Retention Schedule for Mid Devon District Council
Retention Schedule:
Common Practice
| Service Name | Function Description | Further Function Description | Description of the Records | Retention Period | Source of Retention period |
|---|---|---|---|---|---|
| Elections | Summary certification of those eligible to vote. | Preparation | Electoral register | Permanent. Offer to Archivist after administrative use is concluded | Common Practice. Statutory Electoral Registration and Administration Act 2013 |
| Voting (Local Elections only) | Preparation | Ballot papers | Destroy six months from the close of Poll | Statutory: Representation of the People Act 1983 Sch 1 Part 5 and The Local Elections (England and Wales) Rules 2018 | |
| Declaration of results (Local Elections only) | Results | Consolidated returns of votes received | Destroy six months from the close of poll | Statutory: Representation of the People Act 1983 | |
| Council and Committee Meetings | The Process of preparing business for Council consideration and making the record of discussion, debate and resolution. | Hand Written Notes | Draft/ rough minutes, Audio tapes | Destroy after date of confirmation of the minutes | Common Practice/Statutory Public Bodies (admission to Meeting) Act 1960, Local Government Act 1972 |
| Minute Taking | Minutes, Decision notices, et al | Documents for establishing committee, agendas, minutes, Council Reports, recommendations, Supporting Documents such as Council Briefings and Discussion Papers, Documents establishing committee | Permanent offer to archivist after administrative use is concluded | Common Practice/Retention Guidelines for Local Authorities (RGLA), Local Government Act 1972. | |
| Partnership, Agency and External meetings | The Process of preparing business for partnership and agencies consideration and making the record of discussion, debate and resolutions, where the local authority legally owns the record. | Minutes, Decision Notices, et al | documents for establishing committee, agendas, minutes council reports, recommendations, supporting documents such as council briefing and discussion papers, documents, establishing committee | Permanent. Offer to Archivist after administrative use is concluded | Common Practice and Retention Guidelines for Local Authorities (RGLA) |
| The Process of preparing business for partnership and agencies consideration and making the record of discussion, debate and resolutions, where the local authority legally owns the record. | Reports, Recommendations, supporting documents such as briefing and discussion papers | Destroy Three after last Action | Common Practice, Local Authorities (Executive Arrangement) (Meetings and Access to Information) (England) 2012 | ||
| Honours and Submissions | the Process of preparing honour Submissions | Honours nominations forms, Covering documentation, Letters of Support, Referral for comment from lord | Destroy 5 years from last action | Common Practice and RGLA | |
| Political Parties Papers | The process of undertaking representation of the local authority - local authority representative | Leader of the opposition papers, Leader of Council Papers | Destroy 3 years after last action | Common Practice | |
| Corporate Planning and reporting | The corporate planning and reporting activities | Corporate Plans, Strategy Plans, Business Plans, Annual Reports | Permanent. Offer to Archivist after administrative use is concluded. | Common Practice | |
| The process of preparing business for strategic consideration and making the record of discussion debate and resolution | Strategic Management team Minutes | Permanent. Offer to Archivist after administration use is concluded. | Common Practice | ||
| The process of preparing business for strategic consideration and making the record of discussion debate and resolution | Destroy 3 years from closure | Common Practice | |||
| The process of preparing business for strategic consideration and making the record of discussion debate and resolution | Destroy 3 years from closure | Common Practice | |||
| Statutory Returns | The Process of preparing Information to be Passed on to central government as part of statutory requirements | Reports to Central Government | Destroy 7 years from closure | Common Practice | |
| Policy, Procedures, Strategy and Structure | Activities that develop policies, procedures, strategies structures for local authorities | Policy, Procedure, precedent, Instructions, Organisation charts, records relating to policy implementation and development, Asset Management plan, Community Strategy, Community plan, Community Safety Plans. | Permanent. Offer to Archivist after administrative Use is concluded | Common Practice. Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) 2012 | |
| The process of monitoring and reviewing strategic plans, policies or procedure to assess their compliance with guidelines | Destroy 5 Years from Closure | Common Practice. Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) 2012 | |||
| Public Consultation | The Process of consulting the public and staff in the development of significant policies of the local Authority | Destroy 5 years from closure | Common Practice, ESD Local Government Retention Record (LGRR) | ||
| The Process of Consulting the public and staff in the development of minor policies of the local authority | Destroy 1 year from closure | Common Practice | |||
| Information Management | The Activity Whereby Standards, authorities, restraints and verification are introduced and maintained to manage information effectively | Classification schemes, registers, Indexes, Authorised lists of file headings | Permanent. Offer to archivist after administrative use is concluded | Common Practice | |
| The Management of detailed responses on council actions, policy or procedures | Accession registers, Depositor files. | Permanent. Offer to archivist after Administrative use is concluded. | Common Practice | ||
