Allerdale Borough Council
Corporate Document Retention Schedule
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. Longterm 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.
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Table of Contents
Community Safety and emergencies
8
Consumer affairs – including environmental health and
licensing
11
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
performance)
80
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
Activities in relation
to the requirement
of local authorities
to provide advice on
contingency
planning to
business
Destroy - 2 years
after advice
superseded
CCTV related
information
Video surveillance
destroyed after 28
days
Permanent - offer
to archivist
Rationale
Community safety and
emergencies
. Advice - Advice supplied to the
public on community safety and
emergencies.
. . Contingency planning
. Community safety
. . CCTV surveillance
Recordings
. . Crime reduction
. . Neighbourhood Watch
. Emergency planning
information
. . Emergency agencies
Documents
recording the
Council’s
involvement
Activities designed
to reduce the
impact and fear of
crime.
Council involvement
in Neighbourhood
Watch schemes.
List of public
contacts for
emergency
agencies
Permanent - offer
to archivist
Destroy when
superseded
8
Complete Listing with Retention Guidance – Community safety and emergencies
Class
. . Emergency call-outs
Series
Records
Description
List of council
contact numbers to
use in case of
emergency
Retention Period
Destroy when
superseded
Rationale
. . Emergency plan
Development
Containing council’s
plans and procedures
for dealing with
emergencies
Permanent - offer
to archivist
RGLA 9.11
. . Emergency plan
Tests
Destroy - 10 years
after closure
RGLA 9.12
. . Emergency warnings
Documents of any
such warnings
made to the public
Information on
emergency plan
tests
Weather, security,
incident warnings
etc. made to the
public
Enforcement of fire
safety legislation.
Destroy - 2 years
after matter is
concluded
Destroy - 7 years
from last action
RGLA 9.19
Destroy - 7 years
from last action
Destroy - 2 years
after advice
superseded
RGLA 9.20
Destroy - 7 years
from last action
RGLA 9.20
. Enforcement
. . Fire safety legislation
. . Fire safety legislation
. Fire prevention
. . Fire hydrants inspections
. . Fire safety
. . Fire safety inspections
Prosecution
Prosecutions for
breach of fire safety
legislation.
Fire hydrant
inspection records.
Advice given to
individuals and
organisations on an
individual basis
relating to fire
safety and
emergencies.
Fire safety
inspection records.
Police and
Criminal Evidence
Act. RGLA 9.21
9
Complete Listing with Retention Guidance – Community safety and emergencies
Class
. . Inspections
Series
Records
Description
Fire safety
investigations
records.
Retention Period
Destroy - 7 years
from last action
Rationale
RGLA 9.20
Destroy - 10 years
after closure
RGLA 9.12
. . Investigations
. Training - Training on how to
deal with major incidents.
. . Training exercises
Training exercises
for major incidents
and fire services.
10
Complete Listing with Retention Guidance – Consumer affairs
Class
Consumer affairs -
Series
Records
Description
Retention Period
Rationale
Information
relating to
campaigns within
consumer
affairs.
Destroy - 7 years
after creation
Documentation
relating to
enforcement action
on dangerous and
wild animals.
Documentation
relating to
enforcement action
on health and
safety in the
workplace.
Inspection of
premises,
individuals or
organisations
carried out.
Destroy - 7 years
from investigation
complete
Police and Criminal
Evidence Act
Destroy - 7 years
from investigation
complete
Police and Criminal
Evidence Act
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
. Enforcement
. . Prosecution of offences
Case files organisation
Dangerous and
wild animals
. . Prosecution of offences
Case files organisation
Health and safety
at work
. . Prosecution of offences
Case files organisation
Inspections
Destroy - 7 years
from investigation
complete
11
Complete Listing with Retention Guidance – Consumer affairs
Class
. . Prosecution of offences
Series
Case files organisation
Records
Weights and
measures
Description
Retention Period
Documentation
Destroy - 7 years
relating to
from investigation
enforcement action
complete
on weights and
Rationale
Police and Criminal
Evidence Act
measures.
. Environmental health
. Investigation, inspections
and monitoring
. . Inspections
Case files organisation
Case files organisation
Equipment
inspection records
. . Investigations
Case files organisation
. . Investigations
Case files organisation
Nuisances
. . Monitoring
Case files organisation
Air pollution
. . Monitoring
Case files organisation
Animal health
. . Monitoring
Case files organisation
Case files organisation
Food hygiene
Case files organisation
Food safety
. . Monitoring
. . Monitoring
Food hygiene,
home care
Inspection of
premises,
individuals or
organisations
carried out.
Case files
regarding food
hygiene
inspections
Investigations and
reports on
complaints
regarding animals.
Monitoring
concerning
pollution of the air.
Monitoring of the
health and well
being of animals.
Monitoring of food
hygiene.
Monitoring of food
hygiene within
home care
programmes.
The monitoring of
food safety.
Destroy - 6 years
after disposal of
the equipment
Destroy - 7 years
after inspection
Destroy - 7 years
after inspection
Destroy - 7 years
from last action
local
Destroy - 7 years
from last action
local
Destroy - 7 years
from last action
Destroy - 7 years
from last action
local
Destroy - 7 years
from last action
local
local
12
Complete Listing with Retention Guidance – Consumer affairs
Class
. . Monitoring
Series
Case files organisation
Records
Hazardous
substances
. . Monitoring
Case files organisation
Case files organisation
Land pollution
. . Monitoring
Case files organisation
Private water
suppliers
. . Monitoring
Case files organisation
River pollution
. . Monitoring
Case files organisation
Weights and
measures
. . Monitoring
Case files organisation
Swimming pools
. . Monitoring
Case files organisation
Product safety
. . Monitoring
Case files organisation
Case files organisation
Infectious
diseases
Responsive
Case files organisation
Nuisances
. . Monitoring
. . Monitoring
. . Monitoring
Pollution
Description
Monitoring of
hazardous
substances.
Monitoring of
pollution of land.
Monitoring of the
spread and
containment of
pollution.
Monitoring the
quality and safety
of private drinking
water supplies.
Monitoring of the
contamination of
rivers.
The monitoring of
business and
industry.
Monitoring of
swimming pool
safety and hygiene
standards.
The monitoring
and regulation of
product safety.
The monitoring of
infectious disease.
The monitoring of
consumer affairs
response.
The monitoring of
general nuisance
within the public
domain.
Retention Period
Destroy - 7 years
from last action
Rationale
local
Destroy - 7 years
from last action
Destroy - 7 years
from last action
local
Destroy - 7 years
from last action.
Register to be kept
for 30 years.
Destroy - 7 years
from last action
Local and Private
Water Supplies
Regulations 2009
Destroy - 7 years
from last action
local
Destroy - 7 years
from last action
local
Destroy - 7 years
from last action
local
Destroy – 7 years
from last action
Destroy - 7 years
from last action
local
Destroy - 7 years
from last action
Environmental
Protection Act
1990.
local
local
local
13
Complete Listing with Retention Guidance – Consumer affairs
Class
. Registration, certification
and licensing - Consolidated
Series
Records
Description
Retention Period
Rationale
. . Entertainment and drinks
Register
Consolidated
listing of licensed
entertainment and
drink venues.
Local
. . Food premises
Register
Consolidated
listing of licensed
of food premises.
. . Licence premises
Register
Consolidated
listing of licensed
for the sale or
consumption of
alcohol.
Legal registration
documentation
kept permanently
other information
destroy - 7 years
after registration
lapses
Legal registration
documentation
kept permanently
other information
destroy - 7 years
after registration
lapses
Legal registration
documentation
kept permanently
other information
destroy - 7 years
after registration
lapses
Destroy - 7 years
after registration
lapses
listing of licensed activities requiring
a register within the local authority.
. . Licensing
Animal
boarding
licences
Documentation
involved with
licensing of animal
boarding
establishments.
Local
Local
Local; Animal
Boarding
Establishments Act
1963.
14
Complete Listing with Retention Guidance – Consumer affairs
Class
. . Licensing
Series
Animal
breeding
licences
Records
Description
. . Licensing
Auction
premises
licences
Documentation
involved with
licensing of
auction premises.
. . Licensing
Building
materials
licences
Documentation
involved with
licensing of
building materials.
. . Licensing
Butchers
licences
Documentation
involved with
licensing of meat
retailers.
. . Licensing
Caravan and
camp site
licences
Documentation
regarding caravan
and camp site
licences.
. . Licensing
Cemetery
licences
Documentation
relating to the
licensing of
cemeteries.
Documentation
involved with
licensing of animal
breeding.
Retention Period
Destroy - 7 years
after registration
lapses
Destroy - 7 years
after registration
lapses, consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Rationale
Local; Breeding of
Dogs Acts 1973
and 1991, Breeding
and Sale of Dogs
(Welfare) Act 1999.
Local
Local
Local
Local; Caravan
Sites and Control of
Development Act
1960 Caravan Sites
Act 1968.
Local
15
Complete Listing with Retention Guidance – Consumer affairs
Class
. . Licensing
Series
Cooling towers
Records
Description
Retention Period
Documentation
Destroy - 7 years
relating to the
after registration
licensing of cooling
lapses; consider
towers.
any legal
obligations
. . Licensing
Credit licensing
Documentation
relating to the
licensing of credit.
. . Licensing
Crematoria
licences
Documentation
relating to the
licensing of
Crematoria.
. . Licensing
Dangerous wild
animals
licences
Licensing
documentation
regarding
dangerous wild
animals.
. . Licensing
Food business
licences
Licensing
documentation
regarding food.
. . Licensing
Food licences
Documentation
relating to the
licensing of food
related issues.
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Rationale
Local; The
Notification of
Cooling Towers
and Evaporative
Condensers
Regulations 1992.
Local
Local
Local; Dangerous
Wild Animals Act
1976.
Local; Food Safety
Food Premises
(Registration)
Regulations 1991.
Local; Food Safety
Act 1990.
16
Complete Listing with Retention Guidance – Consumer affairs
Class
. . Licensing
Series
Hackney
licences
Records
Description
. . Licensing
Gambling
licenses and
permits
Documentation
regarding
gambling
. . Licensing
Massage and
special
treatment
licences
. . Licensing
Motor salvage
operator
Documentation
relating to the
licensing of
massage and
special treatment
establishments.
Registration
relating to the
licensing of nonmedicinal poisons
. . Licensing
Non medicinal
poisons
licences
Documentation
relating to the
licensing of non
medicinal
poisons.
. . Licensing
Other
hazardous
substances
Licensing
documentation
regarding other
hazardous
substances.
Documentation
relating to
Hackney licensing.
Retention Period
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after license/permit
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy – 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Permanent - offer
to archivist
Rationale
Local; Local
Government
(Miscellaneous
provisions) Act
1976
Local
Local
local
Local
RGLA 9.17
17
Complete Listing with Retention Guidance – Consumer affairs
Class
. . Licensing
Series
Personal
licences
Records
Description
. . Licensing
Pet shop
licences
Licensing
documentation
regarding pet
shops.
. . Licensing
Premises
licences
Documentation
regarding
premises licences.
. . Licensing
Premises
licences
Club premises
certificates
Documentation
regarding
premises licences.
. . Licensing
Premises
licences
Temporary event
notices.
Documentation
regarding
entertainment
licences.
