Corporate Document Retention Schedule

Allerdale Borough Council

1 1. Introduction to the Retention Schedule

This schedule has been adopted as a Corporate Retention Schedule in order to comply with the requirements of the legislative areas of Freedom of Information, Data Protection, the Local Government Act and various other pieces of legislation some of which are outlined below. These guidelines should be consulted whenever a decision is made for the appraisal or destruction of any information, and should be considered when recording the suggested appraisal/destruction date on forms listing material to be archived.

1.1 Scope of the Guidelines

The Schedule covers the life span of a record from its creation through to its destruction, transfer to another location, or permanent preservation. These retention times apply irrespective of the form or format (e.g. paper, electronic) that the record is in. Records scheduled for destruction should be disposed of in accordance with these guidelines, along with any backup copies, or copies stored in alternate formats. This is necessary for compliance with the Freedom of Information and Data Protection Act.

The Retention Schedule outline below has been devised and provided by the Records Management Society. Further details can be found on their website www.rms-gb.org.uk and on the ESD

1.2 Objectives

The aims of this schedule are to - Assist in identifying records that are worth preserving permanently - Prevent the premature destruction of records that need to be retained for a specified period to satisfy legal, financial or other obligations of the Council and mitigate the risks associated with the improper retention of records - Provide consistency for the destruction of those records that are not required permanently after specified periods - Promote Records Management practices within Allerdale Borough Council - Ensure efficient utilisation of storage space and the de-cluttering of desks and work spaces

Inappropriate retention/destruction of documentation could: - Produce problems when information is requested and not knowing if that information is held or not - Produce difficulties in defending litigious claims - Open the Council up to accusations of failing to meet legal obligations on the use, retention and destruction of data (especially under the Data Protection Act) - Opens the council up to embarrassment - Increased fire risk in the case of manual and paper records.

1.3 Retained Documents

2 When reviewing which documents are to be retained, members of staff should consider whether there are any practical reasons to prevent hard copies of documents or files being copied to more space-efficient means such as microfilm, CD, being scanned into a document imaging system or similar. However, care must be taken that the imaging quality is sufficient to mean the document is still of use, especially with regards colour. Consideration should also be given to whether any parts of documents or files could be disposed of. Members of staff should not make decisions on general principles of retention without discussion with their immediate supervisors.

Relevant considerations are that in general the most space efficient means of retention should be used. This is subject to the following: a. Adherence with legislative obligations on retention (Legal Services can advise on this) b. There being sufficient budget to deal with retention other than keeping hard copies c. Ease of means of retrieval d. Adherence to any general Council policy which might subsequently be introduced e. Compliance with the Councils Publication Scheme under the Freedom of Information Act 2000

1.4 Disposal of Documents

In the Schedule, when the Retention Action called for is destruction after a certain number of years, for example, ‘Destroy 3 years after last action,’ the record should be kept for three full years, and would then be destroyed on the fourth.

All documents should be disposed of having regard to the potential for the need for confidentiality. All staff, members, contractors and partners are responsible for the proper disposal of information. Any files that may contain personal information should be disposed of confidentially. Paper files should be shredded onsite in accordance with the Information Security Policy. Computer hard-drives should be destroyed in accordance with the procedures provided by the IT department. Care should be taken to ensure that electronic records have been fully wiped, rather than merely placed in a temporary folder or “recycle bin”.

Wherever there is the possibility of litigation, the records that could be involved in this should be kept unchanged until the threat of litigation has ended.

All destruction of records should be recorded in the document destruction form.

For records not covered in the schedule, see the Information and Records Officer for further advice.

3 1.5 Freedom of Information and Data Protection

It is illegal to destroy information which is due for destruction but has been requested under the Freedom of Information, Environmental Information Regulations or Data Protection Act. Such information should be kept until all deadlines for appeal procedures have been met.

The Data Protection Act also specifies that information should only be kept for as long as it is necessary. There is no specific guidance on the meaning of “necessary”, but it should be seen as a timescale that is reasonable to ensure the purpose for which the information is used for is met and any legal obligations on retention are accommodated. Any decision should be evidenced and have a rational and reasonable backing. “Just in case” is not usually a reasonable excuse for keeping personal information which should be deleted.

The Act also demands that information is accurate and the longer information is kept and not updated, then the greater the chance that we have inaccurate data.

1.6 Other major pieces of legislation which governs the retention and destruction of documents

Tax Legislation: Minimum retention period for certain financial records are imposed by statutes such as the VAT Act 1994, and the Taxes Management Act 1970. These retention periods are identified in the retention schedules.

Statutory Registers: Various local government statutes require registers to be kept of certain events, notifications, or transactions. It is implicit within such legislative requirement that these records be maintained on a permanent basis, unless the legislation concerned stipulates otherwise.

The Audit Commission Act 1998: This provides auditors with a right of access to every document relating to the Council that appears necessary for the purposes of carrying out the auditor’s functions under the Act.

The Local Government Act 1972, S.225: Any document deposited with “the proper officer” of the Council in accordance with Statute should be retained permanently. (This is analogous to the position re Registers, above).

Part VA of the Local Government Act 1972: This governs public access to certain documents relating to Council and Committee meetings. Certain documents that form part of the public part of the agenda are required to be available for inspection by members of the public.

See the paragraph above about the Freedom of Information Act and Data Protection Act.

Some retention is required to provide evidence of events in the case of dispute. The Limitations Act 1980 specifies time limits for commencing

4 litigation. The majority (but not all) of potential legal claims are statute barred on the expiry of 6 years. For this reason many organisations consider it prudent to retain files or records for a period of 6 years form the date when the subject matter was completed. It is important, though, to keep in mind that in the course of the Council’s everyday business many documents are generated that serve no purpose after relatively short periods of time. Many documents will relate to completed matters where, realistically, the risk of subsequent litigation or other dispute is minimal, if not non-existent. Long- term retention of such documents is counterproductive.

There is also legislation which governs the provision of a public archive of records of decision made by the council. This is currently over 30 years.

National Government and the European Union may also demand retention of documentation for a period of time when providing funding arrangements.

1.7 Standard Operating Procedure

Some records do not need to be kept at all. This section defines types of records that may be routinely destroyed in the normal course of business.

This applies to information that is duplicated, unimportant or of short-term facilitative value. Unimportant records or information include: - ‘With Compliments’ slips - Catalogue and trade journals - Telephone message slips - Non-acceptance of invitations - Trivial emails, or notes not related to Allerdale Borough Council business - Requests for stock information such as plans, advertising materials or application forms. - Out-of-date distribution lists - Some working papers that lead to a final report

Where the above contains personal information about an identifiable individual, this should still be shredded to avoid it falling into the wrong hands. Such items should not be thrown in the bin.

Duplicated and superseded information such as stationery, manuals, drafts, forms, and reference copies of annual reports should also be destroyed. Electronic copies of documents or faxes where a hard copy has been printed and filed are also covered.

1.8 Responsibilities

It is the responsibility of the Section Managers to ensure that they comply with the necessary legal obligations, and this schedule, regarding the retention and destruction of records in their section. They are also responsible for the appropriate destruction of information.

5 IT can advise and determine the appropriate destruction of IT equipment and the permanent deletion of electronic data.

The Information and Records Officer can advise on the appropriate method of destruction, timescales for retention and other matters related to the retention and destruction of records.

1.9 Review of this policy

The retention schedule should be reviewed every two years with reference to the guidelines provided by the Records Management Society and National Archives. However, recorded changes may be made on an ad hoc basis as developments occur and new documentation is created.

2.0 Definitions

RGLA in the rationale refers to the Retention Guidelines for Local Authorities.

Further Information Any additions, deletions, amendments or questions on the Retention Schedule can be directed to the Information Officer, at Allerdale House, Workington, CA14 3YJ, email [email protected], phone (01900) 326580.

6 Table of Contents

Community Safety and emergencies 8

Consumer affairs – including environmental health and 11 licensing

Council property 21

Crematoria and cemeteries 27

Democracy 29

Economic development 33

Environmental protection 38

Finance 40

Health and safety 48

Housing 51

Human resources 56

Information and communication technology 64

Information management 68

Legal services 72

Leisure and culture 76

Management (inclu communications, complaints and 80 performance)

Planning and building control 88

Procurement 92

Risk management and insurance 94

Transport and infrastructure (including parking) 96

Waste management 99

7 Complete Listing with Retention Guidance – Community safety and emergencies

Class Series Records Description Retention Period Rationale

Community safety and emergencies . Advice - Advice supplied to the public on community safety and emergencies. . . Contingency planning Activities in relation Destroy - 2 years to the requirement after advice of local authorities to provide advice on superseded contingency planning to business . Community safety . . CCTV surveillance Recordings CCTV related Video surveillance information destroyed after 28 days . . Crime reduction Activities designed Permanent - offer to reduce the to archivist impact and fear of crime. . . Neighbourhood Watch Documents Council involvement Permanent - offer recording the in Neighbourhood to archivist Council’s Watch schemes. involvement . Emergency planning information . . Emergency agencies List of public Destroy when contacts for superseded emergency agencies

Class Series Records Description Retention Period Rationale . . Emergency call-outs List of council Destroy when contact numbers to superseded use in case of emergency . . Emergency plan Development Containing council’s Permanent - offer RGLA 9.11 plans and procedures for dealing with to archivist emergencies . . Emergency plan Tests Information on Destroy - 10 years RGLA 9.12 emergency plan after closure tests . . Emergency warnings Documents of any Weather, security, such warnings incident warnings etc. made to the made to the public public . Enforcement . . Fire safety legislation Enforcement of fire Destroy - 2 years RGLA 9.19 safety legislation. after matter is concluded . . Fire safety legislation Prosecution Prosecutions for Destroy - 7 years Police and breach of fire safety from last action Criminal Evidence legislation. Act. RGLA 9.21 . Fire prevention . . Fire hydrants inspections Fire hydrant Destroy - 7 years RGLA 9.20 inspection records. from last action . . Fire safety Advice given to Destroy - 2 years individuals and after advice organisations on an individual basis superseded relating to fire safety and emergencies. . . Fire safety inspections Fire safety Destroy - 7 years RGLA 9.20 inspection records. from last action

Class Series Records Description Retention Period Rationale . . Inspections Fire safety Destroy - 7 years RGLA 9.20 investigations from last action records. . . Investigations . Training - Training on how to deal with major incidents. . . Training exercises Training exercises Destroy - 10 years RGLA 9.12 for major incidents after closure and fire services.