| The Process that records the desposal of records | Disposal Certificates | Destroy 12 Years after last action | Common Practice, based on The Limitations Act | ||
| Enquiries and Complaints | The Management in Summary Form of Enquiries and complaints directed to Council | Indexes, Register | Permanent. Offer to Archivist after Administrative use is concluded | Common Practice | |
| The Management of enquiries, submissions and complaints which result in significant changes to policy or procedures | Reports, Returns, Correspondence, | Permanent. Offer to Archivist after Administrative use is concluded | Common Practice | ||
| The management of detailed responses on council actions, policy and procedure | Reports, Returns, Correspondence, Ombudsman | Destroy 6 years after administrative use is concluded | Common Practice | ||
| The management of routine responses on council actions, Policy and Procedure | Printed materials, Form letters | Destroy 2 years after administrative use concluded | Common Practice | ||
| Quality and Performance Management | The Process of monitoring or reviewing the quality, efficiency or performance of a local authority service or unit | Best Value Review | Destroy 5 years from closure | Common Practice | |
| The Process of assessing the quality, efficiency or performance of a local authority service or unit | Assessment Forms | Destroy 2 years from closures | Common Practice | ||
| Public Relations | The Process of designing setting information for publication | Publication | Destroy 3 years from last action | Common Practice | |
| The published work of the local Authority | Publication | Destroy after administrative use is concluded. (One copy from the initial print run should go directly to the archives) | Common Practice | ||
| Media Relations | Process of interaction with the Media | Destroy 3 years from last action | Common Practice | ||
| Media Publications concerning local authorities | Press cuttings, Media reports | Permanent. Offer to archivist after administrative use is concluded | Common Practice | ||
| Marketing | The Process of developing and promotion of local authorities campaign and events | Permanent. Offer to Archivist use is concluded | Common Practice (LGRR) | ||
| Civic and Royal Events | The Recording of Ceremonial events and civic occasions | Visitors' book, audio tapes, video tapes, photographs | Permanent. offer to archivist after administrative use is concluded | Common Practice (LGRR) | |
| The process of organising a ceremonial event or civic occasions | Destroy 7 years after administrative use is concluded | Common Practice (LGRR) | |||
| Housing Provisions | The Registration of individuals housig applications | The Process of the allocation and management of welfare housing by the local authority and | Council Housing Register | Permanent, offer to archivist | Common Practice |
| The process for applying for Council housing (unsuccessful applications only, Successful applications will be placed within the | Council Housing application forms and supporting material, application for transfer of tenancy and supporting papers | Destroy after 7 years | Common Practice | ||
| The Process for managing the tenancy of an individual tenant | correspondence re tenancy, tenancy files, council housing applications, forma and supporting materials, application for transfer of tenancy and supporting papers application for emergency housing or referral to another agency | Destroy after 12 years | Common Practice (although these may need to be kept for a longer period of time in order to prove that the tenant was housed properly by the authority.) | ||
| Legal and Contracts | Litigation | Process of Managing, undertaking or defending against litigation on behalf of the local authority | Criminal case files, Civil Case File, correspondence | Destroy 7 years after last action, in the case of major litigation then offer to archivist for review. | Common Practice |
| Advice | The process of providing legal advice on a point of law | Destroy 3 years after last action - unless major precedent, the offer to archivist to review | Common Practice | ||
| Agreements | Process of agreeing terms between organisations (does not include contractual agreements) | Concordats | Destroy 6 Years after the agreement expires or is terminated depends on the value off the agreement. | Common Practice, | |
| Conveyancing | Process of changing ownership of land | Conveyance files | Destroy 12 years after closure | Statutory | |
| Contracts and Tendering | the Process calling for expressions of interest | Expression of interest | Destroy 2 years after contract let or not proceeded with | Common Practice | |
| Specification and contract development | Process involved in the development and specification of a contract | Tender specification (note: for project files containing drafts leading to a final version these records can be destroyed. | Ordinary Contracts: destroy 6 years after the terms of the contract have expired. Contract under seal: destroy 12 years after the terms of the contract have expired | Statutory | |
| Tender issuing and return | The process of issuing and returning a tender | Open notice, Tender envelope | Destroy 1 year after start of contract | Common Practice | |
| Evaluation of Tender | Evaluation criteria | Ordinary Contracts: destroy 6 years after the terms of the contract have expired. Contract under seal: destroy 12 years after the terms of the contract have expired | Statutory | ||
| Evaluation of Tender | Successful tender documents | Tender documents and quotations | Ordinary Contracts: destroy 6 years after the terms of the contract have expired. Contract under seal: destroy 12 years after the terms of the contract have expired | Statutory | |
| Evaluation of Tender | unsuccessful tender documents | Tender Documents quotations | Destroy 1 year after the start of the contract | Common Practice | |
