All Departments Management & Administration Individual Councillor Files / Admin General Information / Miscellaneous Files Statutory Return Policy, Procedures, Strategy and Structure Public Consultation Information Management Enquiries & Complaints Marketing Legal & Contracts Evaluation of Tender Pre Contract Advice Specification and Contract Development Tender Issuing and Return Litigation Document Scanning Corporate Planning and Reporting Partnership/Agency and External Meetings Performance Management / Public Relations IT and Corporate Resilience Information Governance Corporate Website Emergency Planning Governance & Legal Committees Services Litigation Advice Funding or Service Level Agreements Conveyancing Contracts & Tendering Elections / Electoral Registration Elections / Electoral Registration Political Parties Papers Complaints Against Members Code of Conduct Councillors Disclosable Pecuniary Interest Forms
Budget Management / Accountancy and Income Procurement Internal Audit Insurance Council Tax National & Non-Domestic Rates Benefits Fraud Investigations Health and Safety Corporate Asset Management Asset Monitoring & Maintenance Asset Acquisition & Disposal Asset Leasing & Occupancy People, Performance & Projects Personal Administration Employee & Industrial Relations Employment Opportunities Occupational Health Recruitment Monitoring Training & Development Appointment of Statutory Officers Private Sector Housing Housing Provision Tenancy Management Environmental Health Building and Engineering Facilities Engineering Street Scene Coastal Protection Sport & Leisure Seafronts Customer & Commercial Courier Licensing
Correspondence with the public or external organisations which cannot be linked and stored with other records relating to a specific process e.g. a Case File/Project File/ Initiative File/Request for Information under legislation Destroy after 1 year if there is no further action or addition Common Practice General Correspondence Letters Emails Faxes individual Councillor Files / Admin Individual District Councillor information which cannot be linked and stored with other records relating to a specific process Retain in accordance with term as a District Councillor General Files Function Description Purpose / Use Retention Period Statutory Non-Statutory Example of Records / Format General Information Files / Miscellaneous Files Files (paper) or Folders (electronic - including e-mail) containing records for which is no identified process or function in the Retention Schedule No file should remain open for more than 5 and may be closed at any time within that period based on monitoring of usage and additions If closed, and new activity begins, a new volume of the file should be created and the retention period of the old volume be brought in line with the new volume Destroy after 1 year from 5 year rule specified in Code of Practice on Records Management under s46 Freedom of Information Act 2000 General Files
The management of detailed responses on council actions, policy or procedures Destroy 5 years after administrative use is concluded NB. Head of Service to determine the status of response (detailed/routine) Common Practice Reports Returns Correspondence Ombudsman Decisions The management of routine responses on council actions, policy or procedures Destroy 2 years after administrative use is concluded Common Practice Printed material Form letters The process of investigating complaints Destroy after 12 months Common Practice in line with Tech Services Association Voice Recordings Function Description Purpose / Use Retention Period Statutory Non-Statutory Example of Records / Format Media Relations Process of interaction with the media Destroy 3 years from closure Common Practice Media publications concerning local authorities to Archivist Transfer to Essex Record Office after administrative use is concluded Common Practice Press cuttings Media reports Marketing The process of developing and promotion of local authorities campaigns and events Permanent- Offer to Archivist Transfer to Essex Record Office administrative use is concluded Common Practice Visitors’ book tapes Video tapes Photographs Legal & Contracts
Litigation The process of authorising, commencing managing, undertaking or defending litigation on behalf of the local authority Destroy 7 after last action or addition Once the litigation has concluded all court paperwork should be with the Legal team (none should be retained by departments) Common Practice Criminal case file Civil case file Correspondence Function Description Purpose / Use Retention Period Statutory Non-Statutory Example of Records / Format Document Scanning Document Scanning Process To retain Electronic records Unless retention action is governed by statutory legislation – see relevant departmental submissions; Keep paper copies for as long as is necessary to verify that scanning has been successful and indexing has taken place Refer to legal basis for statutory service to identify specific requirements Common Practice Both incoming and outgoing documentation of any type Consideration must be given to ensure appropriate destruction method is followed (e.g. confidential waste service) Corporate Planning & Reporting The process of preparing business for strategic consideration and making the Permanent - Offer to Archivist Transfer to Essex Record Office after Common Practice Strategic Management Team minutes / agendas Reports and decisions
