Municipal Services Relocation

In November 2023, Council directed staff to initiate the development of the Cultural Hub at Tom Davies Square. This project will establish a nationally significant venue for arts, culture, technology and innovation. It includes the construction of a new central library, Category A art gallery and multicultural association at 200 Brady and 199 Larch.

As part of the Cultural Hub project, staff will be relocating to 199 Larch, previously known as the Provincial Tower. There are a number of moving parts to this project, and we want to share some of the upcoming changes and how you can prepare for them. Please see the updated FAQs on the right side of this page. If you have additional questions, post them below and the project team will respond.

Preparing for the Move - Spring Cleaning and Office Purging

To facilitate the office cleanup process, designated collection/disposal areas have been established throughout Tom Davies Square. Maintenance Services will assist in monitoring these areas to ensure bins are emptied and replaced on a regular basis. Staff are encouraged to set aside time to start purging their offices and workspaces. Flyers will be posted throughout TDS with additional instructions.

Each collection/disposal area will include: a locked shredding bin, large blue recycling bin, large black waste/garbage bin, a box for small metal pieces (i.e., paper clips, hanging folder metal rods), and a box for bulldog clips.

Collection/Disposal Area Locations:

Boardroom C-13A – Note this boardroom is still operational. Please sort items appropriately and maintain a clean space.

2nd Floor at TDS – Cubicles have been identified in the back, behind the main stairs.

3rd Floor at TDS – An area has been set aside near the Planning division, close to the Art Potvin boardroom.

For surplus small office equipment, please try to re-home them. For additional help, contact Jody Edwards or Jennifer Babin-Fenske.

Surplus large and small IT equipment (i.e., monitors, desktop scanners, keyboards, mouse etc.) should be returned to IT - just submit a work order to get instructions for delivery.

Please identify any office furniture, filing cabinets, desk sorters (metal), and maintain an ongoing inventory. A disposal process will be shared shortly.

Tips:

It is your responsibility to sort items before placing them in the appropriate bins. Take the time to inspect each item for quality and cleanliness. Binders with any marks, rips or messages that cannot be removed should be disposed of (or disassembled for recyclable parts). Remove binder front and spine labels. If you have binders in good condition, place them in clear garbage bags in groups of ten. Consider reaching out to organizations or schools that might need them. Alternatively, contact earthcare@greatersudbury.ca to explore other options for re-homing.

Hanging folders that are in good condition can remain in the empty filing cabinets for now. If they are worn, dirty or ragged, please disassemble them for disposal.

For additional tips, review the following resources:


Municipal File Relocation

The municipal file relocation project will relocate all physical files from 199 Larch and Tom Davies Square as part of the Modern Workplace Efficiencies project. It will facilitate the relocation of staff and help maximize square footage by minimizing the need for physical storage of paper. Boxes are scheduled to be shipped off site by the end of June 2025.

The files will be relocated to Iron Mountain, a Toronto-based company that specializes in information management and storage services. Iron Mountain offers a range of services, including requesting hardcopy files and digitizing files on demand.

Shredding is scheduled for Thursdays. Bins are collected and distributed by Maintenance Services staff – to order a bin, email TDS.Maintenance@greatersudbury.ca. Bins are limited and your request may take some time to process.

If staff anticipate storing records off site with Iron Mountain, particularly non-permanent records, staff should consider storing the boxes shred-ready. This will eliminate the need to go through the boxes at a later date to remove what cannot be shredded.

Health and Safety

Please review the WorkSafe Bulletin for Hazard Control Measures when handling physical paper files and boxes.

Additional Resources

1. Iron Mountain Information Sessions – Dates Coming Soon

  • The project team is working with Iron Mountain to schedule sessions to help staff better understand their process for organizing and physically relocating files to their offsite location. They will cover their classification system, how they will label the boxes, and how staff will be able to access files located offsite in the future.
  • A document about how to prepare your boxes for pickup is available from Iron Mountain and on the right of this page. More information on this handout will be discussed in the sessions.
  • If you have any questions prior to the information sessions, please send them to Ryan.Purdy@greatersudbury.ca

2. By- Law Retention Information and Training Session

  • In October 2024, City Council passed By-law 2024-156 which permits hard copy original records to be destroyed once digitized following the Document Digitization Standard.
  • Training sessions were held in March 2025. A module will be available on LMS soon for those who were unable to attend in person.