| Post tender negotiation | the process in negotiating of a contract after the preferred tender is selected | Clarification of contract, post tender negotiations, minutes | Destroy 1 year after start of contract | Common Practice | |
| Awarding of contract | The process of awarding a contract | Signed contract | Ordinary Contracts: destroy 6 years after the terms of the contract have expired. Contract under seal: destroy 12 years after the terms of the contract have expired | Statutory | |
| Contract Management | Contract operating and monitoring | Services level agreements, Compliance reports, Performance reports | Destroy 2 years after the terms of the contract expire | Common Practice | |
| Contract Management | Management and amendment of contract | Minutes and papers of meetings, changing to requirements, variation forms, extension of contract, complaints, disputes of complaints. | Ordinary Contracts: destroy 6 years after the terms of the contract have expired. Contract under seal: destroy 12 years after the terms of the contract have expired | Statutory | |
| Tenancy Agreements | The process of awarding tenancies in welfare housing | Signed tenancy agreement, sealed tenancy agreement | Ordinary Contracts: destroy 6 years after the terms of the contract have expired. Contract under seal: destroy 12 years after the terms of the contract have expired | Statutory | |
|
Births Deaths and Marriages |
Registration | Process of the summary registration of the birth, death or marriage. | Deaths register, births registers, Marriage register | Permanent, Offer to archivist, deposit after conclusion of administrative use. | Common Practice |
| Registration | The Process of certification of the registration of a birth, death or marriage. | Birth Certificates, death certificates, Marriage certificates. | Destroy 7 years after last action. | Common Practice | |
| Marriage Services | process of conducting a marriage service. | Destroy 3 years after last action. | Common Practice | ||
| Notices | Process of notification in relation to death or marriage. | Wedding banns, notice of marriage. | Destroy 2 years after last action. | Common Practice | |
| Coroners | summary register of reported deaths. | Report deaths Register. | Permanent, offer to archivist, transfer to place of deposit after conclusion of administrative use. | Set by the Public Record Office. | |
| Coroners Case Work1 | The Process and Actions of inquiring into deaths which did not proceed to inquest | Coroner's Case File | 15 years after last action. | Set by public Record office. | |
| The process of inquiring into deaths which proceed to inquest | Coroner's Case File | Permanent, Offer to Archivist for Review. transfer to place of deposit after administrative use of concluded. | Set by public record office be sampled according to: set a precedent in law or practice; relate to an individual, accident or crime subject to repeated interest from the national media. | ||
| Treasure Trove | The process and actions of treasure inquests | Destroy 2 years after the last action | Set by public record office | ||
| Magistrates2 | |||||
| Human Resources | Summary Management systems that allow the monitoring and management of employment of employees in summary form. (Note: summary information that this record class attempts to capture names, date of birth, date of appointment, work history details, position, titles and dates held. | Personnel Administration | Employment Registe, Permanent Staff, Employment register, casual staff, registers of personnel files, personnel history cards, superannuation history card, Salary Master Record. | Permanent offer to Archivist for review. Transport to place of deposit after administrative use is concluded. | Common Practice |
| The Process of administering employees to ensure entitlements & obligations are in accordance with agreed employment requirements, Records containing Superannuation Information | Medical Clearance, Letter of appointment, letter of acceptance, details of assigned duties, probation reports, medical examinations, personal particulars, educational qualifications, declaration of pecuniary interests, secrecy undertakings, employment contracts | Permanent. Offer to Archivist for review. Transfer to place of Deposit after administrative use is concluded | Common Practice. | ||
| Records relating to staff working with Children | 25 Years After Termination | ||||
| All Other Records | 6 years after Termination | ||||
| Identification and Development of significant directions concerning industrial matters | Employee and Industrial relations | Generic agreements and awards, negotiations disputes, claims lodged | Permanent. Offer to Archivist for review. Transfer to place of deposit after administrative use is concluded | Common Practice. | |
| Liaison processes of minor and routine industrial matters | Daily Industrial Management | Destroy 2 years after administrative use is concluded | Common Practice | ||
| Processing of Disciplinary and grievances investigations where proved | Disciplinary | Oral Warning - 6 Months, Written Warning - 12 Months, Final Warning - 18 Months, Destroyed after relevant time has spent unless the warnings involve children in which case it is permanently on their record | For all practical purposes this function would not be subject to records management, except for warnings involving children, which remain on personal file permanently for reference purposes. | ||
| Processing of disciplinary and grievances investigations where unfounded | Disciplinary | Destroy immediately after the grievance has been found to have been unfounded; or after appeal. | Common Practice | ||
| The Process of investigation and reporting on specific cases to ensure that entitlements and obligations are in accordance with agreed equal employment opportunities guidelines policies | Equal Employment Opportunities | Destroy 5 years after action completed | Common Practice | ||
