A09 • Policies and Procedures
Records of this Class Code are subject to Archival selection.Records of this class code do not contain Personably Identifiable Information.Records of this class code are not required to conduct business operations (BCP).

Class Code09
SubjectPolicies and Procedures
Scope NotesIncludes policy and procedure manuals, work instructions, protocols, guidelines and directives relating to administrative, governance and operational processes.
Responsible DeptOriginating (CoH)
Keep DeptC + 2
Keep OffsiteC + 13
Total RetentionC + 15
Remarks
 
Citationsg046, g059, g060, g062, g125, g148, g155
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
g046OS-Fir.PP-72 — Approved Alternative Solutions

OS-Fir.PP-76 — Fire Protection Systems — Test, Corrective Measure or Operational Procedure Records
Fire Code, under the Fire Protection and Prevention Act, 1997, O. Reg. 213/07, Division C, ss. 1.3.2.5(1), (2)

Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Division B, s. 1.1.2.2
Event = Shall be retained for as long as necessary to demonstrate compliance with this Code and Building Code, and to be kept on premises to relate and available to Chief Fire Official request.

Event = Shall be retained throughout life of systems.
g059OLA-Limi02-1 — General Limitation PeriodLimitations Act, 2002, S.O. 2002, c. 24, Sch. B, s. 4.Event + 2 years (Event = Day claim discovered)
g060OLA-Limi02-7 — Ultimate Limitation PeriodLimitations Act, 2002, S. O. 2002, c. 24, Schedule B, ss. 15.(1),(2)Event + 15 years (Event = act or omission took place)
g062OSS-LTCH-3 — Residents Information Packages

OSS-LTCH-4 — Posting of Information for Residents

OSS-LTCH-5 — Satisfaction Survey Documentation

OSS-LTCH-6 — Long–Term Care Home — Accounts and Records

OSS-LTCH-18 Licensees — Meals Prepared for Persons who are not Residents / Revenue / Records

OSS-LTCH-19 Licensees — External Service Provider Agreements / Policies and Procedures

OSS-LTCH-20 — Licensees — Pest Control Records

OSS-LTCH-23 — Licensees — Complaints Review Records

OSS-LTCH-27 — Licensees — Quarterly and Annual Evaluation Records

OSS-LTCH-32 — Licensees — Absence Records

OSS-LTCH-34 — Licensees — Transfer Lists

OSS-LTCH-36 — Licensees — Training and Orientation Evaluation Records

OSS-LTCH-38 — Licensees — Quality Control Records

OSS-LTCH-39 — Licensees — Infection Prevention and Control Program Evaluation Records

OSS-LTCH-47 — Licensees — Trust Account Books of Account, Ledgers, Deposit Books, Deposit Slips, Pass–Books, Monthly Bank Statements, Cheque Books and Cancelled Cheques, Instructions, Authorizations and Acknowledgements of Receipt, Client Statements

OSS-LTCH-50 — Licensees — Financial Records, Books and Accounts, Reconciliation and Financial Reports and Supporting Documents

OSS-LTCH-51 — Licensees — Funding Agreements/ Service Accountability Agreements and Associated Records and Reports / Agreement for Charges between Licensees and Authorized Persons or Residents

OSS-LTCH-52 — Licensees — Nons–Arms Length Transaction Records
Long–Term Care Homes Act, 2007, S. O. 2007, c. 8, ss. 78.(1),(2).

Long–Term Care Homes Act, 2007, S. O. 2007, c. 8, ss. 79.(1) to (3).

Long–Term Care Homes Act, 2007, S. O. 2007, c. 8, s. 85.(4).

Long–Term Care Homes Act, 2007, S.O. 2007, c. 8, s. 92

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, s. 72.(5)

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, ss. 86.(2), (3)

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, s. 88.(1)

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, ss. 101.(2), (3)

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, ss. 115 (5), 116.(5)

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, s. 140

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, s. 207(1)

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, ss. 216.(2), (3)

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, s. 228 par. 4

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, ss. 229.(2)(e), (5)(b)

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, s. 241.(7)(g)

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, ss. 262.(a) to (d), (f) to (h), 263

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, ss. 262.(d), (e), 263

General Regulation, under the Long–Term Care Homes Act, 2007, O. Reg. 79/10, s. 265.(2)(b)
Not specified “shall ensure given