10 Complete Listing with Retention Guidance – Consumer affairs

Class Series Records Description Retention Period Rationale Consumer affairs - Documentation created out as part of the trading standards or environmental health function. Cases may be organised by a simple unique numbering sequence such as the company registration number. . Advice . . Campaigns Information Destroy - 7 years relating to after creation campaigns within consumer affairs. . Enforcement . . Prosecution of offences Case files - Dangerous and Documentation Destroy - 7 years Police and Criminal organisation wild animals relating to from investigation Evidence Act enforcement action on dangerous and complete wild animals. . . Prosecution of offences Case files - Health and safety Documentation Destroy - 7 years Police and Criminal organisation at work relating to from investigation Evidence Act enforcement action on health and complete safety in the workplace. . . Prosecution of offences Case files - Inspections Inspection of Destroy - 7 years organisation premises, from investigation individuals or organisations complete carried out.

Class Series Records Description Retention Period Rationale . . Prosecution of offences Case files - Weights and Documentation Destroy - 7 years Police and Criminal organisation measures relating to from investigation Evidence Act enforcement action on weights and complete measures. . Environmental health . Investigation, inspections Case files - and monitoring organisation . . Inspections Case files - Equipment Inspection of Destroy - 6 years organisation inspection records premises, after disposal of individuals or organisations the equipment carried out. . . Investigations Case files - Case files Destroy - 7 years organisation regarding food after inspection hygiene inspections . . Investigations Case files - Nuisances Investigations and Destroy - 7 years organisation reports on after inspection complaints regarding animals. . . Monitoring Case files - Air pollution Monitoring Destroy - 7 years local organisation concerning from last action pollution of the air. . . Monitoring Case files - Animal health Monitoring of the Destroy - 7 years local organisation health and well from last action being of animals. . . Monitoring Case files - Food hygiene Monitoring of food Destroy - 7 years local organisation hygiene. from last action . . Monitoring Case files - Food hygiene, Monitoring of food Destroy - 7 years local organisation home care hygiene within from last action home care programmes. . . Monitoring Case files - Food safety The monitoring of Destroy - 7 years local organisation food safety. from last action

Class Series Records Description Retention Period Rationale . . Monitoring Case files - Hazardous Monitoring of Destroy - 7 years local organisation substances hazardous from last action substances. . . Monitoring Case files - Land pollution Monitoring of Destroy - 7 years local organisation pollution of land. from last action . . Monitoring Case files - Pollution Monitoring of the Destroy - 7 years local organisation spread and from last action containment of pollution. . . Monitoring Case files - Private water Monitoring the Destroy - 7 years Local and Private organisation suppliers quality and safety from last action. Water Supplies of private drinking water supplies. Register to be kept Regulations 2009 for 30 years. . . Monitoring Case files - River pollution Monitoring of the Destroy - 7 years local organisation contamination of from last action rivers. . . Monitoring Case files - Weights and The monitoring of Destroy - 7 years local organisation measures business and from last action industry. . . Monitoring Case files - Swimming pools Monitoring of Destroy - 7 years local organisation swimming pool from last action safety and hygiene standards. . . Monitoring Case files - Product safety The monitoring Destroy - 7 years local organisation and regulation of from last action product safety. . . Monitoring Case files - Infectious The monitoring of Destroy – 7 years local organisation diseases infectious disease. from last action . . Monitoring Case files - Responsive The monitoring of Destroy - 7 years local organisation consumer affairs from last action response. . . Monitoring Case files - Nuisances The monitoring of Destroy - 7 years Environmental organisation general nuisance from last action Protection Act within the public domain. 1990.

Class Series Records Description Retention Period Rationale . Registration, certification and licensing - Consolidated listing of licensed activities requiring a register within the local authority. . . Entertainment and drinks Register Consolidated Legal registration Local listing of licensed documentation entertainment and drink venues. kept permanently other information destroy - 7 years after registration lapses . . Food premises Register Consolidated Legal registration Local listing of licensed documentation of food premises. kept permanently other information destroy - 7 years after registration lapses . . Licence premises Register Consolidated Legal registration Local listing of licensed documentation for the sale or consumption of kept permanently alcohol. other information destroy - 7 years after registration lapses . . Licensing Animal Documentation Destroy - 7 years Local; Animal boarding involved with after registration Boarding licensing of animal licences boarding lapses Establishments Act establishments. 1963.

Class Series Records Description Retention Period Rationale . . Licensing Animal Documentation Destroy - 7 years Local; Breeding of breeding involved with after registration Dogs Acts 1973 licensing of animal licences breeding. lapses and 1991, Breeding and Sale of Dogs (Welfare) Act 1999. . . Licensing Auction Documentation Destroy - 7 years Local premises involved with after registration licensing of auction licences premises. lapses, consider any legal obligations . . Licensing Building Documentation Destroy - 7 years Local materials involved with after registration licensing of licences building materials. lapses; consider any legal obligations . . Licensing Butchers Documentation Destroy - 7 years Local licences involved with after registration licensing of meat retailers. lapses; consider any legal obligations . . Licensing Caravan and Documentation Destroy - 7 years Local; Caravan camp site regarding caravan after registration Sites and Control of and camp site licences licences. lapses; consider Development Act any legal 1960 Caravan Sites obligations Act 1968. . . Licensing Cemetery Documentation Destroy - 7 years Local licences relating to the after registration licensing of cemeteries. lapses; consider any legal obligations

Class Series Records Description Retention Period Rationale . . Licensing Cooling towers Documentation Destroy - 7 years Local; The relating to the after registration Notification of licensing of cooling towers. lapses; consider Cooling Towers and any legal Evaporative obligations Condensers Regulations 1992. . . Licensing Credit licensing Documentation Destroy - 7 years Local relating to the after registration licensing of credit. lapses; consider any legal obligations . . Licensing Crematoria Documentation Destroy - 7 years Local licences relating to the after registration licensing of Crematoria. lapses; consider any legal obligations . . Licensing Dangerous wild Licensing Destroy - 7 years Local; Dangerous animals documentation after registration Wild Animals Act regarding licences dangerous wild lapses; consider 1976. animals. any legal obligations . . Licensing Food business Licensing Destroy - 7 years Local; Food Safety licences documentation after registration Food Premises regarding food. lapses; consider (Registration) any legal Regulations 1991. obligations . . Licensing Food licences Documentation Destroy - 7 years Local; Food Safety relating to the after registration Act 1990. licensing of food related issues. lapses; consider any legal obligations

Class Series Records Description Retention Period Rationale . . Licensing Hackney Documentation Destroy - 7 years Local; Local licences relating to after registration Government Hackney licensing. lapses; consider (Miscellaneous any legal provisions) Act obligations 1976 . . Licensing Gambling Documentation Destroy - 7 years Local licenses and regarding after license/permit permits gambling lapses; consider any legal obligations . . Licensing Massage and Documentation Destroy - 7 years Local special relating to the after registration licensing of treatment massage and lapses; consider licences special treatment any legal establishments. obligations . . Licensing Motor salvage Registration Destroy – 7 years local operator relating to the after registration licensing of non- medicinal poisons lapses; consider any legal obligations . . Licensing Non medicinal Documentation Destroy - 7 years Local poisons relating to the after registration licensing of non licences medicinal lapses; consider poisons. any legal obligations . . Licensing Other Licensing Permanent - offer RGLA 9.17 hazardous documentation to archivist regarding other substances hazardous substances.

Class Series Records Description Retention Period Rationale . . Licensing Personal Licensing Destroy - 7 years Local; Licensing Act licences documentation after registration 2003 regarding fire safety and public lapses; consider entertainment. any legal obligations . . Licensing Pet shop Licensing Destroy - 7 years Local; Pet Animals licences documentation after registration Act 1951 (as regarding pet shops. lapses; consider amended by the any legal 1983 Act). obligations . . Licensing Premises Documentation Destroy - 7 years Local; Licensing Act licences regarding after registration 2003. premises licences. lapses; consider any legal obligations . . Licensing Premises Club premises Documentation Destroy - 7 years Local; Licensing Act licences certificates regarding after registration 2003. premises licences. lapses; consider any legal obligations . . Licensing Premises Temporary event Documentation Destroy - 7 years Local; Licensing Act licences notices. regarding after registration 2003. entertainment licences. lapses; consider any legal obligations . . Licensing Private hire Licensing Destroy - 7 years Local; Local licences documentation after registration Government regarding private hire taxi services. lapses; consider (Miscellaneous any legal provisions) Act obligations 1976.

Class Series Records Description Retention Period Rationale . . Licensing Public Repealed by the Destroy - 7 years Local; Licensing Act entertainment Licensing Act after registration 2003 2003, retained for licences information already lapses; consider held. any legal obligations . . Licensing Riding Documentation Destroy - 7 years Local; Riding establishment regarding riding after registration Establishments Act licences establishments. lapses; consider 1964 and 1970. any legal obligations . . Licensing Scrap metal Documentation Destroy - 7 years Local; Scrap Metal licences regarding scrap after registration Dealers Act 1964. metal licences. lapses; consider any legal obligations . . Licensing Sex Documentation Destroy - 7 years Local; establishments regarding sex after registration establishment licences. lapses; consider any legal obligations . . Licensing Shops Documentation Destroy - 7 years Local regarding the after registration licensing of shops. lapses; consider any legal obligations . . Licensing Street Documentation Destroy - 7 years Local – financial collections and regarding street after registration information collections and lotteries lotteries licences. lapses licences

Class Series Records Description Retention Period Rationale . . Licensing Street trading Documentation Destroy - 7 years Local; Local licences regarding street after registration Government trading licences. lapses; consider (Miscellaneous any legal Provisions) Act obligations 1982. . . Licensing Zoo licences Documentation Destroy - 7 years Local; The Zoo regarding zoo after registration Licensing Act 1981. licensing. lapses; consider RGLA 9.16 any legal obligations . . Sex establishments Register Consolidated Constantly listing of licensed updated overnight of sex establishments.

