DOCUMENT RETENTION SCHEDULE: COUNCIL RECEPTION SERVICES REF NO. DESCRIPTION RECORD TYPE RETENTION PERIOD ACTION AT END OF RETENTION PERIOD RETENTION JUSTIFICATION CONTAINS PERSONAL INFORMATION CS1 Cashiers Bank statements Remittances G4S delivery Daily cash reconciliation sheets Suspense sheet Paying in books Rejects sheet Journal Paper – current +1 year Electronic (IDOX) - 6 years Securely destroyed in confidential waste Records deleted after 6 years Financial transactions are subject to 6 year query time therefore we hold the data for this timeframe. Limitations act S.5 Yes Yes No No No No No No CS2 Reception CSI Visit logger (electronic) Visitor sign in book (paper) Documents on deposit (paper) Slides on reception TV (electronic) 12 months 12 months Destroyed on data listed on documents Updated when required Auto deletion Secure disposal Secure disposal Updated when required To enable queries within a reasonable period regarding the same to be resolved. Yes Yes No No
CS3 Proof of Life (for foreign pensions) List of residents name and address who have been certified as alive (paper) Current year + 1 year Securely disposal To enable queries within a reasonable period regarding the same to be resolved. Yes CS4 Car parking CSI – Car park problem (electronic) 6 months Auto deletion of data on 1st of month for 6 months ago To enable queries within a reasonable period regarding the same to be resolved No CS5 Refuse and recycling CSI – Bulky collection request (electronic) CSI – container requests (electronic) CSI – missed collections (electronic) Quotes for Tenant Services/Ubico (electronic) CSI – Assisted collection list (electronic) Electronic Electronic Electronic Paper – 1 year Electronic – updated as required Electronic – updated as required Auto deletion of personal data on 1st of month for 6 months ago - Anonomised data held for statistics for 2 years then auto deleted - (not including Assisted list) To enable queries within a reasonable period regarding the same to be resolved Yes Yes Yes No Yes Garden waste List of current subscribers (electronic List of original subscribers Current year 2 years Secure disposal Secure To provide a paid for service. To allow renewals Yes Yes
(electronic) Direct Debit mandates Auddis reports While active mandate in place 1 year disposal Secure disposal Secure disposal To set up Direct Debit payments Confirmation of Direct Debit set up Yes Yes CS6 Freedom Of Information FOI register /Open data register online (electronic) All email correspondence internal and external (electronic) 12 months 12 months Secure auto delete Deleted monthly This period covers initial complaints through to complaints which may be referred for independent review (e.g. by – ICO - Information Commissioners Office) No Yes CS7 Web Email boxes Customer service Cashiers FOI Public space 6 months 12 months 12 months 6 months Delete on first of the first working day of 6/12 month To enable queries regarding the same to be resolved. Yes Yes Yes Yes CS8 Staff leave and attendance Flex sheets Annual Leave Sickness records Current year plus 1 year Delete previous year when setting up next year (keeping current To ensure holiday and time keeping records are accurate and any issues are resolved immediately No No Yes CS9 Training notes and procedures How to guides Current to be updated when required Update and delete old with new To keep up to date with current working practice No