Hi Everyone,

 

As part of a cleanup project undertaken with one of our departments, we
have identified approximately 10 boxes of fuel dispensing records.  I
think I know how I would address these records, but I would appreciate
the comments of the listserv as well.

In Ontario, the Liquid Fuels Handling Code 2007 governs the creation,
maintenance and disposition of records pertaining to fuel dispensing
systems.

 

Having reviewed the Code, I can only identify the requirement to retain
records concerning the installation, maintenance and removal of fuel
tanks and associated equipment, which mandates that the records must be
retained for the life of the equipment.

The Code appears to be completely silent on the retention of records
pertaining to the volume of product dispensed through the equipment.

As part of our operations, we make use of computer equipment which logs
the amount of fuel dispensed for use in a particular vehicle.  This
information is later reconciled with the inventory purchasing records as
part of an internal audit process.

 

For those who operate a similar process in relation to their fuel
dispensing equipment, how do you treat those records automatically
generated by the logging system?

Do you treat them as inventory/financial records, or do you include them
as part of the fuel equipment records?

 

I would be inclined to treat the records as information falling into our
record series concerning inventory maintenance records; however the
staff member directly responsible for the equipment and records contends
that the dispensing records must be retained for as long as the
equipment is in use.  I can find no reference which mandates that they
be retained that long.

 

I'd be interested to know how everyone else treats such records,
specifically those in Ontario who are subject to the same code.

 

Thanks,

 

Jason McWilliam

 

Records Analyst

City of Oshawa


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