| The process of checking and ensuring the health of staff | Occupational Health | Health Questionnaire, Medical Clearance, Adjustment of the work Place, Restriction, Recommendations | Destroy 75 Years after Date of Birth | Common Practice | |
| The Selection of an individual for an established position | Recruitment | Advertisements, Application, Referee reports, interview reports unsuccessful applicants | Destroy 1 year after recruitment has been finalised (for letter of appointment for successful candidate use employment conditions) | Common Practice | |
| Performance | Staff Monitoring | Probation report, Performance plans | Destroy 5 years after action completed | Common Practice | |
| Process of monitoring staff leave and attendance | Staff Monitoring | Sick Leave, jury service, study leave, special and personal leave, attendance books, flexitime sheets, leave applications, Clock on/off cards, annual leave | Destroy 2 years after Action completed | Common Practice | |
| Financial reward | Staff Retention | Destroy 7 Years after action completed | Common Practice. All Records relating tot actual payments are dealt with under finance | ||
| Other strategy | Staff Retention | Destroy 3 years after last action completed | Common Practice | ||
| The process of termination of staff through voluntary redundancy, dismissal and retirement | Training and Development | Resignation, redundancy (section 188), dismissal, death, retirement | Destroy 6 years after termination. if a pension then it should be destroyed 6 years after last payment. | Common Practice | |
| Routine Staff Training processes, excluding occupational health, safety or when relating children | Training and Development | Course individual staff assessment | Destroy 2 years after action completed | Common Practice | |
| Training (Children) | Training and Development | Course individual staff assessment, training register | Destroy 35 years after training completed | Common Practice | |
| Training (Occupational Health and Staff Training) | Training and Development | OH&S Training Register | Destroy 50 years after training completed. Individual course assessment records should be destroyed once the training has been renewed every three years. | Common Practice | |
| Training (Materials) | Training and Development | Destroy 1 year after course is superseded | Common Practice | ||
| Training (Proof of completion) | Training and Development | Certificates, awards, exam results | Destroy 7 years after action completed | Common Practice | |
| Summary management systems that allow the monitoring and management of statutory officers in summary form | Appointments of statutory officers | Magistrates Register | Permanent. Offer to archivist. Transfer to place of deposit after administrative use is concluded | Common Practice | |
| The process of administering employees to ensure that entitlements and obligations are in accordance the the agreed employment requirements | Appointments of statutory officers | Destroy 6 Years after departure from employment | Common Practice | ||
| The appointment of an individual for a statutory position | Appointments of statutory officers | Appointment files (Shrievalty, Magistrates, Lord Lieutenant, Tax Commissioners) | Permanent. Offer to archivist. Transfer to place of deposit after administrative use is concluded | Common Practice | |
| The Process of selection of an individual for a statutory position | Appointments of statutory officers | Vacancies and Applications records, Interview notes, prospective staff records, registers of applicants, unsuccessful application records | Destroy 2 years after date of appointment | Common Practice | |
| Financial Management | The Process that consolidates financial transactions on an annual basis for corporate reporting purposes | Accounts and audit reporting | Consolidated annual reports, Consolidated financial statements, Statement of financial position, operating statements, general ledger | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded | Common practice |
| The process that supports and consolidates financial transactions on a periodic (less than annual) basis, superseding those from the previous period. does not include journals and subsidiary ledgers and cash books. | Accounts and audit reporting | Consolidate monthly and quarterly reports, Consolidated monthly and quarterly financial statements, working papers for the preparation of above, monthly accrual statements, cashflow statements, creditor listings and reports, debtor listing and reports | Destroy when administrative use is concluded | Common practice | |
| Management and approvals process for purchase, including investigations | Financial Transactions Management | Appointment and delegation, audit investigations arrangement for the provisions of goods and services | Destroy 7 years after the end of the financial in which the records were created | Statutory | |
| Identification of the receipt, expenditure and write off of public monies. | Financial transaction management | Allowances, work orders, invoices, credit card statements, cash books, receipts, cheque counterfoils, bank statement, subsidiary ledgers (annual), journal (annual), vouchers | Destroy 6 years after the conclusion of the financial transaction that the record supports | Statutory. this period may be reduced with the agreements of the customs and excise and/or the inland revenue. | |
| Process involving the provision and support for the individual using public transportation | Financial Transaction management | Application, card issue, rail warrants | Destroy 6 years after the conclusion of the financial transaction that the record support | Statutory | |
| Process that balance and reconcile financial accounts | Financial transaction management | Reconciliations, summaries of the account | Destroy 2 years after administrative use is concluded | Common Practice | |
