Section 6 Information Management 6.1 Section 7 Environmental Health 7.1 7.2 7.3 7.4 7.5 7.6 Section 8 General Public Service 8.1 8.2 Section 9 Health & Safety and Operations & Vehicle Ownership Section 10 Property and Building Records Section 11 Planning and Land Use
18.1 Complaints and Compliments 18.2 Consultations 18.3 Data protection and freedom of information Section 19 Water Activities 19.1 Water Activities 19.2 Inland Waterways SECTION 1 – HUMAN RESOURCES (HR) FUNCTION DESCRIPTION RETENTION PERIOD LGA GUIDE INDICATE IF PRIME OR MANAGEMENT 1.1 HR ADMINISTRATION
(1092 Criminal Records Bureau/Disclosure and Barring Service: Disclosure application forms – Date check completed 6 months) 1.6 STAFF MONITORING RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 1.6.1 Performance Appraisal Retained permanently whilst member of staff is employed, archived after termination and after archived destroy after 7 years. (All records relating to staff performance – Action completed 6 years) Service ID 973 1.6.2 Process of monitoring staff leave and attendance. Destroy 2 years after action completed. Monitored by each division. Permanent on electronic payroll system. (All records relating to the administration of Statutory Sick Pay – Tax year to which the sick pay relates 3 years) Service ID 979 (1068 All records relating to the administration of parental leave where the child is disabled – date of birth of child 18 years) Service ID 979 (All records relating to the administration of parental leave where the child is not disabled – date of birth of child 6 years)
1.7 RETENTION RETENTION PERIOD LGA GUIDE INDICATE IF PRIME OR MANAGEMENT 1.7.1 Financial Reward Destroy 7 years after action completed. 1.8 TERMINATION RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 1.8.1 The process of termination of employment through resignation, voluntary redundancy, dismissal and retirement. Destroy 7 years after termination of employment. (Casework: Disciplinary the case results in dismissal – Year record created 6 years) Service ID 974 (All records relating to individuals who are made redundant – 80 years) Service ID 978 1.9 TRAINING DEVELOPMENT RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 1.9.1 Routine staff training processes, not occupational health and safety or children related. Permanent. Service ID 1650 Transfer to Place of Deposit after administrative use is concluded. (All records relating to training not concerning children – Date training completed 3 years) 1.9.2 Training (occupational health and safety training). Permanent. Service ID 422 Individual course assessment records Transfer to Place of Deposit after administrative use is concluded. (All records relating to health and safety training provided to employees by local authorities – date
Register of Local Land Charges searches Scanned document stored in Anite 2.6.2 Copies of completed searches in Land Charges software not hard copy 6 years from completion 2.7 LICENSING RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 2.7.1 Licensing Sub Committee hearings CY + 5 years SECTION 3 – CORPORATE MANAGEMENT FUNCTION DESCRIPTION RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 3.1 MANAGEMENT & ADMINISTRATION Corporate Planning and Reporting 3.1.1 The corporate planning and reporting activities of Local Authorities. Permanent. Transfer to Place of Deposit after administrative use is concluded. Service ID 1622 (All records relating to the development and monitoring of annual business plans - Year records created until superseded) 3.1.2 The process of preparing business for strategic consideration and making the record of discussion, debate and resolutions. Permanent. Transfer to of Deposit after administrative use is concluded. Service ID 1784 (Recordings of meetings – date of meeting 4 3.1.3 The process of preparing business for cross-departmental consideration and making the Destroy 3 from closure.