20 Complete Listing with Retention Guidance – Council property

Council property – General documentation on council buildings . Common land . . Grazing Grazing permits Information related Permanent to grazing on common land. . Maintenance of council property . . Maintenance Instruction Instruction manuals Destroy - 7 years after RGLA 7.27 manuals related to council last action property. . . Planned maintenance Case files - Documentation Destroy - 7 years after RGLA 7.27 property relating to the last action process of managing and undertaking planned maintenance of property. . . Refurbishment Case files - Tenders and Documentation Destroy - 7 years after RGLA 8.7 property contracts relating to the conclusion of process of managing and transaction undertaking planned renovations and development of property.

Class Series Records Description Retention Period Rationale . . Responsive maintenance Case files - Documentation Destroy - 7 years after RGLA 7.27 property relating to the last action process of managing and undertaking emergency maintenance of property. . Property acquisition and disposal . . Acquisitions Case files - Assets over £ Any papers Destroy - 12 years after Limitations Act property 50000 concerning the all obligations/ 1980. RGLA 7.29 management of the acquisition (by entitlements concluded finance lease or purchase) process for real property council property. . . Acquisitions Case files - Assets under £ Any papers Destroy - 6 years after Limitations Act property 50000 concerning the all obligations/ 1980. RGLA 7.29 management of the acquisition (by entitlements concluded finance lease or purchase) process for real property council property.

. . Deeds Case files - Deeds and Permanent property associated documentation. . . Disposal Case files - Assets over £ Documents relating Destroy - 12 years after Limitations Act property 50000 to the management all obligations/ 1980. RGLA 7.29 of the disposal (by sale or write off) entitlements concluded process for real property.

Class Series Records Description Retention Period Rationale . . Disposal Case files - Assets under £ Documents relating Destroy - 6 years after Limitations Act property 50000 to the management all obligations/ 1980. RGLA 7.29 of the disposal (by sale or write off) entitlements concluded process for real property. . . Disposal Case files - Sale or write-off of Information on the Destroy - 15 years after RGLA 8.3 property property disposal of obligations or property. entitlements are concluded . Property and land management . . Accessibility Case files - Documentation and Destroy - 7 years from property information relating closure to the access of property owned by the council. . . Energy management Documentation Destroy when concerned with superseded energy management within the council's property. . . Fleet management Allocation and Information how Destroy - 7 years after RGLA 8.15 maintenance of vehicles have been disposal of the vehicle allocated and vehicles maintained . . Fleet management Recording drivers Information on Destroy - 7 years after RGLA 8.17 usage drivers. closure . . Fleet management Recording vehicle Information on Destroy - 3 years after RGLA 8.16 usage vehicle usage. disposal of the vehicle

Class Series Records Description Retention Period Rationale . . Fleet management Vehicle records, Documentation Destroy - 7 years after RGLA 8.14 lease or purchase regarding the disposal of the vehicle process of acquisition and disposal of vehicles through lease or purchase. . . Health and safety Case files - System processes Health and safety Destroy - 1 year after RGLA 9.6 property issues specific to process ceases or is property owned by the council. superseded . . Internal agreements Case files - Information and property documentation specific to internal agreements concerning council property. . . Land and property history Case files - Historical Destroy - 12 years from RGLA 8.2 property documents about life of property council property and land owned by the council. . . Leasing Case files - Managing leased Documents relating Destroy - 15 years after RGLA 8.8 property property to the process of expiry of the lease managing leased property. . . Leasing Case files - Managing the Documents relating Destroy - 7 years after RGLA 8.9 property occupancy of to the process of conclusion of managing the property occupancy of the transaction property.

Class Series Records Description Retention Period Rationale . . Management Estates of special The process of Permanent - offer to RGLA 8.5 interest managing and archivist undertaking renovations and development of property. . . Management Other buildings The process of Retain for life of the RGLA 8.6 and estates managing and building undertaking renovations and development of property. . . Maps and directions Case files - Maps and Destroy when property directions relating superseded to council property. . . Property services Case files - Documentation Destroy when property concerned with superseded services provided from council property. . . Property strategy Overall reports on Permanent - offer to RGLA 8.1 council property. archivist . . Scheduling Inventories Inventories of Destroy once specific properties superseded or assets contained within them. . . Security Case files - Documentation Destroy when property relating security superseded and processes related with security of the council's property. . . Usage statistics Case files - Any data held Destroy when property concerned with superseded usage of council property.

Class Series Records Description Retention Period Rationale . . Valuations Case files - Valuations on Valuation Destroy - 6 years from property disposal documentation and end of financial year statistics. after disposal of property . Property use and development . . Car parking Case files - Any documentation Destroy - 7 years after property regarding the completion process of managing and undertaking renovations and development specific to car parking. . . Design and construction Case files - Documentation Destroy when property relating to the superseded process of managing the design and construction of council property. . . Traveller sites Documentation Destroy - 3 years after relating to sites closure specifically designated as 'Traveller sites'. . . Warehousing and storage Process Destroy when documentation superseded concerning warehouse storage.

26 Complete Listing with Retention Guidance – Crematoria and cemeteries

Crematoria and cemeteries . Burial identity and location . . Registration Cemetery plans, Documentation Permanent - offer RGLA 9.24 burial plot layout regarding the layout to archivist of burial space in crematoria and cemeteries. . . Registration Summary Includes: Burial Permanent - offer RGLA 9.24 management Register and plan of to archivist plot ownership and systems, registers occupation. Crematorium Register of cremations and plan or ownership of interment of ashes. . . Bookings Applications Documentation Destroy - 5 year RGLA9.25 related to booking after last action made for a cremation, interment or monument erection. . . Exhumations Documentation Permanent - offer RGLA9.24 regarding the to archivist process of regulation of exhumation. . . Interment Service Regulation of Process relating to Destroy - 5 year RGLA9.25 burials and the burial or after last action cremation of an cremations individual.

27 Complete Listing with Retention Guidance – Crematoria and cemeteries

Class Series Records Description Retention Period Rationale . . Licensing Permits Documentation Destroy - 5 year RGLA9.25 regarding cemetery after last action and crematoria licensing. . . Memorial management Records relating to Permanent – offer Local practice the ordering of a to archivist memorial. . Maintenance of burial grounds . . Planned Maintenance Program of Destroy - 21 years maintenance to after maintenance cemeteries and crematoria completed over the next maintenance period. . . Redundant Churchyards Documentation Destroy - 21 years relating to disused after maintenance churchyards, specifically their completed upkeep. . . Responsive Maintenance Emergency or Destroy - 21 years unplanned after maintenance maintenance to cemeteries completed and crematoria.

28 Complete Listing with Retention Guidance – Democracy

Democracy . Decision making . . Council and committee Minutes Agendas, meetings Permanent - offer RGLA 1.4 meetings and minutes to archivist relating to full council decision making processes. . . Council and committee Committee Clerks Agendas, meetings Destroy after date RGLA 1.5 meetings Notebooks and minutes of confirmation of relating to full council decision the minutes making processes. . . Delegations The process of Permanent - offer delegating power to to archivist authorise an action and the seeking and granting permission to undertake a requested action. . . Independent Remuneration Documentation Permanent - offer Panel relating to the to archivist Independent Remuneration Panel. . . Meeting - cabinet Minutes Agendas, meetings Permanent - offer RGLA 1.4 and minutes to archivist relating to the executive board of members. . . Member panels Agendas, meetings Permanent - offer RGLA 1.4 and minutes to archivist relating to member panels.

Class Series Records Description Retention Period Rationale . . Referenda Management of Permanent - offer democratic to archivist activities including elections, assembly and committee meetings. . . Scrutiny Panel Agendas, meetings Permanent - offer RGLA 1.4 and minutes to archivist relating to the scrutiny panel. . Executive . . Statutory appointments Appointment files List of statutory Permanent - offer RGLA 6.24 appointments of to archivist the council. . . Statutory appointments Vacancy files The process of Destroy - 2 years RGLA 6.25 selection of an after date of individual for a statutory position appointment . Governance . . Constitution Constitution The constitution of Permanent - offer RGLA 1.4 the council. to archivist . Honours and awards . . Honours submissions The submissions Destroy - 5 years RGLA 1.8 and details of after last action individuals considered for honours. . Member support . . Gifts and hospitality Register Register of gifts Destroy - 18 and hospitality. months after member leaves office

Class Series Records Description Retention Period Rationale . . Register of Interests Register Members' Retain for 18 disclosure of any months after involvement in organisations and member leaves income received office (requirement from other bodies, to keep register is which may affect being phased out) their actions as council members . Planning . . Cross departmental Reports and Destroy - 3 years RGLA2.3 consideration minutes. from closure . . Forward Plan The list of items to Permanent - offer RGLA2.1 be considered by to archivist the cabinet over the next four months. . . Strategic Plan Minutes Strategic Permanent - offer RGLA2.2 management team to archivist minutes. . . Strategic Plan Reviews Monitoring and Destroy - 5 years RGLA2.7 reviewing strategic from closure plans. . Representation . . Elections . . Elections Ballot papers - European election Destroy 1 year European European elections ballot papers. after election Parliamentary Elections Regulations 1999

Class Series Records Description Retention Period Rationale . . Elections Ballot papers - Local election Destroy 6 months Representation of local elections ballot papers. from close of poll the People Regulations 1986 and Local Elections (Parishes and Communities) Rules 1986. RGLA 1.2 . . Elections Consolidated Election results. Destroy 6 months RGLA 1.3 returns of votes from close of poll received . . Elections Summary Summary Permanent - offer Representation of certification of certification of to archivist the People those eligible to those eligible to vote. Regulations 1986. vote RGLA 1.1 . . Elections Electoral Register The list of people Permanent, offer to registered to vote. archivist . . Emparishment The process in Permanent, offer to creating a new civil archivist parish council. . . Lists of councillors Council diaries, Public contact Destroy once members details details of your local cease to be a representative of the council. councillor . . Political parties’ papers Leader of council Destroy - 3 years RGLA 1.9 papers, leader of after last action opposition papers.

