Vital Statistics register (Deaths and stillbirths; births that occurred before January 26, 2009)
Location: Electronic: Secure Divisional Drive on corporate network; paper: Clerk's Office vault and secure file storage room
Authority: Vital Statistics Act
Information: Deaths: name, date of death, place of death, age, sex, informant to funeral home, cause of death is recorded on deaths registered prior to January 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 is captured on records prior to January 1, 2012
Use: Prescribed information from statements of death are recorded on a weekly basis; data is reviewed during municipal elections to cleanse the voters' list
Access: Data from deaths occurring out of the City boundaries is forwarded to the appropriate Division Registrar
Individuals: deceased individuals whose arrangements have been made by local funeral homes
Retention: L12
Marriage Licence Database
Location: Electronic: Secure Divisional Drive on corporate network; paper: Clerk's Office vault and secure file storage room
Authority: Marriage Act
Information: Name, age, address and religion of applicant; proposed place and date of marriage; applicant's province/country of birth; applicant's parents' names and province/country of birth
Use: To prepare licences for applicants
Access: Marriage Act Sections 13 (2) and 13 (3) Any person is entitled, upon application, to have a search made respecting any licence issued within three months immediately preceding the date of application, The search shall not disclose any information other than whether or not a licence has been issued and, if so, the date of issue of the licence.
Individuals: Marriage licence applicants
Retention: L12
Marriage Ceremony Schedule
Location: Electronic: Secure Divisional Drive on corporate network; paper: Clerk's Office vault and secure file storage room
Authority: Marriage Act
Information: Name, address and phone number of applicants, date and time of wedding
Use: To schedule wedding ceremonies performed by the Clerk's Office
Access: Clerk's office staff
Individuals: Couples who have scheduled City Hall marriage ceremonies or requested to be on the waiting list
Retention: L12a
Marriage Register
Location: Clerk's Office vault and secure file storage room
Authority: Marriage Act
Information: Applicants: name, address, occupation, religion, parent's names and province or country of birth
Witnesses: name and address
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 and designates
Retention: L12
Voters' List
Location: Electronic: Secure Divisional Drive on corporate network
Authority: Municipal Elections Act, 1996
Information: Name, birthdate, citizenship status, school support, if elector is Roman Catholic
Use: To conduct the Municipal & School Board election
Access: Available for residents to search for their own name
On written request copies are provided to the following:
1. an excerpt is provided to candidates with the part of the voters’ list that contains the names of the electors who are entitled to vote for that office
2. 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 the electors;
3. the clerk of the local municipality responsible for conducting the elections in any combined area for school board purposes;
4. the Minister, if he or she has submitted a question to the electors;
5. 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).
6. On the written request of a member of the House of Commons or of the Assembly who represents any part of the clerk’s municipality
Individuals: Qualified municipal electors in the City of Peterborough
Retention: C07
Election Nomination Papers
Location: City Clerk's Office
Authority: Municipal Elections Act, 1996
Information: Name, address, e-mail, qualifying address, mailing address
Use: Form is completed to become an election candidate in a municipal election
Access: On request, available to the public to review
Individuals: Election candidate nominees
Retention: C07
Endorsement of Nominations
Location: Elections Office and Clerk's vault
Authority: Municipal Elections Act, 1996
Information: Name, address
Use: Requirement for candidates nomination
Access: On request, available to the public to review
Individuals: Qualified electors in the City of Peterborough
Retention: C07
Third Party Advertisers
Location: City Clerk's Office
Authority: Municipal Elections Act, 1996
Information: Name, address, e-mail, qualifying address, mailing address
Use: Form is completed to become a registered third party in a municipal election
Access: On request, available to the public to review
Individuals: Third party registrants
Retention: C07
Election Candidates' Financial Statements and Auditor's Reports
Location: City Clerk's Office
Authority: Municipal Elections Act, 1996
Information: Name, address, e-mail address, campaign contributions, donor information
Use: Available to the public to review candidates campaign spending
Access: Available for viewing by the public on the City's website as soon as possible after the documents are filed
Individuals: Municipal election candidates and their contributors
Retention: C07
Third Party Advertisers Financial Statements and Auditor's Reports
Location: City Clerk's Office
Authority: Municipal Elections Act, 1996
Information: Name, address, e-mail address, campaign contributions, donor information
Use: Available to the public to review third party advertisers spending
Access: Available for viewing by the public on the City's website as soon as possible after the documents are filed.