record of discussion, debate and resolutions. (All records relating to the development and implementation of organisation restructure - Date restructure completed 6 years) 3.1.4 The process of preparing business for Destroy 3 years from closure. Business Unit consideration and making the record of discussion, debate and resolutions. Statutory Returns 3.1.5 The process of preparing information to be passed on to central government as part of statutory requirements. Destroy 7 years from closure. Common Practice 3.2 POLICY, PROCEDURE & STRATEGY RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 3.2.1 Activities that develop policies, procedures, strategies and structures for Government. Permanent. Transfer to Place of Deposit after administrative use is concluded. (All records relating to the development of a community strategy – date strategy expires 4 years) Service ID 720 (Asset Management Plan - Year records created 6years) Service ID 1662 3.2.2 The process of monitoring and reviewing strategic plans, policies or procedure to assess their compliance with guidelines. Destroy 5 from closure. Service ID 1622 (All records relating to creation, implementation and monitoring of a strategic plan for the council - Date plan expires 6 years)
3.4 ENQUIRIES & COMPLAINTS RETENTION PERIOD LGA INDICATE IF PRIME OR MANAGEMENT Enquiries and Complaints 3.4.1 The management of detailed responses on council actions Destroy 6 after administrative use is concluded Service ID 353 (All records relating to complaints referred to the Government Ombudsman – date complaint resolved 10 years) 3.4.2 The management of enquiries submission and complaints, which result in significant changes to policy or procedure. Destroy 6 years after administrative use is concluded 3.5 PUBLIC RELATIONS RETENTION PERIOD LGA GUIDE INDICATE IF PRIME OR MANAGEMENT Publications 3.5.1 The process of designing setting information for publication. Destroy 3 years from last action. 3.5.2 The published work of the local authority. Destroy administrative use is concluded. Note One initial print copy to go directly to the archive. Relations 3.5.3 Process of interaction with the media. Destroy 3 from closure. 3.5.4 Media publications concerning Local Permanent. Authorities. Transfer to Place of Deposit after administrative use is concluded. Service ID 822
(All records relating to copyright and intellectual property rights - Date intellectual property/copyright ends 6 years) Agreements 4.2.3 Process of agreeing terms between organisations. Note. This does not include contractual agreements. Destroy paper copy of agreement 1 year after agreement expires or is terminated. Destroy electronic version 6 years after agreement expires or is terminated. Conveyance 4.2.4 Deeds of Title Permanent 4.2.5 The process of transferring land ownership. Destroy 6 years after closure. 4.3 CONTRACTS & TENDERING RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT Pre Contract Advice 4.3.1 The process of calling for expressions of interest. Destroy 1 year after contract let or not proceeded with. Specification and Contract Development 4.3.2 The process involved in the development and specification of a contract. Ordinary Contracts – copy Destroy 6 after the terms of contract have expired. Contracts Under Seal – Paper copy Destroy 12 years after the terms of contract have expired. Electronic Copies of both types Retain for 12 years Tender Issuing and Return
4.3.3 The process involved in the issuing and receipt of a tender. Destroy 1 year after start of contract. Note: Normally there is no electronic version. Service ID 829 (All records relating to successful tenders - Award of contract) 4.4 EVALUATION OF TENDER RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 4.4.1 Summary tender evaluation criteria Ordinary Contracts – copy Destroy 6 years after the terms of contract have expired. Contracts Under Seal – paper copy Destroy 12 years after the terms of contract have expired. Electronic Copies of both types Retain for 12 years 4.4.2 Successful tender document Ordinary Contracts – Paper copy Destroy 6 years after the terms of contract have expired. Contracts Under Seal – Paper copy Destroy 12 years after the terms of contract have expired. Service ID 829 Electronic Copies of both types Retain for 12 years (All records relating to successful tenders - Award of contract) 4.4.3 Unsuccessful tender documents Destroy 2 years after start of contract. Service ID 829