32 Complete Listing with Retention Guidance – Economic development

Class Series Records Description Retention Period Rationale Economic development - Management of activities to promote and examine the local economy. . Business intelligence . . Business listing Business directory Listing of Destroy when businesses trading superseded. within the local area. Only organisations that have requested inclusion included. . . European development . . Marketing Economic data The collection and Destroy 20 years New census info management of the after collected only arrives every economic and social data about 10 years and the local area. updated indices of deprivation data every 4-5 years. Need to retain to analyse time series. . Promotion . . Business awards Grants Information Destroy 7 years regarding business after scheme to awards and grants. which grant relates is completed

Class Series Records Description Retention Period Rationale . . Business development Fairs Information about Consider Local practice and activities designed permanent and The National to develop and encourage business offer to archive, or Archives for development in the destroy 10 years projects local area. after completion of Including externally project funded projects and sustainability. . . Business development Business Information about Consider Local practice and associations activities designed permanent and The National to develop and encourage business offer to archive, or Archives for development in the destroy 10 years projects local area. after completion of Including externally project funded projects and sustainability. . . Film and television To promote area as Consider Local practice and development a location and permanent and The National centre of excellence for the film and offer to archive, or Archives for broadcasting destroy 10 years projects industries. after completion of project . . International relations Twinning Encouraging Consider Local practice and relations with permanent and The National people from other countries and offer to archive, or Archives for cultures to support destroy 10 years projects the development of the local area. . . List of properties A list of properties or land currently available to let within the area.

Class Series Records Description Retention Period Rationale . . Markets Information about Consider Local practice and markets, including permanent and The National farmers markets. offer to archive, or Archives for destroy 10 years projects after completion of project . . Voluntary sector The information Consider Local practice and development relating to the permanent and The National encouragement of the voluntary sector offer to archive, or Archives for activity. destroy 10 years projects after completion of project . Regeneration . . Community development Information relating Consider Local practice and to revitalising a permanent and The National specific area or community. offer to archive, or Archives for destroy 10 years projects after completion of project . . Regional development Participation in Consider Local practice and regional activities. permanent and The National offer to archive, or Archives for destroy 10 years projects after completion of project . . Rural development Information relating Consider Local practice and to reducing permanent and The National disadvantage and increasing access in offer to archive, or Archives for rural areas. destroy 10 years projects after completion of project

Class Series Records Description Retention Period Rationale . . Strategy Information relating Consider Local practice and to revitalising a permanent and The National specific area or community. offer to archive, or Archives for destroy 10 years projects after completion of project . . Town centre management Information relating Consider Local practice and to the management permanent and The National of business community in the offer to archive, or Archives for town centres. destroy 10 years projects after completion of project . Sustainability . . Sustainable development Information and Consider Local practice and documentation permanent and The National looking at sustainable offer to archive, or Archives for development. destroy 10 years projects after completion of project . Tourism . . Tourism development The information Consider Local practice and relating to the permanent and The National development of tourism. offer to archive, or Archives for destroy 10 years projects after completion of project . Training

Class Series Records Description Retention Period Rationale . . Workforce support Information about Consider Local practice and activities to support permanent and The National continued employment in the offer to archive, or Archives for area. destroy 10 years projects after completion of project

37 Complete Listing with Retention Guidance – Environmental protection

Class Series Records Description Retention Period Rationale Environmental protection - General information on environmental protection. . Advice . . Biodiversity Information Permanent, offer to regarding archivist after biodiversity. administrative use . . Campaigns Documentation Permanent, offer to regarding archivist after campaigns specifically administrative use concerning environmental protection. . Conservation . . Countryside conservation Documentation Permanent, offer to relating to the archivist after management of the countryside. administrative use . . Forest management Documentation Permanent, offer to relating to the archivist after management of forests. administrative use . . Heritage conservation Documentation Permanent, offer to looking specifically archivist after at heritage conservation. administrative use . . Nature conservation Documentation Permanent, offer to looking specifically archivist after at nature conservation. administrative use . . Urban conservation Documentation Permanent, offer to relating to archivist after conservation in towns and cities. administrative use

38 Complete Listing with Retention Guidance – Environmental protection

Class Series Records Description Retention Period Rationale . . Woodland management Documentation Permanent, offer to relating to the archivist after management of woodland. administrative use . Monitoring . . Coastal erosion Data and Permanent, offer to information on archivist after coastal erosion. administrative use . . Environmental impact Documentation Permanent, offer to assessment relating to archivist after environmental impact administrative use assessments. . . Environmentally sensitive Data held Permanent, offer to areas concerning archivist after environmentally sensitive areas. administrative use

39 Complete Listing with Retention Guidance – Finance

Financ e . Accounts and audit . . Internal auditing Activities relating to Destroy current Accounts and Audit internal or external year plus 6 years Regulations 2003 auditing of the authority. . . Reporting Annual corporate Activities relating to Permanent - offer Limitations Act financial reports: the consolidation of to archivist 1980, VAT Act financial Consolidated transactions and 1994, Taxes annual reports, the production of Management Act Consolidated financial 1970, Audit financial statements. Commission Act statements, Includes ledgers, 1998. RGLA 7.1 monthly Operating management statements, accounts and General ledger statutory returns. . . Reporting Periodic financial Accounting reports. Destroy when RGLA 7.2 reports: Monthly administrative use and quarterly is concluded reports . Asset management . . Maintaining assets Maintaining plant Information on Destroy - 7 years RGLA 7.27 and equipment plant and after sale or equipment.. disposal of asset . . Maintaining assets Maintenance Information on Destroy - 7 years RGLA 7.28 maintenance of after last action other assets. . . Maintaining assets Overall assets and Overall list of Permanent - offer RGLA 7.24 asset registers assets. to archivist

Class Series Records Description Retention Period Rationale . . Maintaining assets Reporting and Reports and Destroy - 2 years RGLA 7.26 reviewing asset reviews of assets. after use is status concluded . . Maintaining assets Summary reports Summary reports Destroy - 7 years RGLA 7.25 on assets. after the transaction was concluded . Financial provisions management . . Borrowing Activities relating to Destroy - 7 years RGLA 7.14 the borrowing of after the loan has money by the authority. Includes been repaid mortgages. . . Borrowing Loan register Summary Permanent - offer RGLA 7.15 management of to archivist loans. . . Budget Annual budget Activities involved Permanent - offer RGLA 7.11 in planning and to archivist monitoring the authority's annual budget. Includes allocation of budget to administrative units within the authority. For longer term planning, see Strategy and planning.

Class Series Records Description Retention Period Rationale . . Budget Developing annual Information relating Destroy - 2 years RGLA 7.12 budget: Draft to the development after budget budgets, of the budget. adopted departmental estimates . . Budget Reporting actual vs. Actual against Destroy after next RGLA 7.13 planned revenue planned revenue year's budget has and expenditure and expenses. been adopted . . Credit union management Activities involved in credit union management. . . Debt management Activities involved in managing the debts owed to the council. . . Donations Activities involved in the administration of donations to the authority. For administration of grant funding, see Funding bids. . . Funding bids Activities relating to Consider applications by the destroying 6 years authority for grant funding by after the conclusion external bodies. of the transaction, For applications to but consult funding the authority for authority (see EU funding, see grants Funding applications. reconciliation)

Class Series Records Description Retention Period Rationale . . Strategy and planning Activities involved Consider in the long term destroying after 6 planning of the authority's financial financial years management. Includes the financial forecast. For annual budget planning, see Budget.. . Financial transactions management . . Authorisation Activities involved in delegating authority for carrying out financial activities on behalf of the authority. . . Expenditure Identification of the Activities involved Destroy 6 years Limitations Act receipt, expenditure in the payment for after the conclusion 1980, VAT Act goods and and write offs of services by the of the transaction 1994, Taxes public monies authority. Includes Management Act expenses claims 1970, Audit and honorariums. Commission Act For records relating 1998. May be to benefits claims, see Benefits and reduced by subsidies. agreement with HMRC. RGLA 7.4

Class Series Records Description Retention Period Rationale . . Expenditure Travel expenses Travel expenses. Destroy 6 years Limitations Act after the conclusion 1980, VAT Act of the transaction 1994, Taxes Management Act 1970, Audit Commission Act 1998. RGLA 7.5 . . Fraud Activities relating to the detection, prevention and prosecution of financial irregularity. . . Funding applications Activities relating to Consider the process of destroying 6 years considering and administering after the conclusion applications to the of the transaction, authority for grant but consult funding funding. For authority (see EU applications by the grants authority for grant funding, see reconciliation) Funding Bids. . . Income Activities involved Destroy 6 years in the collection of after the conclusion money owed to the council. Includes of the transaction rent payments. . . Internal recharging The mechanism for Destroy 6 years recharging costs after the conclusion within the council. of the transaction

Class Series Records Description Retention Period Rationale . . Investments Activities relating to Destroy 6 financial the investment of years after the the authority's funds. conclusion of the transaction . . National insurance Notification and Processes involved Destroy 2 financial RGLA 7.8 numbers input records in the collection of years after the National Insurance Number. employee ceases employment . . Reconciliation Balance and Activities involved Destroy 2 financial RGLA 7.6 reconcile financial in the reconciliation years after accounts of accounts. administrative use is concluded . . Refunds Documentation Destroy 6 financial relating to refunds. years after the conclusion of the transaction . . EU grants reconciliation EU grant files Claims forms Processes that Destroy 15 EU guidance and Offer letters balance, reconcile financial years from internal guidance and account for the Audit certificates spending of the end of the final Printouts from regeneration grants audit financial system . Local taxation . . Benefits and subsidies Council tax Activities involved Destroy 6 years and benefit in the plus current year administration of files benefits payments. . . Business rates Account files Business rates Destroy 6 years information (other plus current year than property valuation).

Class Series Records Description Retention Period Rationale . . Council tax Council tax Council tax Destroy 6 years Taxes and benefit information. plus current year Management Act files . . Property valuation Other valuation Valuation of assets Destroy - 10 years RGLA 7.20 information other than after valuation was property. made . . Property valuation Rateable property Rateable property Permanent - offer RGLA 7.21 information information. to archivist . . Property valuation Valuation lists Documentation Permanent - offer RGLA 7.20 relating to property to archivist valuation. . National taxation . . Tax payments Tax Activities involved Destroy - 7 years RGLA 7.22 correspondence in managing the after last action payment of taxes by the authority. . . Tax payments Taxation records Activities involved Destroy 5 years Limitations Act in managing the after the end of the 1980, VAT Act payment of taxes by the authority. financial year 1994, Taxes Management Act 1970, Audit Commission Act 1998. RGLA 7.7 . Payroll and pensions . . Pay Payment of Activities involved Destroy 7 years Taxes employees in the after the conclusion Management Act administration of remuneration of the transaction 1970, Audit to staff of the Commission Act authority. 1998. RGLA 7.9 . . Pay Summary pay Non-accountable Destroy after RGLA7.10 reports processes relating administrative use to payment of employees. is concluded

Class Series Records Description Retention Period Rationale . . Pensions Activities involved Destroy - 6 years RGLA6.2 in the from last pension administration of pension schemes payment for current and former employees.