Not specified

Not specified “shall ensure kept in long–term care home available for inspection”

Not specified “shall keep”

7 years

7 years

Not specified “shall ensure program including”

Not specified “shall ensure kept”

Not specified “shall ensure kept

Not specified “shall ensure recorded”

Not specified “shall keep”

Not specified “shall keep”

Not specified “must be maintained”

Not specified “must be maintained”

7 years

7 years

Event + 7 years (Event = Earlier of: date agreement ends or is terminated by either party)

Event + 7 years (Event = Earlier of: date agreement ends ort is terminated by either party)
g125OSS-CCEY-18 — Child Care Centres / Home Child Care Agency Licensees — Serious Occurrence Records

OSS-CCEY-21 — Child Care Centres / Home Child Care Agency Licensees — Menus

OSS-CCEY-33 — Child Care Centres / Home Child Care Agency Licensees — Records, Report or Other Documents

OSS-CCEY-34 — Child Care Centres / Home Child Care Agency Licensees — Disclosure Records

OSS-CCEY-36 — Child Care Centres / Home Child Care Agency Licensees — Procedures Review Records
General Regulation, under the Child Care and Early Years Act, 2014, O. Reg. 137/15, s. 38

General Regulation, under the Child Care and Early Years Act, 2014, O. Reg. 137/15, s. 43(2)

General Regulation, under the Child Care and Early Years Act, 2014, O. Reg. 137/15, s. 82

General Regulation, under the Child Care and Early Years Act, 2014, O. Reg. 137/15, s. 83(2)

General Regulation, under the Child Care and Early Years Act, 2014, O. Reg. 137/15, s. 6.1(6), (7), (8); as en.O. Reg. 126/16, s. 6
Event = Keep in accordance with s. 82 (3 years

Event + 1 month (30 days) (Event = Last day applicable)

3 years

3 Years

3 Years
g148OENV-SDW-18 — Owner/Operating Authority of Subsystem — Operator Training Records

OENV-SDW-19 — Owners /Operating Authorities of Subsystem — Water Quality Analysts Training Records

OCON-OHS-31 — Employers — Fall Protection System Training Records

OENV-Ev.Pr.-266 — Service Stations — Training Records and Operating Procedures

OS-OHS-188 — Employers — Confined Space Training Records
Certification of Drinking–Water System Operators and Water Quality Analysts Regulations, under the Safe Drinking–Water Act, 2002, O. Reg. 128/04, ss. 29.(5) par 1, (7)

Certification of Drinking–Water System Operators and Water Quality Analysts Regulations, under the Safe Drinking–Water Act, 2002, O. Reg. 128/04, s. 31.(7)

Construction Projects Regulation, under the Occupational Health and Safety Act, O. Reg. 213/91, s. 19; s. 26.2; as am. O. Reg. 145/00, s. 13; as am. O. Reg. 252/14, s. 1

Recovery of Gasoline Vapour In Bulk Transfers Regulation, under the Environmental Protection Act, O. Reg. 455/94, s. 7 pars. 8 to 12

Confined Spaces Regulations, under the Occupational Health and Safety Act, O. Reg. 632/05, ss. 8(1), (5) to (7), 9.(1) to (4), 21(1); as am. O. Reg. 95/11, ss. 6, 7, 10
5 years

5 Years

Event + 1 year (Event = Project finished)

Event + 2 years (Event = Person ceases to carry out work for which training given)

Longer of:
Event + 1 year (Event = Document created)
Or:
Event = Period necessary to ensure 2 most recent records retained
g155OSS-SSPSIPDD-18 — Service Agencies — Service Records

OSS-SSPSIPDD-36 — Application Entities — Persons with Developmental Disability Records
Quality Assurance Measures Regulation, under the Services and Supports to Promote the Social Inclusion of Persons with Developmental Disabilities Act, 2008, O. Reg. 299/10, s. 14

Quality Assurance Measures Regulation, under the Services and Supports to Promote the Social Inclusion of Persons with Developmental Disabilities Act, 2008, O. Reg. 299/10, s. 35
Event + 7 years (Event = Person no longer receiving services and supports from agency)

Event + 7 years (Event = Application entity assessed person’s needs for services and supports)

Date last modified: 2021-05-10 10:57:17

A09 · Policies and Procedures