Service ID 969 (All records relating to the creation and implementation of the annual budget for the council Year records created 6 years) (All records relating to the creation and implementation of departmental budgets - Year records created 6 5.4 CASHIERS OFFICE RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 5.4.1 Receipts Stubs – Council Tax CY + 2 years Service ID 968 (All records relating to the receipt of payments made to the council – year records created 6 years) 5.4.2 Receipt Stubs – others CY + 6 years 5.4.3 Daily cash reconciliation sheets CY + 2 years Service ID 968 (All records relating to the receipt of payments made to the council – year records created 6 years) 5.4.4 Cash receipting (from mainframe system) CY + 2 Service ID 968 (All records relating to the receipt of payments made to the council – year records created 6 years) 5.4.5 Cashiers paying-in sheets CY + 2 years Service ID 968 (All records relating to the receipt of payments made to the council – year records created 6 5.4.6 Cashiers paying-in sheets summary CY + 2
5.11.5 Payment Records CY + 6 years 5.11.6 Documents CY + 6 5.11.7 Valuation and Bandings 2 after list closed (by government) for alterations 5.11.8 Business Rates Records CY + 6 years 5.12 PAYROLL RECORDS RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT (Staff and Members) 5.12.1 Timesheets CY + 6 years 5.12.2 Car allowances claims CY + 6 5.12.3 Bonus sheets CY + 6 5.12.4 returns CY + 6 5.12.5 Personal bank details Refers to personnel file (1.1.3) 5.12.6 Overtime CY + 6 years 5.12.7 Absence return CY + 6 years Service ID 1143 (All records relating to the monitoring of employee absence - Year records created 1 year) 5.12.8 Sickness records, Payroll Maternity payment CY + 6 years Service ID 1143 (All records relating to the monitoring of employee absence - Year records created 1 year) 5.12.9 Income tax form P60 CY + 6 years 5.12.10 Tax forms P6/P45/P48/P11/P11D/P35 CY + 6 years 5.12.11 National Insurance schedule of payments CY + 6 years Service ID 972 (All records relating to the calculation of income tax, national insurance, VAT and stamp duties – End of the financial year to which the records relate 3 years) 5.12.12 Superannuation adjustments CY + 6 years
5.12.13 Superannuation reports CY + 6 years 5.12.14 Car Loans CY + 6 years or for as long as the person is employed by LA. 5.12.15 Insurance CY + 6 years 5.12.16 Payroll reports CY + 6 years 5.12.17 Pension payroll CY + 6 years 5.12.18 Copy payslips CY + 6 years 5.12.19 weekly pay roll CY + 6 years 5.12.20 Gross/net monthly pay roll CY + 6 years 5.12.21 Car mileage output CY + 6 5.12.22 National Insurance CY + 6 Schedule of Payments 5.12.23 Payroll Awards CY + 6 years 5.12.24 Part time fee claims CY + 6 years 5.13 SUNDRY DEBTORS RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 5.13.1 Financial Assessment forms (cases not proceeded with) CY + 2 years 5.13.2 Cemeteries and allotments. Copy multi-part forms. CY + 2 years 5.13.3 Rechargeable works and land charges – copy multipart forms CY + 2 years 5.13.4 Copy invoice from various departments CY + 2 years 5.13.5 Former tenants arrears and accounts 6 years from cessation of tenancy 5.14 BENEFITS RETENTION PERIOD LGA GUIDE INDICATE IF PRIME OR MANAGEMENT
7.5 LICENCES RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 7.5.1 Administration of application, registration, certificated and licences Destroy 2 years after registration or entitlement lapses 7.6 INSPECTIONS RETENTION PERIOD LGA NOTES. INDICATE IF PRIME OR MANAGEMENT 7.6.1 Process of investigation, monitoring or inspection as duty of Local Authority Destroy 7 years from last action Service ID 408 (All records relating to the investigation of food poisoning and contamination incidents - Date investigation concluded 6 SECTION 8 – GENERAL PUBLIC SERVICE FUNCTION DESCRIPTION RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 8.1 EMERGENCY PLANNING 8.1.1 Process to develop the emergency/ disaster plan for the local community. Permanent. Transfer to Place of Deposit after superseded. 8.1.2 Process to test the emergency/ disaster plan for the community. Destroy 10 years after closure Service ID 703 (All records relating to the testing of emergency plans – Date of test 6 years) 8.1.3 Written plan detailing how major accidents will be dealt with For duration of the activity with updating for significant changes
8.2 MAJOR INCIDENT LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 8.2.1 Activities that report on all major incidents in the local community. Whether the emergency plan has been invoked or not. Permanent. Transfer to of Deposit after administrative use is concluded. 8.2.2 Activities that report on all minor incidents in the local community. Destroy 7 years after closure SECTION 9 – HEALTH & SAFETY AND OPERATIONS FUNCTION DESCRIPTION RETENTION PERIOD LGA GUIDE INDICATE IF PRIME OR MANAGEMENT 9.1 ACCIDENT RECORDS 9.1.1 Accident forms/reports Permanent 9.1.2 Accident books BI 510 3 years after last entry (All records relating to the reporting of accidents the person concerned is under 18 – Date of birth of minor 21 years) Service ID 429 (All records relating to the reporting of accidents which fall under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 – date of incident 30 years)
