H03 • Employee Records
Records of this Class Code are subject to Archival selection.This record contains identifiable personal information.Records of this class code are required to conduct business operations (BCP).

Class Code03
SubjectEmployee Records
Scope NotesIncludes records regarding the employment history of County employees. Includes initial resumes and applications (including: interview notes, certificates / diplomas, new hire form, references, signed confidentiality form), performance evaluations, training test results, correspondence with the employee, individual payroll (change) notices / new hires, and exit interview documentation. Also includes records regarding co-op placements, student employees, and volunteers.

Excludes
Grievances - see H14.
Pensions (OMERS) - see H10.
Responsible DeptHuman Resources (HR)
Keep DeptE + 1
Keep Offsite  + 2
Total RetentionE + 3
Remarks
E = Date employee ceased to be employed by employer.
Citationsg026, g027, g048, g050, g051, g057, g064
Extended Scope Notes 
Suggest Extended Scope Notes

There are 7 citation(s) associated with this class code.
Citation NumberFileLaw Entry CodeFederal Citations and FileLaw Title WordsRetention Requirement or Limitation Period
g026CD-6 — Cash BooksMinistry of the Attorney General, POA Information Services websiteAudit completed and end of current year + 3 years
g027CD-16 — A/R Write-offMinistry of the Attorney General, POA Information Services websiteCurrent year + 37 years
g048OBS-FBCS-15 — Operators who Cease to Operate — Public Records

OBS-FBCS-26 — Owner / Operators — Closed Cemetery Records
General Regulation, under the Funeral, Burial and Cremation Services Act, 2002, O. Reg. 30/11, s. 102

General Regulation, under the Funeral, Burial and Cremation Services Act, 2002, O. Reg. 30/11, s. 173
Event = Deliver to nearest archive

Event = Shall deliver to archives
g050OMV-Hi.Tr.-55 — Operators — Driver’s Daily Inspection Reports

OMV-Hi.Tr.-90 — Operators — Driver’s Daily Logs and Records

OMV-Hi.Tr.-94 — Operators — Compliance Records
Commercial Motor Vehicle Inspections Regulations, under the Highway Traffic Act, O. Reg. 199/07, ss. 9(3), 15

Hours of Service Regulation, under the Highway Traffic Act, O. Reg. 555/06, ss. 18(3), 25(1)(a), (b), (2)

Hours of Service Regulation, under the Highway Traffic Act, O. Reg. 555/06, ss. 25(1)(b)(iii), 28
0.5 years (6 months)

0.5 years (6 months) at principal place of business; in chronological order

0.5 years (6 months); at principal place of business
g051OHC-Hm.Sc-5 — Homes for Special Care, Administrators — Trust Account Books, Deposit Books, Passbooks, Monthly Bank Statements, Cheque Books, Cancelled Cheques, Receipts, InstructionsGeneral Regulation, under the Homes for Special Care Act, R.R.O. 1990, Reg. 636, ss. 26(c), (f), (g), as am., O. Reg. 651/00, s. 8.6 years
g057OENV-LSP-2 — Proceedings related to Lake Simcoe Region Conservation Authority under Conservation Authorities Act — Limitation PeriodLake Simcoe Protection Act, 2008, S. O. 2008, c. 23, s. 24.(2)Event + 2 years (Event = Later of: day offence committed; or: day evidence of offence first came to attention of officer)
g064OSS-LTCH-30 — Licensees — Drug Records

OSS-LTCH-31 — Licensees — Adverse Drug Reaction and Medication Incident Records
General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, ss. 133, 136.(4), (5)

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, ss. 135.(1)(a), (2), (3)
2 Years, in home

2 Years

Date last modified: 2020-03-10 10:14:32

H03 · Employee Records