record of discussion, debate and resolutions administrative use is concluded (Decisions retained for 6 years) Supporting documentation The process of preparing business for departmental consideration and making the record of discussion, debate and resolutions Destroy 3 years from closure (Decisions retained for 6 years) Common Practice Reports and decisions Supporting documentation Query whether drafts/comments should be held by all departments Function Description Purpose / Use Retention Period Statutory Non-Statutory Example of Records / Format The process of preparing business for service area / departmental consideration and making the record of discussion, debate and resolutions Destroy 3 years from closure (Decisions retained for 6 years) Common Practice Departmental Team meeting agendas / minutes Officer decisions Partnership, Agency and External Meetings Corporate The process of preparing business for partnership and agencies consideration and making the record of discussion, debate and resolutions, where the Local Authority legally owns the record Permanent Offer to Archivist Transfer to place of deposit after administrative use is concluded Common Practice Documents establishing the Committee: Agendas/Minutes Council Reports Recommendations and Decisions Supporting documents Documents establishing the Committee
The process of preparing business for external committees’ consideration, and making the record of discussion, debate and resolutions, where the Local Authority does not own the record Destroy 3 years after last action Common Practice Documents establishing the Committee: Reports Recommendations and Decisions Supporting documents, such as briefing and discussion papers Function Description Purpose / Use Retention Period Statutory Non-Statutory Example of Records / Format Performance Management Quality & Performance Management Monitoring or reviewing the quality, efficiency, or performance of the Council or an individual unit Destroy 3 years from closure Any reports and decisions will be published and retained for 6 years with background material being available for 4 years, the service need only keep documentation dating back 3 years Common Practice Performance Reports, which are reported to Cabinet or Committees, must be kept for 3 years by service only Departmental Plans The process of monitoring or reviewing the quality, efficiency, or performance of a local authority service or unit Destroy 2 years from closure Common Practice Performance Reports, those which are reported to Cabinet or Committees must be kept for 6 years Departmental Plans
IT and Corporate Resilience Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Including the following functions: Information Governance Requests for Information dealt with the provisions of Data Protection Legislation, the Freedom of Information Act 2000 (FOI) | Requests for Information dealt with under the Environmental Information Regulations 2005 (EIR) The request itself, associated records and any records to which the request applies should not be destroyed until TDC’s Data Protection Act (DPA) Officer is satisfied that the requestor does not wish to pursue an appeal or the appeal process has been exhausted The documentation should be closed and then destroyed after 3 years Data Protection Principles Common Practice Access to information requests Corporate Website See Management & Administration Criteria See Enquires & Complaints criteria above
Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format See Information Governance criteria above Emergency Planning Process to develop the emergency/disaster plan for the community All documents will be retained until they are either replaced, superseded or cancelled by the Author Common practice Maps, premises details, military information Process of recording the results of the test for emergency/disaster plan for the community Destroy 7 years after closure Common practice Activities that report on all major incidents in the community Permanent Common practice - Details of all major incidents in the local community, whether the Emergency Plan the Emergency Plan
Governance & Legal Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Including the following functions: Committee Services Corporate The process of preparing business for Council consideration and making the record of discussion, debate and resolutions Destroy after 6 years Electronic copy kept in archive folder on network through modern.gov or similar software Section 100c - Local Government Act 1972 and Regulation 8 of the Openness of Local Government Bodies Regulations 2014 - Council minutes - Council agenda and business papers Council notice papers and proceedings - Records of executive decisions - Cabinet, Committees (including Overview & Scrutiny) Agenda and Minutes - Audio recordings - Officer Decisions including Reports Corporate Background Papers to Council and Committee meetings Destroy after 4 years when a decision is made in accordance with the legislation Regulation 8 of the Openness of Local Government Bodies Regulations 2014 - Any unpublished document that relates to the subject matter of the decision or, part of the decision, and discloses any facts or matters on which an important part of the decision is based and was relied upon in making the decision. Corporate Minute taking Destroy after date of confirmation of the minutes Common Practice - Draft/rough minutes
Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Litigation See Litigation Above Advice Advice General advice to Departments Destroy 3 years after the last advice given Common Practice - Internal e-mails - correspondence with external solicitors and counsel providing advice and opinions External Legal Advice received Destroy 3 years after advice given with discretion to retain for reference purposes Funding or Service Level Agreements Process of negotiating and agreeing terms between public sector organisations Destroy 6 years after the subject matter of the Agreement and any dispute has expired - Correspondence - authority to enter into agreement - Completed Agreements
Elections Elections/Electoral Registration Elections Documentation Administering an election Store securely then destroy after 1 year following poll Representation of the People Act 1983 - Nomination Papers European Parliamentary Elections Regulations 2004 - Ballot Papers Local Elections (Principal Areas) (England and Wales) Rules 2006 - Statutory Notices Local Elections (Parishes and Communities) (England and Wales) Rules 2006 - Marked Registers The Local Authorities (Conduct of Referendums) (England) Regulations 2012 - Corresponding Number Lists - Postal Voting Statements
Service Area Purpose / Use Retention Action Statutory Example of Records / Format UK Parliamentary Election – Candidate’s Home Address Form Required to be submitted by all Candidates as part of nomination process Store securely then destroy 21 days following poll Representation of the People Act 1983 - Candidate’s Home Address Form The Political Parties and Elections Act 2009 Declaration of Expenses returns Required to be submitted by all Candidates following a poll Store securely and destroy after 1 year Representation of the People Act 1983 - Declaration of Expenses returns To check eligibility of Overseas Voter applications Current Year Permanent Representation of the People Acts 1983 and 1985 - Electoral Register For use at any election held in the current year European (Franchise) Regulations 2001 - Voter Registration Forms/Household Registration Forms Past Years - For public inspection during life of Register - Supply for research purposes Electoral Administration Act 2006
Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Internal Internal Auditing Audit reporting and supporting evidence Destroy after 6 years plus current year Current practice - Audit Reports - Audit Working Papers - Scopes - Follow ups Internal Audit Planning Destroy after 6 years plus current year Current practice - Internal Audit Plans - Internal Audit Plan working papers Operational manuals and Charter Destroy 1 year after superseded or obsolete - Internal Audit Charter - Internal Audit Manual - Internal Audit Procedure Guides / Notes Consultancy and Advice Advice to departments Destroy once superseded or obsolete - Exchange of emails - Procedure Insurance Employers Liability Advice to Staff / Departments Retain for 40 years from date of issue The Employers’ Liability - Insurance liability documents Insurance Policy Documentation Advice to / Departments Destroy 7 years Common Practice - Insurance Schedules The schedule of liability orders for recovery of non-payment and overpayments Paper copies to be kept 6 years + current year is subject to continuing recovery action Common Practice
Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format National & Non-Domestic Rates The recording of information for properties identifying the person or company rated, including details of the rateable value of the property Electronic data including DIP to be retained subject to archiving in line with software restrictions Common practice - Valuation Office Agency Rating List The activity of corresponding with rate payers in relation to all matters including valuations, Electronic data including DIP to be retained subject to archiving in line with software restrictions Common practice - Letters, direct instructions, application forms, financial statements etc. charges, objections, appeals, rate relief & other rates related matters Schedule of Liability Orders for recovery of non-payment together with court correspondence Electronic data including DIP to be retained subject to archiving in line with software restrictions Common practice Benefits Allocation and management of income related benefit by local authority Electronic data including DIP to be retained subject to archiving in line with software suppliers recommendations Common practice - Notices, documents from outside agencies, applications, correspondence, personal details including income & capital
Including the following functions: Corporate Asset Management Reports to management on overall property of the authority Permanent Offer to Archivist Transfer to of deposit after administrative use is concluded Common Practice Consolidated property and buildings annual reports Summary of leased property Summary of local authority’s owned property Site register of leases Asset Monitoring & Maintenance Management systems that allow the monitoring and management of assets in summary form Destroy 7 years after the conclusion of the financial transaction that the record supports Common Practice Subsidiary asset registers
