City Records

The City Archives is responsible for running the City of Thunder Bay's Records Management Program:

• We decide how long each City record should be kept based on legislation and use.
• Older records are kept in a secure warehouse at the Harry Kirk Archives and Records Centre and are available to City departments as needed.
• If a record should be destroyed at the end of its life, we make sure that it is securely shredded and all clips, binders, etc, are saved and re-used by City departments.
• If we need to keep a record permanently, we make sure that it gets processed into the City's Archives.

Records schedules

Records schedules can be seen online or by visiting the City Archives or City Hall. A records schedule explains what kind of records to keep, how long to keep them, and who can see them. We decide how long to keep a record based on federal and provincial legislation, and by how long the department needs to use it.

All City records schedules are passed by City Council in the City of Thunder Bay Records Retention By-law in accordance with Sections 254 and 255 of the Municipal Act, 2001 and Chapter 193 of the Thunder Bay Municipal Code. The current Records Retention By-Law is 031-2017, passed 24 April 2017.

Freedom of Information

The City Archives runs the Freedom of Information program for the City of Thunder Bay and deals with all personal privacy issues for the City.

Documents in the Records Centre and held by City departments belong to the City department that created them, and can only be accessed by contacting the department or by doing a Freedom of Information request.