9.4.4 Lifting Operations 2 years from date of report Thorough examinations and inspection (accessory for lifting) 9.4.5 Lifting Operations For as long as the equipment is operated Through examination and inspection (Installation or after assembly at new site/location) 9.4.6 Lifting Operations Until superseded or the expiration of 2 years whichever is later Thorough examinations and inspection (6/12 monthly inspections Reg. 9) 9.4.7 Lifting Operations Until superseded Records made under regulation 10(2) 9.4.8 Written statement by owner of mobile system Until superseded 9.4.9 Scheme of examination Until superseded 9.4.10 Fire alarm/emergency lighting Retain last two certificates 9.4.11 Building installations Retain last two certificates 9.4.12 statutory inspections/tests CY + 10 years 9.4.13 Working platforms and personal suspension equipment. Excavations and cofferdams etc. Reports and Inspections 3 months after work is completed 9.4.14 Health & Safety Inspection Sheets 3 9.5 LOG BOOKS + VEHICLE OWNERSHIP RETENTION PERIOD LGA GUIDE INDICATE IF PRIME OR MANAGEMENT
Service ID 422 (All records relating to the process by which the Council ensures that all work premises are safe for employees and visitors to them and that accidents are prevented wherever possible - Date qualification expires 6 years) 9.9 ASBESTOS RECORDS RETENTION PERIOD LGA INDICATE IF PRIME OR MANAGEMENT 9.9.1 Record or suitable summary of air monitoring of employees exposure to asbestos where appropriate 5 years from date of monitoring or 40 years if health record required (583 All records relating to all aspects of asbestos management - Closure of building 40 (947 Asbestos Register - Year records created 40 years) 9.9.2 Health records for each employee where exposure to asbestos exceeds the action level (must be retained by the employer) CY + 40 years from date of last exposure above the “action levels”. 9.9.3 Certificate of health examination which must be retained and a copy must be given to the employee 40 years from date of issue 9.10. RISK ASSESSMENTS RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 9.10.1 Risk assessments superseded but review every 3 years if no change 9.11 RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT
9.11.1 transfer and consignment notes CY + 2 years 9.12 WORK TICKETS RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 9.12.1 Work Tickets 3 months SECTION 10 – PROPERTY & BUILDING RECORDS FUNCTION DESCRIPTION RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 10.1 AGREEMENTS/ARRANGEMENTS 10.1.1 Written record of the agreements between contractors For the duration of the agreement 10.2 ASBESTOS RECORDS RETENTION PERIOD LGA GUIDE INDICATE IF PRIME OR MANAGEMENT 10.2.1 Asbestos Register Permanent Service ID 990 (Asbestos Register - Year records created 40 10.2.2 Asbestos Surveys (both visual and intrusive) Permanent 10.2.3 Asbestos Management Permanent
11.1.3 The activity of recording information on historical buildings, TPOs, and conservation matters Permanent. 11.2 PLANNING AND BUILDING REGULATION RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 11.2.1 The process of controlling development through applications for planning permission. Permanent. 11.2.2 Development Control Enforcement procedures and records Permanent. 11.2.3 Planning Registers Permanent. 11.2.4 The process of issuing Building Regulation decisions. Permanent. 11.2.5 The process of inspecting building work for the purpose of compliance with the building regulations. Permanent. 11.2.6 The process of enforcing building regulations. Permanent. 11.2.7 All records relating to the enforcement of development control 6 years 1158 11.2.8 Case relating to Breach Of Condition Notices 6 years 1158 11.2.9 Case relating to planning contravention Notices 6 years 1158
(All records relating to the provision of hostels and other temporary accommodation – creation of records 6 years) 12.2.2 Removals/Storage/Kennelling Destroy after CY+1 year after customer’s account has cleared. 12.2.3 Homelessness Case File CY + 2 years after case is closed. Service ID 112 (All records relating to short term and emergency accommodation for homeless people. – Last contact 6 years) 12.3 GENERAL PAYMENT RECORDS RETENTION PERIOD LGA GUIDE INDICATE IF PRIME OR MANAGEMENT 12.3.1 Requisitions for supplies/works CY + 2 years 12.4 FINANCIAL RECORDS HELD ON CASE FILES RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 12.4.1 Disabled Facilities Grants Below £30k grant, destroy records 10 years after completion of grant. Where loans are given records should be kept for 10 years after the loan has been repaid. Service ID 137 (All records relating to disabled facilities' grants – Date of last payment of – 6 years) 12.4.2 Rent Deposit/ Rent in advance Destroy if case file has been inactive for 2 12.4.3 Authority Social Housing Grant Destroy 2 following completion of scheme. If file listed in a cabinet report it needs to be kept for 6 years. 12.4.4 Repairs Assistance Grants Retain until loan is repaid + 7 years
12.5.7 All records relating to the provision of specified range of furniture and appliances up to a certain value when a tenant moves into their property. They sign an agreement to pay over a fixed period of time. This is subject to eligibility. 6 years from End of tenancy service ID 1619 12.5.8 All records relating to the allocation of system 6 years from End of tenancy service ID 712 12.5.9 All records relating to the eviction of tenants from local authority properties 6 years from Date of enforcement action service ID 89 12.5.10 Case files relating to repossession of council properties held under an unsecured tenancy 6 years from Close of case service ID 117 12.5.11 Case relating to service of s.25 s.27 and other Notices to quit 6 years from Close of case service ID 117 12.5.12 All records relating to the management of housing referrals 6 from End of tenancy service ID 117 12.5.13 All records relating to introductory council tenancies 6 years from End of tenancy service ID 911 12.5.14 All records relating to the management of mutual home exchange 6 years from Year records created service ID 713 12.5.15 All records relating to the registration for a council property 6 years from End of tenancy service ID 88 12.6 HOUSING FINANCE RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 12.6.1 All records relating to the allocation and collection of communal heating charges 6 years from Year records created service ID 122
12.6.2 All records relating to the provision of home contents insurance schemes to council tenants 6 from Date of last payment service ID 123 12.6.3 All records relating to the management of housing insurance claims 6 years from Date claim settled service ID 124 12.6.4 All records relating to the setting of housing rent 6 years from Year records created service ID 148 12.6.5 Case relating to rent reviews 6 years from Close of case service ID 148 12.6.6 All records relating to deposits paid for housing 6 years from Year records created service ID 120 12.6.7 Documentation relating to the notification and enforcement of breaches of council tenancy agreements. 6 years from End of tenancy service ID 120 12.6.8 All records relating to the creation, implementation and collection of housing service charges 6 years from Financial year records were created service ID 1771 12.6.9 All records relating to the repayment to late tenancy arrears 6 years from Date of last repayment service ID 119 12.6.10 Documentation relating to rent collection and the notification and enforcement of rent arrears process, housing benefit and debt management advice 6 years from Last action on the tenancy service ID 116 12.6.11 Documentation relating to setting rents for council housing and rent accounting 6 years from Last action on the tenancy service ID 116 12.6.12 All records relating to the management of right to buy schemes 12 years from Date property purchased service ID 151 12.6.13 Case file relating to to Buy pursuant to the Housing Act 1985 6 years from Close of case service ID 151
12.7 HOUSING POLICY RETENTION PERIOD LGA INDICATE IF PRIME OR MANAGEMENT 12.7.1 All records relating to the provision and management of affordable housing 6 years from End of tenancy service ID 1123 12.7.2 All records relating to the management of empty residential properties 6 years from Year records created service ID 913 12.7.3 All information relating to the management of hard to let properties 6 from Year records created service ID 85 12.7.4 All records relating to the demolition and redevelopment of site including the rehousing of current tenants 6 from Completion of the redevelopment of the site service ID 912 12.7.5 Information about housing associations in the borough 6 years from Year records created service ID 87 12.7.6 All records relating to housing transfer to a private registered provider 6 years from Date of transfer service ID 1777 12.7.8 All records relating to the creation and management of Shared Home Ownership 12 years from Date of last payment on the scheme service ID 1720 12.7.9 All records relating to the development, implementation and monitoring of a social housing policy 3 years from Date policy expires service ID 868 12.7.10 All records relating to the management of unauthorised occupants 6 years from Date of enforcement action service ID 101 12.8 HOUSING SERVICES RETENTION PERIOD LGA INDICATE IF PRIME OR MANAGEMENT
12.8.1 All records relating to the provision of caretaking services in council property 6 years from Year records created service ID 1142 12.8.2 All records relating to the management of garage lettings 6 from End of tenancy service ID 115 12.8.3 Annual gas safety inspections for properties landlord management resulting in the issuance of a CP12 certificate 6 years from Date of certificate service ID 1796 12.8.4 All records relating to support to housing tenants 6 years from End of tenancy service ID 91 12.8.5 All records relating to property where the property is housing owned by the Council from Date ownership commenced to Property is sold service ID 157 12.8.6 All records relating to alterations made to council housing stock by tenants 6 years from Date the work on the property is completed service ID 654 12.8.7 All records relating to the full involvement of tenants in how homes and estates are managed, with the aim of improving housing services and improving the quality of life in local communities 6 years from Year records created service ID 1012 12.8.8 All records relating to the provision of support to new tenants 6 from Year records created service ID 665 12.9 HOMELESSNESS AND PREVENTION RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT
12.9.1 All records relating to short term and emergency accommodation for homeless people. 6 years from Last contact service ID 112 12.19.2 All records relating to the provision of hostels and other temporary accommodation 6 from Creation of records service ID 1714 12.1 HOUSING ADVICE RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 12.10.1 Documentation relating to the tenancy agreement. 6 years from Last action on the tenancy service ID 109 12.10.2 Information about housing transfers, applications, removals 6 years from End of the tenancy service ID 109 12.10.3 All records relating to the provision of help and advice on highway drainage, land drainage or private drainage and may arrange for clearance of a blocked drain 6 years from Year records created service ID 664 12.10.4 All records relating to the assessment of properties for energy efficiency 6 years from Date of assessment service ID 880 12.10.5 All records relating to the enforcement of public health and housing regulations. 6 years from Date of enforcement action service ID 661 12.10.6 All records relating to the provision of advice and information to the public on all aspects of public health relating to housing. 1 from Year records created service ID 661
12.10.7 All records relating to legal advice given to homeowners and tenants relating to housing matters 6 years from Date legal advice given service ID 110 12.10.8 All records relating to the provision and management of housing mediation services 6 years from Date case resolved service ID 1124 12.10.9 All records relating to the management of the Local Authority Mortgage Scheme (LAMS) 12 years from Last payment on the mortgage service ID 1719 12.11.10 All records relating to the provision of references to a mortgage lender for tenants wishing to purchase own property. 6 years from End of tenancy service ID 1617 12.10.11 All records relating to advice to tenants and landlords in the private sector on housing related matters such as tenancies, welfare benefits, rent, repairs 1 year from Year records created service ID 652 12.10.12 All records relating to the provision of information and support to anyone who is providing property for rent in the local area. 1 year from Year records created service ID 1616 12.10.13 Advice about housing related issues such as exclusion, mortgage arrears, homeless prevention, single homeless advice 6 years from Year records created service ID 108 12.10.14 General information and advice housing given to home owners and tenants 3 years from Year records created service ID 108
12.11 IMPROVEMENTS AND REPAIRS RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 12.11.1 All records relating to repairs made to communal areas within council accommodation 6 years from Year records created service ID 140 12.11.2 All records relating to the demolition of property and the offer to tenants of alternative accommodation 6 years from End of tenancy service ID 125 12.11.3 All records relating to disturbance allowance paid to tenants in council property when nearby property is demolished 6 years from Year records created service ID 126 12.11.4 All records relating to advice and support given to tenants when the property is demolished 6 years from End of tenancy service ID 127 12.11.5 Housing repairs, renovation works and planned maintenance relating to specific properties, external maintenance of grounds and building cleaning 6 years from End of tenancy service ID 139 12.11.6 All records relating to surveys undertaken by the council of housing stock 6 years from Date of the survey service ID 666 12.11.7 All records relating to the management of housing care and repair schemes Completion of the work service ID 1054 12.11.8 All records relating to the provision of temporary accommodation to tenants whilst major works are being carried out 6 from End of tenancy service ID 132
13.1.3 Other audit files CY + 6 years 13.1.4 Audit management programmes and plans CY + last full audit planning cycle (currently 4 years) 13.1.5 Strategy and Terms of Reference 4 years after current versions approved. 13.1.6 Audit Manual & guides relating to departmental procedures When superseded. SECTION 14 – CALL CENTRE FUNCTION DESCRIPTION RETENTION PERIOD LGA NOTES. INDICATE IF PRIME OR MANAGEMENT 14.1 CALL CENTRE 14.1.1 Audio recordings of all conversations at the Call centre 3 months then archived to DVD and kept indefinitely. SECTION 15 – LEISURE FUNCTION DESCRIPTION RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 15.1 APPLICATION 15.1.1 Pre- One Leisure Application forms One Year
SECTION 16 – CEMETERIES & CREMATORIA (All of items are also found in other sections) FUNCTION DESCRIPTION RETENTION PERIOD LGA NOTES. INDICATE IF PRIME OR MANAGEMENT 16.1 FUNERALS AND CREMATIONS 16.1.1 All records relating to the maintenance of burial grounds including faculties giving permission for work to be carried out 6 Years from Date work carried out Service ID 1538 16.1.2 All records relating to the management of and regulations relating to crematoria 6 Years from Year records created Service ID 1538 16.1.3 All records relating to the management of the burials and cremations process 6 Years from Year records created Service ID 1538 16.1.4 Applications for cremation and any certificates or other documents relating to a cremation 15 Years from Date of cremation Service ID 1538 16.1.5 Registers, indexes, plans relating to cemeteries and crematoria 50 Years from Closure of the cemetery/crematorium Service ID 1538 16.1.6 All records relating to the provision of civil funerals 3 Years from Year records created Service ID 875 16.1.7 Records relating to all arrangements made for funerals including booking, orders of service and music 6 Years from Year records created Service ID 875 16.1.8 All records relating to the management of exhumations including faculty, home office licence and the authority to a grave 15 Years from Date of exhumation Service ID 332
17.1.1 All records relating to civic liability where property or other facilities which are owned and maintained by them cause damage or injury to people or property. 6 Years from Year records created Service ID 1137 17.1.2 Asset Management Plans 6 Years from Year records created Service ID1662 17.1.3 Asset Register 6 Years from Life of the asset Service ID 1662 17.1.4 Sale of property than by auction or Order Of Court Protection) 6 Years from Close of case Service ID 1662 17.1.5 All records relating to designs or adaptations intended to ensure access to and use of public buildings by people with disabilities 6 Years from Date adaptations complete Service ID 952 17.1.6 All records relating to the management on air handling units in properties owned by the Council 6 Years from Creation of records Service ID 953 17.1.7 Asbestos Register 40 Years from Year records created Service ID 954 17.1.8 All records relating to the provision of catering services to staff (including food hygiene checks) 6 Years from Creation of records Service ID 955 17.1.9 All records relating to the purchase of consumables for local authorities 6 Years from Financial year records were created Service ID 1633 17.1.10 All records relating to the provision of facilities for staff 6 Years from Date use of the facility ceases Service ID 956 17.1.11 All records relating to building acquisition 6 Years from Date that use of the building ceases Service ID 956
17.1.12 All records relating to the certification of buildings (listed and significant) Permanent Service ID 956 17.1.13 All records relating to the certification of buildings (not listed buildings) 15 Years from Date of completion of building Service ID 956 17.1.14 All records relating to the completion of property valuations 6 Years from Disposal of the property Service ID 956 17.1.15 All records relating to the design and construction of buildings (listed buildings) Permanent Service ID 956 17.1.16 All records relating to the design and construction of buildings (not listed buildings) 15 Years from Date of completion of building Service ID 956 17.1.17 All records relating to the feasibility of the design and construction of buildings 15 Years from Date of final certificate of completion Service ID 956 17.1.18 All records relating to the valuation of property 2 from Date valuation superseded Service ID 956 17.1.19 Case file relating to the sale of property by auction 6 from Close of case Service ID 956 17.1.20 Records relating to the management of council properties which are owned or leased by the Council but which have not been built by the Council 6 Years from End of Council use of the building Service ID 956 17.1.21 Surveys of buildings owned by local authorities 6 from Disposal of the building Service ID 956 17.1.22 Display Energy Certificates 7 from Date created Service ID 957 17.1.23 All records relating to the management of equipment used by the facilities function 6 from Creation of records Service ID 1301
17.1.24 All records relating to the provision of an internal graphic design service a recharge is made 6 from Creation of records Service ID 958 17.1.25 All records relating to the provision of an internal graphic design service where no recharge is made 1 Year from Creation of records Service ID 958 17.1.26 All records relating to the use of external graphic design services 6 from Creation of records Service ID 958 17.1.27 Risk Assessments (relating to hazardous substances) 40 from Closure date Service ID 959 17.1.28 All records relating to the management of internal mail facilities 3 Years from Creation of records Service ID 1299 17.1.29 All records relating to internal room bookings where a recharge is made 6 Years from Creation of records Service ID 951 17.1.30 All records relating to internal room bookings where no recharge is made 1 Year from Creation of records Service ID 951 17.1.31 All records relating to facilities management services provided to local authorities 6 Years from Year records created Service ID 1658 17.1.32 All records relating to the management of service level agreements for buildings owned by local authorities 6 Years from Date service level agreement expires Service ID 1658 17.1.33 All records relating to the provision of security in local authority buildings 6 Years from Year records created Service ID 1658 17.1.34 All records relating to the control of noise at work 6 from date of any enforcement action Service ID 960
18.1.15 All records relating to the creation and analysis of customer satisfaction surveys 3 Years from Year records created Service ID 353 18.1.16 All records relating to feedback and suggestions made by residents 3 from Year records created Service ID 1536 18.1.17 Comments received via social media sites, where the comments/complaints have been referred on to the relevant department within the Council 1 Year from Year comment received Service ID 1536 18.2 Consultations RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 18.2.1 All records relating to links between local people, local organisations and decision makers. 4 years from Year records created Service ID 366 18.2.2 All records relating to the management of petitions 6 from Year records created Service ID 1306 18.2.3 All records relating to the processing of petitions received by the Authority 6 years from Date petition received Service ID 1306 18.2.4 All records relating to consultations concerning service delivery 6 from Year records created Service ID 867 18.2.5 All records relating to the arrangements of public meetings or other means by which citizens can be consulted on budget plans for the forthcoming year 3 years from Year records created Service ID 658 18.2.6 All records relating to the publication of spending plans 3 years from Year records created Service ID 658
18.3 Data protection and freedom of information RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 18.3.1 All records relating to the creation and implementation of policies Data Protection Act 1998 3 Years from Date policy expires Service ID 826 18.3.2 All records relating to the management of subject access requests under the Data Protection Act 1998 2 Years from Year records created Service ID 826 18.3.3 All records relating to the creation of policies to deal with requests under the Freedom of Information Act 200 3 Years from Date policy expires Service ID 722 18.3.4 All records relating to the creation of policies to deal with requests the Freedom of Information Act 2000 3 from Date policy expires Service ID 722 18.3.5 All records relating to the management of Freedom of Information Requests 2 years from year records created Service ID 722 18.3.6 All records relating to the management of the re-use of public sector information 6 years from Date licence expires Service ID 1088 SECTION 19 – WATER ACTIVITIES FUNCTION DESCRIPTION RETENTION PERIOD LGA GUIDE NOTES. INDICATE IF PRIME OR MANAGEMENT 19.1 WATER ACTIVITIES 19.1.1 All records relating to the administration of boatman's licence scheme 6 Years from Date licence expires Service ID 741
19.1.2 All records relating to the administration of pleasure boat licence scheme 6 from Date licence expires Service ID 739 19.1.3 All records relating to the administration of self drive boats licence scheme 6 Years from Date licence expires Service ID 740 19.2 INLAND WATERWAYS RETENTION PERIOD LGA INDICATE IF PRIME OR MANAGEMENT 19.2.1 All records relating to the provision and maintenance of inland waterways. In the UK inland waterways are owned and managed by a variety of authorities. 6 from Year records created Service ID 556 19.2.2 All records relating to advice about the mooring of houseboats 1 Year from Year records created Service ID 780 19.2.3 All records relating to the regulation of use and mooring of houseboats 6 Years from Year records created Service ID 780 19.2.4 All records relating to the management of reservoirs in local authority ownership or management 6 from Year records created Service ID 781