. . Licensing
Private hire
licences
Licensing
documentation
regarding fire
safety and public
entertainment.
Licensing
documentation
regarding private
hire taxi services.
Retention Period
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Rationale
Local; Licensing
Act 2003
Local; Pet Animals
Act 1951 (as
amended by the
1983 Act).
Local; Licensing
Act 2003.
Local; Licensing
Act 2003.
Local; Licensing
Act 2003.
Local; Local
Government
(Miscellaneous
provisions) Act
1976.
18
Complete Listing with Retention Guidance – Consumer affairs
Class
. . Licensing
Series
Public
entertainment
licences
. . Licensing
Riding
establishment
licences
. . Licensing
Scrap metal
licences
. . Licensing
Sex
establishments
. . Licensing
Shops
. . Licensing
Street
collections and
lotteries
licences
Records
Description
Retention Period
Repealed by the
Destroy - 7 years
Licensing Act
after registration
2003, retained for
lapses; consider
information already
any legal
held.
obligations
Documentation
Destroy - 7 years
regarding riding
after registration
establishments.
lapses; consider
any legal
obligations
Documentation
Destroy - 7 years
regarding scrap
after registration
metal licences.
lapses; consider
any legal
obligations
Documentation
Destroy - 7 years
regarding sex
after registration
establishment
lapses; consider
licences.
any legal
obligations
Documentation
Destroy - 7 years
regarding the
after registration
licensing of shops.
lapses; consider
any legal
obligations
Documentation
Destroy - 7 years
regarding street
after registration
collections and
lapses
lotteries licences.
Rationale
Local; Licensing
Act 2003
Local; Riding
Establishments Act
1964 and 1970.
Local; Scrap Metal
Dealers Act 1964.
Local;
Local
Local – financial
information
19
Complete Listing with Retention Guidance – Consumer affairs
Class
. . Licensing
Series
Street trading
licences
. . Licensing
Zoo licences
. . Sex establishments
Records
Description
Documentation
regarding street
trading licences.
Documentation
regarding zoo
licensing.
Register
Consolidated
listing of licensed
of sex
establishments.
Retention Period
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Destroy - 7 years
after registration
lapses; consider
any legal
obligations
Constantly
updated overnight
Rationale
Local; Local
Government
(Miscellaneous
Provisions) Act
1982.
Local; The Zoo
Licensing Act 1981.
RGLA 9.16
20
Complete Listing with Retention Guidance – Council property
Class
Series
Council property – General
documentation on council
buildings
. Common land
. . Grazing
. Maintenance of council
property
. . Maintenance
. . Planned maintenance
Case files property
. . Refurbishment
Case files property
Records
Description
Retention Period
Grazing permits
Information related
to grazing on
common land.
Permanent
Instruction
manuals
Instruction manuals
related to council
property.
Documentation
relating to the
process of
managing and
undertaking
planned
maintenance of
property.
Documentation
relating to the
process of
managing and
undertaking
planned
renovations and
development of
property.
Destroy - 7 years after
last action
RGLA 7.27
Destroy - 7 years after
last action
RGLA 7.27
Destroy - 7 years after
conclusion of
transaction
RGLA 8.7
Tenders and
contracts
Rationale
21
Complete Listing with Retention Guidance – Council property
Class
. . Responsive maintenance
Series
Case files property
Records
Case files property
Assets over £
50000
. . Acquisitions
Case files property
Assets under £
50000
. . Deeds
Case files property
. . Disposal
Case files property
. Property acquisition and
disposal
. . Acquisitions
Description
Documentation
relating to the
process of
managing and
undertaking
emergency
maintenance of
property.
Assets over £
50000
Retention Period
Destroy - 7 years after
last action
Rationale
RGLA 7.27
Any papers
concerning the
management of the
acquisition (by
finance lease or
purchase) process
for real property
council property.
Any papers
concerning the
management of the
acquisition (by
finance lease or
purchase) process
for real property
council property.
Destroy - 12 years after Limitations Act
all obligations/
1980. RGLA 7.29
entitlements concluded
Deeds and
associated
documentation.
Documents relating
to the management
of the disposal
(by sale or write off)
process for real
property.
Permanent
Destroy - 6 years after
all obligations/
entitlements concluded
Limitations Act
1980. RGLA 7.29
Destroy - 12 years after Limitations Act
all obligations/
1980. RGLA 7.29
entitlements concluded
22
Complete Listing with Retention Guidance – Council property
Class
. . Disposal
Series
Case files property
Records
Assets under £
50000
. . Disposal
Case files property
Sale or write-off of
property
. Property and land
management
. . Accessibility
Case files property
. . Energy management
. . Fleet management
Allocation and
maintenance of
vehicles
. . Fleet management
Recording drivers
usage
Recording vehicle
usage
. . Fleet management
Description
Documents relating
to the management
of the disposal
(by sale or write off)
process for real
property.
Information on the
disposal of
property.
Documentation and
information relating
to the access of
property owned by
the council.
Documentation
concerned with
energy
management
within the council's
property.
Information how
vehicles have been
allocated and
maintained
Information on
drivers.
Information on
vehicle usage.
Retention Period
Destroy - 6 years after
all obligations/
entitlements concluded
Rationale
Limitations Act
1980. RGLA 7.29
Destroy - 15 years after RGLA 8.3
obligations or
entitlements are
concluded
Destroy - 7 years from
closure
Destroy when
superseded
Destroy - 7 years after
disposal of the vehicle
RGLA 8.15
Destroy - 7 years after
closure
Destroy - 3 years after
disposal of the vehicle
RGLA 8.17
RGLA 8.16
23
Complete Listing with Retention Guidance – Council property
Class
. . Fleet management
Series
Records
Vehicle records,
lease or purchase
. . Health and safety
Case files property
. . Internal agreements
Case files property
. . Land and property history
Case files property
. . Leasing
Case files property
Managing leased
property
. . Leasing
Case files property
Managing the
occupancy of
property
System processes
Description
Documentation
regarding the
process of
acquisition and
disposal of vehicles
through lease or
purchase.
Health and safety
issues specific to
property owned by
the council.
Information and
documentation
specific to internal
agreements
concerning council
property.
Historical
documents about
council property
and land
owned by the
council.
Documents relating
to the process of
managing leased
property.
Documents relating
to the process of
managing the
occupancy of the
property.
Retention Period
Destroy - 7 years after
disposal of the vehicle
Rationale
RGLA 8.14
Destroy - 1 year after
process ceases or is
superseded
RGLA 9.6
Destroy - 12 years from RGLA 8.2
life of property
Destroy - 15 years after RGLA 8.8
expiry of the lease
Destroy - 7 years after
conclusion of
transaction
RGLA 8.9
24
Complete Listing with Retention Guidance – Council property
Class
. . Management
Series
. . Management
Records
Estates of special
interest
Other buildings
and estates
. . Maps and directions
Case files property
. . Property services
Case files property
. . Property strategy
. . Scheduling
Inventories
. . Security
Case files property
. . Usage statistics
Case files property
Description
The process of
managing and
undertaking
renovations
and development of
property.
The process of
managing and
undertaking
renovations
and development of
property.
Maps and
directions relating
to council property.
Documentation
concerned with
services provided
from council
property.
Overall reports on
council property.
Inventories of
specific properties
or assets contained
within them.
Documentation
relating security
and processes
related with security
of the council's
property.
Any data held
concerned with
usage of council
property.
Retention Period
Permanent - offer to
archivist
Rationale
RGLA 8.5
Retain for life of the
building
RGLA 8.6
Destroy when
superseded
Destroy when
superseded
Permanent - offer to
archivist
Destroy once
superseded
RGLA 8.1
Destroy when
superseded
Destroy when
superseded
25
Complete Listing with Retention Guidance – Council property
Class
. . Valuations
. Property use and
development
. . Car parking
. . Design and construction
. . Traveller sites
. . Warehousing and storage
Series
Case files property
Case files property
Case files property
Records
Valuations on
disposal
Description
Valuation
documentation and
statistics.
Any documentation
regarding the
process of
managing and
undertaking
renovations and
development
specific to car
parking.
Documentation
relating to the
process of
managing the
design and
construction of
council property.
Documentation
relating to sites
specifically
designated
as 'Traveller sites'.
Process
documentation
concerning
warehouse storage.
Retention Period
Destroy - 6 years from
end of financial year
after disposal of
property
Rationale
Destroy - 7 years after
completion
Destroy when
superseded
Destroy - 3 years after
closure
Destroy when
superseded
26
Complete Listing with Retention Guidance – Crematoria and cemeteries
Class
Crematoria and cemeteries
. Burial identity and location
. . Registration
Series
Records
Description
Retention Period
Rationale
Cemetery plans,
burial plot layout
Documentation
regarding the layout
of burial space in
crematoria and
cemeteries.
Includes: Burial
Register and plan of
plot ownership and
occupation.
Crematorium
Register of
cremations and
plan or ownership
of interment of
ashes.
Documentation
related to booking
made for a
cremation,
interment or
monument erection.
Documentation
regarding the
process of
regulation of
exhumation.
Process relating to
the burial or
cremation of an
individual.
Permanent - offer
to archivist
RGLA 9.24
Permanent - offer
to archivist
RGLA 9.24
Destroy - 5 year
after last action
RGLA9.25
Permanent - offer
to archivist
RGLA9.24
Destroy - 5 year
after last action
RGLA9.25
. . Registration
Summary
management
systems, registers
. . Bookings
Applications
. . Exhumations
. . Interment Service
Regulation of
burials and
cremations
27
Complete Listing with Retention Guidance – Crematoria and cemeteries
Class
. . Licensing
. . Memorial management
. Maintenance of burial
grounds
. . Planned Maintenance
. . Redundant Churchyards
. . Responsive Maintenance
Series
Records
Permits
Description
Documentation
regarding cemetery
and crematoria
licensing.
Records relating to
the ordering of a
memorial.
Program of
maintenance to
cemeteries and
crematoria
over the next
maintenance
period.
Documentation
relating to disused
churchyards,
specifically their
upkeep.
Emergency or
unplanned
maintenance to
cemeteries
and crematoria.
Retention Period
Destroy - 5 year
after last action
Rationale
RGLA9.25
Permanent – offer
to archivist
Local practice
Destroy - 21 years
after maintenance
completed
Destroy - 21 years
after maintenance
completed
Destroy - 21 years
after maintenance
completed
28
Complete Listing with Retention Guidance – Democracy
Class
Democracy
. Decision making
. . Council and committee
meetings
. . Council and committee
meetings
Series
Records
Description
Retention Period
Rationale
Minutes
Agendas, meetings
and minutes
relating to full
council decision
making processes.
Agendas, meetings
and minutes
relating to full
council decision
making processes.
The process of
delegating power to
authorise an action
and the seeking
and granting
permission to
undertake a
requested action.
Documentation
relating to the
Independent
Remuneration
Panel.
Agendas, meetings
and minutes
relating to the
executive board of
members.
Agendas, meetings
and minutes
relating to member
panels.
Permanent - offer
to archivist
RGLA 1.4
Destroy after date
of confirmation of
the minutes
RGLA 1.5
Committee Clerks
Notebooks
. . Delegations
. . Independent Remuneration
Panel
. . Meeting - cabinet
. . Member panels
Minutes
Permanent - offer
to archivist
Permanent - offer
to archivist
Permanent - offer
to archivist
RGLA 1.4
Permanent - offer
to archivist
RGLA 1.4
29
Complete Listing with Retention Guidance – Democracy
Class
. . Referenda
Series
Records
Description
Management of
democratic
activities including
elections, assembly
and committee
meetings.