| Taxation Records | Financial transaction management | Taxation records, Motor vehicle logs, fringe benefits tax records, group certificate | Destroy 5 years after the end of the financial year in which the records were created | Statutory | |
| Process involved involved in the collection of the National Insurance Number | Financial transaction management | Notification and input records | Destroy 2 years after the employee ceases employment | Common Practice | |
| Accountable processes relating to the payment of employees | Payroll | Authority sheets, payroll deduction authorities payroll disbursement, employee pay records, employee taxation records | Destroy 7 years after the conclusion of the financial transaction that the record supports | Statutory | |
| Non-accountable process relating to payment of employees | Payroll | Summary employee pay reports | Destroy after administrative use is concluded | Common practice | |
| The Process of Finalising the local authorities' annual budget | Financial Provisions, Budget and estimates | Annual Budget | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded | Common Practice. Only the final version of the annual budget needs to be kept | |
| The Process of developing local authorities' annual budget | Financial Provisions, Budget and estimates | Draft Budgets, Departmental Budgets, Draft Estimates | Destroy 2 years after annual budget adopted by the Local Authority | Common Practice | |
| The process of reporting which examines the budget in relation to actual revenues and expenditure | Financial Provisions, Budget and estimates | Quarterly statements | Destroy after next years annual budget has been adopted by local authorities | Common Practice | |
| The Activity of borrowing money to enable a local authority to perform its functions and exercise its powers | Loans | Loan files | Destroy 7 years after the loan is repaid | Statutory | |
| Summary management of loans. the process of offering financial help with welfare housing provision and maintenance | Loans | Loan Registers | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded | Common Practice | |
| Mortgages | Loans | Mortgage Agreement, correspondence | Destroy after last payment; if signed destroy after 6 years | Statutory | |
| Right to Buy | Loans | Sale Documents, Agreement concerning sale | Destroy 12 years after sale of house | Common Practice | |
| Rent Payments | Loans | Rent books, Correspondence concerning payment, requests for payment | Destroy 7 years after the end of the financial year in which it was created | Statutory | |
| Home improvement Grants | Loans | Agreement to pay loan, details of payments, Correspondence relating to loan | Destroy 6 years after last payment for grants under £50,000; for grants over £50,000 destroy 12 years after last payment. Where plans and detailed drawings included these should be offered to archivist. | Statutory | |
| The Valuation of rateable land within a municipal district for the purpose of the making of the rate | Council Tax Valuation | Valuation lists, Correspondence, objections, Reports | Valuation lists- permanent. offer to archivist for review. destroy 10 years after the year in which the valuation was made. | Common Practice | |
| The recording of information for rateable properties identifying the person or company rated, including details of the value of the property. (Note: Records containing accounting information primarily, and not being a source of property history, should be disposed of according to the appropriate record class within the accounts and audit function. | Property History | Rate books, Rate Cards, Register or Rateable Properties | Permanent. Offer to Archivist for review. Transfer to place of deposit after administrative use is concluded | Common practice | |
| The activity of corresponding with ratepayers in relation to valuations, rates and charges, objections, submissions, appeals, rate remissions and other rates related matters | Rates and Local Authorities Tax Correspondence | Notices, Objections, Applications, Correspondence, Rate certificates, Notices of acquisition and disposition, Rate property files | Destroy 7 Years after last action | Common Practice | |
| See property management for real property assets. See transport management for vehicle assets | Summary Asset Management | ||||
| Summary management reporting on the overall assets of the local authorities | Summary Asset Management | Schedules of Acquisitions, Consolidating current asset reports, annual reports, summary of current assets, Asset registers | Permanent. Offer to archivist. Transfer to place of deposit after Administrative use is concluded. | Common Practice | |
| Management systems that allow the monitoring & management of assets in summary form | Asset Monitoring and Maintenance | Subsidiary asset register | Destroy 7 years after the conclusion of financial transaction that the record supports | Common Practice | |
| Process of reporting and reviewing assets status | Asset Monitoring and Maintenance | Routine returns and reports on asset status, Inventories, Stocktaking, Surveys of usage, Acquisition & disposal reports & proposals | Destroy 2 years after administrative use is concluded | Common Practice | |
| The process of maintaining assets | Asset Monitoring and Maintenance | Garden Maintenance, cleaning, painting | Destroy 7 years after last action | Common Practice | |
| The Process of Maintaining plant and equipment | Asset Monitoring and Maintenance | Service Records and Plant Files | Destroy 7 Years after disposal of asset | Common Practice | |
| Management of the acquisition (by financial lease or purchase) and disposal (by sale of write off) process for assets | Asset Acquisition and Disposal | Legal documents relating to the purchase/sale, Particulars of sale documents, Board of survey, Leases, Application for leases, licences & rental revision, Tender documents, Conditions of Contracts, Certificate of approval | Destroy 6 years, if under £50,000 or 12 years if over £50,000, after all obligations/entitlements are concluded | Statutory | |