In November 2023, Council directed staff to initiate the development of the Cultural Hub at Tom Davies Square. This project will establish a nationally significant venue for arts, culture, technology and innovation. It includes the construction of a new central library, Category A art gallery and multicultural association at 200 Brady and 199 Larch.

As part of the Cultural Hub project, staff will be relocating to 199 Larch, previously known as the Provincial Tower. There are a number of moving parts to this project, and we want to share some of the upcoming changes and how you can prepare for them. Please see the updated FAQs on the right side of this page. If you have additional questions, post them below and the project team will respond.

Preparing for the Move - Spring Cleaning and Office Purging

To facilitate the office cleanup process, designated collection/disposal areas have been established throughout Tom Davies Square. Maintenance Services will assist in monitoring these areas to ensure bins are emptied and replaced on a regular basis. Staff are encouraged to set aside time to start purging their offices and workspaces. Flyers will be posted throughout TDS with additional instructions.

Each collection/disposal area will include: a locked shredding bin, large blue recycling bin, large black waste/garbage bin, a box for small metal pieces (i.e., paper clips, hanging folder metal rods), and a box for bulldog clips.

Collection/Disposal Area Locations:

Boardroom C-13A – Note this boardroom is still operational. Please sort items appropriately and maintain a clean space.

2nd Floor at TDS – Cubicles have been identified in the back, behind the main stairs.

3rd Floor at TDS – An area has been set aside near the Planning division, close to the Art Potvin boardroom.

For surplus small office equipment, please try to re-home them. For additional help, contact Jody Edwards or Jennifer Babin-Fenske.

Surplus large and small IT equipment (i.e., monitors, desktop scanners, keyboards, mouse etc.) should be returned to IT - just submit a work order to get instructions for delivery.

Please identify any office furniture, filing cabinets, desk sorters (metal), and maintain an ongoing inventory. A disposal process will be shared shortly.

Tips:

It is your responsibility to sort items before placing them in the appropriate bins. Take the time to inspect each item for quality and cleanliness. Binders with any marks, rips or messages that cannot be removed should be disposed of (or disassembled for recyclable parts). Remove binder front and spine labels. If you have binders in good condition, place them in clear garbage bags in groups of ten. Consider reaching out to organizations or schools that might need them. Alternatively, contact earthcare@greatersudbury.ca to explore other options for re-homing.

Hanging folders that are in good condition can remain in the empty filing cabinets for now. If they are worn, dirty or ragged, please disassemble them for disposal.

For additional tips, review the following resources:


Municipal File Relocation

The municipal file relocation project will relocate all physical files from 199 Larch and Tom Davies Square as part of the Modern Workplace Efficiencies project. It will facilitate the relocation of staff and help maximize square footage by minimizing the need for physical storage of paper. Boxes are scheduled to be shipped off site by the end of June 2025.

The files will be relocated to Iron Mountain, a Toronto-based company that specializes in information management and storage services. Iron Mountain offers a range of services, including requesting hardcopy files and digitizing files on demand.

Shredding is scheduled for Thursdays. Bins are collected and distributed by Maintenance Services staff – to order a bin, email TDS.Maintenance@greatersudbury.ca. Bins are limited and your request may take some time to process.

If staff anticipate storing records off site with Iron Mountain, particularly non-permanent records, staff should consider storing the boxes shred-ready. This will eliminate the need to go through the boxes at a later date to remove what cannot be shredded.

Health and Safety

Please review the WorkSafe Bulletin for Hazard Control Measures when handling physical paper files and boxes.

Additional Resources

1. Iron Mountain Information Sessions – Dates Coming Soon

  • The project team is working with Iron Mountain to schedule sessions to help staff better understand their process for organizing and physically relocating files to their offsite location. They will cover their classification system, how they will label the boxes, and how staff will be able to access files located offsite in the future.
  • A document about how to prepare your boxes for pickup is available from Iron Mountain and on the right of this page. More information on this handout will be discussed in the sessions.
  • If you have any questions prior to the information sessions, please send them to Ryan.Purdy@greatersudbury.ca

2. By- Law Retention Information and Training Session

  • In October 2024, City Council passed By-law 2024-156 which permits hard copy original records to be destroyed once digitized following the Document Digitization Standard.
  • Training sessions were held in March 2025. A module will be available on LMS soon for those who were unable to attend in person.

Ask Us!

We will share more information as plans become more defined. In the meantime, let us know what questions you have by posting them below and we will get back to you shortly!

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  • I suggested asking high school students who need volunteer hours to come to pull the metal bars from the hanging file folders. Do we have any idea if this will happen? Should we just throw the hanging file folders out to keep in time with the "suggested deadlines for being move ready"?