Agendas, meetings
and minutes
relating to the
scrutiny panel.
. . Scrutiny Panel
Retention Period
Permanent - offer
to archivist
Rationale
Permanent - offer
to archivist
RGLA 1.4
Permanent - offer
to archivist
RGLA 6.24
Destroy - 2 years
after date of
appointment
RGLA 6.25
. Executive
. . Statutory appointments
Appointment files
. . Statutory appointments
Vacancy files
List of statutory
appointments of
the council.
The process of
selection of an
individual for a
statutory position
. Governance
. . Constitution
Constitution
The constitution of
the council.
Permanent - offer
to archivist
RGLA 1.4
The submissions
and details of
individuals
considered for
honours.
Destroy - 5 years
after last action
RGLA 1.8
Register of gifts
and hospitality.
Destroy - 18
months after
member leaves
office
. Honours and awards
. . Honours submissions
. Member support
. . Gifts and hospitality
Register
30
Complete Listing with Retention Guidance – Democracy
Class
. . Register of Interests
Series
Records
Register
. Planning
. . Cross departmental
consideration
. . Forward Plan
Members'
disclosure of any
involvement in
organisations and
income received
from other bodies,
which may affect
their actions as
council members
Reports and
minutes.
. . Strategic Plan
Minutes
. . Strategic Plan
Reviews
. Representation
. . Elections
. . Elections
Description
Ballot papers European elections
The list of items to
be considered by
the cabinet over
the next four
months.
Strategic
management team
minutes.
Monitoring and
reviewing strategic
plans.
European election
ballot papers.
Retention Period
Retain for 18
months after
member leaves
office (requirement
to keep register is
being phased out)
Rationale
Destroy - 3 years
from closure
Permanent - offer
to archivist
RGLA2.3
Permanent - offer
to archivist
RGLA2.2
Destroy - 5 years
from closure
RGLA2.7
Destroy 1 year
after election
European
Parliamentary
Elections
Regulations 1999
RGLA2.1
31
Complete Listing with Retention Guidance – Democracy
Class
. . Elections
. . Elections
. . Elections
. . Elections
Series
Records
Ballot papers local elections
Description
Consolidated
returns of votes
received
Summary
certification of
those eligible to
vote
Electoral Register
Election results.
Destroy 6 months
from close of poll
Summary
certification of
those eligible to
vote.
Permanent - offer
to archivist
The list of people
registered to vote.
Permanent, offer to
archivist
Permanent, offer to
archivist
. . Emparishment
. . Lists of councillors
. . Political parties’ papers
Council diaries,
members details
Local election
ballot papers.
The process in
creating a new civil
parish council.
Public contact
details of your local
representative of
the council.
Leader of council
papers, leader of
opposition papers.
Retention Period
Destroy 6 months
from close of poll
Rationale
Representation of
the People
Regulations 1986
and Local Elections
(Parishes and
Communities)
Rules 1986. RGLA
1.2
RGLA 1.3
Representation of
the People
Regulations 1986.
RGLA 1.1
Destroy once
cease to be a
councillor
Destroy - 3 years
after last action
RGLA 1.9
32
Complete Listing with Retention Guidance – Economic development
Class
Economic development -
Series
Records
Description
Retention Period
. Business intelligence
. . Business listing
Business directory
Listing of
businesses trading
within the local
area. Only
organisations that
have requested
inclusion included.
Destroy when
superseded.
. . European development
. . Marketing
Economic data
The collection and
management of the
economic and
social data about
the local area.
Destroy 20 years
after collected
. Promotion
. . Business awards
Grants
Information
regarding business
awards and grants.
Destroy 7 years
after scheme to
which grant relates
is completed
Rationale
Management of activities to
promote and examine the
local economy.
New census info
only arrives every
10 years and
updated indices of
deprivation data
every 4-5 years.
Need to retain to
analyse time
series.
33
Complete Listing with Retention Guidance – Economic development
Class
. . Business development
. . Business development
Series
Records
Fairs
Business
associations
. . Film and television
development
. . International relations
. . List of properties
Twinning
Description
Retention Period
Information about
Consider
activities designed
permanent and
to develop and
offer to archive, or
encourage business
destroy 10 years
development in the
after completion of
local area.
Including externally
project
funded projects and
sustainability.
Information about
activities designed
to develop and
encourage business
development in the
local area.
Including externally
funded projects and
sustainability.
To promote area as
a location and
centre of excellence
for the film and
broadcasting
industries.
Encouraging
relations with
people from other
countries and
cultures to support
the development of
the local area.
A list of properties
or land currently
available to let
within the area.
Rationale
Local practice and
The National
Archives for
projects
Consider
permanent and
offer to archive, or
destroy 10 years
after completion of
project
Local practice and
The National
Archives for
projects
Consider
permanent and
offer to archive, or
destroy 10 years
after completion of
project
Consider
permanent and
offer to archive, or
destroy 10 years
Local practice and
The National
Archives for
projects
Local practice and
The National
Archives for
projects
34
Complete Listing with Retention Guidance – Economic development
Class
. . Markets
. . Voluntary sector
development
. Regeneration
. . Community development
. . Regional development
. . Rural development
Series
Records
Description
Retention Period
Consider
permanent and
offer to archive, or
destroy 10 years
after completion of
project
Consider
permanent and
offer to archive, or
destroy 10 years
after completion of
project
Rationale
Local practice and
The National
Archives for
projects
Consider
permanent and
offer to archive, or
destroy 10 years
after completion of
project
Participation in
Consider
regional activities.
permanent and
offer to archive, or
destroy 10 years
after completion of
project
Information relating
Consider
to reducing
permanent and
disadvantage and
offer to archive, or
increasing access in
destroy 10 years
rural areas.
after completion of
project
Local practice and
The National
Archives for
projects
Information about
markets, including
farmers markets.
The information
relating to the
encouragement of
the voluntary sector
activity.
Information relating
to revitalising a
specific area or
community.
Local practice and
The National
Archives for
projects
Local practice and
The National
Archives for
projects
Local practice and
The National
Archives for
projects
35
Complete Listing with Retention Guidance – Economic development
Class
. . Strategy
. . Town centre management
. Sustainability
. . Sustainable development
. Tourism
. . Tourism development
Series
Records
Description
Retention Period
Consider
permanent and
offer to archive, or
destroy 10 years
after completion of
project
Consider
permanent and
offer to archive, or
destroy 10 years
after completion of
project
Rationale
Local practice and
The National
Archives for
projects
Information and
documentation
looking at
sustainable
development.
Consider
permanent and
offer to archive, or
destroy 10 years
after completion of
project
Local practice and
The National
Archives for
projects
The information
relating to the
development of
tourism.
Consider
permanent and
offer to archive, or
destroy 10 years
after completion of
project
Local practice and
The National
Archives for
projects
Information relating
to revitalising a
specific area or
community.
Information relating
to the management
of business
community in the
town centres.
Local practice and
The National
Archives for
projects
. Training
36
Complete Listing with Retention Guidance – Economic development
Class
. . Workforce support
Series
Records
Description
Information about
activities to support
continued
employment in the
area.
Retention Period
Consider
permanent and
offer to archive, or
destroy 10 years
after completion of
project
Rationale
Local practice and
The National
Archives for
projects
37
Complete Listing with Retention Guidance – Environmental protection
Class
Environmental protection -
Series
Records
Description
Retention Period
Information
regarding
biodiversity.
Permanent, offer to
archivist after
administrative use
Permanent, offer to
archivist after
administrative use
Rationale
General information on
environmental protection.
. Advice
. . Biodiversity
. . Campaigns
. Conservation
. . Countryside conservation
. . Forest management
. . Heritage conservation
. . Nature conservation
Documentation
regarding
campaigns
specifically
concerning
environmental
protection.
Documentation
relating to the
management of the
countryside.
Documentation
relating to the
management of
forests.
Documentation
looking specifically
at heritage
conservation.
Documentation
looking specifically
at nature
conservation.
Permanent, offer to
archivist after
administrative use
Permanent, offer to
archivist after
administrative use
Permanent, offer to
archivist after
administrative use
Permanent, offer to
archivist after
administrative use
38
Complete Listing with Retention Guidance – Environmental protection
Class
. . Urban conservation
. . Woodland management
. Monitoring
. . Coastal erosion
. . Environmental impact
assessment
. . Environmentally sensitive
areas
Series
Records
Description
Documentation
relating to
conservation in
towns and cities.
Documentation
relating to the
management of
woodland.
Data and
information on
coastal erosion.
Documentation
relating to
environmental
impact
assessments.
Data held
concerning
environmentally
sensitive areas.
Retention Period
Permanent, offer to
archivist after
administrative use
Rationale
Permanent, offer to
archivist after
administrative use
Permanent, offer to
archivist after
administrative use
Permanent, offer to
archivist after
administrative use
Permanent, offer to
archivist after
administrative use
39
Complete Listing with Retention Guidance – Finance
Class
Series
Records
Description
Retention Period
Rationale
Activities relating to
internal or external
auditing of the
authority.
Activities relating to
the consolidation of
financial
transactions and
the production of
financial
statements.
Includes ledgers,
monthly
management
accounts and
statutory returns.
Accounting reports.
Destroy current
year plus 6 years
Accounts and Audit
Regulations 2003
Permanent - offer
to archivist
Limitations Act
1980, VAT Act
1994, Taxes
Management Act
1970, Audit
Commission Act
1998. RGLA 7.1
Destroy when
administrative use
is concluded
RGLA 7.2
Maintaining plant
and equipment
Information on
plant and
equipment..
RGLA 7.27
. . Maintaining assets
Maintenance
. . Maintaining assets
Overall assets and
asset registers
Information on
maintenance of
other assets.
Overall list of
assets.
Destroy - 7 years
after sale or
disposal of asset
Destroy - 7 years
after last action
Permanent - offer
to archivist
RGLA 7.24
Finance
. Accounts and audit
. . Internal auditing
. . Reporting
. . Reporting
. Asset management
. . Maintaining assets
Annual corporate
financial reports:
Consolidated
annual reports,
Consolidated
financial
statements,
Operating
statements,
General ledger
Periodic financial
reports: Monthly
and quarterly
reports
RGLA 7.28
40
Complete Listing with Retention Guidance – Finance
Class
. . Maintaining assets
. . Maintaining assets
Series
Records
Reporting and
reviewing asset
status
Summary reports
. Financial provisions
management
. . Borrowing
. . Borrowing
Loan register
. . Budget
Annual budget
Description
Reports and
reviews of assets.
Summary reports
on assets.
Activities relating to
the borrowing of
money by the
authority. Includes
mortgages.
Summary
management of
loans.
Activities involved
in planning and
monitoring the
authority's annual
budget. Includes
allocation of budget
to administrative
units within the
authority. For
longer term
planning, see
Strategy and
planning.