47 Complete Listing with Retention Guidance – Health and safety

Class Series Records Description Retention Period Rationale Management of Health and safety measures to ensure a healthy and safe workplace. . Community safety . . Campaigns Campaigns to Destroy when promote superseded compliance to health and safety policies. . Compliance . . Strategy and planning System processes Establishment of a Destroy - 1 year RGLA 9.6 strong health and after process safety work culture in order to ensure ceases or is compliance with superseded health and safety legislation and provide a safe and healthy working environment for employees. . . Strategy and planning Health and Safety Health and safety Policy policies. . . Training Documentation (see Human relating to health Resources) and safety training. . Emergency planning . Monitoring

Class Series Records Description Retention Period Rationale . . Accidents and incident Information about Destory when reporting the reporting of superseded (see individual accidents and actions later entries for resulting from them. specific documents from policies) . . Accidents and incident Accident books - Registers of Destroy - 3 years Reporting of reporting adult accidents and from closure Injuries, Diseases incidents. and Dangerous Occurrences Regulations 1995. RGLA 9.9 . . Accidents and incident Accident books - Registers of Destroy -25 years Reporting of reporting children accidents and from closure Injuries, Diseases incidents. and Dangerous Occurrences Regulations 1995. RGLA 9.10 . . Asbestos inspections Monitor the Destroy - 50 years Control of Asbestos condition of known from last action or at Work asbestos products within buildings. age 75 years from Regulations 1987. date of birth RGLA 9.4 (greater) . . Equipment Safety inspections Process of Destroy - 6 years inspecting after equipment is equipment to ensure it is safe. de-commissioned . . Hazardous substances COSSH Control and monitor Permanent - offer Control of inspections the use of to archivist Substances hazardous substances at work. Hazardous to Health Regulations 2002

Class Series Records Description Retention Period Rationale . . Health and safety Activities relating to Termination plus The Control of inspections internal or external five years Substances Hazardous inspections to Health Regulations examining the 2002 authority's health and safety provision. . . Radiation Radon Monitoring Monitoring of Destroy - 40 years The Ionising radiation. from last action Radiations Regulations 1985. RGLA 9.5 . Risk management . . Risk assessments Activities relating to Destroy - 3 years Management of risk assessments after last Health and Safety carried out by the authority. Includes assessment at Work workplace Regulations 1992. assessments. RGLA 9.7

50 Complete Listing with Retention Guidance – Housing

Housing . Advice . . Advice to homeowners and Letter, computer Help and advice to Destroy 3 years Local practice tenants records private tenants or after last action landlords. . Enforcement . . Assessment- housing Computer records, Assessment of Destroy 7 years Local practice standards property files housing standards. from last action . . Safety inspections Safety inspections on homes in multiple occupation. . Housing provision . . Assessment - housing Returned surveys Surveys used to Destroy when needs assess housing parish survey is re- need at parish leve surveyed . . Homelessness Process in Retain providing short term permanently for and emergency accommodation for electronic records, homeless people. destroy paper copies 3 years after case is closed . . Hostel providers Documentation Retain in relating to hostel permanently on providers and youth hostels in general. the homeless database – destroy paper copies 2 years after case is closed

Class Series Records Description Retention Period Rationale . . Housing applications Unsuccessful Documents related Destroy - 7 years RGLA3.27 applications to unsuccessful from closure housing applications. . . Housing applications Council housing The register of Permanent - offer RGLA3.26 register individual housing to archivist applications. . . Housing exchanges Mutual exchange Current register of list properties available for exchange. . . Housing stock Information on Destroy - 4 years RGLA8.10 requirements amount and type of after last action housing stock Required. . . Landlord accreditation Not Landlord Destroy when Discretionary – commenced accreditation property ceases to ongoing rolling schemes. be rented (long- programme of term) inspections . Housing stock . . Demolition Property file Demolition of Destroy 7 years Common practice housing stock. from last action . . Housing grants Property file Grants over £ Documentation Destroy - 12 years Limitations Act 50,000 relating to housing after last payment 1980. RGLA 7.19 grants. . . Housing grants Property file Grants under £ Documentation Destroy - 6 years Limitations Act 50,000 relating to housing after last payment 1980. RGLA 7.19 grants. . . Leases Property file Documentation See legal relating to housing deeds. . . Private housing Assistance Property file Grant files, Provision of grant 6 years after last (HRA) agreement to pay assistance to payment fro grants improve the form condition of under £50,000 and private housing. 12 years for grants over £50,000

Class Series Records Description Retention Period Rationale . . Property adaptations – Property file Grant files Details of 6 years after last Disabled Facilities Grants properties adapted payment fro grants to clients' needs. under £50,000 and 12 years for grants over £50,000 . . Repairs and renovation Property file Documents relating Keep for 10 years to repairs and then destroy renovations of housing. . . Risk assessment Asbestos Register Register of Destroy - 50 years Control of asbestos in council from last action or Asbestos at Work housing. age 75 years from Regulations 1987. date of birth RGLA 9.4 (greater) . . Unauthorised occupants Squatters and unauthorised occupants. . Managing tenancies Destroy - 12 years RGLA3.28 from termination of tenancy . . Agreements Tenant file Ordinary Tenancy Documentation Destroy - 6 years Limitations Act relating to the after tenancy has 1980 tenancy agreement. expired . . Agreements Tenant file Tenancy under Documentation Destroy - 12 years Limitations Act seal relating to the after tenancy has 1980 tenancy agreement. expired . . Assessment – affordable Tenant file Section 106 Assessment No guidance – housing applications whether applicant is Destroy 5 years eligible for specific affordable housing after completion of developments housing

Class Series Records Description Retention Period Rationale . . Evictions Tenant file Documentation Consult legal relating to evictions of specific tenants. . . Housing repairs Tenant file Housing repairs documentation relating to specific properties. . . Insurance Contents insurance for council tenants. . . Rent arrears Tenant file Documentation Destroy 7 years RGLA 7.18 relating to the after closure notification and enforcement of breaches of council tenancy agreements. Includes rent arrears. . . Rent setting Documentation Destroy 2 years relating to rent after conclusion setting of housing. . . Right to buy Tenant file Documentation Destroy - 12 years RGLA7.17 relating to tenants after sale of house statutory right to purchase council housing. . . Temporary accommodation Tenant file Provision of Kept permanently temporary on electronic files, accommodation. Destroy and paper documentation after 2 years . . Tenancies Tenant file Personal details Destroy 6 years relating to after expiration tenancies held.

54 Complete Listing with Retention Guidance – Human resources

Human resources . Administering employees . . Counselling Employee files Documentation relating Destroy - 6 years RGLA6.4 to counselling offered from termination to an employee. of employment . . Absence monitoring Employee files Records documenting Destroy - 3 years an employee's from end of absence due to sickness. current tax year . . Discipline Employee files Documentation relating Destroy - 6 years RGLA6.4 to the discipline of from termination employees. of employment . . Discipline Employee files Final warnings Disciplinary warnings - Destroy - 18 RGLA 6.7 final. months after warning . . Discipline Employee files No warning given Proceedings where it Destroy RGLA 6.8 proven to be immediately unfounded. . . Discipline Employee files Oral warnings Disciplinary warnings - Destroy - 6 RGLA 6.7 oral. months after warning . . Discipline Employee files Warnings involving Disciplinary warnings Keep on RGLA 6.7 children -behaviour to children. personnel file permanently . . Discipline Employee files Written warnings Disciplinary warnings - Destroy - 12 RGLA 6.7 written. months after warning

Class Series Records Description Retention Period Rationale . . Disclosure of interest Register of declared Permanent – offer interests of employees to archivist in relation to anything being transacted or discussed by the authority. . . Employee details Employee files Documentation relating Destroy - 6 years RGLA6.4 to individuals general from termination or specific conditions of of employment employment. . . Employment conditions Employee files Documentation relating Destroy 2 years to individuals general after employee or specific conditions of ceases employment. employment . . Grievances Employee files Documentation relating Destroy - 6 years RGLA6.4 to grievances between from termination the employer and employee's. of employment . . Individual training records Employee files Documentation relating Destroy - 6 years RGLA6.4 to an individuals from termination training record and any work experience of employment undertaken within the authority. . . Individual training records Employee files Proof of Documentation relating Destroy - 7 years RGLA6.21 completion to proof of training after course course completion. completed . . Induction Documentation relating Destroy - 2 years to the process and after closure undertaking of induction for new employees or councillors.

