SECTION : ACCESS TO THE COUNTRYSIDE Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Public Rights of Way Register of Public Rights of Way Access to the Countryside Order 1983 Retained permanently Permanent Preservation by the Council Correspondence re Rights of Way Access to the Countryside Order 1983 6 years Destroy Project Files on Public Rights of Way Access to the Countryside Order 1983 6 years (review dependent on project) Destroy
SECTION : BIODIVERSITY Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Biodiversity Local Biodiversity Strategy and Action Plan (and associated projects) Wildlife and Natural Environment(NI) Act 2011 6 years Destroy Grants/Funding Claims None Applicable See Finance section See Finance section Site designation and associated correspondence, reports, etc. Nature conservation and amenity Lands(NI) Order 1985 Retained permanently Permanent Preservation by the Council
SECTION : BUILDING CONTROL Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Building Control Applications Approved building control applications None Applicable Permanent Retention by Council Permanent Preservation by the Council Dangerous Structures Legislation Dangerous Structures Record Files None Applicable 20 years after structure made safe Destroy Legal Proceedings Prosecutions – Non- compliance of legal responsibilities None Applicable 20 years after compliance Destroy Postal Naming and Numbering Street Naming & Numbering. Land and Property Gazetteer None Applicable 20 years Destroy Property Certificates Applications None Applicable 12 years Destroy Energy Performance and Building Regulations Records and Associated Correspondence None Applicable 20 years after compliance Destroy
SECTION : COMMUNITY DEVELOPMENT Sub work area Example of records Statutory provision/Authority Retention Period Action at end of administrative life of record Community Centres General correspondence None Applicable 6 years Destroy Council reports None Applicable Permanent Permanent Preservation by the Council Grant/Funding applications to the Council None Applicable 7 years from last payment Destroy Booking documentation None Applicable 3 years Destroy Information on upkeep of the building None Applicable 6 years Destroy Legal documentation relating to the buildings and land surrounding the buildings None Applicable Permanent Permanent Preservation by the Council (Transfer to new owner on disposal) Voluntary Bodies and Community Associations Meetings – minutes and agenda None Applicable Review 6 years after date of meeting Destroy Seeding grants None Applicable 7 years from last payment Destroy
Departmental Risk Registers None Applicable 6 years Destroy Economic Development Strategy None Applicable Permanent Permanent preservation by the Council Good Relations Strategy None Applicable Permanent Permanent preservation by the Council Waste Management Strategy None Applicable Permanent Permanent preservation by the Council Acceptance of Gifts and Hospitality Register Councillors’ Code of Conduct Permanent Permanent Preservation by the Council Policies All Internal and External policies and supporting information such as research data and questionnaires Various; specific to each policy Version Controlled Superseded version held for 3 years Destroy Standing Orders Copy of Standing Orders None Applicable Permanent Permanent Preservation by the Council Correspondence and related information None Applicable 6 Years Destroy Consultations Responded To Letters and reports None Applicable 6 years Destroy Bye-Laws Correspondence and related information None Applicable 6 years from date of file closure Destroy Copies of Bye-Laws None Applicable Permanent Permanent preservation by Council
SECTION : Community Safety Partnership and District Policing Partnership (To Be Superseded By Policing and Community Safety Partnership in 2012 - Subject to Commencement Order) Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Annual Reports Annual Reports of DPP and CSP None Applicable Permanent Permanent preservation by the Council Financial Information Accounts/Budgets None Applicable 6 years Destroy Finance relating to funding for other groups None Applicable 6 years Destroy Grants/Funding payments None Applicable 7 years Destroy Information Handling and Media Press Releases and Publicity (including press cuttings) None Applicable 6 years Destroy Disclosure Log of Requests for Information under the Freedom of Information Act FOI Act 2000 6 years Destroy Data Protection Act – requests for data held on file Data Protection Act 1998 6 years Destroy Equality Equality Schemes and associated information S75 of the Act 1998 Permanent Permanent preservation by the Council Information on Members Personal information on members of DPP and CSP – ie attendance records, training etc None Applicable Permanent Permanent preservation by the Council Projects Project initiatives, eg reports, correspondence, etc None Applicable 7 years Destroy
