Toronto records retention schedules - Office of the Clerk

General Governance and Administration Ontario 3 Minutes Read · published February 11, 2026 Flag of Ontario

In Toronto, Ontario the Office of the City Clerk manages corporate records retention policy and schedules. If you need an official records retention schedule for a City division, start by contacting the City Clerk's records management team or using the City of Toronto access-to-information guidance to identify the applicable schedule and submission route.[1] The City Clerk maintains records management guidance and coordinates retention schedules for departments; specific schedules or class descriptions are published or provided on request.[2]

Where to request a record retention schedule

Request schedules from the City Clerk or the division that holds the records. Many schedules and guidance documents can be viewed or requested through the City of Toronto records pages; if a schedule is not publicly posted the Clerk's office can provide the controlling schedule or advise on the correct records series to reference.[1]

Contact the City Clerk early to confirm which schedule applies to your records.

Penalties & Enforcement

Official Toronto pages that describe records management and access procedures do not list a specific fine schedule or monetary penalties for failing to follow retention schedules; enforcement and corrective actions are managed through administrative channels and applicable legislation.[2]

  • Enforcer: Office of the City Clerk, Records Management and Access & Privacy teams (administrative enforcement and compliance).
  • Fines: not specified on the cited page.
  • Escalation: not specified on the cited page; typical routes include administrative orders or referral under applicable legislation.
  • Appeals/review: follow the City Clerk or Access & Privacy review processes; time limits for statutory access appeals are set by provincial legislation when applicable (see Access & Privacy guidance).[3]
  • Non-monetary sanctions: orders to preserve or transfer records, internal corrective direction, referral to legal counsel or courts when statutory breaches arise.

Applications & Forms

The City publishes guidance for requesting records and for Access to Information requests; there is no separate, universally published "record retention schedule application" form for public use—the typical route is to contact Records Management or submit an access request as described on the City site.[3]

How to obtain a schedule

  • Identify the City division holding the records and the approximate date range.
  • Search published schedules on the City of Toronto records pages or request the schedule from the Clerk.
  • If not publicly posted, contact the City Clerk's Records Management team for the controlling schedule or class description.[2]
  • If you require copies or certification, follow the City’s access-to-information instructions and pay applicable fees if indicated.
Records retention schedules specify how long records are kept and when they are disposed.

FAQ

How do I request a records retention schedule from Toronto?
Contact the City Clerk's Records Management team or use the City of Toronto access-to-information guidance to request the applicable schedule; some schedules are posted and others are provided on request.[2]
Are there fees to obtain a retention schedule?
Fees for copies or access requests are described on the City access pages; the cited records management pages do not list a flat fee specifically for schedule requests.[3]
What if I need the schedule for legal or audit purposes?
Request a certified copy or formal confirmation through the Office of the City Clerk or via an access request following the City's procedure; timelines depend on the type of request.[3]

How-To

  1. Identify the records series, date range, and holding division you need a retention schedule for.
  2. Search the City of Toronto records management pages for published schedules.
  3. Contact the Office of the City Clerk Records Management team by email or phone if the schedule is not posted; request the controlling schedule or class description.[2]
  4. If copies or certification are required, submit an access-to-information request as directed on the City site and pay any applicable fees.[3]

Key Takeaways

  • Start with the City Clerk's Records Management pages to find published schedules.
  • When schedules are not posted, request them directly from the Office of the City Clerk.

Help and Support / Resources

  1. [1] City of Toronto - Records retention schedules
  2. [2] City Clerk - Records Management
  3. [3] City of Toronto - How to request records

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