Class Series Records Description Retention Period Rationale . . Job evaluation Documentation relating to the approach to performance Appraisals. . . Leave Employee files Documentation relating Destroy - 2 years RGLA6.13 to requested employee after action leave: annual, study, carers, completed special, compassionate, unpaid leave etc. . . Medical assessments Employee files Documentation Destroy - 75 years RGLA6.10 regarding medical after date of birth assessments and General information on healthy living. . . Maternity/paternity Employee files Records documenting Destroy - 3 years entitlements to, and from end of calculations of, Statutory Maternity current tax year Pay. . . Reporting Reports related to Destroy when working hours and superseded terms and conditions. . . Termination Documentation relating Destroy - 6 years RGLA 6.16 to the leaving process: from termination resignation, termination other than of employment pension. . Employee relations . . Disciplinary matters Summary Consider for reporting management permanent information relating to disciplinary matters. retention

Class Series Records Description Retention Period Rationale . . Trade union liaison Strategy Matters relating to the Permanent - offer RGLA 6.5 relationship with to archivist recognised unions. . . Trade union liaison Routine matters Documentation relating Destroy - 2 years RGLA 6.6 to liaison with unions after use is and employee concluded representative organisations. . Equal opportunities . . Equalities and diversity Equality and diversity Consider for documents which permanent include information on fair treatment of retention employees and general guidelines . . Equalities and diversity Investigations Investigation and Destroy - 5 years RGLA 6.9 reporting on specific after action cases. completed . Monitoring employees . . Performance appraisal Probationary Documentation relating Termination plus Employment Practices reports and to the performance keep until Data Protection Code appraisal of Part 1: Recruitment & performance plans an employee, including business need, 6 Selection performance related years minimum pay if applicable. . . Reporting Staff statistic Destroy - 5 years RGLA 6.12 documentation. after action completed . . Staff directory Employee/sectional Permanent - offer RGLA 6.1 contact details. to archivist . Occupational health

Class Series Records Description Retention Period Rationale . . Absence reporting Aggregated Destroy - 2 years RGLA 6.13 management after action information on absences, for completed instance, working days lost to various sickness categories. . . Occupational health Staff health Documentation Destroy - 75 years RGLA6.10 records relating to occupational after date of birth health and safety. . . Occupational health Employee files Training Occupational health Destroy - 50 years RGLA6.19 and safety training. after training completed . . Personal risk Employee files Including restrictions assessments i.e. cannot lift or desk work only. . . Sickness monitoring Employee files Documentation relating Destroy - 6 years RGLA 6.4 to sickness absence, from termination including medical certificates. of employment . . Major injuries Documentation relating Destroy - 40 years Health and Safety to major injuries. after termination at Work Act 1974; of employment Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 reg. 7; Limitations Act 1980 . Recruitment . . Authorisation Authorisation to recruit Destroy - 5 years for a position. after recruitment finalised

Class Series Records Description Retention Period Rationale . . Job descriptions The job description Destroy - 2 years and person after superseded specifications for current posts. . . Recruitment Process relating to the Destroy - 6 years RGLA6.4 recruitment of an from termination employee to the authority. of employment . . Recruitment Position Unsuccessful Documents relating to Destroy - 6months candidates unsuccessful after recruitment candidates. finalised . . Recruitment Position Selection for a Destroy - 1 year RGLA 6.11 position. after recruitment finalised . . Recruitment process Documentation relating Destroy when to the recruitment superseded process. . . Secondment Secondment Documentation relating Destroy - 6 years RGLA6.4 files to the process of from termination secondments to or from the authority. of employment

. . Volunteers Volunteer files Documentation relating Destroy - 6 years RGLA6.4 to volunteers available from termination to or used by the council, including risk of employment assessments. . Terms and conditions of employment . . Staff benefits Documentation relating Consider for to staff benefits. permanent retention

Class Series Records Description Retention Period Rationale . . Staff facilities Documentation Consider for regarding facilities for permanent staff including proposals for leisure retention facilities and eateries. . . Staff recognition Staff recognition Consider for documentation. permanent retention . . Terms and conditions The general terms and Consider for conditions of permanent employment with the council. retention . Training . . Reporting Performance Consider for management relating permanent to training and development, including retention feedback statistics. . . Training courses Training Course Training Destroy - 2 years RGLA 6.17 course files administration documentation after action relating to specific courses and sessions. completed . . Training courses Training Courses Training courses Destroy - 35 years RGLA 6.18 course files concerning concerning children. after course children completed, or last entry Training course files Training Training course Training course Destroy - 1 year RGLA 6.20 materials materials materials. after course superseded . . Training courses Training Training materials Documentation relating Destroy - 2 years RGLA 6.17 course files to training courses and after action initiatives. completed

Class Series Records Description Retention Period Rationale . . Training plan Corporate training Listing of corporate Consider for plan training activities and permanent forward plans. Includes health and retention safety training. . Workforce planning . . Workforce development Financial rewards Documentation relating Destroy - 7 years RGLA 6.15 planning to workforce after action management. completed . . Workforce development Strategy Documentation relating Destroy - 3 years RGLA 6.14 planning to workforce after action management and salaries. completed

62 Complete Listing with Retention Guidance – Information and communication technology

Information and communication technology . Infrastructure . . Disposal Assets under £ Documentation Destroy - 6 years after Limitations Act 50,000 relating to the all 1980. RGLA 7.29 process of disposal of hardware and obligations/entitlements software belonging concluded to this authority. . . Disposal Assets over £ Documentation Destroy - 12 years after Limitations Act 50,000 relating to the all 1980. RGLA 7.29 process of disposal of hardware and obligations/entitlements software belonging concluded to this authority. . . Fault reporting Customer (public) Destroy - 2 years reporting of faults relating to council services. . . Licensing Documentation in Consider legal relation to software obligations licensing. . . Help Desk Support Help desk support Destroy - 2 years after information relating system no longer used to specific systems or pieces of software. . . Information security Data security Destroy - 2 years after information and system no longer used documentation.

Class Series Records Description Retention Period Rationale . . Network maintenance Documentation Destroy - 2 years after relating to the system no longer used maintenance and support of the network. . . Server maintenance Documentation Destroy - 2 years after relating to system system no longer used servers and their maintenance. . . Spatial data management Documentation Destroy - 2 years after relating to system no longer used geographic information systems. . . Storage Documentation Destroy - 2 years after relating to storage system no longer used systems and servers. . . Strategy Documentation Consider for relating to an ICT permanent retention Strategy. . . Web development Includes Destroy - 2 years after development of system no longer used Internet, Intranet and Extranet. . System support . . Change Control System log Documentation Destroy - 2 years after relating to planned system no longer used changes to a specific system. . . Configuration System log Documentation Destroy - 2 years after management relating to the system no longer used configuration of the system.

Class Series Records Description Retention Period Rationale . . Data Management System log Documentation Destroy - 2 years after relating to the system no longer used management of specific systems data which includes back ups, mirroring, and systems interfaces. . . Design and Construction System log Documentation Destroy - 2 years after relating to the system no longer used design and construction of systems. . . Development System log Documentation Destroy - 2 years after relating to the system no longer used development of systems and software. Includes web technology development, programming. . . Implementation System log Documentation Destroy - 2 years after relating to systems system no longer used implementation . . Integration and interfaces System log Documentation in Destroy - 2 years after relation to data system no longer used conversion, data matching, data mapping and system interfacing. . . Maintenance System log Documentation Destroy - 2 years after relating to the system no longer used maintenance and support of software and systems. Includes website.

Class Series Records Description Retention Period Rationale . . Manuals System log Manuals and user Destroy - 2 years after information relating system no longer used to specific systems and software.

66 Complete Listing with Retention Guidance – Information management

Information management . Access to information . . Data protection Subject Access Process around Destroy when Request the request under information no data protection. longer required, consult legal . . Data protection Notification Process of Destroy - 3 years notifying the after previous Information Commissioner on notification data held. . . Environmental information Information Access status Statistical data Destroy - 10 years TNA Retention requests records about the number after data created and Disposal of requests you answered and their Guidance 14. outcomes etc. Details of access decisions. . . Environmental information Information Information Information subject Destroy - 6 months TNA Retention requests scheduled for to an EIR request after last and Disposal but scheduled for destruction destruction. correspondence Guidance 14. . . Environmental information Information Individual Case file records Destroy - 3 years TNA Retention requests transaction records detailing the EIR after date of and Disposal request, the consideration of creation Guidance 14. possible exemptions and subsequent appeals.

Class Series Records Description Retention Period Rationale . . Environmental information Information Policy records Procedures for Destroy - 5 years TNA Retention requests handling EIR after procedures and Disposal requests and other documents have been Guidance 14. regarding practical superseded implementation of EIR. . . Freedom of information Information Access status Statistical data Destroy - 10 years TNA Retention requests records about the number after data created and Disposal of requests you answered and their Guidance 14. outcomes etc. Details of access decisions. . . Freedom of information Information Information Information subject Destroy - 6 months TNA Retention requests scheduled for to a FOI request after last and Disposal but scheduled for destruction destruction. correspondence Guidance 14. . . Freedom of information Information Individual Case file records Destroy - 3 years TNA Retention requests transaction records detailing the FOI after date of and Disposal request, the consideration of creation Guidance 14. possible exemptions and subsequent appeals. . . Freedom of information Information Policy records Procedures for Destroy - 5 years TNA Retention requests handling FOI after procedures and Disposal requests and other documents have been Guidance 14. regarding practical superseded implementation of FOI.

Class Series Records Description Retention Period Rationale . . Freedom of information Publication The publication Permanent - offer to Scheme scheme that is archivist required under the Freedom of Information Act 2000. . Archives . . Archives management Records catalogue The consolidated Destroy when listing of all records superseded held by the authority. . Knowledge management . . Information asset Information asset List of information Destroy when management register assets. superseded . . Information asset Record surveys Information relating Destroy when management to an audit of superseded records of various types. . . Information asset Circulation lists Information in Destroy when management regards circulation superseded. lists, address books etc. . Records management . . Compliance Classification Information and Permanent - offer to RGLA 2.10 schemes data standards as archivist used by the authority, e.g. E- GMS, planning data set etc. . . Forms development Standard Standard Destroy when templates templates. superseded . . Forms development Manual and Destroy when electronic forms superseded design. . . Image capture Audio visual library information.

Class Series Records Description Retention Period Rationale . . Retention scheduling Disposal Information Destroy - 12 years RGLA 2.12 certificates regarding disposal after last action of the council’s records. . . Tracking Issues log Information Permanent regarding tracking and tracing the movement of information from records, archives and libraries. . Registration . . Statutory registers Register Statutory data Permanent - offer to Limitations Act registers. archivist unless 1980 specific legislation requires otherwise

70 Complete Listing with Retention Guidance – Legal services

Legal services . Advice . . Advice to the public Community legal services. . . Provision of legal advice Providing advice to Destroy - 6 years Limitations Act clients and services after last action, 1980. RGLA 4.2 which are legally privileged relating major precedent - to all aspects of the offer to archivist for legal system. review . Bylaws . . Enactment The process of Permanent - offer RGLA 9.22 making local laws. to archivist . . Enforcement The process of Destroy - 2 years RGLA 9.23 administering and after matter is enforcing bylaws. concluded . Land registration . . Land charges Searches Searches and title Termination plus 6 Limitation Act investigations. years . . Land charges Registers Legal Permanent – offer documentation to archivist relating to land charges. . Litigation . . Civil Case files Civil litigation. Destroy - 7 years RGLA 4.1 after last action, major litigation offer to archivist for review

Class Series Records Description Retention Period Rationale . . Commercial Case files Commercial Destroy - 7 years RGLA 4.1 litigation. after last action, major litigation offer to archivist for review . . Criminal Case files Criminal litigation. Destroy - 7 years RGLA 4.1 after last action, major litigation offer to archivist for review . . Debt recovery Case files Debt recovery. Destroy - 7 years RGLA 4.1 after last action, major litigation offer to archivist for review . . Precedent cases Judgments relied See litigation on to fight current cases cases - setting standards to work within. . Management of legal activities . . Archive deposits Agreements Legal Permanent - offer documentation to archivist relating to archive depositors. . . Agreements Agreements Agreements Destroy - 6 years RGLA 4.3 including non- after agreement contractual agreements ends between public bodies.

