Recordkeeping

Promoting Excellence in Recordkeeping

Services to Government


Under the authority of the Archives and Recordkeeping Act, 2006 the Archives of Ontario provides recordkeeping advisory services to assist Ontario government ministries and designated provincial agencies meet their recordkeeping responsibilities under the Act. To foster government accountability and transparency, and to promote excellence in government recordkeeping practices, the Archives has developed and released supporting tools, guides, and related training and education materials. The Archives of Ontario supports ministries and agencies in their records scheduling activities and manages the tracking of over 14,000 Archivist-approved record retention schedules. These schedules are available online to all Ontario government staff and can be made available to designated government agencies.

The provincial agencies that are designated as public bodies under the Archives and Recordkeeping Act, 2006 ( Click Here) are listed in Regulation 336/07.

Common government functions such as administration, policy development, legal services, communications, and executive management are practiced in every ministry within the Government of Ontario. Because the types of records created and maintained by offices carrying out these functions are essentially the same, it is efficient and effective to have common record series that each office can apply consistently to its own records (paper and electronic).

Transitory records are common to every government public body and their retention and destruction are authorized by a common series as well.

The following common records series have been developed:

  • Administrative Functions of the Government of Ontario - [Word - PDF]
  • Communications Services - [Word - PDF]
  • Deputy Ministers’ Offices - [Word - PDF]
  • Legal Services - [Word - PDF]
  • Policy and Planning Functions - [Word - PDF]

The following records schedules have been developed for use by staff in ministers’ offices and the Premier’s Office:

  • Common Records Schedule Ministers’ Public Records (2015) - [PDF]
  • Premier’s Office Records Schedule (2015)- [PDF]

The following tools and guides that support recordkeeping functions within Ontario government ministries and designated provincial agencies are also available.

Recordkeeping Amendments to FIPPA/MFIPPA

The Public Sector and MPP Accountability and Transparency Act, 2014 amended the Freedom of Information and Protection of Privacy Act (FIPPA) and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). The FIPPA/MFIPPA amendments related to recordkeeping are contained in Schedule 6 of the Act and take effect on January 1, 2016. For more information, see below:

  • Information Sheet with Questions and Answers - [PDF]

Records Schedule Requirements

  • Records Schedule Requirements - [Word - PDF]

Fact Sheets

  • Records Scheduling: The Foundation of Recordkeeping - [Word - PDF]

Bulletins

  • Retention Periods, Archival Access and the FOI Act - [Word - PDF]
  • Records of Closed, Transferred or Privatized Programs - [Word - PDF]
  • Management of Ministry Records Required for Commissions of Inquiry and Police Investigations - [Word - PDF]

For additional information please feel free to contact us.