The process of managing leased property Destroy 15 after the expiry of the lease Common Practice Lease agreements Valuation queries Applications for leases, licences and rental revision The process of managing the occupancy of the property Destroy 7 after the conclusion of the transaction that the record supports Common Practice Rent reviews, requests for works etc. People, Performance & Projects Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Including the following functions: Personal Administration PPP Summary Management Systems that allow the monitoring and management of employees in summary form Note: The summary information that this record class attempts to capture is:- Name DOB Date of Appointment Work History Details Destroy after 6 years Section 5 Limitation Act 1980 and Data Protection Act 1998 Employment Register Permanent Staff Employment Register Temporary Staff Employment Register Casual Staff Registers of personnel files Personal History cards
Equal Employment Opportunities guidelines policies Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Occupational Health PPP The process of checking and ensuring the health of staff Destroy 6 years from termination date Section 5 Limitation Act 1980 and Data Protection Act 1998 Health questionnaire Medical clearance Recruitment All Departments Lead by PPP The Selection of an individual for an established position Destroy 6 months after recruitment finalised Section 5 Limitation Act 1980 and Data Protection Act 1998 Advertisements Applications Referee reports Interview reports Unsuccessful applicants Source documents must be retained under the rules of court of tribunal procedure Monitoring All Departments Performance Destroy 6 after action termination (formal warnings given under the Capability Procedure will be removed and Section 5 Limitation Act 1980 and Data Protection Act 1998 Probation Reports Personal Action Plans Source documents must be retained under the
Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format All Departments Process of monitoring staff leave and attendance Destroy 6 years from termination date Section 5 Limitation Act 1980 and Data Protection Act 1998 Sick leave Jury service leave Special and personal leave Attendance books Flexitime sheets Leave applications on/off cards Annual Source documents must be retained under the rules of court of tribunal procedure Termination All Departments lead by PPP The process of termination of staff through voluntary redundancy, dismissal and retirement This will relate to Ill Health Retirement Not all payments are final and could potentially be reviewed depending Destroy 6 years after termination date Section 5 Limitation Act 1980 and Data Protection Act 1998 Resignation Redundancy (section 188) Dismissal Death Retirement Source documents must be retained the rules of court of tribunal procedure
on which tier the individual retires on Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Training All Departments Routine Staff training processes, not occupational health and safety or children related Destroy 6 years termination date Section 5 Limitation Act 1980 and Data Protection Act 1998 Course individual staff assessment MDPP’s All Departments Training (Concerning children) Destroy 35 years after training completed, or last entry Section 5 Limitation Act 1980 and Data Protection Act 1998 Course individual staff assessment Training register Source documents must be retained under the rules of court of tribunal procedure All Departments Training (occupational health and safety training) Destroy 50 years after training completed Individual course Assessment records should be destroyed once the training has been renewed every 3 years Section 5 Limitation Act 1980 and Data Protection Act 1998 OH & S training register Source documents must be retained under the rules of court of tribunal procedure All Departments lead by PPP Training (materials) Destroy after course is superseded Section 5 Limitation Act 1980 and Data Protection Act 1998 Source documents must be retained under the rules of
Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Disabled Facilities Assistance (DFAs) The process of the application for and allocation of loans in conjunction with DFGs To be kept with appropriate DFG file - to destroy when repaid if 6 year retention period. Partner DFG must be kept as long as loan is live The Grants, Construction and Regeneration Act 1996 - All paperwork relating to DFA applications Complaints and Requests for Service To record requests for service for complaints, advice and grant enquiries Recorded and stored on Uniform and archived databases. Hard copies scanned onto IDOX when case closed. Scans destroyed after 7 years from completion but records retained for 10 years Dependant on complaint received Dependant on complaint received - Details of inspections, actions and advice requested Notices Formal enforcement in accordance with primary & secondary legislation Original and scan destroyed after 7 years from case closed. Uniform module records retained for 10 years once closed Legislation enforced as per officers' authorisations - Notices served on properties and premises Prosecutions To record prosecutions Hard copy retained while live and then scanned onto IDOX - Legislation enforced as per officers' authorisations - Prosecutions in line with legal service