Individuals: Municipal election third party advertisers and their contributors
Retention: C07
Voting Location Staff Contact List and Employment Applications
Location: Electronic: Secure Divisional Drive on corporate network
Paper: Secure filing cabinet in Clerk's Office
Authority: Municipal Elections Act, 1996
Information: Name, address, phone number, e-mail address, related work experience
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: C07
Civic Awards Applications
Location: Secure filing cabinet in the City Clerk's Office and secure file storage room
Authority: Municipal Act, 2001
Information: Nominator: name, address and e-mail address
Nominee: name, address and phone number, details of volunteer or athletic experience relating to award
Use: To determine qualification for City of Peterborough Civic Awards; to prepare presetation speeches for award ceremony
Access: Civic Awards 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: M02
Emergency Contact List
Location: Electronic: Secure Divisional Drive on corporate network
Authority: Municipal Act, 2001
Information: Name, address, phone number(s), emergency contact and phone number, family doctor's name, allergy information, home e-mail and date of birth
Use: To contact Clerk's office staff or emergency contact in an emergency situation
Access: Clerk's office staff
Individuals: Clerk's office staff
Retention: P03
Advisory Committee Applications
Location: Electronic: Secure Divisional Drive on corporate network Paper: Secure filing cabinet in the City Clerk's Office.
Authority: Municipal Act, 2001
Information: Applicants name, address and phone number and details related to their experience and interest in participating on a committee.
Use: To evaluate and recommend appointments to committeess
Access: Clerk's Office, Selection Working Group and Council
Individuals: Applicants seeking a volunteer position on a committee
Retention: C05
Freedom Of Information Request Files
Location: Electronic: Secure Divisional Drive on corporate network Paper: Secure filing cabinet in the City Clerk's Office and secure file storage room
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, e.g. information contained in Social Services Ontario Works file
Use: To fulfill Freedom of Information Requests
Access: Clerk's office staff, requester or persons authorized to act on their behalf
Individuals: Individuals who submit Freedom of Information Requests
Retention: A17
Freedom Of Information Appeals Files
Location: Electronic: Secure Divisional Drive on corporate network Paper: Secure filing cabinet in the City Clerk's Office and secure file storage room
Authority: Municipal Freedom of Information and Protection of Privacy Act
Information: Appeals pertaining to General Requests: name, contact information, substance of request, representations from appellant Personal Information Requests: varies, depending on substance of request, e.g. information contained in Social Services Ontario Works
Use: To work with the Information and Privacy Commissioner of Ontario to seek resolution of Appeal
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: A17
Privacy Breach Files
Location: Electronic: Secure Divisional Drive on corporate network Paper: Secure filing cabinet in the City Clerk's Office and secure file storage room
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: A17
Pending Freedom Of Information Request Files
Location: Electronic: Secure Divisional Drive on corporate network Paper: Secure filing cabinet in the City Clerk's Office and secure file storage room
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 point where they can be initiated
Access: Clerk's office staff
Individuals: Individuals who seek to submit Freedom of Information Requests
Retention: A17
Fence Viewing Requests
Location: Electronic: Secure Divisional Drive on corporate network Paper: Secure filing cabinet in the City Clerk's Office
Authority: Line Fences Act
Information: Personal information pertaining to requests for fence viewing: name, contact information, substance of request, representations from property owners
Use: To assist in responding to, and evaluating fencing disputes
Access: Clerk's office staff and fence viewing staff
Individuals: Individuals involved in the dispute and resolution of fence viewing matters
Retention: P01
Delegations
Location: SharePoint
Authority: Municipal Act, 2001
Information: Names, addresses, phone numbers and e-mail and personal comments related to agenda items
Use: Used to prepare a delegation list for meetings of Council
Access: Senior staff and Council
Individuals: Residents seeking to appear before Council
Retention: C03