Retention Period
Destroy - 2 years
after use is
concluded
Destroy - 7 years
after the
transaction was
concluded
Rationale
RGLA 7.26
Destroy - 7 years
after the loan has
been repaid
RGLA 7.14
Permanent - offer
to archivist
RGLA 7.15
Permanent - offer
to archivist
RGLA 7.11
RGLA 7.25
41
Complete Listing with Retention Guidance – Finance
Class
. . Budget
. . Budget
. . Credit union management
. . Debt management
. . Donations
. . Funding bids
Series
Records
Developing annual
budget: Draft
budgets,
departmental
estimates
Reporting actual vs.
planned revenue
and expenditure
Description
Information relating
to the development
of the budget.
Retention Period
Destroy - 2 years
after budget
adopted
Rationale
RGLA 7.12
Actual against
planned revenue
and expenses.
Destroy after next
year's budget has
been adopted
RGLA 7.13
Activities involved
in credit union
management.
Activities involved
in managing the
debts owed to the
council.
Activities involved
in the
administration of
donations to the
authority. For
administration of
grant funding, see
Funding bids.
Activities relating to
applications by the
authority for
grant funding by
external bodies.
For applications to
the authority for
funding, see
Funding
applications.
Consider
destroying 6 years
after the conclusion
of the transaction,
but consult funding
authority (see EU
grants
reconciliation)
42
Complete Listing with Retention Guidance – Finance
Class
. . Strategy and planning
Series
Records
Activities involved
in the long term
planning of the
authority's financial
management.
Includes the
financial forecast.
For annual budget
planning, see
Budget..
. Financial transactions
management
. . Authorisation
. . Expenditure
Description
Identification of the
receipt, expenditure
and write offs of
public monies
Activities involved
in delegating
authority for
carrying out
financial activities
on behalf of the
authority.
Activities involved
in the payment for
goods and
services by the
authority. Includes
expenses claims
and honorariums.
For records relating
to benefits claims,
see Benefits and
subsidies.
Retention Period
Consider
destroying after 6
financial years
Rationale
Destroy 6 years
Limitations Act
after the conclusion 1980, VAT Act
of the transaction
1994, Taxes
Management Act
1970, Audit
Commission Act
1998. May be
reduced by
agreement with
HMRC. RGLA 7.4
43
Complete Listing with Retention Guidance – Finance
Class
. . Expenditure
. . Fraud
. . Funding applications
. . Income
. . Internal recharging
Series
Records
Travel expenses
Description
Travel expenses.
Activities relating to
the detection,
prevention and
prosecution of
financial
irregularity.
Activities relating to
the process of
considering and
administering
applications to the
authority for grant
funding. For
applications by the
authority for grant
funding, see
Funding Bids.
Activities involved
in the collection of
money owed to the
council. Includes
rent payments.
The mechanism for
recharging costs
within the council.
Retention Period
Destroy 6 years
after the conclusion
of the transaction
Rationale
Limitations Act
1980, VAT Act
1994, Taxes
Management Act
1970, Audit
Commission Act
1998. RGLA 7.5
Consider
destroying 6 years
after the conclusion
of the transaction,
but consult funding
authority (see EU
grants
reconciliation)
Destroy 6 years
after the conclusion
of the transaction
Destroy 6 years
after the conclusion
of the transaction
44
Complete Listing with Retention Guidance – Finance
Class
. . Investments
Series
Records
. . National insurance
numbers
Notification and
input records
. . Reconciliation
Balance and
reconcile financial
accounts
. . Refunds
. . EU grants reconciliation
. Local taxation
. . Benefits and subsidies
. . Business rates
EU grant files
Council tax
and benefit
files
Account files
Claims forms
Offer letters
Audit certificates
Printouts from
financial system
Description
Retention Period
Activities relating to Destroy 6 financial
the investment of
years after the
the authority's
conclusion of the
funds.
transaction
Processes involved Destroy 2 financial
in the collection of
years after the
National
employee ceases
Insurance Number.
employment
Activities involved
Destroy 2 financial
in the reconciliation years after
of accounts.
administrative use
is concluded
Documentation
Destroy 6 financial
relating to refunds.
years after the
conclusion of the
transaction
Processes that
Destroy 15
balance, reconcile
financial years from
and account for the
the end of the final
spending of
regeneration grants audit
Activities involved
in the
administration of
benefits payments.
Business rates
information (other
than property
valuation).
Rationale
RGLA 7.8
RGLA 7.6
EU guidance and
internal guidance
Destroy 6 years
plus current year
Destroy 6 years
plus current year
45
Complete Listing with Retention Guidance – Finance
Class
. . Council tax
Series
Council tax
and benefit
files
Records
Description
Council tax
information.
Retention Period
Destroy 6 years
plus current year
Rationale
Taxes
Management Act
Destroy - 10 years
after valuation was
made
Permanent - offer
to archivist
Permanent - offer
to archivist
RGLA 7.20
. . Property valuation
Other valuation
information
Valuation of assets
other than
property.
. . Property valuation
Rateable property
information
Valuation lists
Rateable property
information.
Tax
correspondence
Activities involved
in managing the
payment of taxes
by the authority.
Activities involved
in managing the
payment of taxes
by the authority.
Destroy - 7 years
after last action
RGLA 7.22
Destroy 5 years
after the end of the
financial year
Limitations Act
1980, VAT Act
1994, Taxes
Management Act
1970, Audit
Commission Act
1998. RGLA 7.7
Activities involved
in the
administration of
remuneration
to staff of the
authority.
Destroy 7 years
Taxes
after the conclusion Management Act
of the transaction
1970, Audit
Commission Act
1998. RGLA 7.9
. . Property valuation
. National taxation
. . Tax payments
. . Tax payments
. Payroll and pensions
. . Pay
Taxation records
Payment of
employees
Documentation
relating to property
valuation.
RGLA 7.21
RGLA 7.20
46
Complete Listing with Retention Guidance – Finance
Class
. . Pay
. . Pensions
Series
Records
Summary pay
reports
Description
Non-accountable
processes relating
to payment of
employees.
Activities involved
in the
administration of
pension schemes
for current and
former employees.
Retention Period
Destroy after
administrative use
is concluded
Rationale
RGLA7.10
Destroy - 6 years
from last pension
payment
RGLA6.2
47
Complete Listing with Retention Guidance – Health and safety
Class
Series
Records
. Community safety
. . Campaigns
. . Strategy and planning
. . Training
Retention Period
Rationale
Management of
measures to
ensure a healthy
and safe
workplace.
Health and safety
. Compliance
. . Strategy and planning
Description
System processes
Health and Safety
Policy
Campaigns to
promote
compliance to
health and safety
policies.
Destroy when
superseded
Establishment of a
strong health and
safety work culture
in order to ensure
compliance with
health and safety
legislation and
provide a safe and
healthy working
environment for
employees.
Health and safety
policies.
Destroy - 1 year
after process
ceases or is
superseded
Documentation
relating to health
and safety training.
(see Human
Resources)
RGLA 9.6
. Emergency planning
. Monitoring
48
Complete Listing with Retention Guidance – Health and safety
Class
. . Accidents and incident
reporting
Series
Records
. . Accidents and incident
reporting
Accident books adult
. . Accidents and incident
reporting
Accident books children
. . Asbestos inspections
. . Equipment
Safety inspections
. . Hazardous substances
COSSH
inspections
Description
Retention Period
Information about
Destory when
the reporting of
superseded (see
individual accidents
later entries for
and actions
resulting from them. specific documents
from policies)
Registers of
Destroy - 3 years
accidents and
from closure
incidents.
Registers of
accidents and
incidents.
Destroy -25 years
from closure
Monitor the
condition of known
asbestos products
within buildings.
Destroy - 50 years
from last action or
age 75 years from
date of birth
(greater)
Destroy - 6 years
after equipment is
de-commissioned
Process of
inspecting
equipment to
ensure it is safe.
Control and monitor
the use of
hazardous
substances at work.
Permanent - offer
to archivist
Rationale
Reporting of
Injuries, Diseases
and Dangerous
Occurrences
Regulations 1995.
RGLA 9.9
Reporting of
Injuries, Diseases
and Dangerous
Occurrences
Regulations 1995.
RGLA 9.10
Control of Asbestos
at Work
Regulations 1987.
RGLA 9.4
Control of
Substances
Hazardous to
Health Regulations
2002
49
Complete Listing with Retention Guidance – Health and safety
Class
. . Health and safety
inspections
. . Radiation
. Risk management
. . Risk assessments
Series
Records
Radon Monitoring
Description
Activities relating to
internal or external
inspections
examining the
authority's health
and safety
provision.
Monitoring of
radiation.
Activities relating to
risk assessments
carried out by the
authority. Includes
workplace
assessments.
Retention Period
Termination plus
five years
Rationale
Destroy - 40 years
from last action
The Ionising
Radiations
Regulations 1985.
RGLA 9.5
Destroy - 3 years
after last
assessment
Management of
Health and Safety
at Work
Regulations 1992.
RGLA 9.7
The Control of
Substances Hazardous
to Health Regulations
2002
50
Complete Listing with Retention Guidance – Housing
Class
Records
Description
Retention Period
Rationale
Letter, computer
records
Help and advice to
private tenants or
landlords.
Destroy 3 years
after last action
Local practice
. Enforcement
. . Assessment- housing
standards
. . Safety inspections
Computer records,
property files
Assessment of
housing standards.
Destroy 7 years
from last action
Local practice
. Housing provision
. . Assessment - housing
needs
Returned surveys
Housing
. Advice
. . Advice to homeowners and
tenants
. . Homelessness
. . Hostel providers
Series
Safety inspections
on homes in
multiple occupation.
Surveys used to
assess housing
need at parish leve
Destroy when
parish survey is resurveyed
Process in
Retain
providing short term permanently for
and emergency
electronic records,
accommodation for
destroy paper
homeless people.
copies 3 years
after case is
closed
Documentation
Retain in
relating to hostel
permanently on
providers and youth
the homeless
hostels in general.
database – destroy
paper copies 2
years after case is
closed
51
Complete Listing with Retention Guidance – Housing
Class
. . Housing applications
Series
Records
Unsuccessful
applications
. . Housing applications
Council housing
register
. . Housing exchanges
Mutual exchange
list
. . Housing stock
requirements
. . Landlord accreditation
Not
commenced
. Housing stock
. . Demolition
Property file
. . Housing grants
Property file
Grants over £
50,000
. . Housing grants
Property file
Grants under £
50,000
. . Leases
Property file
Description
Documents related
to unsuccessful
housing
applications.
The register of
individual housing
applications.
Current register of
properties available
for exchange.
Information on
amount and type of
housing stock
Required.
Landlord
accreditation
schemes.
Demolition of
housing stock.
Documentation
relating to housing
grants.
Documentation
relating to housing
grants.
Documentation
relating to housing
deeds.
Retention Period
Destroy - 7 years
from closure
Rationale
RGLA3.27
Permanent - offer
to archivist
RGLA3.26
Destroy - 4 years
after last action
RGLA8.10
Destroy when
property ceases to
be rented (longterm)
Discretionary –
ongoing rolling
programme of
inspections
Destroy 7 years
from last action
Destroy - 12 years
after last payment
Common practice
Destroy - 6 years
after last payment
Limitations Act
1980. RGLA 7.19
Limitations Act
1980. RGLA 7.19
See legal
52
Complete Listing with Retention Guidance – Housing
Class
. . Private housing Assistance
(HRA)
Series
Property file
Records
Grant files,
agreement to pay
form
Description
. . Property adaptations –
Disabled Facilities Grants
Property file
Grant files
Details of
properties adapted
to clients' needs.