SECTION : CUSTOMER SERVICES Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Complaints Complaints Policy & Procedures None Applicable Retain until superseded by new version (retain 1 copy for archive) Destroy Customer Complaints The Limitation () Order 1989 6 years following last action Review for further retention in the case of contentious disputes. Destroy Complaints – (Commissioner for Complaints) Ombudsman None Applicable 6 years following date of resolution of complaint Review for further retention in the case of contentious disputes. Destroy Surveys and Consultations Customer Satisfaction Surveys – individual responses Data Protection Act 1998 Completion of analysis of responses Destroy Customer Satisfaction Surveys – analysis None Applicable 6 years Review for archival & re-use value. Destroy Consultation exercises issued by the Council and responses received None Applicable 6 years Review for archival & re-use value. Destroy
Electoral Law Act (NI) 1962 (After 12 months destroy unless a candidate requests the documentation to be returned.) Electoral Registers List of Marked Registers Section 58 (1)(e) Local Election Rules Electoral Law Act 1962 Rule 60 Local Election Rules (as amended by Article 77(3) Local Elections Order (NI) 2010) Twelve months from the date of the election. In the event of Multiple elections if a combined register is produced, the register is retained by the Area Electoral Office Destroy Register of Electors supplied to Council DRO for the purpose of election Regulation 97 of the Representation of the People Regulations 2008 After Election. (Local Authority is not permitted under law to retain copies other than for the purposes of the Election.) Destroy Count Results per DEA None Permanent (for historical purposes). Permanent Preservation by Council Casual Vacancy by Co option Correspondence between political party and Council re filling of casual vacancy None Retain until after the results are declared at the next Local Government Election and then confidentially destroy Determined on Review by PRONI
SECTION : EMERGENCY AND BUSINESS CONTINUITY PLANNING Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Emergency Planning and Business Continuity Integrated Emergency Plan (includes Business Continuity Plans and Contacts Directories) The Local Government () Order 2005. DOE Circular No (1) LG 07 06 Permanent. These plans are version controlled and updated at least annually Permanent Preservation by the Council Circulars and Advice Notes on Emergency Planning and Business Continuity The Local Government () Order 2005. DOE Circular No (1) LG 07 06 6 years Destroy Records on activities relating to all major incidents in the local community and post emergency debriefing The Local Government () Order 2005. DOE Circular No (1) LG 07 06 Permanent Permanent Preservation by the Council Records on activities on all minor incidents in the local community and debriefing The Local Government () Order 2005. DOE Circular No (1) LG 07 06 6 years Destroy Minutes/Reports -Internal Crisis Management Team The Local Government () Order 2005. DOE Circular No (1) LG 07 06 6 years Destroy
SECTION : ENVIRONMENTAL HEALTH AND ENVIRONMENTAL PROTECTION Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Food Control Inspection records S16 of the Food Standards Agency Framework Agreement 6 years Destroy Food standard records S16 of the Food Standards Agency Framework Agreement 6 years Destroy Food complaints S16 of the Food Standards Agency Framework Agreement 6 years Destroy Food samples S16 of the Food Standards Agency Framework Agreement 6 years Destroy Food poisoning S16 of the Food Standards Agency Framework Agreement 6 years Destroy Food premises register None Applicable Permanent Permanent Preservation by the Council Food control procedures None Applicable Retain until superseded. Permanent Preservation by the Council EC approved premises S16 of the Food Standards Agency Framework Agreement 6 years Destroy Annual Returns S16 of the Food Standards Agency Framework 6 years Destroy
Refused Surveillance Authorisation Forms Regulation of Investigatory Powers Act 2000 3 years recorded from the date recorded in of the RIP 1 form Destroy Annual Return Regulation of Investigatory Powers Act 2000 3 years Destroy Tobacco Control Files Complaints None Applicable 6 years after conclusion of the matter Destroy Inspection records None Applicable 6 years after conclusion of the matter Destroy Caravan Site Records Application forms, licence, site maps, inspection reports correspondence, etc None Applicable Permanent Permanent Preservation by the Council
SECTION : EQUALITY Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Disability Discrimination Act Disability Action Plan Disability Discrimination Act 6 years Destroy Disability Working Group – minutes, agenda, correspondence, etc None Applicable 6 years Destroy Section 75 of NI Act Annual reports to Equality Commission NI Act (S75) 6 years Destroy Policy screening forms and reports NI Act (S75) 6 years (review - dependent on policy) Destroy EQIA reports and associated research materials NI Act (S75) 6 years Destroy Complaints NI Act (S75) 6 years Destroy Subject specific files on equality issues NI Act (S75) 6 years Destroy Monitoring forms – recruitment (unsuccessful candidates) Fair Employment Act See Human Resources Section See Human Resources Section Fair Employment Article 55 review reports Annual workforce monitoring reports Fair Employment Act See Human Resources Section See Human Resources Section Equality Scheme and Associated Action Plans NI Act (S75) Permanent Permanent Preservation by the Council