| Property and Land Management | Reports to Management on overall property of the local authority | property and Land Management | Consolidated property & buildings annual reports, Summary of leased property, Summary of local authority's owned property, Site register, Register of leases | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded | Common Practice |
| (see also conveyance). Management of the acquistion (by financial lease of purchase) process for real property | Property acquisition and disposal | Plans | Retian for life of property or building plus 12 years. Offer material re major/significant properties to archivist for review | Common Practice | |
| Management of the disposal (by sale or write off) process for the real property | Property acquisition and disposal | elating to the sale, Particulars of sale documents, Board of survey, Tender documents, Conditions of Contracts | Destroy 15 years after all obligations/entitlements are concluded. Offer material re major/significant properties to Archivist for review | Common Practice | |
| The process of managing and undertaking renovations and development of property | Property development and Renovations | ||||
| Management. Buildings and estates of "special interest" | Property development and Renovations | Project specifications, Plans, Installation manuals, Certificates of approval | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded | Common Practice | |
| Management. All other buildings and estates | Property development and Renovations | Project specifications, Plans, Installation manuals, Certificates of approval | Retain for life of property or building | Common practice. For asbestos see health and safety under general public services | |
| The action process involved in the development and renovation of property | Property development and Renovations | Work orders, Tender documents, Conditions of contracts | Destroy 7 years after the conclusion of the financial transaction that the record supports | Common Practice | |
| The process of managing leased property | Leasing and Occupancy | Lease agreements, Rental expenditure authorities, Valuation queries, Applications for leases, licences & rental revision | Destroy 15 years after expiry of the lease | Common Practice | |
| The process of Managing the occupancy of property | Leasing and Occupancy | Requests for works, cleaning, etc. | Destroy 7 years after the conclusion of the financial transaction that the record supports | Common Practice | |
| The process of managing the applicants of housing | Leasing and Occupancy | Applications for housing with local authority or partners | Destroy 7 years after the applicant has been housed, rejected or cancelled | Common Practice | |
| The process of managing local authority welfare housing estates | Housing Provision | Stock monitoring records | Destroy 4 years after last action | Common Practice | |
| The internal process to develop or extend the capabilities of a system used to support the activities | Systems Management | Retain for life of the system then destroy | |||
| The process to implement a system used to support the activities of the local authority | Systems Management | Implementation Plan | Destroy after 7 years | ||
| The process to support and administer a system used to support the activities of the local authority | Systems Management | Destroy after 5 years | |||
| The process of acquisition and disposal of vehicles through lease or purchase | Transport management | Leases, Contracts, Quotes, approvals, fleet authorisation numbers | Destroy after 7 years | ||
| The process of managing, allocation and maintenance of vehicles | Transport management | Approvals as drivers, allocations & authorisations for vehicles | destroy 7 years after the sale or disposal of vehicle | ||
| The process of recording vehicle usage | Transport management | Vehicle usage reports | Destroy after 3 years | ||
| The process of recording drivers usage | Transport management | Vehicle log Book | Destroy after 7 years | ||
| The summary management of insurance arrangements | (insurance) Policy Management | Insurance Register | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded | ||
| The process of insuring local authority officers, property, vehicles and equipment against negligence, loss and damage. | (insurance) Policy Management | Insurance policies, correspondence | Destroy 7 years after the terms of the policy have expired | ||
| The process of renewing insurance policies | (insurance) Policy Management | Insurance policy renewal records, correspondence | Destroy 5 years after the policy has been renewed | ||
| The process that records insurance claims against the local authority or authority officers | (insurance) Claims Management | Claims records, correspondence | Destroy 7 years after all obligations/entitlements are concluded (allowing the claimant to reach 25 years of age) | ||
| General Public Services | Process of inspecting equipment to ensure it is safe | Health and safety (inspection and assessments) | Equipment inspection records | Destroy 6 years from destruction of the equipment | Statutory |
| Processing the geotechnical assessments of a quarry | Health and Safety (inspection and assessments) | When Quarry is no longer in use consult or refer to the health and safety executive | Statutory | ||
| Process of carrying out monitoring to ensure that the process is safe | Health and Safety (inspection and assessments) | Monitoring Results | Destroy 3 Years after last action | Statutory | |
| Process of monitoring of areas where employees and persons are likely to have become in contact with asbestos | Health and Safety (inspection and assessments) | Property Asbestos | Destroy 40 years from last action | Common Practice based on Statutory | |