. . Repairs and renovation
Property file
. . Risk assessment
Asbestos Register
Provision of grant
assistance to
improve the
condition of
private housing.
Documents relating
to repairs and
renovations of
housing.
Register of
asbestos in council
housing.
Retention Period
6 years after last
payment fro grants
under £50,000 and
12 years for grants
over £50,000
6 years after last
payment fro grants
under £50,000 and
12 years for grants
over £50,000
Keep for 10 years
then destroy
Rationale
Destroy - 50 years
from last action or
age 75 years from
date of birth
(greater)
Control of
Asbestos at Work
Regulations 1987.
RGLA 9.4
. . Unauthorised occupants
Squatters and
unauthorised
occupants.
. Managing tenancies
Destroy - 12 years
from termination of
tenancy
Documentation
Destroy - 6 years
relating to the
after tenancy has
tenancy agreement.
expired
Documentation
Destroy - 12 years
relating to the
after tenancy has
tenancy agreement.
expired
. . Agreements
Tenant file
Ordinary Tenancy
. . Agreements
Tenant file
Tenancy under
seal
RGLA3.28
Limitations Act
1980
Limitations Act
1980
53
Complete Listing with Retention Guidance – Housing
Class
. . Assessment – affordable
housing
Series
Tenant file
. . Evictions
Tenant file
. . Housing repairs
Tenant file
. . Insurance
. . Rent arrears
Tenant file
. . Rent setting
. . Right to buy
Tenant file
. . Temporary accommodation
Tenant file
Records
Section 106
applications
Description
Retention Period
Assessment
No guidance –
whether applicant is Destroy 5 years
eligible for specific
after completion of
affordable housing
housing
developments
Documentation
Consult legal
relating to evictions
of specific tenants.
Housing repairs
documentation
relating to specific
properties.
Contents insurance
for council tenants.
Documentation
relating to the
notification and
enforcement of
breaches of council
tenancy
agreements.
Includes rent
arrears.
Documentation
relating to rent
setting of housing.
Documentation
relating to tenants
statutory right to
purchase council
housing.
Provision of
temporary
accommodation.
Destroy 7 years
after closure
Rationale
RGLA 7.18
Destroy 2 years
after conclusion
Destroy - 12 years
after sale of house
RGLA7.17
Kept permanently
on electronic files,
Destroy and paper
documentation
after 2 years
54
Complete Listing with Retention Guidance – Housing
Class
. . Tenancies
Series
Tenant file
Records
Description
Personal details
relating to
tenancies held.
Retention Period
Destroy 6 years
after expiration
Rationale
55
Complete Listing with Retention Guidance – Human resources
Class
Series
Human resources
. Administering employees
. . Counselling
Records
Description
Retention Period
Rationale
Employee files
Documentation relating
to counselling offered
to an employee.
RGLA6.4
. . Absence monitoring
Employee files
. . Discipline
Employee files
Records documenting
an employee's
absence due to
sickness.
Documentation relating
to the discipline of
employees.
Destroy - 6 years
from termination
of employment
Destroy - 3 years
from end of
current tax year
RGLA6.4
. . Discipline
Employee files
Final warnings
Disciplinary warnings final.
. . Discipline
Employee files
No warning given
. . Discipline
Employee files
Oral warnings
Proceedings where it
proven to be
unfounded.
Disciplinary warnings oral.
Destroy - 6 years
from termination
of employment
Destroy - 18
months after
warning
Destroy
immediately
RGLA 6.7
. . Discipline
Employee files
Warnings involving Disciplinary warnings behaviour to children.
children
. . Discipline
Employee files
Written warnings
Destroy - 6
months after
warning
Keep on
personnel file
permanently
Destroy - 12
months after
warning
Disciplinary warnings written.
RGLA 6.7
RGLA 6.8
RGLA 6.7
RGLA 6.7
56
Complete Listing with Retention Guidance – Human resources
Class
. . Disclosure of interest
Series
. . Employee details
Employee files
. . Employment conditions
Employee files
. . Grievances
Employee files
. . Individual training records
Employee files
. . Individual training records
Employee files
. . Induction
Records
Proof of
completion
Description
Register of declared
interests of employees
in relation to
anything being
transacted or
discussed by the
authority.
Documentation relating
to individuals general
or specific
conditions of
employment.
Documentation relating
to individuals general
or specific
conditions of
employment.
Documentation relating
to grievances between
the employer and
employee's.
Documentation relating
to an individuals
training record and any
work experience
undertaken within the
authority.
Documentation relating
to proof of training
course
completion.
Documentation relating
to the process and
undertaking
of induction for new
employees or
councillors.
Retention Period
Permanent – offer
to archivist
Rationale
Destroy - 6 years
from termination
of employment
RGLA6.4
Destroy 2 years
after employee
ceases
employment
Destroy - 6 years
from termination
of employment
RGLA6.4
Destroy - 6 years
from termination
of employment
RGLA6.4
Destroy - 7 years
after course
completed
RGLA6.21
Destroy - 2 years
after closure
57
Complete Listing with Retention Guidance – Human resources
Class
. . Job evaluation
Series
. . Leave
Employee files
. . Medical assessments
Employee files
. . Maternity/paternity
Employee files
. . Reporting
. . Termination
. Employee relations
. . Disciplinary matters
reporting
Records
Description
Documentation relating
to the approach to
performance
Appraisals.
Documentation relating
to requested employee
leave:
annual, study, carers,
special,
compassionate, unpaid
leave etc.
Documentation
regarding medical
assessments and
General information on
healthy living.
Records documenting
entitlements to, and
calculations of,
Statutory Maternity
Pay.
Reports related to
working hours and
terms and
conditions.
Documentation relating
to the leaving process:
resignation,
termination other than
pension.
Summary
management
information relating to
disciplinary matters.
Retention Period
Rationale
Destroy - 2 years
after action
completed
RGLA6.13
Destroy - 75 years RGLA6.10
after date of birth
Destroy - 3 years
from end of
current tax year
Destroy when
superseded
Destroy - 6 years
from termination
of employment
RGLA 6.16
Consider for
permanent
retention
58
Complete Listing with Retention Guidance – Human resources
Class
. . Trade union liaison
. . Trade union liaison
Series
Records
Strategy
Routine matters
. Equal opportunities
. . Equalities and diversity
. . Equalities and diversity
. Monitoring employees
. . Performance appraisal
. . Reporting
. . Staff directory
Investigations
Probationary
reports and
performance plans
Description
Matters relating to the
relationship with
recognised
unions.
Documentation relating
to liaison with unions
and
employee
representative
organisations.
Retention Period
Permanent - offer
to archivist
Rationale
RGLA 6.5
Destroy - 2 years
after use is
concluded
RGLA 6.6
Equality and diversity
documents which
include information on
fair treatment of
employees and
general guidelines
Investigation and
reporting on specific
cases.
Consider for
permanent
retention
Destroy - 5 years
after action
completed
RGLA 6.9
Documentation relating
to the performance
appraisal of
an employee, including
performance related
pay if
applicable.
Staff statistic
documentation.
Termination plus
keep until
business need, 6
years minimum
Employment
Practices Data
Protection Code Part
1: Recruitment &
Selection
Destroy - 5 years
after action
completed
Permanent - offer
to archivist
RGLA 6.12
Employee/sectional
contact details.
RGLA 6.1
. Occupational health
59
Complete Listing with Retention Guidance – Human resources
Class
. . Absence reporting
Series
. . Occupational health
Staff health
records
. . Occupational health
Employee files
. . Personal risk
assessments
Employee files
. . Sickness monitoring
Employee files
. . Major injuries
. Recruitment
. . Authorisation
Records
Training
Description
Aggregated
management
information on
absences, for
instance, working days
lost to various sickness
categories.
Documentation
relating to occupational
health and safety.
Occupational health
and safety training.
Including restrictions
i.e. cannot lift or desk
work only.
Documentation relating
to sickness absence,
including medical
certificates.
Documentation relating
to major injuries.
Authorisation to recruit
for a position.
Retention Period
Destroy - 2 years
after action
completed
Rationale
RGLA 6.13
Destroy - 75 years RGLA6.10
after date of birth
Destroy - 50 years RGLA6.19
after training
completed
Destroy - 6 years
from termination
of employment
RGLA 6.4
Destroy - 40 years Health and Safety
after termination
at Work Act 1974;
of employment
Reporting of
Injuries, Diseases
and Dangerous
Occurrences
Regulations 1995
reg. 7; Limitations
Act 1980
Destroy - 5 years
after recruitment
finalised
60
Complete Listing with Retention Guidance – Human resources
Class
. . Job descriptions
Series
Records
. . Recruitment
. . Recruitment
Position
. . Recruitment
Position
. . Recruitment process
. . Secondment
Secondment
files
. . Volunteers
Volunteer files
. Terms and conditions of
employment
. . Staff benefits
Unsuccessful
candidates
Description
The job description
and person
specifications for
current posts.
Process relating to the
recruitment of an
employee to the
authority.
Documents relating to
unsuccessful
candidates.
Retention Period
Destroy - 2 years
after superseded
Rationale
Destroy - 6 years
from termination
of employment
RGLA6.4
Destroy - 6months
after recruitment
finalised
Selection for a
Destroy - 1 year
RGLA 6.11
position.
after recruitment
finalised
Documentation relating Destroy when
to the recruitment
superseded
process.
Documentation relating
to the process of
secondments to or
from the authority.
Destroy - 6 years
from termination
of employment
RGLA6.4
Documentation relating
to volunteers available
to or used by the
council, including risk
assessments.
Destroy - 6 years
from termination
of employment
RGLA6.4
Documentation relating
to staff benefits.
Consider for
permanent
retention
61
Complete Listing with Retention Guidance – Human resources
Class
. . Staff facilities
Series
Records
Description
Documentation
regarding facilities for
staff including
proposals for leisure
facilities and eateries.
Staff recognition
documentation.
. . Staff recognition
The general terms and
conditions of
employment with
the council.
. . Terms and conditions
. Training
. . Reporting
. . Training courses
Training
course files
Course
administration
. . Training courses
Training
course files
Courses
concerning
children
Training course files
Training
materials
Training course
materials
. . Training courses
Training
course files
Training materials
Performance
management relating
to training and
development, including
feedback statistics.
Training
documentation
relating to specific
courses and sessions.
Training courses
concerning children.
Retention Period
Consider for
permanent
retention
Rationale
Consider for
permanent
retention
Consider for
permanent
retention
Consider for
permanent
retention
Destroy - 2 years
after action
completed
RGLA 6.17
Destroy - 35 years RGLA 6.18
after course
completed, or last
entry
Training course
Destroy - 1 year
RGLA 6.20
materials.
after course
superseded
Documentation relating Destroy - 2 years
RGLA 6.17
to training courses and after action
initiatives.
completed
62
Complete Listing with Retention Guidance – Human resources
Class
. . Training plan
. Workforce planning
. . Workforce development
planning
. . Workforce development
planning
Series
Records
Corporate training
plan
Description
Financial rewards
Documentation relating
to workforce
management.
Strategy
Listing of corporate
training activities and
forward plans.
Includes health and
safety training.
Retention Period
Consider for
permanent
retention
Destroy - 7 years
after action
completed
Documentation relating Destroy - 3 years
to workforce
after action
management and
completed
salaries.
Rationale
RGLA 6.15
RGLA 6.14
63
Complete Listing with Retention Guidance – Information and communication technology
Class
Information and
communication technology
. Infrastructure
. . Disposal
. . Disposal
. . Fault reporting
. . Licensing
. . Help Desk Support
. . Information security
Series
Records
Description
Retention Period
Assets under £
50,000
Documentation
relating to the
process of disposal
of hardware and
software belonging
to this authority.
Documentation
relating to the
process of disposal
of hardware and
software belonging
to this authority.
Customer (public)
reporting of faults
relating to council
services.
Documentation in
relation to software
licensing.
Help desk support
information relating
to specific systems
or pieces of
software.
Data security
information and
documentation.
Destroy - 6 years after Limitations Act
all
1980. RGLA 7.29
obligations/entitlements
concluded
Assets over £
50,000
Rationale
Destroy - 12 years after Limitations Act
all
1980. RGLA 7.29
obligations/entitlements
concluded
Destroy - 2 years
Consider legal
obligations
Destroy - 2 years after
system no longer used
Destroy - 2 years after
system no longer used
64
Complete Listing with Retention Guidance – Information and communication technology
Class
. . Network maintenance
Series
. . Spatial data management
. . Storage
. . Strategy
. . Web development
. . Configuration
management
Description
Documentation
relating to the
maintenance and
support of the
network.
Documentation
relating to system
servers and their
maintenance.
Documentation
relating to
geographic
information
systems.
Documentation
relating to storage
systems and
servers.
Documentation
relating to an ICT
Strategy.
Includes
development of
Internet, Intranet
and Extranet.
. . Server maintenance
. System support
. . Change Control
Records
System log
System log
Documentation
relating to planned
changes to a
specific system.
Documentation
relating to the
configuration of the
system.
Retention Period
Destroy - 2 years after
system no longer used
Rationale
Destroy - 2 years after
system no longer used
Destroy - 2 years after
system no longer used
Destroy - 2 years after
system no longer used
Consider for
permanent retention
Destroy - 2 years after
system no longer used
Destroy - 2 years after
system no longer used
Destroy - 2 years after
system no longer used
65
Complete Listing with Retention Guidance – Information and communication technology
Class
. . Data Management
Series
System log
. . Design and Construction
System log
. . Development
System log
. . Implementation
System log
. . Integration and interfaces
System log
. . Maintenance
System log
Records
Description
Documentation
relating to the
management of
specific
systems data which
includes back ups,
mirroring, and
systems interfaces.
Documentation
relating to the
design and
construction of
systems.
Documentation
relating to the
development of
systems and
software. Includes
web technology
development,
programming.
Documentation
relating to systems
implementation
Documentation in
relation to data
conversion, data
matching, data
mapping and
system interfacing.
Documentation
relating to the
maintenance and
support of software
and systems.
Includes website.
Retention Period
Destroy - 2 years after
system no longer used
Rationale
Destroy - 2 years after
system no longer used
Destroy - 2 years after
system no longer used
Destroy - 2 years after
system no longer used
Destroy - 2 years after
system no longer used
Destroy - 2 years after
system no longer used
66
Complete Listing with Retention Guidance – Information and communication technology
Class
. . Manuals
Series
System log
Records
Description
Manuals and user
information relating
to specific systems
and software.
Retention Period
Destroy - 2 years after
system no longer used
Rationale
67
Complete Listing with Retention Guidance – Information management
Class
Series
Information management
. Access to information
. . Data protection
. . Data protection
Records
Description
Retention Period
Subject Access
Request
Process around
the request under
data protection.
Notification
Process of
notifying the
Information
Commissioner on
data held.
Statistical data
about the number
of requests you
answered and their
outcomes etc.
Details of access
decisions.
Information subject
to an EIR request
but scheduled for
destruction.
Case file records
detailing the EIR
request, the
consideration of
possible
exemptions and
subsequent
appeals.
Destroy when
information no
longer required,
consult legal
Destroy - 3 years
after previous
notification
. . Environmental information
Information
requests
Access status
records
. . Environmental information
Information
requests
Information
scheduled for
destruction
. . Environmental information
Information
requests
Individual
transaction records
Rationale
Destroy - 10 years
after data created
TNA Retention
and Disposal
Guidance 14.
Destroy - 6 months
after last
correspondence
TNA Retention
and Disposal
Guidance 14.
Destroy - 3 years
after date of
creation
TNA Retention
and Disposal
Guidance 14.
68
Complete Listing with Retention Guidance – Information management
Class
. . Environmental information
Series
Information
requests
Records
Policy records
. . Freedom of information
Information
requests
Access status
records
. . Freedom of information
Information
requests
Information
scheduled for
destruction
. . Freedom of information
Information
requests
Individual
transaction records
. . Freedom of information
Information
requests
Policy records
Description
Procedures for
handling EIR
requests and other
documents
regarding practical
implementation of
EIR.
Statistical data
about the number
of requests you
answered and their
outcomes etc.
Details of access
decisions.
Information subject
to a FOI request
but scheduled for
destruction.
Case file records
detailing the FOI
request, the
consideration of
possible
exemptions and
subsequent
appeals.
Procedures for
handling FOI
requests and other
documents
regarding practical
implementation of
FOI.
Retention Period
Destroy - 5 years
after procedures
have been
superseded
Rationale
TNA Retention
and Disposal
Guidance 14.
Destroy - 10 years
after data created
TNA Retention
and Disposal
Guidance 14.
Destroy - 6 months
after last
correspondence
TNA Retention
and Disposal
Guidance 14.
Destroy - 3 years
after date of
creation
TNA Retention
and Disposal
Guidance 14.
Destroy - 5 years
after procedures
have been
superseded
TNA Retention
and Disposal
Guidance 14.
69
Complete Listing with Retention Guidance – Information management
Class
. . Freedom of information
. Archives
. . Archives management
. Knowledge management
. . Information asset
management
. . Information asset
management
. . Information asset
management
. Records management
. . Compliance
. . Forms development
. . Forms development
Series
Records
Publication
Scheme
Description
Records catalogue
The consolidated
listing of all records
held by the
authority.
Destroy when
superseded
Information asset
register
Record surveys
List of information
assets.
Destroy when
superseded
Destroy when
superseded
Circulation lists
Classification
schemes
Standard
templates
The publication
scheme that is
required under the
Freedom of
Information Act
2000.
Information relating
to an audit of
records of various
types.
Information in
regards circulation
lists, address
books etc.
Information and
data standards as
used by the
authority, e.g. EGMS, planning
data set etc.
Standard
templates.
Manual and
electronic forms
design.
Retention Period
Rationale
Permanent - offer to
archivist
Destroy when
superseded.
Permanent - offer to RGLA 2.10
archivist
Destroy when
superseded
Destroy when
superseded
70
Complete Listing with Retention Guidance – Information management
Class
. . Image capture
Series
Records
Description
. . Retention scheduling
Disposal
certificates
. . Tracking
Issues log
Audio visual library
information.
Information
regarding disposal
of the council’s
records.
Information
regarding tracking
and tracing the
movement of
information from
records, archives
and libraries.
. Registration
. . Statutory registers
Register
Statutory data
registers.
Retention Period
Rationale
Destroy - 12 years
after last action
RGLA 2.12
Permanent
Permanent - offer to Limitations Act
archivist unless
1980
specific legislation
requires otherwise
71
Complete Listing with Retention Guidance – Legal services
Class
Series
Records
Legal services
. Advice
. . Advice to the public
. . Provision of legal advice
. Bylaws
. . Enactment
Description
Retention Period
Community legal
services.
Providing advice to
clients and services
which are legally
privileged relating
to all aspects of the
legal system.
Destroy - 6 years
Limitations Act
after last action,
1980. RGLA 4.2
major precedent offer to archivist for
review
The process of
making local laws.
The process of
administering and
enforcing bylaws.
. . Enforcement
. Land registration
. . Land charges
Searches
Searches and title
investigations.
. . Land charges
Registers
Legal
documentation
relating to land
charges.
. Litigation
. . Civil
Case files
Civil litigation.
Rationale
Permanent - offer
to archivist
Destroy - 2 years
after matter is
concluded
RGLA 9.22
Termination plus 6
years
Permanent – offer
to archivist
Limitation Act
RGLA 9.23
Destroy - 7 years
RGLA 4.1
after last action,
major litigation
offer to archivist for
review
72
Complete Listing with Retention Guidance – Legal services
Class
. . Commercial
Series
Case files
Records
Description
. . Criminal
Case files
Criminal litigation.
. . Debt recovery
Case files
Debt recovery.
Commercial
litigation.
Judgments relied
on to fight current
cases - setting
standards to work
within.
. . Precedent cases
. Management of legal
activities
. . Archive deposits
Agreements
. . Agreements
Agreements
Legal
documentation
relating to archive
depositors.
Agreements
including noncontractual
agreements
between public
bodies.
Retention Period
Destroy - 7 years
after last action,
major litigation
offer to archivist for
review
Destroy - 7 years
after last action,
major litigation
offer to archivist for
review
Destroy - 7 years
after last action,
major litigation
offer to archivist for
review
See litigation
cases
Rationale
RGLA 4.1
RGLA 4.1
RGLA 4.1
Permanent - offer
to archivist
Destroy - 6 years
after agreement
ends
RGLA 4.3
73
Complete Listing with Retention Guidance – Legal services
Class
. . Conveyancing
Series
Deeds
Records
Conveyance
. . Conveyancing
Deeds
Easements
. . Conveyancing
Tenancy
Agreements
. . Copyright
Intellectual Property
Rights
Description
Commercial and
other leases, Title
investigations,
Disposal of
Freehold and
Leasehold
properties, Right to
Buy applications etc
Private right of way,
right to light (an
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.
Documentation
relating to the rental
agreements of
council buildings,
council houses,
allotments,
garages,
commercial
properties,
wayleaves and
land.
Information on who
owns the
information. For
example, ensuring
no breaches of
copyright.
Retention Period
Destroy - 12 years
after closure
Rationale
Limitations Act
1980. RGLA 4.4
Permanent - offer
to archivist
Destroy - 12 years
from termination of
tenancy
RGLA 3.28
Permanent - offer
to archivist
74
Complete Listing with Retention Guidance – Legal services
Class
. . Trusts
. Planning controls
. . Certificate of Lawful Use or
Development
. . Certificate of Lawful Use or
Development
Series
Records
Description
Documentation
related to legal
services and trusts.
Certificate
Lawful development
certificate.
Other
documentation
Files relating to
Lawful
Development
Certificates.
Section 106
Agreement.
. . Section 106 agreements
Agreement
. . Section 106 agreements
Other
documentation
Files relating to a
planning obligation
or legal agreement
made under section
106 Town and
County Planning
Act 1990.
Retention Period
Permanent - offer
to archivist
Rationale
Permanent - offer
to archivist
Destroy - 12 years
from date of
agreement
Town and Country
Planning Act 1990
Limitations Act
1980
Permanent - offer
to archivist
Destroy - 12 years
from date of
agreement
Town and Country
Planning Act 1990
Limitations Act
1980
75
Complete Listing with Retention Guidance – Leisure and culture
Class
Leisure and culture
. Archives
. . Archive development
. . Cataloguing
. Arts
. . Arts development
. Community facilities
. . Equipment
Series
Records
Description
Retention Period
Rationale
Accession register
The consolidated
listing archival
resources available
to the public.
Permanent - offer
to archivist
RGLA 2.11
Documentation
related to art
development
Consider offering to Local practice and
archivist for major
The National
projects, also
Archives
consider financial
regulations if
necessary. Or
destroy 10 years
after completion of
project
Hire items of
equipment for
events.
Destroy 2 years
after event has
ended
Destroy 6 years
plus current
Local
Destroy when
superseded
Local
. . Grants
Provision of grants
to village halls and
other local facilities.
. . Venues
Details on any
venues the local
authority may have
available for
private/business
hire.
Local
76
Complete Listing with Retention Guidance – Leisure and culture
Class
. Leisure promotion
. . Countryside events
. . Exhibitions
Series
Records
Description
Retention Period
Programmes and
events
Information related
to countryside
programmes and
events.
Programmes and
events
Exhibitions
arranged by or held
on Council
premises.
Destroy when no
business need,
consider financial
regulations if
necessary
Destroy when no
business need,
consider financial
regulations if
necessary
Destroy when no
business need,
consider financial
regulations if
necessary
Destroy 2 years
after event has
ended
Destroy 2 years
after scheme has
ended
Destroy - 10 years
after closure
Activities and
events targeted at
specific groups of
people.
. . Inclusion
. . Parks and gardens events
Programmes and
events
Information related
to parks and
gardens.
. . Play scheme
Documentation
relating to play
schemes.
. Museums
Documentation
regarding
museums.
. Parks and open spaces
. . Maintenance
. . Playgrounds
Maintenance of
parks and open
spaces.
Playgrounds and
play areas.
Rationale
See health and
safety
See health and
safety for
maintenance
77
Complete Listing with Retention Guidance – Leisure and culture
Class
. Sports
. . Sports development
Series
Records
Description
Retention Period
Rationale
Information related
to sport
development
programmes.
Consider offering to
archivist for major
projects, also
consider financial
regulations if
necessary; destroy
10 years after
completion of
project
Consider offering to
archivist for major
projects, also
consider financial
regulations if
necessary; destroy
10 years after
completion of
project
Local practice and
The National
Archive
. . Clubs and societies
Documentation
associated with
sports clubs.
. Tourism
Information for
tourists.
Information about
tourist facilities in
the local area.
. . Tourist accommodation
. . Visitor information
Leisure and cultural
services provided
or supported by
the council for the
community.
Specifically
includes visitor
attractions.
Local practice and
The National
Archive
Destroy when no
longer a business
need
Destroy when no
longer a business
need
78
Complete Listing with Retention Guidance – Leisure and culture
Class
. . Visitor information
Series
Records
Maps and
directions
Description
Maps, direction and
locations available
for public leisure.
Retention Period
Destroy when no
longer a business
need
Rationale
79
Complete Listing with Retention Guidance – Management
Class
Management
. Ceremonial
. . Civic and royal events
. . Civic and royal events
. . Corporate gifts
. Communication support
. . Staff communications
. Corporate communication
. . Campaigns
Series
Records
Description
Retention Period
Rationale
Visitors book, tapes, Documentation
relating to civic
photographs
Permanent - offer
to archivist
RGLA 2.24
Planning and
organising an event
Destroy - 7 years
after use
RGLA 2.25
functions or visits
by royalty to the
local area.
Information on
planning and
organising an
event.
Documentation
relating to the
provision of
corporate gifts.
Permanent - offer
to archivist
Staff
communication
documentation.
Destroy when
superseded
Documentation
relating to the
promotion of a
business through
publicity
campaigns.
Permanent - offer
to archivist
80
Complete Listing with Retention Guidance – Management
Class
. . Corporate branding
Series
Records
. . Corporate publicity
. . Graphic design
Designing setting
information
. . Marketing
Marketing planning
and campaigns
. . Media cuttings
Media cuttings
. . Media liaison
Interaction with
Media
. . Media releases
Description
Documentation
relating to the
process of creating
and the use of a
corporate image
and relevant
guidance within the
authority.
Documentation
relating to
corporate publicity.
Documentation
relating to graphic
design
requirements
of the authority.
Documentation
relating to the
marketing of the
council or a specific
function or service.
Compilation of
media in which the
local area or
authority is
mentioned.
Documentation
relating to liaison
between the
council and local
media.
Information
released to the
media.
Retention Period
Permanent - offer
to archivist
Rationale
Permanent - offer
to archivist
Destroy - 3 years
from last action
RGLA 2.19
Permanent - offer
to archivist
RGLA 2.23
Permanent - offer
to archivist
RGLA 2.22
Destroy - 3 years
from closure
RGLA 2.21
Permanent - offer
to archivist
81
Complete Listing with Retention Guidance – Management
Class
. . Media releases
Series
Records
Description
. . Public relations
Media reports
Documentation
relating to media
releases the
promotion
of business.
Documentation
relating to public
relations.
Media reports.
. . Public relations
Published work
Published work.
. . Public relations
Statistics, trends
and customer
satisfaction data
Statistics.
. . Public relations
. Enquiries and complaints
. . Appeals
. . Complaints
Reports and
correspondence
. . Complaints
Registers
. . Complaints
Formal complaints
received and
response to the
complaint. Includes
the FOI, EIR and
data protection
complaints
process.
Complaints which
result in significant
changes of policy.
Summary form of
complaints.
Identification of a
specific complaint
to the council.
Retention Period
Permanent - offer
to archivist
Rationale
Permanent - offer
to archivist
Permanent - offer
to archivist
Destroy after use
is concluded - one
copy to archive
Destroy - 10 years
after use
concluded
RGLA 2.20
Destroy 3 years
after the case is
closed
Permanent - offer
to archivist
RGLA 2.14
Permanent - offer
to archivist
Destroy 3 years
after the case is
closed
RGLA 2.13
82
Complete Listing with Retention Guidance – Management
Class
. . Complaints to Ombudsman
Series
Records
Complaint files
. . Compliments
. . Customer profiling
Customer profiles
. . Customer satisfaction
Customer
satisfaction surveys
. . Stage 1 complaints
Complaint files
. . Stage 2 complaints
Complaint files
. External audits
. . Audits
Description
Documents related
to Ombudsman
complaints.
Compliments and
comments and
response received
and response to
them.
Information
provided by an
individual or
organisation
that includes
personal
preferences.
Feedback on
council
performance in
relation to services
or other aspects of
council business.
Documents related
to stage 1
complaints.
Documents related
to Stage 2
complaints.
Documentation on
audits.
Retention Period
Destroy 3 years
after the case is
closed. Some
high-profile case
may retain
permanently and
offer to archivist
Destroy 3 years
after the case is
closed
Rationale
Destroy once use
is concluded
Paperwork destroy
1 year; Report
destroy three
years
Destroy - 2 years
after use is
concluded
Destroy - 3 years
after use is
concluded
RGLA 2.16
local
Permanent
83
Complete Listing with Retention Guidance – Management
Class
. Preparing business
. . Meetings
Series
Records
Retention Period
Information
regarding
meetings.
Consider
permanent - offer
to archivist
Consider
permanent - offer
to archivist
Permanent - offer
to archivist
Documentation
relating to officer
representation.
. . Officer representation
. . Partnership and agency
working
. . Partnership and agency
working
. Project management
. . Closure
Description
Project files
Rationale
Business for
partnership and
agencies where
local authority owns
the record
Business for
partnership and
agencies where
local authority does
not own the record
Documentation
relating to agency
working.
Documentation
relating to agency
working.
Destroy - 3 years
after last action
Lessons learned
Information
obtained by
reviewing the
project.
Consider offering
Local practice and
to archivist for
The National
major projects,
Archive
also consider
financial
regulations if
necessary; destroy
10 years after
completion of
project
RGLA 1.6
RGLA 1.7
84
Complete Listing with Retention Guidance – Management
Class
. . Governance
Series
Project files
Records
Project initiation
document
Description
. . Governance
Project files
Unit or team plans
Planning
documentation.
. . Initiation and delivery
Project files
Issues log
Unforeseen events
requiring action.
Document created
at the start of the
project to indicate
how it will be run.
Retention Period
Consider offering
to archivist for
major projects,
also consider
financial
regulations if
necessary; destroy
10 years after
completion of
project
Consider offering
to archivist for
major projects,
also consider
financial
regulations if
necessary; destroy
10 years after
completion of
project
Consider offering
to archivist for
major projects,
also consider
financial
regulations if
necessary; destroy
10 years after
completion of
project
Rationale
Local practice and
The National
Archive
Local practice and
The National
Archive
Local practice and
The National
Archive
85
Complete Listing with Retention Guidance – Management
Class
. . Start up
Series
Project files
Records
Business case
Description
Information related
to planning a
business operation
or service.
. Quality and performance
. . Assessments
Assessments.
. . Best value reviews
Best value reviews.
. . Other Inspections
Documentation
relating to the
external
inspections
received by the
authority in relation
to corporate or
service specific
performance
management.
. Statutory returns
. . Reports to government
Reports to
government.
Retention Period
Consider offering
to archivist for
major projects,
also consider
financial
regulations if
necessary; destroy
10 years after
completion of
project
Rationale
Local practice and
The National
Archive
Destroy - 2 years
from closure
Destroy - 5 years
from closure
Destroy – 5 years
from closure
RGLA 2.18
Destroy - 7 years
from closure
RGLA 2.5
RGLA 2.17
As above
. Strategic planning
86
Complete Listing with Retention Guidance – Management
Class
Series
Records
. . Business cases
. . Corporate initiatives
. . Organisational structure
. . Policies and procedures
. . Public consultation
Minor policies
. . Public consultation
Significant policies
. . Service level agreements
Description
Information related
to identifying a
need or
requirement
for a business or
service process.
Documentation
relating to
corporate
initiatives.
Organisational
structure of the
Local Authority
Documentation
relating to policies
and procedures of
the council.
The process of
consultation with
the public.
The process of
consultation with
the public.
Information relating
to agreements
made between
separate internal
units or teams on a
contractual basis.
Retention Period
Destroy 5 years
after agreement or
rejection of
business case
Rationale
Destroy - 5 years
after initiative ends
Permanent – offer
to archivist
Permanent – offer
to archivist
RGLA 2.6
Destroy - 1 year
from closure
RGLA 2.9
Destroy - 3 years
from closure
Local practice
Destroy - 1 year
from closure
87
Complete Listing with Retention Guidance – Planning and building control
Class
Planning and building
control
. Building control
. . Application processing
Series
Records
Description
Retention Period
Destroy after 3
Building Act 1984
years if rescinded,
otherwise
permanent - offer to
archivist
Building control
register
Application files
containing
application,
validation notice,
correspondence,
drawings, location
plans, structural
calculations,
decision notices,
record cards,
inspection reports
and contravention
notices.
Documentation
related to building
notices
Documentation
relating to building
regularisation
Building control
register sheets.