Class Series Records Description Retention Period Rationale . . Conveyancing Deeds Conveyance Commercial and Destroy - 12 years Limitations Act other leases, Title after closure 1980. RGLA 4.4 investigations, Disposal of Freehold and Leasehold properties, Right to Buy applications etc . . Conveyancing Deeds Easements Private right of way, Permanent - offer right to light (an to archivist easement benefits one piece of land by exercising rights over another piece of land owned by another) procedures are in place to ensure the efficient and lawful use of easements. . . Conveyancing Tenancy Documentation Destroy - 12 years RGLA 3.28 Agreements relating to the rental from termination of agreements of council buildings, tenancy council houses, allotments, garages, commercial properties, wayleaves and land. . . Copyright Intellectual Property Information on who Permanent - offer Rights owns the to archivist information. For example, ensuring no breaches of copyright.

Class Series Records Description Retention Period Rationale . . Trusts Documentation Permanent - offer related to legal to archivist services and trusts. . Planning controls . . Certificate of Lawful Use or Certificate Lawful development Permanent - offer Town and Country Development certificate. to archivist Planning Act 1990 . . Certificate of Lawful Use or Other Files relating to Destroy - 12 years Limitations Act Development documentation Lawful from date of 1980 Development Certificates. agreement . . Section 106 agreements Agreement Section 106 Permanent - offer Town and Country Agreement. to archivist Planning Act 1990 . . Section 106 agreements Other Files relating to a Destroy - 12 years Limitations Act documentation planning obligation from date of 1980 or legal agreement made under section agreement 106 Town and County Planning Act 1990.

74 Complete Listing with Retention Guidance – Leisure and culture

Leisure and culture . Archives . . Archive development . . Cataloguing Accession register The consolidated Permanent - offer RGLA 2.11 listing archival to archivist resources available to the public. . Arts . . Arts development Documentation Consider offering to Local practice and related to art archivist for major The National development projects, also Archives consider financial regulations if necessary. Or destroy 10 years after completion of project . Community facilities . . Equipment Hire items of Destroy 2 years Local equipment for after event has events. ended . . Grants Provision of grants Destroy 6 years Local to village halls and plus current other local facilities.

. . Venues Details on any Destroy when Local venues the local superseded authority may have available for private/business hire.

Class Series Records Description Retention Period Rationale . Leisure promotion . . Countryside events Programmes and Information related Destroy when no events to countryside business need, programmes and events. consider financial regulations if necessary . . Exhibitions Programmes and Exhibitions Destroy when no events arranged by or held business need, on Council premises. consider financial regulations if necessary . . Inclusion Activities and Destroy when no events targeted at business need, specific groups of people. consider financial regulations if necessary . . Parks and gardens events Programmes and Information related Destroy 2 years events to parks and after event has gardens. ended . . Play scheme Documentation Destroy 2 years relating to play after scheme has schemes. ended . Museums Documentation Destroy - 10 years regarding after closure museums. . Parks and open spaces . . Maintenance Maintenance of See health and parks and open safety spaces. . . Playgrounds Playgrounds and See health and play areas. safety for maintenance

Class Series Records Description Retention Period Rationale . Sports . . Sports development Information related Consider offering to Local practice and to sport archivist for major The National development programmes. projects, also Archive consider financial regulations if necessary; destroy 10 years after completion of project . . Clubs and societies Documentation Consider offering to Local practice and associated with archivist for major The National sports clubs. projects, also Archive consider financial regulations if necessary; destroy 10 years after completion of project . Tourism Information for tourists. . . Tourist accommodation Information about Destroy when no tourist facilities in longer a business the local area. need . . Visitor information Leisure and cultural Destroy when no services provided longer a business or supported by the council for the need community. Specifically includes visitor attractions.

Class Series Records Description Retention Period Rationale . . Visitor information Maps and Maps, direction and Destroy when no directions locations available longer a business for public leisure. need

78 Complete Listing with Retention Guidance – Management

Management . Ceremonial . . Civic and royal events Visitors book, tapes, Documentation Permanent - offer RGLA 2.24 photographs relating to civic to archivist functions or visits by royalty to the local area. . . Civic and royal events Planning and Information on Destroy - 7 years RGLA 2.25 organising an event planning and after use organising an event. . . Corporate gifts Documentation Permanent - offer relating to the to archivist provision of corporate gifts. . Communication support . . Staff communications Staff Destroy when communication superseded documentation.

. Corporate communication . . Campaigns Documentation Permanent - offer relating to the to archivist promotion of a business through publicity campaigns.

Class Series Records Description Retention Period Rationale . . Corporate branding Documentation Permanent - offer relating to the to archivist process of creating and the use of a corporate image and relevant guidance within the authority. . . Corporate publicity Documentation Permanent - offer relating to to archivist corporate publicity. . . Graphic design Designing setting Documentation Destroy - 3 years RGLA 2.19 information relating to graphic from last action design requirements of the authority. . . Marketing Marketing planning Documentation Permanent - offer RGLA 2.23 and campaigns relating to the to archivist marketing of the council or a specific function or service. . . Media cuttings Media cuttings Compilation of Permanent - offer RGLA 2.22 media in which the to archivist local area or authority is mentioned. . . Media liaison Interaction with Documentation Destroy - 3 years RGLA 2.21 Media relating to liaison from closure between the council and local media. . . Media releases Information Permanent - offer released to the to archivist media.

Class Series Records Description Retention Period Rationale . . Media releases Documentation Permanent - offer relating to media to archivist releases the promotion of business. . . Public relations Documentation Permanent - offer relating to public to archivist relations. . . Public relations Media reports Media reports. Permanent - offer to archivist . . Public relations Published work Published work. Destroy after use RGLA 2.20 is concluded - one copy to archive . . Public relations Statistics, trends Statistics. Destroy - 10 years and customer after use satisfaction data concluded . Enquiries and complaints . . Appeals Formal complaints Destroy 3 years received and after the case is response to the complaint. Includes closed the FOI, EIR and data protection complaints process. . . Complaints Reports and Complaints which Permanent - offer RGLA 2.14 correspondence result in significant to archivist changes of policy. . . Complaints Registers Summary form of Permanent - offer RGLA 2.13 complaints. to archivist . . Complaints Identification of a Destroy 3 years specific complaint after the case is to the council. closed

Class Series Records Description Retention Period Rationale . . Complaints to Ombudsman Complaint files Documents related Destroy 3 years to Ombudsman after the case is complaints. closed. Some high-profile case may retain permanently and offer to archivist . . Compliments Compliments and Destroy 3 years comments and after the case is response received and response to closed them. . . Customer profiling Customer profiles Information Destroy once use provided by an is concluded individual or organisation that includes personal preferences. . . Customer satisfaction Customer Feedback on Paperwork destroy satisfaction surveys council 1 year; Report performance in relation to services destroy three or other aspects of years council business. . . Stage 1 complaints Complaint files Documents related Destroy - 2 years RGLA 2.16 to stage 1 after use is complaints. concluded . . Stage 2 complaints Complaint files Documents related Destroy - 3 years local to Stage 2 after use is complaints. concluded . External audits . . Audits Documentation on Permanent audits.

Class Series Records Description Retention Period Rationale . Preparing business . . Meetings Information Consider regarding permanent - offer meetings. to archivist . . Officer representation Documentation Consider relating to officer permanent - offer representation. to archivist . . Partnership and agency Business for Documentation Permanent - offer RGLA 1.6 working partnership and relating to agency to archivist agencies where working. local authority owns the record . . Partnership and agency Business for Documentation Destroy - 3 years RGLA 1.7 working partnership and relating to agency after last action agencies where working. local authority does not own the record . Project management . . Closure Project files Lessons learned Information Consider offering Local practice and obtained by to archivist for The National reviewing the project. major projects, Archive also consider financial regulations if necessary; destroy 10 years after completion of project

Class Series Records Description Retention Period Rationale . . Governance Project files Project initiation Document created Consider offering Local practice and document at the start of the to archivist for The National project to indicate how it will be run. major projects, Archive also consider financial regulations if necessary; destroy 10 years after completion of project . . Governance Project files Unit or team plans Planning Consider offering Local practice and documentation. to archivist for The National major projects, Archive also consider financial regulations if necessary; destroy 10 years after completion of project . . Initiation and delivery Project files Issues log Unforeseen events Consider offering Local practice and requiring action. to archivist for The National major projects, Archive also consider financial regulations if necessary; destroy 10 years after completion of project

Class Series Records Description Retention Period Rationale . . Start up Project files Business case Information related Consider offering Local practice and to planning a to archivist for The National business operation or service. major projects, Archive also consider financial regulations if necessary; destroy 10 years after completion of project . Quality and performance . . Assessments Assessments. Destroy - 2 years RGLA 2.18 from closure . . Best value reviews Best value reviews. Destroy - 5 years RGLA 2.17 from closure . . Other Inspections Documentation Destroy – 5 years As above relating to the from closure external inspections received by the authority in relation to corporate or service specific performance management. . Statutory returns . . Reports to government Reports to Destroy - 7 years RGLA 2.5 government. from closure . Strategic planning

Class Series Records Description Retention Period Rationale . . Business cases Information related Destroy 5 years to identifying a after agreement or need or requirement rejection of for a business or business case service process. . . Corporate initiatives Documentation Destroy - 5 years relating to after initiative ends corporate initiatives. . . Organisational structure Organisational Permanent – offer structure of the to archivist Local Authority . . Policies and procedures Documentation Permanent – offer RGLA 2.6 relating to policies to archivist and procedures of the council. . . Public consultation Minor policies The process of Destroy - 1 year RGLA 2.9 consultation with from closure the public. . . Public consultation Significant policies The process of Destroy - 3 years Local practice consultation with from closure the public. . . Service level agreements Information relating Destroy - 1 year to agreements from closure made between separate internal units or teams on a contractual basis.