destroyed after 10 years of closure Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format House in Multiple Occupation (HMO) public register Record of licensed HMOs Permanent updated live hard copy available for public view Housing Act 2004 Part 7 Section 232 (1a) HMO licensing Licensing of HMO's Hard copy to be scanned and retained for duration of licence. Uniform records as per residential premises and service requests above Housing Act 2004 Part 2 - Paperwork Residential Premises details Details of all premises (non-commercial) in our district Stored on Uniform Module as permanent changing live record - premises details Housing Provision ‘Right to Buy’ The process of the application for the sales of council properties Destroy 12 years after sale of house Common practice - Sales documents, agreement concerning sales
Unsuccessful applications for council housing and Housing Options' assistance The process of the allocation and management of welfare housing and associated issues of homelessness Destroy 1 year after closure Common Practice Council housing application forms and supporting material and Housing Options' notes Applications for transfer of tenancy and supporting papers Process of allocation, nomination and managing the tenancy of an individual tenant in social housing The process of the allocation and management of social housing and associated issues of homelessness Destroy 1 years after termination of tenancy Common Practice Correspondence, tenancy files, council housing application, forms and supporting material Mutual Exchanges Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Process of offering financial help through Housing Options and Homeless applications The process of the allocation and management of social housing and associated issues of homelessness Destroy 6 after the end of the financial year Housing Act 1996 (as amended) Application of transfer, application of emergency housing from another agency, deposit guarantees, DHP's and formal Homeless decisions Gas certificates To be compliant with statutory requirement and national good practice 2 and current Regulation 36, of Gas Safety (installation and use) Regulations 1998 Statutory Gas certificates need to be undertaken yearly of all Council owned properties Electrical certificates To be compliant with British standard and good practice Current year certificate and Part P certificates are kept permanently BS7671 2008 Amendment 3, 2015 (17th edition) Electrical safety certificates need to be undertaken 10 years (or on change of tenancy) of all Council owned properties
Contract, tender and quotation documentation For the purpose of repair and maintenance of Council owned housing stock Signed contracts to be held for the length of their contractual time plus 6 years after. Contracts under seal - to be retained for the duration of that contract plus 12 years Limitation Act 1980 Statutory All documentation for the purposes of letting a contract or entering into an agreement for the provision of services. In line with the Corporate retention actions Rent Payments Destroy 7 years after the end of the financial year in which it was created Housing Act 1996 (as amended) - Rent correspondence concerning payments, requests for payments Pumping Stations Maintenance records indefinitely Maintenance records destroy after 7 years - - Spreadsheets/photos - Orders/invoices Tenancy Management Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Anti-Social Behaviour/Nuisance complaints Retained for 6 from the resolution of the complaint Common practice - Nuisance forms and witness diaries - Correspondence Garage Rental Agreements Retain for 1 year after the agreement expiry date Common practice - Signed garage agreements
DVLA checks To establish vehicle ownership details Maintain record in hard copy or scanned form retain for 3 years Statutory as directed by DVLA - Written statement and print out Environmental Health Including the following functions: Notices served on owners, occupiers and businesses various legislation Formal enforcement in accordance with primary and secondary legislation Original scanned and stored on IDOX system indefinitely Hard copy only retained until notice is complied with The power to serve the notice is in the legislation highlighted in the officers’ authorisations Abatement Notice Improvement notice Prohibition notice Notice of entry Warrant Application for permits To record applications and associated correspondence Recorded and stored indefinitely on Uniform/IDOX system made hard copies of notes are scanned on closing the case Environmental Protection Act Local Government (Miscellaneous Provisions) Act 1976 for special treatments, Animal Welfare legislation - Names/addresses of complainants and alleged offenders and details of visits and work undertaken in respect of that case Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Prosecution files and paperwork To record prosecutions Permanent/ Hard copy retained whilst case is “live” then scanned and held on IDOX system The legislation enforced is highlighted in the officers authorisations - Prosecution of food premises or for failure to comply with abatement notice Failure to pay fixed penalty notices - Contaminated land inspections