Journals None Applicable Current year +6 years Destroy Financial Information Recharges of Central Support Services None Applicable Current year +6 years Destroy Mileage Rates None Applicable Current year Destroy Mileage Claims None Applicable Current year +6 years Destroy Cancelled Cheques None Applicable Current year +6 years Destroy Construction Industry Authenticated VAT Receipts None Applicable Current year +6 years Destroy Creditors – Completed Amend & Create Forms None Applicable Current year +6 years Destroy Creditors – Completed BACS Mandates None Applicable Current year +6 years Destroy Creditors Control Reconciliations None Applicable Current year +6 years Destroy Creditors – Payment Run Stationery/Reports None Applicable Current year +6 years Destroy Invoices None Applicable Current year+6 years Destroy VAT Returns & Working Papers None Applicable Current year +6 years Destroy Asset Register None Applicable Current year +6 years Destroy
Fund Information – Accounts, returns, Valuation & Other Reports Statutory Permanent Permanent Preservation by the Council Investments None Applicable Current year +6 years Destroy Record of treasury management transactions None Applicable Current year +6 years Destroy Treasury Adviser Contract (including fees) None Applicable Current year Destroy Internal Audit Reports None Applicable See Audit Destroy Final Accounts (working papers) None Applicable Current year +6 years Destroy Payroll Wages & Salary records and other Payroll Details (also overtime, bonuses, expenses) Taxes Management Act 1970 Current year +6 years Destroy Inland Revenue/HMRC approvals Non Statutory Permanent Permanent Preservation by the Council Income tax and NI returns, income tax records and correspondence with HMRC The Income Tax (Employment) Regulations 1993 (SI 1993/744) as amended Not less than 3 years after the end of the financial year to which they relate Destroy Statutory Sick Pay records, calculations, certificates, The Statutory Sick Pay (General) Regulations 1982 (SI 1982/894) as amended Current year+6 years Destroy Time sheets None Applicable Current year +6 years Destroy
SECTION : FLEET MANAGEMENT Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Vehicle Maintenance Records details, servicing history Goods Vehicles (Licensing of Operators) Act 1995- Currently under review so may change Keep for 15 months following repairs Destroy Driver Licence Declaration Forms and Checks Evidence of all Council drivers’ legal ability to drive and carry out their functions None applicable Keep for maximum 2 years, minimum 1 year Destroy Log Books for Council vehicles Records vehicles ownership, servicing history, manual Requirement of the Driver and Vehicle Licensing Agency Indefinitely. If vehicle is sold to new owner logbook must go with the vehicle. Transferred to new owner of vehicle. Driver Training Records Evidence of driver’s training and ability to carry out his duties None Applicable Keep for as long as driver is employed by Council Destroy
SECTION: GOOD RELATIONS Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Applications for funds Applications made under the Bonfire Programme, Grant Aid and the Ethnic Minorities Programme. Includes personal details and financial information Community Relations Council (OFMDFM) Good Relations Plan Letter of Offer 7 years Destroy Consultations (Conducted by ) Community Surveys, Good Relations Audit, letters of conclusion, public responses etc Community Relations Council (OFMDFM) Good Relations Plan Letter of Offer 7 years Destroy Ethnic Minorities Programme Council requests for funds, minutes and agendas of meetings, information on projects organised by the Council Community Relations Council (OFMDFM) Good Relations Plan Letter of Offer 7 Years (financial information) 3 years (non-financial information) Determined on Review by PRONI Bonfire Programme Minutes and agendas of meetings, correspondence from NIHE, PSNI and NIFRS etc Community Relations Council (OFMDFM) Good Relations Plan Letter of Offer 7 Years (financial information) 3 years (non-financial information) Determined on Review by PRONI Good Relations Plan Yearly plan of expenditure for Community Relations Council Community Relations Council (OFMDFM) Good Relations Plan Letter of Offer 7 years Destroy Good Relations Field Trips/ Residential Courses Hotel bookings, agendas, course content, personal information of attendees, financial information Community Relations Council (OFMDFM) Good Relations Plan Letter of Offer 7 Years (financial information) 3 years (non-financial information) Destroy Re-Imaging Programme All information on flags, murals, emblems and memorials Community Relations Council (OFMDFM) Good Relations Plan Letter of Offer 7 Years (financial information) 3 years (non-financial information) Determined on Review by PRONI