Application
files
. . Building Notice
Applications
. . Building Regulation
applications
. . Registration
. . Unauthorised works
Information relating
to the enforcement
of unauthorised
works where
enforcement action
is proved
Rationale
Permanent – offer
to archivist
Local
Permanent – offer
to archivist
Local
Permanent - offer
to archivist
Permanent – offer
to archivist
RGLA 10.8
88
Complete Listing with Retention Guidance – Planning and building control
Class
. . Demolition consents
Series
Records
Applications and
documentation
related to
demolition
consents
Documentation
related to
dangerous
structures
. . Dangerous Structure
notices
. Covenant control
. . Policies
. . Covenant controls
. Development control
. . Application processing
Description
Information relating
to policies.
Covenant
control files
Covenant control
files containing
applications,
correspondence,
drawings and
notices.
Appeals files
Documentation
related to planning
appeals.
Application files
containing
application letters
and forms,
certificates, location
plans, drawings,
site
correspondence,
reports,
photographs and
s.106 agreements.
Decision notices on
planning
applications.
. . Application processing
Application
files
. . Application processing
Application
files
Decision notices
Retention Period
Permanent – offer
to archivist
Rationale
Permanent – offer
to archivist
Permanent – offer
to archivist
Permanent – offer
to archivist
Permanent – offer
to archivist
Limitations Act
1980
Permanent – offer
to archivist
Local practice
Permanent – offer
to archivist
Local practice
89
Complete Listing with Retention Guidance – Planning and building control
Class
. . Application processing
. . Enforcement
Series
Records
Pre application
discussion
Description
Enforcement
notices
The enforcement of
demolition
guidelines and
laws.
Actions to resolve
disputes over
evergreen hedges.
Register sheets
including
application register,
decision register,
consultation
register,
enforcement
register, s.106
register, tree works
register.
Documentation
relating to planning
obligations.
Information
containing
reference to listed
tree-life.
. . Hedges
. . Registration
Planning Register
. . Planning obligations
Section 106
agreements
. . Tree
Tree works and
preservation orders
. Forward planning
. . Economic regeneration
Pre-application
discussion
documentation
relating to a
specific building.
Information on
activities to support
economic
regeneration in the
local area.
Retention Period
Destroy - 5 years
after final response
if not included in a
actual planning
application
Permanent – offer
to archivist
Rationale
Permanent – offer
to archivist
Local practice
Permanent - offer
to archivist
RGLA 10.6
Permanent – offer
to archivist
Local practice
Permanent – offer
to archivist
Local practice
Local practice
Consider to be kept Local practice
Permanently – offer
to archivist
90
Complete Listing with Retention Guidance – Planning and building control
Class
. . Heritage listing
Series
Records
The consolidated
listing of heritage
buildings and sites.
Local planning
documentation.
. . Local plan
. . Natural environment
Policies
. . Natural environment
. . Planning policy
. . Planning schemes
Description
Consultation
Information on
agriculture,
countryside, nature
reserves and
protected sites.
The process of
maintaining the
countryside and
developing open
spaces for public
amenity.
Planning policy
documentation in
relation to specific
buildings.
The process of
receiving,
considering and
responding to
submissions and
objections to
planning schemes
and amendments.
Retention Period
Retain any updated
list permanently
Rationale
Permanent – offer
to archivist
Permanent - offer
to archivist
Local practice
Destroy - 7 years
after administrative
use concluded
RGLA 10.7
RGLA 10.7
Permanent - offer
to archivist
Destroy 15 years
RGLA 10.5
after decision. Offer
controversial or
high profile
schemes to
Archivist
91
Complete Listing with Retention Guidance – Procurement
Class
Series
Records
Procurement
. Contracting
. . Approved suppliers
. . Contract awards
Description
Retention Period
Rationale
Maintaining a list of
approved suppliers
to the local
authority.
Information of who
was successful in
obtaining a
contract or
contracts we
undertake for
others.
Contract documents
and any contract
amendments.
Destroy once
superseded
Local practice
. . Contract awards
Contract files
Ordinary contracts
. . Contract awards
Contract files
Contracts under
seal
. . Contract awards
Contract files
Post tender
negotiation
. . Contract awards
Contract files
Service level
agreements,
review of awarded
compliance reports, contracts.
performance
reports
See below for
contract awards
Destroy - 6 years
after the term of
the contract has
expired
Contract documents Destroy - 12 years
and any contract
after the term of
amendments
the contract has
where contract is
expired
under seal.
Negotiation files
Destroy - 1 year
related to specific
after the term of
contracts.
the contract has
expired
Performance
See above for
monitoring and
Contract awards
Limitations Act
1980. RGLA 4.6
Limitations Act
1980. RGLA 4.6
RGLA4.11
Local practice
92
Complete Listing with Retention Guidance – Procurement
Class
. . Contract management
Series
Records
Description
Contract monitoring The monitoring of
contracts.
. . Requisition
Rationale
RGLA 7.3
Purchase orders
Documentation on
non tendered
contracts.
Destroy - 7 years
after the end of the
financial year
Destroy - 1 year
RGLA 4.7
after start of
contract
Destroy - 6 years
after the term of
the contract has
expired
Destroy 2 years
RGLA 4.5
after contract let or
not proceeded with
. Tendering
. . Tenders
Tender files
Opening notice,
tender envelope
Tender issuing and
return.
. . Tenders
Tender files
Ordinary tender
Tendering of
contracts,
responses and their
evaluation.
. . Tenders
Tender files
Pre-tender advice
. . Tenders
Tender files
Tender for contract
under seal
. . Tenders
Tender files
Unsuccessful
tenders
The process of
calling for
expressions of
interest.
Tendering of
contracts,
responses and their
evaluation
for contracts under
seal.
Documentation
relating to
unsuccessful
tenders.
Documentation
relating to tendering
policies.
. . Tendering policies
Retention Period
See above for
contract awards
Destroy - 12 years
after the term of
the contract has
expired
Limitations Act
1980. RGLA 4.8
Destroy - 1 year
after start of
contract
RGLA4.10
Destroy when
superseded
93
Complete Listing with Retention Guidance – Risk management and insurance
Class
Series
Records
Description
Retention Period
Rationale
Risk management and
insurance
. Claims
. . Claims processing
Claims records
Documentation
relating to claims
made against the
council.
Destroy - 7 years
after all obligations
and entitlements
are concluded.
Consider any
implications for
claims including
children and
consider Health
and Safety
retention
Limitations Act
1980. RGLA 8.21
. Insuring against loss
. . Insurance
Insurance policies
Documentation
relating to
insurance policies.
Local
. . Insurance
Renewals
Renewal
information.
. . Insurance
Summary
arrangements
Summary of
arrangements
relating to
insurance.
Permanent –
consider for
archive
Permanent –
consider for
archive
Permanent - offer
to archivist
local
RGLA8.18
. Risk management
94
Complete Listing with Retention Guidance – Risk management and insurance
Class
. . Business continuity
planning
Series
Records
. . Education
Campaigns
. . Risk assessment
Risk register
. . Risk assessment
Valuations
Description
Documentation
relating to business
continuity in the
event of a disaster
or unforeseen
event. Includes
disaster recovery
and business
resilience plans.
Campaigns related
to risk management
Consolidated listing
of, and assessment
of risks.
Valuations as part
of the risk
assessment
process.
Retention Period
Consider
permanent - offer
to archivist
Rationale
See training
Consider
permanent - offer
to archivist
Consider
permanent - offer
to archivist
95
Complete Listing with Retention Guidance – Transport and infrastructure
Class
Transport and infrastructure
. Highway enforcement
. . Parking
. . Parking fines
. . Parking permits
. Infrastructure management
. . Cycle routes
. . Maintenance
. . Markings and signage
. . Public conveniences
Series
Records
Description
Retention Period
Rationale
Enforcement of
parking
infringement
includes both
onsite and off-site.
Documentation
related to parking
fines.
Destroy 6 years
plus current after
matter is closed.
Local
Destroy 6 years
plus current after
matter is closed.
Documentation
Destroy 2 months
relating to the issue after permit has
of parking permits
expired
Provision for cycle
routes.
Documentation
related to general
maintenance of
transportation
systems.
Installation of
instruction and
warning signs.
Provision of public
conveniences.
Toilets.
Maintenance
and cleaning.
Local
Local
Consider health and
safety
Consider health and
safety
Consider health and
safety
Consider health and
safety
96
Complete Listing with Retention Guidance – Transport and infrastructure
Class
. . Street furniture
. . Street naming and
numbering
. Public transport
. . Community transport
. . Concessions
. . Public transport plan
Series
Records
Description
Documentation
relating to the
process of
installing and
maintaining street
furniture: finger
posts, litter bins,
public seats etc.
Documentation on
the street naming
development
naming and
property
numbering/naming.
Transport for
members of the
community.
Includes
schemes such as
'dial-a-ride',
shopmobility,
community
bus and car
schemes.
Information
regarding the
transport
concessions
offered to the
disabled.
Information about
future plans, public
transport routes
and timetable.
Retention Period
Destroy - 7 years
after last action
Rationale
RGLA 11.8
Permanent - offer to
archivist.
Largely a County
issue, and
documentation to
be destroyed when
superseded
Destroy when
superseded
Destroy - 3 years
after superseded or
last action
RGLA 11.11
. Transport planning
97
Complete Listing with Retention Guidance – Transport and infrastructure
Class
. . Development control
. . Strategy and planning
Series
Records
Description
Retention Period
Transport strategy
Development of
transport strategy.
The planning of
transport issues.
Permanent - offer to RGLA 11.1
archivist
Employer travel
plans.
Destroy - 2 years
after last use
Destroy - 5 years
after use
. . Strategy and planning
Local transport plan
. . Transport modelling
. . Transport modelling
Traffic counts
. . Travel plans
Employer travel
plans
Rationale
98
Complete Listing with Retention Guidance – Waste management
Class
Waste management
. Fly tipping
. . Fly tipping
Series
Records
Description
Dumped rubbish
Documentation on
fly tipping instances which varies in size
from a single bin
bag to several truck
loads of
construction waste.
. Street cleaning
. . Pest control
The management
and control of pests.
. . Road cleansing
The cleaning of
public roadways.
. Waste collection
Information on
waste collection.
. . Abandoned vehicles
A vehicle which
deemed to have
been abandoned by
its owner, as
defined in the
Refuse Disposal
Amenity act
1978 and the Clean
Neighbourhoods
Act 2005.
The disposal of
commercial waste,
as defined in the
Environmental
Protection Act 1990.
. . Bulk
Retention Period
Rationale
Destroy - 2 years
after last action
Local
Destroy - 2 years
after last action
Destroy - 2 years
after last action
Destroy - 2 years
after last action
Destroy - 2 years
after last action
Local
Destroy - 2 years
after last action
RGLA9.26
Local
RGLA9.26
RGLA9.26
99
Complete Listing with Retention Guidance – Waste management
Class
. . Controlled
. . Domestic
. . Trade
. Waste reduction
. . Recycling
Series
Records
Description
The disposal of
hazardous waste as
defined in the
Hazardous Waste
Directive 2005 and
the European
Waste Catalogue.
The process of
arranging the
collection or
transportation
of home care waste.
The process of
arranging the
collection or
transportation
of trade waste.
The establishment
of public recycling
receptacles.
Retention Period
Destroy - 6 years
after last action
Rationale
RGLA9.27
Destroy - 2 years
after last action
RGLA9.26
Destroy - 2 years
after last action
RGLA9.26
Destroy - 5 years
after use
100