- Pollution / Waste related accumulations or filthy and verminous premises inspections Premises inspection To record and administer premises inspections Notes held on Uniform / IDOX system Paper records scanned and destroyed after the case file is closed The legislation enforced is highlighted in the officers authorisations - Food and Health & Safety premises inspections Accident and food poisoning investigations To administer and record investigations Notes held on Uniform / IDOX system Paper records scanned and destroyed after the case file is closed Food Safety Act 1990 and associated legislation made under the Act Building and Engineering Facilities Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Office Accommodation Property Data Destroy 7 years Common practice Maintenance sheets, electrical inspection sheets etc. Engineering Engineering Services Operations Operational activities Destroy 7 years Common practice Quotes / Job Tickets Street Scene
Campaigns activity To record and plan campaigns Hard copies destroyed after 1 year from creation or until campaign end, as appropriate (see procurement) - Tidy Tendring and “Feel Good About Recycling” Fixed penalty notices and associated paperwork To record and administer the issue and payment of fixed penalty notices Permanent/ Electronic record made on Uniform system Paperwork scanned and held on IDOX system The legislation enforced is highlighted in the officers authorisations - Dog fouling / litter fixed penalty notices Coastal Protection Including the following functions: Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Capital Coast Protection Projects Scheme Documents Ordinary Contracts 6 years after terms of contract expired Technical records to be retained - Contract Documents, Technical Reports/ Drawings Coastal General correspondence Destroy after 3 years - Letters Street Naming & Numbering Property addresses/ new developments/ address changes Destroy after 10 years The Towns Improvement Clauses Act 1847 and The Local Government Act 1985 - Correspondence Plans/ reports/ Numbering Notices
Private Street Lighting Maintenance Destroy 3 years Asset records indefinitely - Correspondence/ orders/ invoices Sport & Leisure Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Training including children Includes compliance with Royal Life Saving Society (RLSS) Guidelines for Leisure Attendants Destroy 35 after training completed or last entry Common Practice and in line with RLSS Guidelines Training Register showing courses attended (Inc. relevant Continuing Professional Development (CPD) Process involving documenting Leisure Centre customer records including "Join up at Home" software Permanent and retained on specific ICT database and file server Common practice All membership details and supporting information including membership agreements are scanned and retained Process involving entering of Princes Theatre customer records Permanent - although data continually amended and revised in response to notification of change of personal details given
Retained on I Cloud database Process involving event organisation (including Air Show) Destroy after 3 years Common practice and for reference Recording event applications, organisers and traders personal information, supporting documentations and plans Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Seafronts Seafront Events All events held on beaches (seafronts) Destroy 3 years Common practice and for reference Recording event applications, organisers and traders personal information, supporting documentations and plans Seafronts Beach Patrol and Seafront rangers Seafront incidents Destroy report sheets and diaries after 10 years in case of claims at later dates Non Statutory All seafront incidents are recorded by each beach patrol / seafront rangers (First Aid reporting sheets and diaries with daily records Beach Huts Hire/private ownership (ground rent) Contact details of current hirer and immediate pre-hirer details kept only Non Statutory All contact details of current hirers but also the pre-owners (as are included on transfer documentation) and also those on waiting list
Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format The process of identifying CCTV request outcomes 7 years/Permanent All CCTV footage seized by the police, whether for id purposes or for the investigation of a crime, fall within the DPA 1998 rules or in the case of a murder should be kept permanently In relation to a serious crime. Where a long sentence is given then the footage should be kept where it is likely that an appeal against the sentence is forthcoming - Proforma - Non executed log The process of identifying camera functionality Permanent The national framework for the use of public CCTV systems - Camera Log Book Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format
Provision and support of individuals using public transport by providing codes on behalf of rail provider for Senior Rail Passes Subsidised travel for older people Destroy 2 years after conclusion of transaction (previous and current year) Common practice A record of names and addresses to whom travel codes have been provided Courier Corporate Recording of Signed For Mail Destroy after 2 years Common Practice - Sheets giving details of tracking number and name of recipients Corporate Recording of Incoming Signed For Mail Destroy after 2 years Common Practice - Book showing item received and signature of recipient Licensing Licensing All HC/PH Driver Records stored on Uniform/IDOX. 6 years live files (except for medical information to be retained for 2 renewal periods and DVLA driver consent forms for 7 years) Government (Miscellaneous Provisions) Act 1976 Hackney Carriage and Private Hire - Application and renewal of licence records and complaints Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format