    Kelly asked 29 days ago

    Staff assisting with the project are preparing a plan to receive and distribute or dispose of unwanted office items. In the meantime, staff are encouraged to find new homes for office equipment, distribute or dispose of unwanted items - this may include donating file folders or small pieces of furniture. Drop-off bins for small metal pieces, paper clips, bulldog clips, binders, garbage, recycling and shredding will be set up next week. More information will be provided early next week.

  • With the new event center taking up some of the existing downtown parking, as well as the addition of more people coming downtown with the cultural hub/municipal re-location, what are the plans for parking? Specifically where are staff expected to park?

    . asked about 1 month ago

    The construction of the Event Centre will indeed change where some City staff currently park. We are currently updating our current parking studies to understand and address evolving parking needs downtown, including accessible parking. This update includes the needs of Tom Davies Square, the event centre, and existing and future market conditions such as development opportunity. The results of these ongoing studies will determine how to accommodate the parking need of the downtown during regular business hours, game nights and events during the day, evening or weekend.

     When the Event Centre is built, it will use the same dispersed parking model as the Sudbury Community Arena, with parking spread out across multiple smaller lots and street spaces, so there will continue to be many options for staff parking. We will share more information as we finalize details of reallocating parking.

     

  • Which floors will be occupied by the staff at Tom Davies square?

    KL asked about 1 month ago

    The project is in design development, and the final details of staff relocation have not yet been determined. Some municipal staff will be moving into vacant space within the 199 Larch Street tower.

  • Is there a plan in place for the elevator's for staff use? i.e: Separate use for public and staff for safety reasons?

    KL asked about 2 months ago

    The elevators in 199 Larch are currently being replaced. The new elevators will have enhanced levels of security with cameras and RFID card readers. Access levels to various floors will be restricted. The operation of the elevators will be reviewed for security with design. Security within the facility is and will remain a top priority.

  • Are you considering the possibility of a staff- only elevator to ensure staff safety?

    I asked about 2 months ago

    The elevators in 199 Larch are currently being replaced. The new elevators will have enhanced levels of security with cameras and RFID card readers. Access levels to various floors will be restricted. The operation of the elevators will be reviewed for security with design. Security within the facility is and will remain a top priority.

  • Will Tom Davies staff be required to work from home for a period of time during construction? If so, for how long and when would that begin?

    KL asked about 2 months ago

    There will be space available for staff to work out of Tom Davies Square during construction. However, the Remote Work Policy remains an option for many staff members. Please speak with your manager or supervisor regarding remote vs. in-office work.

    Currently there is a request for proposal to retain a construction manager (CM) posted for the Cultural Hub project. Scheduling will be confirmed once a CM is retained. The project is targeting early investigative construction work beginning in the summer of 2025.

  • A suggestion - with all the hanging file folders that are in the building, could the team reach out to the high schools to see about getting some students to come in for their volunteer hours to pull the metal bars from the hanging file folders? Might be better than sending them all to the dump ....

    Kelly asked about 2 months ago

    Thank you for the suggestion, the project team will reach out to HR to discuss coordinating volunteer opportunities.

  • Is it being taken into consideration that we have front-facing Building Services staff located on the first floor of TDS? With the newly constructed one-stop-shop, I don't see the staff being moved from this location. However, if Building Services moves to the Provincial Tower, and our front-facing staff remain where they are, this poses some concern regarding customer service. If they need someone from Planning, Technical Services or Building Services to come down, it could take awhile depending on the elevator traffic in the Provincial Tower. Also, if we need to run down to see the one-stop-shop multiple times per day, this is a huge time waster, considering we have 0 seconds to lose in our busy days, especially during construction season. Just a thought.

    Rebecca Armstrong asked 12 months ago

    Thank you for your question. Yes, this has been taken into consideration. The intention is for the municipal One-Stop Shop to remain operational in its current location. There will be further and ongoing engagement with municipal staff to discuss working locations, design and technology to facilitate service delivery as the project progresses.

  • Hi there! I missed the boat to vote on work spaces and collaboration spaces. Assuming my thoughts are still valuable to you, I would prefer option c (private cubicle) for the workspaces and option B for the collaboration spaces (semi private booth). I find open office spaces distracting. Take care!

    matthews.shann asked about 1 year ago

    Thank you for the response, it has been added to the survey responses.

Page last updated: 13 May 2025, 08:15 AM