86 Complete Listing with Retention Guidance – Planning and building control

Planning and building control . Building control . . Application processing Application Application files Destroy after 3 Building Act 1984 files containing years if rescinded, application, validation notice, otherwise correspondence, permanent - offer to drawings, location archivist plans, structural calculations, decision notices, record cards, inspection reports and contravention notices. . . Building Notice Documentation Permanent – offer Local Applications related to building to archivist notices . . Building Regulation Documentation Permanent – offer Local applications relating to building to archivist regularisation . . Registration Building control Building control Permanent - offer RGLA 10.8 register register sheets. to archivist . . Unauthorised works Information relating Permanent – offer to the enforcement to archivist of unauthorised works where enforcement action is proved

Class Series Records Description Retention Period Rationale . . Demolition consents Applications and Permanent – offer documentation to archivist related to demolition consents . . Dangerous Structure Documentation Permanent – offer notices related to to archivist dangerous structures . Covenant control . . Policies Information relating Permanent – offer to policies. to archivist . . Covenant controls Covenant Covenant control Permanent – offer control files files containing to archivist applications, correspondence, drawings and notices. . Development control . . Application processing Appeals files Documentation Permanent – offer Limitations Act related to planning to archivist 1980 appeals. . . Application processing Application Application files Permanent – offer Local practice files containing to archivist application letters and forms, certificates, location plans, drawings, site correspondence, reports, photographs and s.106 agreements. . . Application processing Application Decision notices Decision notices on Permanent – offer Local practice files planning to archivist applications.

Class Series Records Description Retention Period Rationale . . Application processing Pre application Pre-application Destroy - 5 years discussion discussion after final response documentation relating to a if not included in a specific building. actual planning application . . Enforcement Enforcement The enforcement of Permanent – offer Local practice notices demolition to archivist guidelines and laws. . . Hedges Actions to resolve Permanent – offer Local practice disputes over to archivist evergreen hedges. . . Registration Planning Register Register sheets Permanent - offer RGLA 10.6 including to archivist application register, decision register, consultation register, enforcement register, s.106 register, tree works register. . . Planning obligations Section 106 Documentation Permanent – offer Local practice agreements relating to planning to archivist obligations. . . Tree Tree works and Information Permanent – offer Local practice preservation orders containing to archivist reference to listed tree-life. . Forward planning . . Economic regeneration Information on Consider to be kept Local practice activities to support Permanently – offer economic regeneration in the to archivist local area.

Class Series Records Description Retention Period Rationale . . Heritage listing The consolidated Retain any updated listing of heritage list permanently buildings and sites. . . Local plan Local planning Permanent – offer Local practice documentation. to archivist . . Natural environment Policies Information on Permanent - offer RGLA 10.7 agriculture, to archivist countryside, nature reserves and protected sites. . . Natural environment The process of Destroy - 7 years RGLA 10.7 maintaining the after administrative countryside and developing open use concluded spaces for public amenity. . . Planning policy Planning policy Permanent - offer documentation in to archivist relation to specific buildings. . . Planning schemes Consultation The process of Destroy 15 years RGLA 10.5 receiving, after decision. Offer considering and responding to controversial or submissions and high profile objections to schemes to planning schemes Archivist and amendments.

90 Complete Listing with Retention Guidance – Procurement

Procurement . Contracting . . Approved suppliers Maintaining a list of Destroy once Local practice approved suppliers superseded to the local authority. . . Contract awards Information of who See below for was successful in contract awards obtaining a contract or contracts we undertake for others. . . Contract awards Contract files Ordinary contracts Contract documents Destroy - 6 years Limitations Act and any contract after the term of 1980. RGLA 4.6 amendments. the contract has expired . . Contract awards Contract files Contracts under Contract documents Destroy - 12 years Limitations Act seal and any contract after the term of 1980. RGLA 4.6 amendments where contract is the contract has under seal. expired . . Contract awards Contract files Post tender Negotiation files Destroy - 1 year RGLA4.11 negotiation related to specific after the term of contracts. the contract has expired . . Contract awards Contract files Service level Performance See above for Local practice agreements, monitoring and Contract awards review of awarded compliance reports, contracts. performance reports

91 Complete Listing with Retention Guidance – Procurement

Class Series Records Description Retention Period Rationale . . Contract management Contract monitoring The monitoring of See above for contracts. contract awards . . Requisition Purchase orders Documentation on Destroy - 7 years RGLA 7.3 non tendered after the end of the contracts. financial year . Tendering . . Tenders Tender files Opening notice, Tender issuing and Destroy - 1 year RGLA 4.7 tender envelope return. after start of contract . . Tenders Tender files Ordinary tender Tendering of Destroy - 6 years contracts, after the term of responses and their evaluation. the contract has expired . . Tenders Tender files Pre-tender advice The process of Destroy 2 years RGLA 4.5 calling for after contract let or expressions of interest. not proceeded with . . Tenders Tender files Tender for contract Tendering of Destroy - 12 years Limitations Act under seal contracts, after the term of 1980. RGLA 4.8 responses and their evaluation the contract has for contracts under expired seal. . . Tenders Tender files Unsuccessful Documentation Destroy - 1 year RGLA4.10 tenders relating to after start of unsuccessful tenders. contract . . Tendering policies Documentation Destroy when relating to tendering superseded policies.

92 Complete Listing with Retention Guidance – Risk management and insurance

Risk management and insurance . Claims . . Claims processing Claims records Documentation Destroy - 7 years Limitations Act relating to claims after all obligations 1980. RGLA 8.21 made against the council. and entitlements are concluded. Consider any implications for claims including children and consider Health and Safety retention . Insuring against loss . . Insurance Insurance policies Documentation Permanent – Local relating to consider for insurance policies. archive . . Insurance Renewals Renewal Permanent – local information. consider for archive . . Insurance Summary Summary of Permanent - offer RGLA8.18 arrangements arrangements to archivist relating to insurance. . Risk management

93 Complete Listing with Retention Guidance – Risk management and insurance

Class Series Records Description Retention Period Rationale . . Business continuity Documentation Consider planning relating to business permanent - offer continuity in the event of a disaster to archivist or unforeseen event. Includes disaster recovery and business resilience plans. . . Education Campaigns Campaigns related See training to risk management . . Risk assessment Risk register Consolidated listing Consider of, and assessment permanent - offer of risks. to archivist . . Risk assessment Valuations Valuations as part Consider of the risk permanent - offer assessment process. to archivist

94 Complete Listing with Retention Guidance – Transport and infrastructure

Transport and infrastructure . Highway enforcement . . Parking Enforcement of Destroy 6 years Local parking plus current after infringement includes both matter is closed. onsite and off-site. . . Parking fines Documentation Destroy 6 years Local related to parking plus current after fines. matter is closed. . . Parking permits Documentation Destroy 2 months Local relating to the issue after permit has of parking permits expired . Infrastructure management . . Cycle routes Provision for cycle Consider health and routes. safety . . Maintenance Documentation Consider health and related to general safety maintenance of transportation systems. . . Markings and signage Installation of Consider health and instruction and safety warning signs. . . Public conveniences Provision of public Consider health and conveniences. safety Toilets. Maintenance and cleaning.

Class Series Records Description Retention Period Rationale . . Street furniture Documentation Destroy - 7 years RGLA 11.8 relating to the after last action process of installing and maintaining street furniture: finger posts, litter bins, public seats etc. . . Street naming and Documentation on Permanent - offer to numbering the street naming archivist. development naming and property numbering/naming. . Public transport . . Community transport Transport for Largely a County members of the issue, and community. Includes documentation to schemes such as be destroyed when 'dial-a-ride', superseded shopmobility, community bus and car schemes. . . Concessions Information Destroy when regarding the superseded transport concessions offered to the disabled. . . Public transport plan Information about Destroy - 3 years RGLA 11.11 future plans, public after superseded or transport routes and timetable. last action . Transport planning . . Development control

Class Series Records Description Retention Period Rationale . . Strategy and planning Transport strategy Development of transport strategy. . . Strategy and planning Local transport plan The planning of Permanent - offer to RGLA 11.1 transport issues. archivist . . Transport modelling . . Transport modelling Traffic counts Destroy - 2 years after last use . . Travel plans Employer travel Employer travel Destroy - 5 years plans plans. after use

97 Complete Listing with Retention Guidance – Waste management

Waste management . Fly tipping . . Fly tipping Documentation on Dumped rubbish Destroy - 2 years Local fly tipping instances which varies in size after last action from a single bin bag to several truck loads of construction waste. . Street cleaning . . Pest control The management Destroy - 2 years Local and control of pests. after last action . . Road cleansing The cleaning of Destroy - 2 years Local public roadways. after last action . Waste collection Information on Destroy - 2 years RGLA9.26 waste collection. after last action . . Abandoned vehicles A vehicle which Destroy - 2 years RGLA9.26 deemed to have after last action been abandoned by its owner, as defined in the Refuse Disposal Amenity act 1978 and the Clean Neighbourhoods Act 2005. . . Bulk The disposal of Destroy - 2 years RGLA9.26 commercial waste, after last action as defined in the Environmental Protection Act 1990.

98 Complete Listing with Retention Guidance – Waste management

Class Series Records Description Retention Period Rationale . . Controlled The disposal of Destroy - 6 years RGLA9.27 hazardous waste as after last action defined in the Hazardous Waste Directive 2005 and the European Waste Catalogue. . . Domestic The process of Destroy - 2 years RGLA9.26 arranging the after last action collection or transportation of home care waste. . . Trade The process of Destroy - 2 years RGLA9.26 arranging the after last action collection or transportation of trade waste. . Waste reduction . . Recycling The establishment Destroy - 5 years of public recycling after use receptacles.