Licensing Premises Licence and Club Premise Licence Records stored on Uniform/IDOX Once scanned, paper records can be destroyed A hard copy of the plans to be kept whilst the premises is live + 6 years Licensing Act 2003 All records relating to Premises Licence and Club Premise Licence Licensing Personal Licences Records stored on Uniform/IDOX Once scanned, paper records can be destroyed and records can be totally removed/archived (all live records for 10 years and 2 years "dead" records Licensing Act 2003 Personal Licences - Application and Variation Records, and complaints Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format
Licensing Small Society Lotteries Records stored on Uniform/IDOX Once scanned, paper records can be destroyed and records can be totally removed/archived six years (including current year) Gambling Act 2005 Small Society Lotteries - application and financial return records Licensing Temporary Use Notices and Occasional Use Notices Records stored on Uniform/IDOX Once scanned, paper records can be destroyed and records can be totally removed/archived (1 calendar year live records and 5 years "dead" records) Gambling Act 2005 Temporary Use notices and Occasional Use Notices - Application records Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format
Licensing Street Trading Records stored on Uniform/IDOX Once scanned, records can be destroyed and records can be totally removed/archived six years after the current renewal Local Government (Miscellaneous) Provisions Act 1982 Applications and renewal records Licensing Street collection and house to house collections Records stored on Uniform/IDOX Once scanned, records can be destroyed and records can be totally removed/archived six years after the current renewal Police, Factories (Miscellaneous Provisions) Act 1916 and House to House Collections Act 1939 and Regulations 1947 Applications for street collection and house to house collection permits and licences and financial return records Public Realm Bereavement
Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Including the following functions: Bereavement Services Summary management systems that record the location of burials and identify of deceased individuals Permanent Offer to Archivist Local Order (LACO) Reg 1977 Register of interments Transfer to place of deposit after administrative use is concluded Cemetery register Cemetery plans Bereavement Services Confirmation of Lawful Register of death Minimum 15 years but intention is to permanently keep Cremation 2008 Certificate of Burial or Cremation / Coroners certificate. Transfer of burial rights. Application for Cremation, medical certificates plus authorisation of medical referee Bereavement Services The process of regulation of burials and cremations Permanent Non - Statutory Notice of Interment / Instructions / Receipt of Release or Operators card Memorial forms plus Consent & Transfer including Renewals The process of regulation of burials and cremations 5 Years Non - Statutory Application for Memorials or Inscriptions The process of regulation of burials and cremations 1 Year Non - Statutory Preliminary application for Cremation
Service Area Purpose / Use Retention Action Statutory Example of Records / Format Open Space Open Space The activity of providing municipal services in relation to infrastructure within the local authority Destroy 7 years after last action Non - Statutory - Street - Street records - Requests for: - Hedge clipping - Tree planting - Roundabouts Open The process of acquisition and disposal of vehicles through lease or purchase Destroy 7 years after the last disposal of the vehicle Non - Statutory - Leases - Contracts - Quotes - Approvals - Fleet authorisation - Numbers Open Space The process of managing allocation and maintenance of vehicles Destroy 7 years after the sale or disposal of the vehicle Non - Statutory - Approvals as drivers - Allocations and authorisations for vehicles - Maintenance Open Space The process of recording vehicle usage Destroy 3 years after the sale or disposal of the vehicle Non - Statutory - Vehicle usage reports Open Space The process of recording drivers usage Destroy 7 years after the closure Non - Statutory - Vehicle log book
Nature Conservation To & receive Grant funding Destroy after 10 years Non - Statutory applications, agreements & conditions Play Areas To provide evidence of inspections & repairs re insurance claims Destroy after 20 years Non - Statutory Computerised inspections & repairs carried out at TDC Play Areas Service Area Purpose / Use Retention Action Statutory Example of Records / Format Roundabout Sponsorship To review data on Sponsorship Destroy after 5 years Non - Statutory Sponsorship agreements & costs computerised Parking Parking Services Maintenance & improvement schemes Maintenance records destroy after 7 years Asset improvements indefinitely - Plans/photos/ spreadsheets Parking Services PCN information 5 years – after which time for report purposes retain PCN contravention and payment data but all references to vehicle and owner to be removed Non Statutory - Electronic Data held for processing of Penalty Charge Notices (PCN) Parking Services Permit Applications Destroy 1 year Non Statutory - Paper and Electronic information relating to applying for a permit Memorial Benches Applications Destroy after 10 years unless renewed or relates to permanent applications Non Statutory 10 year licence given to applicants
The process of inspecting building work for the purpose of compliance with Building Regulations Completion Certificates Building Inspection Records Diaries Permanent Building Act 1984 & Building Regulations 2000 Electronic and hardcopy The maintenance of the Competent Persons Register Competent Persons Register Permanent Building Act 1984 & Building Regulations 2000 Electronic The process of enforcing Building Regulations Contravention Notices Permanent Building Act 1984 & Building Regulations 2000 Electronic Support & Development Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Record Format Legislation etc. National Target Data PS and PS2 Return Destroy after 5 years Common Practice Electronic Approved Procedures, Policies and Guidance Manuals Approved Guidance Manuals Approved Policies Approved Procedure Notes Destroy when replaced with updated version Common Practice Electronic Land Charges Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Record Format Legislation etc. The process of producing an Official Local Authority Search result In response to official request for information Maintenance of Statutory Register Permanent Land Charges Act 1975 Permanent land charges search records both electronic and hard copy
The retention of Authority search results and information provided by other departments and external organisations Verification purposes for insurance requirements Answering of enquiries and queries Destroy after 6 Years Land Charges Act 1975 Part hard copy, part electronic format Function Description Purpose / Use Retention Action Statutory Non-Statutory Example of Record Format Legislation etc. Guidance Manuals, Policies and Procedure Notes Policies and Procedures relating to the registering of information and the subsequent production of an Official Local Authority Search Permanent Common Practice Approved procedure notes Monthly return of search statistics To report and monitor numbers and income within Land Charges section to comply with fee setting regulations Destroy after 6 years Common Practice Information held electronically and hard copy Agreements made with suppliers To enable obligations to be laid down and ensure statutory return times are met Records held for the duration of the validity of the agreement Common Practice Service Level Agreement with Essex County Council – hard copy kept
Regeneration Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Inward Investment & Growth Including the following functions: Inward Investment, Enterprise & Business Support, Skills Development, Community Projects, Town Centres and the work of the Jaywick Neighbourhood Team Tendring Regeneration Limited Meeting agendas (including reports) and minutes To record meetings Retain for 1 year - Minutes, reports and agendas Procurement To record the procurement and decision making processes leading to the of contract Electronic and Hard Copy documents (of successful and unsuccessful contractors) stored in accordance with established guidelines - questionnaires and invitations to tender documents, contractor tenders, tender evaluation & interview assessment documents, portfolio holder concurrence, award of contract, and outcome notification letters
Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Pop-up Shops To record applications seeking access to the Council’s Shop Scheme (operated on a periodic basis) Retain for 2 years Non-Statutory - Applications received, evaluation and assessment records and formal notification Asset Files To record details of client occupancy of land and premises Recorded and stored indefinitely or client terminates If under £50,000 Destroy 6 If over £50,000 Destroy 12 years After all obligations/ entitlements are concluded - Licence Agreements Business Support Requests To record a detail of support required Recorded and retained for 5 years - Commercial Property Enquiry Client and Company Databases To record local company information Recorded and stored for 5 years or until request for removal - Online business directory Service Area Purpose / Use Retention Action Statutory Non-Statutory Example of Records / Format Jaywick Neighbourhood Team
Generic administrative issues (i.e., Health and Safety, complaints, etc. ) recorded as above As Above As Above As As Above - As Above Tendring Regeneration Limited – dissolved on 8th September 2015 Meeting agendas (including reports) and minutes To record meetings Retain for 3 years Her Majesty's Revenue and Customs (HRMC) - Minutes, reports and Agendas Annual returns to Companies House Records of annual submissions Retain for 3 years HRMC - Copy of Annual Return submitted via Companies House website portal Directors and Officers Insurance Records of annual policies Retain for 6 years HMRC - Copy of Insurance Policy Annual Accounts Records of Annual Financial Statement(s) Retain for 6 years HMRC - Annual Accounts