SECTION : HEALTH AND SAFETY Sub-work Area Example of records Statutory provisions/ Authority Retention Period Action at end of administrative life of record Risk Assessments (RA) General (Management) Risk Assessments Management of Health and Safety at Work Regulations (NI) 2000 Until next assessment Destroy Manual Handling Risk Assessments Manual Handling Operations (NI) 1992 Until next assessment Destroy COSHH Assessments Control of Substances (Hazardous to Health) (NI) 2003 Until next assessment Destroy Noise Assessments The Control of Noise at Work Regulations (NI) 2006 Until next assessment Destroy Vibration Assessments The Control of Vibration at Work Regulations (NI) 2005 Until next assessment Destroy Display Screen Equipment Assessments Health and Safety (Display Screen Equipment Regulations) (NI) 1992 Until next assessment Destroy Work at Height Risk Assessments The Work at Height Regulations (NI) 2005 Until next assessment Destroy Confined Space Risk Assessments Confined Space Regulations (NI) 1999 Until next assessment Destroy Personal Protective Equipment Risk Assessments Personal Protective Equipment at Work Regulations (NI) 1993 Until next assessment Destroy Legionella Survey/RA Control of Substances (Hazardous to Health) (NI) 2003 40 years Destroy
COSHH Training Control of Substances (Hazardous to Health) (NI) 2003 Term of Employment Destroy Fire Safety Training None Applicable Term of Employment Destroy Refresher Training None Applicable Term of Employment Destroy Inspection and Audit Reports Workplace Inspection Reports None Applicable 3 years or until actions closed Destroy Health & Safety Inspection Records None Applicable 3 years or until actions closed Destroy Health & Safety Audit Reports None Applicable 3 years or until actions closed Destroy Corrective Action Plans None Applicable 5 years Destroy Details of Supervision Records of Supervisory visits undertaken None Applicable 5 years Destroy Material Safety Data Sheets (MSDS) Material Safety Data Sheets supplied with each hazardous material Control of Substances (Hazardous to Health) (NI) 2003 Lifespan of Hazardous Material Destroy Spray Records Where exposure may lead to disease. List of Employees Exposed None Applicable 40 years Destroy Servicing/ Maintenance Records (See Fleet Management section also) Servicing Schedules None Applicable Lifespan of Equipment & Vehicles Destroy Workshop Technical Manuals None Applicable Lifespan of Equipment & Vehicles Destroy Routine Servicing Records None Applicable Lifespan of Equipment & Vehicles Destroy
Time and Attendance Details Held Through the Swipe Card System (name, employee number, record of swipe ins and swipe outs). The Working Time Regulations 1998 2 years from the date which they were made Destroy Redundancy/ Retirements Redundancy Details, Calculation of Payments, Refunds, Notification to the Secretary of State None Applicable 6 years from the date of redundancy Destroy Occupational Health Records Medical Referrals to Occupational Health None Applicable 6 Years After Employment Ceases Destroy Pre Employment Health Checks None Applicable 40 years Destroy Records of Workplace Occupational Hygiene Monitoring None Applicable 40 years Destroy Health Surveillance Records None Applicable 40 years Destroy Sickness absence files on all employees (name, address, telephone number, employment details, sickness details and details of all illnesses). None Applicable 6 years after employment ceases Destroy Doctor Reports on Employees who have been referred to Occupational Health. None Applicable 6 years after employment ceases Destroy Training and Performance Appraisal Induction Records None Applicable 6 years after employment ceases Destroy Annual Performance and Development Reviews (APDR) None Applicable Permanent Permanent Preservation by Council
Training records attended by staff (Details of course and a list of staff attending). None Applicable 6 years after employment ceases Destroy Recruitment and Selection Application Forms and Interview Notes None Applicable 1 year Destroy References for Successful Job Applicants Obtained and Held From Pervious Employers, etc None Applicable 6 years after employment ceases Destroy Equality/Monitoring Annual reports to Equality Commission Fair Employment Act Permanent Permanent Preservation by the Council Fair Employment Article 55 Review Reports Annual Workforce Monitoring Reports Fair Employment Act Permanent Permanent Preservation by the Council Monitoring Forms None Applicable 1 year then review Destroy Other Statutory Returns None Applicable Permanent Permanent Preservation by the Council Tribunal Records Employment Tribunal Applications None Applicable 6 years after matter has been concluded Destroy Other Annual Statistics Reports None Applicable Permanent Permanent Preservation by the Council Annual Statistics on Absenteeism Within the Council None Applicable Permanent Permanent Preservation by the Council Reports Presented to Council None Applicable Permanent Permanent Preservation by the Council Trade Union Agreements None Applicable Permanent Permanent Preservation by the Council
