01
Voicemail Ledger
Authority: Municipal Act
Information: Name, phone number, address, topic and sometimes response
Use: To respond to inquiries and concerns from the public, may generate work orders or other documentation
Access: Public Works staff
Individuals: Members of the public who leave voicemail at Public Works
Retention Classification: Varies depending on nature of concerns and result of initial response
WSIB Information
Authority: Occupational Health and Safety Act; Municipal Act
Information: Name, contact information, injury/illness information, medical prognosis and limitations
Use: To ensure worker safety and to provide return to work accommodations for the employee
Access: Human Resources staff, Public Works Management
Individuals: Public Works staff
Retention Classification: H13
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| Traffic |
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Application for Temporary Use of Road Allowance
Authority: Municipal Act
Information: Name, address, phone number, fax, email
Use: To provide applicant with approval from the City
Access: On request, other Contractors or City Staff
Individuals: Contractors
Retention Classification: T09
Crossing Guard Employee Information
Authority: Municipal Act; Employee Standards Act
Information: name, address, phone number, emergency contact and start date, photos
Use: To contact/mail employee or emergency contact, and to identify staff (photos)
Access: Traffic staff, Lead Crossing Guards
Individuals: Employees and Emergency Contacts
Retention Classification: T13
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| Transit |
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Handivan Applications
Authority: Municipal Act
Information: Name, address, phone numbers, email, date of birth, emergency contact information, some medical information
Use: To manage handivan service
Access: Transit Division management
Individuals: Customers who apply to use the handivan
Retention Classification: T03
Seniors and Ontario Disability Support Program Passes
Authority: Municipal Act
Information:
Use: To manage discounted transit passes
Access: Transit Division management
Individuals: Customers who apply for the senior or ODSP discounted bus passes
Retention Classification: T03
Support Person Passes
Authority: Municipal Act
Information: Name, address, phone numbers, email, date of birth, emergency contact information
Use: To manage support person passes for eligible transit customers
Access: Transit Division management
Individuals: Transit customers who apply for support person passes
Retention Classification: T03
Training Files
Authority: Employment Standards Act
Information: Name, address phone numbers, emails, employee number, medical assessment
Use: To manage training of transit employees
Access: Transit Division training staff
Individuals: Transit Division staff
Retention Classification: H12
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| Waste Management |
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Backyard Composter Survey
Authority: Waste Diversion Act
Information: Name, address, phone number
Use: To manage the composting project and solicit feedback from participants
Access: Waste Management staff
Individuals: Homeowner or resident of residence participating in pilot
Retention Classification: E07
Compost Orders
Authority: Waste Diversion Act
Information: Name, address, phone number
Use: For residents to order compost
Access: Waste Management staff, Public Works staff
Individuals: Resident ordering compost
Retention Classification: E07
Curbside Complaints for Garbage / Recycle
Authority: Waste Diversion Act
Information: Name, address, phone number
Use: To correspond with resident making complaint and manage complaints
Access: Waste Management staff
Individuals: Resident and/or owner of home who is making complaint
Retention Classification: M04
Large Article Pick-Up
Authority: Waste Diversion Act
Information: Name, address, phone number
Use: To manage the large article pick-up program
Access: Waste Management staff, Public Works staff
Individuals: Residents who participate in the large-article pick-up program
Retention Classification: E07
Medical Exemptions
Authority: Waste Diversion Act
Information: Name, address, phone number, medical information
Use: To manage extra garbage allowance for residence with eligible medical issues
Access: Waste Management staff, Public Works staff
Individuals: Medically eligible residents
Retention Classification: Updated as required
Multi-Residential Database
Authority: Waste Diversion Act
Information: Name, address, phone number, email
Use: To manage garbage pick-up at multi-residence properties
Access: Waste Management staff
Individuals: Homeowner and/or resident of multi-resident properties
Retention Classification: Updated as required
Pilot Project for Organics
Authority: Waste Diversion Act
Information: Name, address
Use: To manage participation in the organics pilot project
Access: Waste Management staff
Individuals: Homeowner and/or tenant of residence participating in pilot
Retention Classification: E07
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