| Process of monitoring of areas where employees and persons are likely to have come into contact with Radiation | Health and Safety (inspection and assessments) | Radon Monitoring | Destroy 50 Years from last action or at age 75 years whichever is greater | ||
| Process of ensuring safe systems of work | Health and Safety (inspection and assessments) | Retain until 1 year after superseded or process ceases | Common Practice | ||
| Process to assess the level of risk | Health and Safety (inspection and assessments) | Risk Assessment | Destroy 3 years after assessment | Statutory | |
| process that permit work | Health and Safety (inspection and assessments) | Destroy 1 year after last action | Common Practice | ||
| Process to record injuries to adults | Health and Safety (inspection and assessments) | Accident Books | Destroy 3 years from closure | Statutory | |
| Process to record injuries to children | Health and Safety (inspection and assessments) | Accident Books | Destroy 25 years after last action | Based on Statutory | |
| Process to develop the emergency or Disaster plan for the local community | Health and Safety (emergency planning) | Major Incident plan | Permanent. Offer to Archivist for review. Transfer to place of deposit after superseded | ||
| Process of recording the results of the test for emergency/disaster plan for the local community | Health and Safety (emergency planning) | Destroy 10 years after closure | |||
| Activities that report on all major incidents in the local community, whether the emergency plan has been invoked or not | Major Incident | Permanent. Offer to Archivist for review. Transfer to place of deposit after administrative use is concluded | |||
| Activities that report on all minor incidents in the local community | Major Incident | Destroy 7 years after closure. | |||
| Summary management systems that allow the monitoring & management of registration, certification and licenses registration requirements in Summary form | Registration, Certification and Licensing | Visual Impairment Register | Permanent. Offer to Archivist for review. Transfer to place of deposit after administrative use in concluded | Statutory. (Note: may want archival review in cases of licensing of children in entertainment | |
| The Administration of applications, registration, certification and licenses in relation to local authorities' registration requirement | Registration, Certification and Licensing | Applications for animal registration, Application for registration of a business premises, Application for release of animals impounded, Registers, Certification of registration of (a) door supervisors, (b) taxi drivers, (c) beauty therapists, Animal movement licences, Gaming, Fire certification, Disabled parking permits, Blue badge, Registration to sell poison | Destroy 2 years after registration or entitlement lapses | Common Practice | |
| The process of issuing notices to citizens with respect to particular responsibilities | Notifications | Fire prevention notices, fire prevention infringement notices, objections to notices, registration of premises, infringement notices, animal impounding notices. trading standards sample and inspection records, Fire Certificate compliance inspections | Destroy 2 years after the matter is concluded | Common Practice | |
| The Process of investigation, monitoring or inspection laws in the responsibility of the local authority | Investigation Inspection Monitoring | Trading standards sample and inspection records, Fire Certificate compliance inspections | Destroy 7 years from last action | Common Practice | |
| The Process of prosecution or sanction of an individual or organisation for failing to comply with their legal responsibility | Prosecution | Prosecution/sanction Files | Destroy 7 years from last action | Common Practice | |
| The process of making local laws | Enactment (Bye-laws) | Trading standards sample and inspections records, Fire certificate compliance inspections | Permanent offer to archivist for review. Transfer to place of deposit after administrative use is concluded | Common Practice | |
| The process of administering and enforcing bye-laws | Administration and enforcement (Bye Laws) | Prosecution/ sanction files | Destroy 2 years after certificate has expired or penalty has been made, or the matter has been finished or correspondence on the matter has ceased | Common Practice | |
| Summary management systems that record the location of burials and identity of deceased individuals | Cemeteries and Crematoria | Register of internments, Cemetery register, Cemetery plans, | Permanent offer to archivist for review. Transfer to place of deposit after administrative use is concluded | Common Practice | |
| the process of regulation of burials and cremations | Cemeteries and Crematoria | Permits Application orders | Destroy 5 years after last action | Common Practice | |
| Waste Management | The provision of hard waste removal, destruction and waste reduction services by local authority to ratepayers | ||||
| The process of arranging the collection or transportation of household waste | Collection | Destroy 2 years after last action | Common Practice | ||
| The process of arranging the collection or transportation of controlled waste | Collection | Destroy 6 Years after last action | Common Practice | ||
| The summary management of sites used for the disposal of waste within the local authority | Disposal of waste | Permanent. Offer to archivist. Transfer to place of deposit after administrative use is concluded | Common Practice | ||
| The process of the short term storage of household waste | Disposal of waste | Transfer sites | Destroy 10 Years after Site Closure | Common Practice | |
| The process involved in the use, type and amount of waste to be disposed at a specific site | Disposal of waste | Waste Site Plans | Permanent offer to archivist for review. Transfer to place of deposit after administrative use is concluded | Common Practice | |