SECTION : INFORMATION MANAGEMENT Sub-work Area Example of records Statutory provisions/Authority Retention Periods Action at end of administrative life of record CCTV Records CCTV Footage Data Protection Act 1998 Information Commissioner’s Office (ICO) CCTV Code of Practice 30 days Destroy Administration in relation to CCTV (including audits and inspections) Data Protection Act 1998 Information Commissioner’s Office (ICO) CCTV Code of Practice 6 years Destroy
SECTION : INSURANCE Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Insurance Policies Employers Liability (May also be referred to as Combined Liability if Public and Employers cover has been placed jointly) The Employer’s Liability (Compulsory Insurance) (Amendment) Regulations () 2009 40 years Destroy All other insurance policies including Property, Motor, Personal Accident, Professional Indemnity, Engineering, Legal Expenses etc including any endorsements None Applicable Destroy 6 years after the expiry of the policy Destroy Sub-Contractors proof of insurance policy documentation associated with Purchase Order for the works and held across the organisation by various officers - not works which have been awarded following public tender as there will be a separate contract file. None Applicable Destroy 2 years after the terms of the policy have expired Destroy Register of Insurance provided by Broker Register provides a brief synopsis of the type and level of covers None Applicable Permanent Permanent Preservation by the Council
SECTION : INSURANCE Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Additions and Amendments to Policies Routine correspondence held in central insurance file – endorsements, where applicable, should be placed with original insurance policy documentation which is retained in a secure location. None Applicable Destroy 6 years after file has been closed. Destroy Incident/Accident Reports, Risk Assessments and other associated documentation that may be required to support or defend a claim Incident/Accident reports together with any investigation reports. None Applicable 6 years from the date of file closure based on the following: Minor has 3 years to claim from reaching the age of 18 Employee has 3 years to claim from date of accident Destroy Claim Files Employers and Public Liability Correspondence and related papers between Council, Solicitors, Insurer, Specialist Advisors, Medical profession etc regarding the settlement of a claim. Claims are sometimes made and not always followed through by claimant. Insurers may decide to close files without payment or in many None Applicable 6 years from the date of file closure, except in cases involving a minor where the file is retained for 6 years after he/she becomes 18 years of age. Destroy
SECTION : LEGAL MATTERS Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Employment Related Claims Correspondence and related papers re: claims, including, personnel, medical and tribunal records Guidelines issued by the Law Society of Northern Ireland. (This is not statutory provision) 6 years from the date of file closure Destroy Statutory Appeals Correspondence and related court papers Guidelines issued by the Law Society of Northern Ireland. (This is not statutory provision) 6 years from the date of file closure Destroy Judicial Reviews Correspondence and related court papers. Guidelines issued by the Law Society of Northern Ireland. (This is not statutory provision) Indefinite Permanent preservation by the Council Prosecutions Correspondence and related court papers, including summonses and witness statements Guidelines issued by the Law Society of Northern Ireland. (This is not statutory provision) 18 months from the date of file closure Destroy Debt Correspondence and related court papers. Guidelines issued by the Law Society of Northern Ireland. (This is not statutory provision) 18 months from the date of file closure Destroy Contracts – Buildings File containing correspondence and related papers re contractual process Statutory: Statute of Limitations (NI) 1958 12 years from the date of file closure Destroy Sealed contract document Statutory: Statute of Limitations (NI) 1958 12 Years from contract completion date, but in these are currently retained Destroy
SECTION : LEGAL MATTERS Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Contracts - Supplies/Services File containing correspondence and related papers re contractual process Statutory: Statute of Limitations (NI) 1958 12 years from the date of file closure Destroy Sealed contract document Statutory: Statute of Limitations (NI) 1958 12 Years from contract completion date Destroy Conveyancing File containing correspondence and related papers re acquisition/disposal of property Statutory: Statute of Limitations (NI) 1958 12 Years from completion date Destroy Signed/Sealed title deed Statutory: Statute of Limitations (NI) 1958 Indefinite Permanent preservation by the Council Ejectments Correspondence and related court papers. Guidelines issued by the Law Society of Northern Ireland. (This is not statutory provision) 18 months from the date of file closure Destroy Criminal Damage Correspondence and related legal papers. Guidelines issued by the Law Society of Northern Ireland. (This is not statutory provision) 18 months from the date of file closure Destroy General Legal Advice Attendance notes and correspondence None applicable 6 years from date of file closure Destroy
SECTION: LEISURE SERVICES Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Human Resources Site/job specific induction None Applicable Permanent retention Permanent Preservation by the Council Correspondence in respect of individuals from individuals or managers (performance, conduct, lateness issues). None Applicable 6 years after the individual leaves Council’s employment Destroy Buildings, Plant, Equipment and Maintenance Water treatment: readings and records None Applicable 2 years Destroy Miscellaneous Equipment loans None Applicable 3 years Destroy Operational rotas None Applicable 1 year Destroy Vending machines: contracts/agreements, income None Applicable 3 years after expiration of the agreement Destroy
SECTION : LICENSING AND REGULATION Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Entertainment Licences Applications received and all administration relating to the grant / refusal / renewal of Entertainment Licences None Applicable 12 years after registration or entitlement lapses Destroy Amusement Permits Applications received and all administration relating to the grant / refusal / renewal of Amusement Permits None Applicable 12 years after registration or entitlement lapses Destroy Cinema Licences Applications received and all administration relating to the grant / refusal / renewal of Cinema Licences None Applicable 12 years after registration or entitlement lapses Destroy Societies Lotteries Applications received and all administration relating to the grant / refusal / renewal of Societies Lotteries None Applicable 12 years after registration or entitlement lapses Destroy Petroleum Licences Applications received and all administration relating to the grant / refusal / renewal of Petroleum Licences None Applicable Permanent Permanent Preservation by the Council Dog Licensing (including Licensing of Breeding Establishments) Applications received and all administration relating to the grant / refusal / renewal of Dog Licences None Applicable 6 years after registration lapses or death of dog Destroy Dangerous Dogs Documentation None Applicable 6 years after registration lapses or death of dog Destroy Street Trading Licences Applications received and all administration relating to the grant / refusal / renewal of Street Trading Licences None Applicable 6 years after registration or entitlement lapses Destroy
SECTION : MEMBERS SERVICES/ SUPPORT Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Mayoral Support, Members Services and Civic Events Members contact details/bank account details etc None Applicable Until member retires/not re-elected Destroy Mayor’s Diary None Applicable 2 years Destroy Members weekly schedule of meetings None Applicable 6 years Destroy Attendance Register None Applicable 6 years Destroy Attendance at Conferences and Courses by Members None Applicable 6 years Destroy General correspondence regarding Mayor/Members support. None Applicable 6 years Destroy Civic Gifts Stock record and associated correspodence None Applicable 3 years Destroy
SECTION: MUSEUMS AND HERITAGE Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Archaeological Records and Features Information files Accredited under the Museums, Libraries and Archives Accreditation Scheme which sets nationally agreed standards for museums in the Permanent Permanent preservation by the Council Local History Reference Collections National photograph collections Catalogue of Book Collections Catalogue of collections Maps – inventory and index Record of Book purchases Information on industry, archaeology, geology. None applicable Permanent Permanent preservation by the Council Register of Collection Movement Entry and Exit of documentation Accession Registers accession registers Donations documentation Loans documentation Returns documentation Disposal documentation Object history files Modes database – catalogue of collections None applicable Permanent Permanent preservation by the Council Project Files Project file Local history tours Local history projects None applicable Permanent or as stated in project funding agreement Permanent preservation by the Council Promotion of Projects and Service Local history leaflets Newsletter Photographic library and digitisation project Press cuttings/publicity None applicable Permanent Permanent preservation by the Council
SECTION : PERFORMANCE MANAGEMENT Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Performance Management Best Value service reviews and improvement plans None Applicable Permanent Permanent Preservation by the Council Resident and Customers Survey Results None Applicable 6 years Destroy Performance Indicator Data (Annual Returns to Department of Environment) None Applicable Permanent Permanent Preservation by the Council Progress Reports against Business Plans (eg Scorecard Reports) None Applicable 6 years Destroy
SECTION : PROCUREMENT Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Tenders and Quotations Correspondence and related papers, including specifications, expressions of interest, tenders/quotations issued/received, evaluation records, documentation pertaining to negotiations after supplier is selected, and contract management. None Applicable 7 years after the date contract is awarded, to be extended as required if the contract runs for longer than 5/7 years. Destroy Contract Records Contract documentation, correspondence, etc. None Applicable Length of Contract +5 years then Review before Destruction Destroy
SECTION : PROPERTY MAINTENANCE Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Permits to Work (PtW) Detailed Management Control Systems for High Risk Activities Asbestos Removal None Applicable 40 years Destroy Confined Space Entry None Applicable 5 years Destroy Electrical Work None Applicable 5 years Destroy Hot Work None Applicable 5 years Destroy Excavations None Applicable 5 years Destroy Work at Height None Applicable 5 years Destroy Work with HFLs None Applicable 5 years Destroy Building Health and Safety File Construction Details None Applicable Lifespan of Building Destroy Plant and Equipment Information None Applicable Lifespan of Equipment Destroy Method of Servicing and Cleaning None Applicable Lifespan of Equipment Destroy Material Information None Applicable Lifespan of Equipment Destroy
SECTION : REGISTRATION OF BIRTHS, DEATHS AND MARRIAGES Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Registration of Births, Deaths and Marriages Registrations White copies General Handbook of Registration Officers in (Section 8) 1 month Destroy Form of particulars General Handbook of Registration Officers in (Section 8) 1 year plus the current year Destroy B/D/M/CP certificate application forms General Handbook of Registration Officers in (Section 8) 1 year plus the current year Destroy Marriage Notice forms General Handbook of Registration Officers in (Section 8) 3 years plus the current year Destroy Civil Partnership Notice forms General Handbook of Registration Officers in (Section 8) 3 years plus the current year Destroy
SECTION : WASTE MANAGEMENT Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Waste Disposal Contracts Contracts, Tenders and Quotations None Applicable See Legal Matters and Procurement See Legal Matters and Procurement Waste Management Group Reports e.g. Arc 21, SWAMP etc Reports to validate contract details, it is best practice to keep for external audit. None Applicable Minimum 2 years then review Destroy Waste Transfer Notes/ Dockets Docket from waste depositor showing amount of waste, category of waste, Environment Agency Licence number etc. Waste & Contaminated Land (NI) Order 1997 (Article 5) (Waste Management- The Duty of Care Code of Practice) 2 years Destroy Consignment Notes for Hazardous Waste Docket from waste depositor showing same as above plus hazardous waste rating e.g. if material is flammable, carcinogenic etc Hazardous Waste Regulations (NI) 2005 3 years Destroy Waste Management Licenses Each license provides terms and conditions of waste management. Copies of licenses should be displayed at each facility with the originals held centrally. None Applicable Licence lasts in perpetuity unless revoked, suspended or surrendered. Permanent Preservation by the Council Trade and Commercial Waste Customer Agreements Records of any waste Council’s collect at a business’/ self trader’s etc request. Includes type of materials involved and also weight of waste collected. None Applicable Keep until business closes Destroy
SECTION : WASTE MANAGEMENT Sub-work Area Example of records Statutory provisions/Authority Retention Period Action at end of administrative life of record Waste Collection Records Records of any waste collected from Caravan site at Licensee’s request None Applicable 2 years Destroy Bulky Collection Records Details of any bulky materials collected by Council, e.g. sofa’s, old table etc None Applicable Keep for maximum of 2 years as needed for NIEA audit functions Destroy Waste Data Flow Documents Recordings of all Council waste figures None Applicable Keep for maximum of 2 years as needed for NIEA audit functions Destroy Driver Log Sheets Records details of any incidents drivers come across such as blocked street, cross contamination of bins etc None Applicable Keep for 5 years then review Destroy Landfill Sites Weighbridge records None Applicable 7 years Destroy Pre-notification None Applicable 2 years Destroy Waste transfer documents None Applicable 2 years Destroy