DOCUMENT RETENTION SCHEDULE: RIGHT TO BUY REF NO. DESCRIPTION RECORD TYPE RETENTION PERIOD ACTION AT END OF RETENTION PERIOD RETENTION JUSTIFICATION CONTAINS PERSONAL INFORMATION RTB 1 Right to Buy application forms and associated documents for house sales RTB1 return letter RTB1 Form MLForm Paper documents Emails Valuation Instruction Valuation report and plan EPC OS Plan/Survey Print NAFN searches Destroy after 5 years after date of sale, withdrawal or denial. Secure disposal This period covers the application process through to enquiries that may arise after the application. Yes RTB 2 Right to Buy application forms and associated documents for flat sales RTB1 return letter RTB1 Form MLForm Paper documents Emails Valuation Instruction Valuation report and plan EPC OS Plan/Survey Print NAFN searches Destroy after 6 years after date of sale, withdrawal or denial. Secure disposal This period covers the application process and the reference period through to enquiries that may arise after the application. For Right to Buy applications that are withdrawn keep for continuity / cross reference purposes for possible future Right to Buy applications. Yes
RTB 3 relating to the management of leasehold flats. Invoices & Repairs Recharges Current year plus 7 years Secure disposal This period covers any financial enquiries that may arise. Yes Leaseholder Correspondence Destroy on change of leaseholder Secure disposal To ensure all correspondence is kept for the period spent as a leaseholder. Yes Solicitor enquiries Current and previous leaseholder Secure disposal This period covers any legal queries that may arise after resale of the property. Yes S20 Notices Consents for alteration works to interior of flat Keep indefinitely Secure disposal The keeping of legal notices & consents relevant for proposed purchasers. Yes RTB4 Forms and all other documentation associated with shared ownership Solicitor enquiries Current and previous shared owner Secure disposal This period covers any legal queries that may arise after resale of the property. Yes Consents for alteration works to property Keep indefinitely Secure disposal The keeping of consents relevant for proposed purchasers. Yes Correspondence Destroy on change of shared Secure disposal To ensure all correspondence is kept for the period spent as a shared owner. Yes
RTB5 Documentation associated with issuing consents in relation to AONB and sale of property Section 157 consent orders Section 156A consent orders Destroy after 1 year from date of consent letter Secure disposal This period covers the time the consent letter is valid. Yes RTB6 Documentation relating to deed of postponement and deed of release Deed of postponement Deed of release Destroy after 3 years of deed being issued Secure disposal This period covers the time for any enquiries that may arise. Yes RTB7 Documentation associated with discount repayment Solicitor correspondence Correspondence regarding valuation figure Calculations of discount repayment Destroy after 6 years after conveyance of property. Secure disposal To enable queries within a reasonable time that may arise regarding the repayment of discount. Yes RTB8 Documentation associated with bungalows and tribunals Correspondence relating to Tribunal Correspondence regarding properties suitable for elderly persons Duration of tenancy and then in line with RTB1 and RTB2. Secure disposal To enable queries that may arise regarding a tribunal decision. To deal with any follow up enquiries. Yes RTB9 Documentation associated with suspected Credit Search checks Correspondence relating to or suspected fraud In line with RTB1 and RTB 2. However, will Secure disposal This period allows for any repeated/subsequent RTB applications made and all Yes
RTB fraud and suspected fraud investigations Results of investigations such as bank statements and recordings of interviews review to destruction to decide whether to retain for a further period of time. relevant documentation can be reviewed. Evidence keeping. RTB10 Excel spreadsheet with all RTB sales from 2004 Names & addresses Purchase price, valuation and discount Date of notices Date of withdrawal or sale Keep indefinitely, except for removal of suspected indicator and applicants names, which will be removed in accordance with retention periods in RTB1, RTB2 & RTB9. Removal from spreadsheet This allows information to be kept for statistics and tracking fraud. Yes