| Planning and Land use | The activity of developing a vision and strategic directions Regarding existing and future land use within the local authority and the development of local and town centre plans to ensure the implementation of the structure plan | Planning scheme Development and amendment | Structure Plan, Local Plan, Town Centre Plan, Unitary development plans | Permanent offer to archivist when plan superseded | Common Practice |
| The activity of consultation to gain approval for the structure plan (unitary development plans | Planning scheme Development and amendment | Consultation Documents and replies, inquiries and objections made by member of public, public inquiry document | Permanent. Offer to archivist for review after 3 years | Common Practice | |
| The activity of recording information on historical buildings, monuments and ecology at a specific site | Planning scheme Development and amendment | Sites and monuments records, ecology records, species records, historical listed buildings, definition map, commons registration | Permanent. Offer to archivist for review. Transfer to a place of deposit after administrative use is concluded | Common Practice | |
| The activity of establishing planning scheme controls and providing for them to be amended | Planning scheme Development and amendment | Successful Waste Planning application, Successful Mineral Planning application, amendment to definition map, Mineral register, applications for mineral extraction, Land use surveys | Permanent. Offer to archivist for review. Transfer to a place of deposit after administrative use is concluded | Common Practice | |
| The process of receiving, considering and responding to submissions and objections to planning schemes and amendments | Planning scheme Development and amendment | Waste Planning application consultation, Mineral planning application consultation, Objections, Inquiries - Public Etc, Archaeological: advice/ condition, | Destroy 15 Years after last decision. Offer Controversial/ high profile schemes to archivist | Common Practice | |
| The Process of controlling development of areas through applications for planning permission | Planning scheme Development and amendment | Planning application files and plans, Correspondence relating to any objections, hearing papers, planning application register | Transfer planning applications to archivist once the register has been completed (or arrange intervals if it is held electronically) Refer all other records to an archivist for sampling | Common Practice | |
| The Process of maintaining the countryside and developing open spaces for public amenity | Planning scheme Development and amendment | Tree preservation orders, country parks and nature reserves development plans and correspondence, land purchase agreements | Refer all files relating to policy to an archivist, destroy other files 7 years after administrative use is concluded | Common Practice | |
| The summary of management of planning scheme regulation | Planning scheme regulation | Building Control Register | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded | Common Practice | |
| The process of regulating the planned use of land or buildings | Planning scheme regulation | Destroy 15 years after closure | Common Practice | ||
| The process of approving building applications in relation to listed or other significant buildings | Planning scheme regulation | Building files, Plans, specifications, Correspondence, Applications, Permits, Certificates | Permanent. Offer to Archivist for review. Transfer to place of deposit after administrative use is concluded | Common Practice | |
| The process of approving building applications, for all other buildings | Planning scheme regulation | Building files, Plans, specifications, Correspondence, Applications, Permits, Certificates, Objections | Destroy 15 years after construction completed. | Common Practice | |
| The process of inspecting building work for the purpose of insuring compliance | Planning scheme regulation | Certificate of final inspection, Building inspection records | Destroy 10 years after the issue of a certificate of final inspection | Common Practice | |
| The process of enforcing building or land regulations | Planning scheme regulation | Diaries | Destroy 3 years after compliance with enforcement notice | Common practice | |
| Infrastructure Maintenance | The activity of developing a vision and strategic directions regarding existing transport and infrastructure within the municipality | Planning and Development | Structure plan, Local transport plan | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded | Common practice |
| The activity of recording location of highways, bridle paths and rights of way | Planning and Development | Definitive map, Correspondence concerning enquiries and disputes | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded | Common practice | |
| The activity of establishing planning scheme controls and providing for them to be amended and modified | Planning and Development | Amendments to definitive map, road adoption | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded | Common practice | |
| The process of receiving, considering and responding to submissions and objections to planning schemes and amendments | Planning and Development | Enquiries, consultation documents, objections and correspondence | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded | Common practice | |
| The process of enforcing infrastructure and transport regulations | Planning and Development | Destroy 50 years after enforcement notice. Destroy 3 years after compliance with enforcement notice | Common practice |
1. For more details of the retention of data within coroner casework please refer to the following link:
2. For retention of record pertaining to magistrates please refer to the Lord Chancellors Publications here: