SECTION 1: COMMUNITY SAFETY AND PUBLIC SAFETY SECTION 1.1: COMMUNITY SAFETY & PUBLIC SAFETY - CHILD PROTECTION & SAFEGUARDING Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Child Protection & Safeguarding Records associated with child protection and safeguarding to include referrals to Gateway and PSNI 2 after year end Destroy Statistical database relating to child protection and safeguarding 7 years Destroy SECTION 1.2: COMMUNITY SAFETY & PUBLIC SAFETY - EMERGENCY PLANNING Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Emergency Plan Emergency Plan (includes Business Continuity Plans and Contacts Directories) The Local Government (NI) Order 2005 Art 24(4). DOE Circular No (1) LG 07 06 One copy of all versions to be retained permanently. When updated, all other copies of previous version to be destroyed Permanent Retention by Council Flood Plan Pandemic Plan Multi-agency emergency support plan Activities that report on all major incidents in the local community and post emergency briefing The Local Government (Northern Ireland) Order 2005. DOE Circular No (1) LG 07 06 Permanent Permanent Retention by Council Activities that report on all minor incidents in the local community and debriefing The Government (Northern Ireland) Order 2005. DOE Circular No (1) LG 07 06 4 years Destroy
Finance relating to funding groups: letters of offer, claims, progress reports, correspondence, monitoring & evaluation and claims to NIPB/DOJ 7 from programme end Destroy Procedures Until superseded Destroy releases and marketing materials 7 from programme end Destroy Records associated with Surveys / Consultations 3 years Destroy Information Access Requests - Disclosure Log and subject access requests 3 years Destroy Database of names and questions received from the public Data protection principles 1 year Destroy Records if termination of the PCSP Review Review with Joint committee prior to any action SECTION 1.6: COMMUNITY SAFETY & PUBLIC SAFETY - DISTRICT POLICING PARTNERSHIPS. Function ceased in April 2012. Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record District Policing Partnership Records associated with meetings, to include agendas, minutes, reports from Police and questions from the public Police (NI) Act 2000, S 16 Permanent3 years Transfer to PRONI Public Consultation Report Police (NI) Act 2000, S 16 3 years Transfer to Strategy to gain the co-operation of the public with the Police Police (NI) Act 2000, S 16 3 years Transfer to PRONI Strategic Plan to include operational plan Police (NI) Act 2000, S 16 3 Transfer to PRONI
Annual Report Police (NI) Act 2000, S 17 3 years Transfer to PRONI Policies relating to Standing Orders, Equality Scheme, Publication Scheme 3 years Transfer to PRONI. Procedures 3 years Destroy Press releases and marketing materials 3 years Destroy Records associated with Surveys / Consultations 3 years Destroy Information Access Requests - Disclosure Log and subject access requests 3 Destroy Database of and questions received from the public 1 year Destroy SECTION 1.7: COMMUNITY SAFETY & PUBLIC SAFETY - COMMUNITY SAFETY PARTNERSHIPS. Function ceased in 2012 Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Community Safety Partnership Records associated with meetings, to include agendas, minutes and reports Statutory Rule regarding formation of CSPs. NIO Policy and Strategy. 7 PRONI Appraisal Annual Report 7 years Appraisal Strategic Plan to include operational plan Review at 7 years PRONI Appraisal Policies Review at 7 years Appraisal Procedures 3 years Destroy Press releases and marketing materials 3 years Destroy Records associated with Surveys / Consultations 3 Destroy
Sports Grounds Safety Certificates & Regulated stands Safety of Sports grounds (NI) Order 2006 Retain superceded. Destroy Cooling Towers Registers Cooling Towers and evaporative Condensers Regulations (NI) 1994 2 years after decommissioning. Destroy Accident investigations Health & Safety at Work (NI) Order 1978 6 years after conclusion of investigation Destroy Fireworks and MSER 6 years Destroy Consumer Safety Premises files / complaints Consumer Protection Act 1987 6 Destroy Poisons Register 2 years after registration or entitlement lapses Destroy Public Health and Housing Private Tenancies Order and Private Tenancies (NI) Order 2006, Rent (NI) Order 1978 6 years. Destroy Rent associated documentation, Statutory Returns (exception Fitness Inspection records – see below) Public Health and Housing Fitness Inspection records under Private Tenancies Order Permanent Permanent Retention by Council Home Safety Home Safety Inspection/Provision of Equipment 3 years from date of equipment provision Destroy Affordable Warmth Scheme Surveys – copies and electronic copies 7 Years as agreed with funders (DSD) Destroy Records to include: Service Level Agreement, Map / database of targeted area, DSD guidance document and Local & Regional Meeting Minutes 7 years or until funding ends Destroy Fuel Poverty Grant scheme referrals Personal Data 3 years from date of referral Destroy Oil Stamp Cards/ sales/redemptions 7 years Destroy SECTION 2.2: CONSUMER AFFAIRS - ENVIRONMENTAL SERVICES - INVESTIGATION, INSPECTIONS & MONITORING
Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Food Control Inspection records, Food Hygiene/Food standards records, Food Complaints, Food Samples, Chemical Samples, Food Poisoning Investigations Food law Code of Practice (Northern Ireland) June 2014 (4.5.4 p 93) 6 years Destroy Food Control Food premises register Permanent Permanent Retention by Council. Food Safety Plan Retain until superceded. Destroy Tobacco Control Files Complaints and Inspection Records The Smoking (NI) Order 2006 6 years Destroy Regulation of Investigatory Powers Act (RIPA) Surveillance Authorisation Forms, Application Forms, Supplementary documents and notification of approval, Inspection Reports, Monitoring Information Regulation of Investigatory Powers Act 2000 3 years from cancellation of RIPA authorization Destroy Refused Surveillance Authorisation Forms Regulation of Investigatory Powers Act 2000 3 years recorded from the date recorded in box 11 of the RIPA 1 Form Destroy SECTION 2.3: CONSUMER AFFAIRS - ENVIRONMENTAL SERVICES - REGISTRATION, CERTIFICATION & LICENSING Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Dog Licensing Applications received and all administration relating to the grant / refusal / renewal Dogs (NI) Order 1983, as amended by the Dangerous Dogs (NI) Order 1991 and the Dogs Amendment Act (NI) 2011 2 after registration or entitlement elapses Destroy Dog Breeding Establishments and Guard dog kennels Applications received and all administration relating to the / refusal / renewal The Welfare of Animals (Dog Breeding Establishments and Miscellaneous Amendments) Regulations (NI) 2013 2 after Registration lapses Destroy Enforcement Fixed Penalties 2 years following last action Destroy Animal welfare The Welfare of Animals Act (NI) 2011 6 after conclusion of investigation Destroy
Caravan Site - Applications received and all administration relating to the grant / refusal / renewal of Caravan Site Licences. 2 after last action Destroy Hairdressers - Applications received and all administration relating to the / refusal / renewal. Hairdressers Act (NI) 1939 2 years after registration or entitlement lapses Destroy Tattooist, Acupuncture, Piercing & Electrolysis - Applications received and all administration relating to the grant / refusal / renewal. Local Government (Miscellaneous Provisions) Order (NI) 1985 2 years after registration or entitlement lapses Destroy Food Control Food premises registration Article 6(2) of EC regulation 852/2004 2 after close of business Destroy SECTION 3: COUNCIL PROPERTY SECTION 3.1: COUNCIL PROPERTY - OFF-STREET CAR PARKING Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Off-Street Car parks - Management Records associated with the management of Off-Street Car parks 5 years Review Contract Management Records associated with management of the contract held currently with DRD to include minutes of meetings and any subsequent contract Permanent Permanent Retention by Council
Policies Any Policy to be developed under the relevant legislation to include permit for trading purposes and excess & alternative charges for Car Parks etc. Permanent Permanent Retention by Council Procedures Any procedure to be developed the relevant legislation to include permit for trading purposes etc. Until superceded Destroy Background correspondence Empirical evidence to develop policy, statistics, correspondence etc. 2 years Destroy SECTION 3.2: COUNCIL PROPERTY – MAINTENANCE OF COUNCIL PROPERTY Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Records and Returns for all Council property relating to: status, Inventories, Stocktaking reports, Inspection reports, Requests for work, Maintenance records, Theft / vandalism Reports & Investigations Lifespan of equipment or 6 years unless activity involving a minor and then retain in accordance with associated Policy Destroy Building Maintenance Fire Extinguisher Certificates NICEIC (Installation Certificates) Fire Alarm Certificates Emergency Lighting Certificates
Facilities Job Cards Permits to Work (PtW) Detailed Management Control Systems for High Risk Activities e.g. Asbestos Removal 40 years Destroy Permits to Work (PtW) Detailed Management Control Systems for High Risk Activities e.g. Confined Space Entry, Electrical Work, Hot Work, Excavations, Work at Height, Work with HFLs 5 years Destroy Service Level Agreements Facilities management to include: Boiler Maintenance, Aircon, Fire Alarms, PAT, Lifts, Emergency Lighting, Energy certificate etc. Statutory 12 after completion of SLA Review by Council Insurance Inspection Reports as required by Insurer Records associated with inspections of e.g. lifts, plant equipment in workshops etc. Lifespan of Equipment Destroy Maintenance Contracts Records to include: Maintenance Contracts and Agreements with Contractors 12 years after completion of contract Review by Council Records of meetings with Contractors 3 years Destroy SECTION 3.3: COUNCIL PROPERTY - PROPERTY ACQUISTION & DISPOSAL Sub-work Area – Basic Work Activities Example of Records Statutory provisions/ Authority Retention Period Action at end of administrative life of record Land / Property acquisition and disposal Records associated with the acquisition and management of land / property Statute of Limitations (NI) 1958 Retain disposal + 6 years Destroy
Particulars of Sale documents Statutory: Statute of Limitations (NI) 1958 Permanent Permanent Retention by Council SECTION 3.4: COUNCIL PROPERTY - PROPERTY & LAND MANAGEMENT Sub-work Area – Basic Work Activities Example of Records Statutory provisions/ Authority Retention Period Action at end of administrative life of record Building Surveys Records associated with building conditions Life of the building Review after 25 years Archaeological Features to include conservation Records associated with archaeological features to include historic and listed buildings Life of the building Review after 25 years Certificates To include: Fire Certificate and Energy Performance certificates Life of the building Destroy Documentation associated with Property ownership Records associated with operations and maintenance files to include: Property Certificates, warrant documents, demolition surveys (where relevant) etc. 7 years Destroy or transfer to new where appropriate Asbestos related - 40 years Destroy Land and Property History Records associated with Construction Details, instruction manuals etc. Lifespan of Building Destroy Energy Management Records associated with energy management of council property Review after 10 years Destroy Health and Safety of Buildings Plant and Equipment Information Lifespan of Equipment Destroy Method of Servicing and Cleaning Material Information Information on Services Leasing and Rent Leases – Long Term (in excess of 21 years) Permanent Permanent Retention by Council
Leases – Short Term (up to 21 years) 7 after expiry of lease Permanent Retention by Council Rent Reviews For duration of lease period + 7 years Destroy Maps Maps, Drawings, Photographs relating to land and property schemes Permanent Permanent Retention by Council Usage Statistics Records associated with usage of council property and land Permanent Permanent Retention by Council Valuations Records associated with valuation of property and land Permanent Permanent Retention by Council SECTION 3.5: COUNCIL PROPERTY - FLEET MANAGEMENT Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Vehicle Maintenance Records MOT details, servicing history Goods Vehicles (Licensing of Operators) Act 1995- Currently under review so may change Keep for 15 months following repairs Destroy Tracker Records Records associate with distance and speed EU Regulation 561/2006 EC Review (subject to contract) 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 logbook must go with the vehicle. Transferred to new owner of vehicle. Drivers record sheets record sheets 2 years Destroy SECTION 3.6: COUNCIL PROPERTY - PROPERTY USE AND DEVELOPMENT Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record
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 date of the election. In the event of multiple elections, if a combined register is produced, the register is retained by the Chief Electoral Officer Destroy Results per DEA Permanent for historical purposes Permanent Retention by Council Casual Vacancy by Co-option Correspondence between political party and Council and Chief Electoral Officer regarding filling of casual vacancy Until the next local election Determined by PRONI appraisal. Nominations Nomination papers, Candidates Consent Form 12 months from date of the election Destroy Statement of Persons nominated Rule 12 (5) and (6) Electoral Law Act (NI) 1962 Retain until after the results are declared at the next local govt. election Destroy Election Agents Declaration of Appointment of Election Agent 12 months from the date of the election Destroy Ballot Papers Counted ballot papers, rejected ballot papers, unused ballot papers (both ordinary and tendered), spoilt ballot papers and used tendered ballot papers Rule 60 Electoral Law Act (NI) 1962 12 months Destroy Ballot paper accounts, statements of rejected ballot papers and verification statements, completed corresponding number lists, statement as to postal ballot papers per DEA Employment of staff Certificate of Employment Rule 60 Electoral Law Act (NI) 1962 12 months Destroy Staff Payments including Income Tax Form HMRC Rules and Regulations Current year + 7 years Destroy
SECTION 6: ECONOMIC DEVELOPMENT SECTION 6.1: ECONOMIC DEVELOPMENT e.g. Economic Development, Town Centre Management, Rural Development, Business Support Programmes Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Economic Development Meetings Records to include: Agenda, Minutes Miscellaneous Provisions (NI) Order 1992. Permanent Permanent Retention by Council Background Papers 3 years Destroy General administrative records, including routine correspondence National Archives Retention Scheduling (9) Two years Destroy Town / City Centre Management Records to include agenda, minutes and reports None Applicable Permanent Permanent Retention by Council General correspondence & information 2 years Destroy Programmes / Projects Documentation includes: application tender documents, participant details and applications, delivery agent details, progress reports, financial info, contracts / legal docs, general info & correspondence 7 years after end of programme Destroy General information and correspondence National Archives Retention Scheduling (9) 2 years Feasibility studies Feasibility Study Reports None Permanent Permanent Retention by Council Working papers, correspondence and general information National Archives Retention Scheduling (9) 2 Years Destroy Programme Evaluations Programme Evaluations Permanent Permanent Retention by Council SECTION 6.2: ECONOMIC DEVELOPMENT – REGENERATION
SECTION 7.3: ENVIRONMENTAL PROTECTION - MUSEUM SERVICES and CONSERVATION Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Archaeological records and features Information files only Accredited under the Museums, Libraries and Archives Accreditation Scheme which sets nationally agreed standards for museums in the UK Permanent Permanent Retention by Council Local history reference collections National photograph collections, records of book purchases, maps to include inventory and index Permanent Permanent Retention by Council Register of Museum Collection movement Records associated with Entry and Exit of documentation, Accession Registers, Object History Files Permanent Permanent Retention by Council Records associated with donations, loans, returns and disposal Records associated with Modes database – catalogue of collections Marketing and Public Relations of projects and service Local history leaflets, Newsletter, Photographic library and digitisation project Permanent – 1 copy retained for record purposes Permanent Retention by Council Conservation sites / SSIs / AONBs Records associated with Maps and plans, Wayleaves, Survey information Permanent Permanent Retention by Council SECTION 8: FINANCE SECTION 8.1: FINANCE – REGISTER
Supplier Details Current year + 6 years Destroy Purchase Orders Current year + 6 years Destroy BACS Listings Current year +6 years Destroy Cancelled Cheques Under Review Destroy Invoices received Current year + 6 years Destroy Supplier statements received As per policy Destroy Creditor listings and reports Current year + 6 years Destroy Goods Received Notes, Advice Notes and Delivery Notes Current year + 6 years Destroy Petty Cash vouchers and reimbursement claims Current year + 6 Destroy Creditors – Completed Amend & Create Forms Current year + 1 year Destroy Creditors – Completed BACS Mandates Current year + 1 year Destroy Creditors Control Reconciliations Current year + 6 years Destroy Creditors – Payment Run Reports Current year + 6 Destroy SECTION 8.4: FINANCE – PAYROLL Payroll PAYE Registration details 7 years following Destroy Employee Pay Records (Current and Former) Current year + 6 years Destroy Councillors Pay records (Current and Former) Current year + 6 years Destroy Independent Member pay records (Current and Former) Current year + 6 years Destroy Employee Taxation Records (Current and Former) Current year + 6 years Destroy Councillors Taxation records (Current and Former) Current year + 6 years Destroy Independent Member Taxation records (Current and Former) Current year + 6 years Destroy
SECTION 8.7: FINANCE – BUSINESS CASES Business Cases Business cases and approvals to spend 7 years Review SECTION 9: HEALTH AND SAFETY SECTION 9.1: HEALTH AND SAFETY - RECORDS Sub-work Area – Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Written Safe System of Work SSoW for each Risk Assessment 3 Destroy Inspection and Reports Workplace Inspection Reports None Applicable 7 years or until actions closed Destroy Corrective Action None Applicable 7 years Destroy Material Safety Data Sheets (MSDS) Material Safety Data Sheets supplied with each hazardous material Control of Substances (Hazardous to Health) (NI) 2003 40 years or lifespan of Hazardous Material Destroy Spray Records Where exposure may lead to disease. 40 years Destroy List of Employees Exposed 40 years Servicing/ Maintenance Records Records to include: Servicing Schedules & records, workshop technical manuals, repair records, inspection records, fault records, plant cards None Applicable Lifespan of Equipment & Vehicles Destroy Operators Daily Check Sheets 3 years Operator / User Manuals Manufacturer’s Manuals supplied with the equipment None Applicable Lifespan of Equipment. Destroy
Witness Statements Statement of the Injured / Statement of Witnesses / Statements of persons present who did not witness anything 3 years & for children 3 years after injured parties 18th (21 years) following Case Closure Post Claim Settlement Destroy Details of Similar Incidents Previous Accident / Incident Data 3 years & for children 3 years after injured parties 18th (21 years) following Case Closure Post Claim Settlement Destroy Previous Complaints Correspondence regarding same or similar issues. Building Health and Safety Construction details. Plant and equipment information. Methods of servicing and clearing. Material Information. Information on Services 40 years Destroy SECTION 9.2: HEALTH AND SAFETY – RISK ASSESSMENTS Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Risk Assessments General (Management) Risk Assessments Management of Health and Safety at Work Regulations (NI) 2000 3 years Destroy Risk Assessments Manual Handling Risk Assessments Manual Handling Operations (NI) 1992 3 years Destroy Risk Assessments Display Screen Equipment Assessments Health and Safety (Display Screen Equipment Regulations) (NI) 1992 3 years Destroy Risk Assessments Work at Height Risk Assessments The Work at Height Regulations (NI) 2005 3 years Destroy Risk Assessments Confined Space Risk Assessments Confined Space Regulations (NI) 1999 3 years Destroy Risk Assessments Personal Protective Equipment Risk Assessments Personal Protective Equipment at Work Regulations (NI) 1993 3 years Destroy Risk Assessments Fire Risk Assessments Fire and Rescue Services (NI) 2006 3 years Destroy Risk Assessments Legionella Survey/RA Control of Substances (Hazardous to Health) (NI) 2003 40 years Destroy
Reserve candidate – retained unopened in sealed confidential envelope kept in recruitment file expiry of reserve period. Destroy Successful and clear – immediately Destroy Successful and conviction declared – retained until conviction spent Destroy Disciplinary and Grievance Investigations Records associated with both founded and unfounded allegations, investigations and appeals Disciplinary and Grievance Policies Warnings to be expunged from the personal record in accordance with the disciplinary and grievance policy Destroy Driver Licence Declaration Forms and checks Evidence of all Council drivers’ legal ability to drive and carry out their functions. 2 years Destroy Drivers’ Insurance documentation Driving licence and any traffic convictions noted in respect of employees who drive a Council vehicle and/or use their vehicle for Council business. Records recorded annually in support of renewal of fleet insurance and / or employee's personal insurance - declaration made accordingly Current year + 1 Destroy SECTION 10.2: HUMAN RESOURCES - ADMINISTERING EMPLOYEES Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record
Training Performance Annual Performance and Development Reviews (APDR) None Applicable 100 years from date of birth. Permanent Review. Statistics Annual Statistics on Absenteeism within the Council None Applicable Permanent Permanent Retention by Council SECTION 10.5: HUMAN RESOURCES - OCCUPATIONAL HEALTH Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Pre-employment Pre-employment Health Checks, Health surveillance records, Records of workplace, occupational hygiene monitoring Disability Discrimination Act 1995 Permanent Permanent Retention by Council Occupational Health Records associated with referrals to Occupational Health and associated reports Disability Discrimination Act 1996 Permanent Permanent Retention by Council Accident Record where the following are involved: Asbestos. Chemical (COSHH), Personal protective devices Control of Substances Hazardous to Health Regulations 2002 Permanent Permanent Retention by Council Records associated to working environment where the following are involved: Asbestos. Chemical (COSHH), Personal protective devices Control of Substances Hazardous to Health Regulations 2003 Permanent Permanent Retention by Council
Medical Reports Records to include: Eye Tests, Asbestos Records, Audiometric Records, Blood (Silica / Lead etc.) and Lung Function tests is appropriate Control of Substances Hazardous to Health Regulations 2004 Permanent Permanent Retention by Council SECTION 10.6: HUMAN RESOURCES - RECRUITMENT Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Recruitment & Selection Records associated with the recruitment process to incude advertisement, job description, personnel specification, application forms, short-listing, interview reports etc. Local Government Act (NI) 1972 3 years Destroy Records associated with unsuccessful applicant 1 years Destroy References for Successful Job Applicants Obtained and Held From Pervious Employers, etc. 6 after employment ceases Destroy SECTION 10.7: RESOURCES - TERMS AND CONDITIONS OF EMPLOYMENT Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record National Minimum Wage National minimum wage records National Minimum Act 1998 Until superceded Destroy Working Time Records relating to working time The Working Time Regulations 1998 Until superceded Destroy
NJC Conditions Records associated with terms and conditions clarify Until superceded Destroy SECTION 10.8: HUMAN RESOURCES - TRAINING Sub-work Area – Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Learning & Development Records associated with training applications 1 year Destroy Training Records Records associated with mandatory training, e.g. code of conduct, recruitment and selection, health and safety, dignity at work, fire safety, manual handling, etc. COSHH (if relevant) and refresher courses 6 years after termination of employment Destroy Records associated with training 6 years after termination of employment Destroy Records associated with job related training, e.g. COSHH, specialist equipment training, ICT, HR, etc. Various 6 years after termination of employment Destroy Records associated with training e.g. information governance etc. 6 years after termination of employment Destroy
Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record ICT Systems Security Management The security arrangements for ICT systems Decommissioning of system + 5 years Destroy The opening, maintenance and closure of user accounts for ICT systems Closure of account + 1 year Destroy Routine monitoring of the use of ICT systems to ensure compliance with requirements and policies 1 year Permanent Retention Attempted or actual security breaches of the ICT systems, and action taken Last action in incident + 1 year Destroy Server Room Access Logs 3 years Destroy Arrangements for the sanitisation of ICT equipment prior to disposal Disposal of equipment + 1 year Destroy SECTION 11.3: INFORMATION COMMUNICATIONS TECHNOLOGY – ICT SUPPORT Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record ICT user support Development of technical and application training for ICT system Superceded + 1 year Destroy Records associated with faults reported, requests for technical and application support and action taken Last action on request + 2 years Destroy Networks Management of all Networks 6 years Destroy Registers Register associated with the purchase and disposal of ICT hardware, software and systems Permanent Permanent Retention by Council
Management of telecommunications systems 6 Destroy Training Development Records associated with development of technical and application training for ICT system users Superceded + 1 year Destroy SECTION 11.4: INFORMATION COMMUNICATIONS TECHNOLOGY – WEB Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Web Management Records associated with web development consultants 3 years Destroy Records documenting the management of the web and intranet 3 years Destroy SECTION 11.5: INFORMATION COMMUNICATIONS TECHNOLOGY – GIS Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record GIS systems Records associated with the development and management of GIS records 6 years Destroy SECTION 12: INFORMATION MANAGEMENT SECTION 12.1: INFORMATION MANAGEMENT - ACCESS TO INFORMATION
Sub-work Area – Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record General Administrative Records General administrative records, including routine correspondence National Archives Retention Scheduling (9) Two years Destroy Dairies diaries None Applicable 1 years after end of year, unless it holds sensitive or incident information Destroy Enforcement Officer Notebooks None Applicable 3 after completion unless it holds sensitive or incident information Destroy Databases Databases Data Protection Legislation principles Review on request and review at least annually to remove outdated information Destroy when no longer required Partnership, Agency and External Meetings where Council is the lead Process of preparing business for partnership and agencies consideration and making the record of discussion, debate and resolutions, where Council legally OWNS the record Records Management Society GB guidance Permanent Permanent Retention by Council. PRONI appraisal after 5. Background Papers 3 years Destroy General administrative records, including routine correspondence National Archives Retention Scheduling (9) Two years Destroy Partnerships, Agency and External Meetings where Council do not OWN the records Process of preparing business for partnership and agencies consideration and making the record of discussion, background papers, debate and resolutions, where Council does NOT OWN the record Records Management Society GB guidance 3 years after last action Destroy General administrative records, including routine correspondence National Archives Retention Scheduling (9) Two years Destroy For those with a statutory basis Relevant legislation Permanent Permanent Retention by Council. Transfer a copy to PRONI after 5 years
Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Employer Liability Correspondence and related papers re: claims including personnel, medical, tribunal and court records Guidelines issued by the Law Society of NI 6 years from the date of file closure Destroy Public liability Correspondence and related papers re: claims including medical and court records Guidelines issued by the Law Society of NI (non statutory) 6 years from the date of file closure, except in cases involving a minor where the file is retained for 6 years after the he/she becomes 21 years of age. Destroy Property and Insurance Correspondence and related papers re: claims, including medical and court records Guidelines issued by the Law Society of Northern Ireland. 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 21 years of age. Destroy Prosecutions for on street drinking, dog related offences etc. Correspondence and related court papers, including summonses and witness statements Guidelines issued by the Law Society of Northern Ireland. 18 months from the date of file closure Destroy Judicial Reviews Correspondence and related court papers Guidelines issued by the Law Society of NI Permanent. Indefinite Permanent Retention by Council Debt Correspondence and related papers Statute of Limitations (NI) 1958 6 years from date of file closure Destroy Ejectments Court correspondence and related court papers Guidelines issued by the Law Society of NI 18 months from date of file closure Destroy Criminal Damage Correspondence and related legal papers Guidelines issued by the Law Society of NI 18 months from date of file closure Destroy Legal Proceedings Building Control - Prosecutions – Non- compliance of legal responsibilities None Applicable 20 years after compliance Destroy Procurement relating challenges 12 years from contract completion date Destroy
SECTION 14: LEISURE AND CULTURE SECTION 14.1: LEISURE & CULTURE - LEISURE FACILITIES Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Beaches Records associated with access, finance, 6 years Destroy Caravan Sites Enquiries database 1 year Destroy Customer details (excluding finance details) 1 years following termination of contract. Finance records retained as per finance policy. Destroy SECTION 14.1: LEISURE & CULTURE – COMMUNITY CENTRES, PARKS, OPEN SPACES, SPORTS FACILITIES AND ACTIVITIES (OUTDOOR AND INDOOR) Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Events files Events Files 3 years Destroy Membership details relevant) As per policy Destroy Bookings records 25 years if persons involved are under 18 years of age. 3 years from closure if persons are over 18 years of age Destroy Consent forms 3 years from closure if persons are over 18 years of age. If under 18 years, as per policy under development. Destroy Statistics relating to events 3 years Destroy Where relevant - proof of insurance, child protection policies, qualifications As per policy under development Destroy
The process of organising a civic / ceremonial event 2 year Destroy records corporate gifts 2 years Destroy SECTION 15.2: MANAGEMENT - COMMUNICATION SUPPORT Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Language Translation Service Records associated with the Language Translation Service including Monitoring and Translation Requests. 2 years Destroy SECTION 15.3: MANAGEMENT - COMMUNICATION - PUBLIC and RELATIONS Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record / Public Relations Media literature including: press releases, media statements, media campaigns and media monitoring reports 3 years Destroy Electronic Media system Records associated with published media, including scanning, digital copying, printing. Media broadcasting Copyright Designs & Patents Act 1989 Licence with NLA (National Licencing Agency. As per Kantar Media conditions of licence Delete after 28 days Destroy Handbooks Handbooks and guides to the media Destroy when superceded Destroy Marketing Materials to include Council, Marketing materials (leaflets, posters, banner stands etc.), 1 copy retained permanently for archive Permanent Retention by Council
Tourism, Recycling etc. Council newsletters (internal and external), citizens information leaflets. Published work of Council, calendars, information and engagement campaigns on council services / community services support Remaining stock - on completion of evaluation of campaign Destroy Briefing Documents Briefing documents to include photography, printing, graphic design, and related meeting notes 3 years Destroy Image Library Records Images of identifiable individuals National Archives Records guidance 8 Review every 2 years Destroy Official Visits Records associated of meetings with official visits to include speeches and photographs Permanent. Permanent Retention by Council. PRONI appraisal after 10 years with a view of transferring a copy. Photography Photography consent records Data Protection Act 1998 2 years Destroy Administration General administrative files including speeches, invitations, management briefing notes, campaign notes and plans, general correspondence One copy retained following evaluation of each campaign Permanent Retention by Council Records associated with meetings to include agenda and minutes 2 years Destroy SECTION 15.4: MANAGEMENT - CORPORATE DOCUMENTS Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Corporate Strategic Documents with a statutory basis for example Corporate Strategy and Plan Local Government (Executive Arrangements) Regulations (NI) 2014 Permanent Permanent Retention by Council. Transfer a copy to PRONI after 20 years. Council Constitution Permanent Permanent Retention by Council. Council Annual Report Permanent Permanent Retention by Council
Corporate Procedures for example Access to Information Procedures None Applicable superceded by new version Destroy Tourism - Public Relations and action sheets None Applicable 3 years Destroy SECTION 15.5: MANAGEMENT - CORPORATE DOCUMENTS - DATA SHARING AGREEMENTS Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Data Sharing Agreements where the Policy lies with the third party Data Sharing Agreements e.g. Planning with DOE on planning statistics 6 years after agreement expires or superceded Destroy Correspondence relating to drafting of agreement 2 years after agreement signed Destroy Data records shared 4 Destroy Where agreement is terminated Information supplied to 3rd parties to be destroyed by 3rd parties immediately Destroy Information supplied by 3rd parties to Council to be destroyed immediately Data Sharing Agreements where the Policy lies with Council Data Sharing Agreements e.g. community planning. Permanent Permanent Retention by Council Correspondence relating to drafting of agreement 2 years after agreement signed Destroy Data records shared In line with documents held for policy area i.e. 7 years if Finance Destroy agreement is terminated Information supplied to 3rd parties to be destroyed by 3rd parties immediately Destroy
SECTION 15.10: MANAGEMENT – REVIEW OF PUBLIC ADMINISTRATION Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Government Modernisation and Reform Records associated with transition team to include minutes, agenda and reports Permanent Permanent Retention by Council Records associated with implementation of the modernisation and reform programme to stakeholders between 2009-2015. Permanent Permanent Retention by Council Records associated with the implementation of local government reform in relation to Organisational Development Permanent Permanent Retention by Council Records associated with communicating the modernisation and reform programme to stakeholders between 2009-2015. 3 years Destroy SECTION 15.11: MANAGEMENT - PUBLIC CONSULTATION Sub-work Area – Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Public Consultation The process of consulting with the and stakeholders in the development of significant policies by Council - Responses and associated documents Records Management Society of GB 5 years Destroy
For those with a non-statutory basis and where the Policy lies with Government Department e.g. Good Relations 3 after new strategy commenced and annual return has been made to body responsible for Policy unless funders / directives state otherwise. Destroy Policy Development Associated Policy development materials to include reports of focus groups, research data, questionaries’ 3 years. Destroy SECTION 15.14: MANAGEMENT - STATUTORY RETURNS Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Statutory Returns to include: As specified by policy holder under statute As required under relevant statute 4 years after year end Regulatory Investigatory Powers Act Annual return Regulation of Investigatory Powers Act 2000 Equality Annual monitoring reports to Equality Commission NI Act 1998 Fair Employment Annual monitoring return (Article 55) relating to Workforce monitoring Fair Employment Act Article 55 3 year reports Fair Employment Act Community Planning Community Planning reports in compliance with legislation Local Government (NI) Act 2014. c8, part 10, s68 Waste Management Quarterly and Annual Return to DOE Performance Management Performance indicator data (annual returns to Department of Environment) Local Government (NI) Act 2014. c8 Food Control LAEMS Annual Return Health & Safety Annual return Private Tenancies Annual /Quarterly Return
IPPC Annual Return Smoke Free Annual Return Dog Control Annual Return Noise Control Annual Return Other Statutory Returns Audit Annual Return 6 years SECTION 16: PLANNING & BUILDING CONTROL SECTION 16.1: PLANNING & BUILDING CONTROL - BUILDING CONTROL Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Building Regulations Applications Records to include applications - full plan, building notice and regularisation Permanent Permanent Retention by Council Building Control Applications Approved building control applications Permanent Retention by Council Permanent Retention by the Council. Prosecutions – with legal responsibilities Permanent Permanent Retention by Council. Property Certificates Applications Permanent Permanent Retention by Council Reports/Statistics DOE Performance indicators 6 years Destroy Street Naming & Numbering Street naming and numbering applications. Land and Property Gazetteer Permanent Permanent Retention by Council. Dangerous Structures Legislation Dangerous Structure Notices and Record Files 20 years after structure made safe Destroy Audits of Estate Agents EPC compliance
Energy Performance of Buildings Regulations Audits of Public Buildings for Display Energy Certificates Audits of buildings for air conditioning compliance SECTION 16.2: PLANNING & BUILDING CONTROL – PLANNING Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Development Management Planning Applications – includes outline permission, reserved matters, full permission, Non Material Change, Public Access Notices, Orders, Consents and Section 76 Agreements Planning Act (NI) 2011 6 years after closure Destroy file Development Management Records associated with Certificates of Alternative Development Value, Certificate of Lawfulness Proposed Use/Development, Certificate of Lawfulness Existing Use/Development The Planning Regulations (Northern Ireland (2015) 6 years after closure Destroy file Development Management Public Register as per Section 242 of the Act Planning Act (NI) 2011 Permanent Permanent Retention by the Council Development Management EIA Assessment Register The Planning (Environmental Impact) Assessment Regulations (Northern Ireland) 2015 Permanent Permanent Retention by the Council Enquiries to include Pre Application Notifications (PANs) and Pre Application Discussions (PADs) Pre Application Discussions The Planning Regulations (Northern Ireland) 2015 6 after closure Destroy Applications for Property Certificates
Enforcement Records associated with the execution of Enforcement procedures in relation to Environmental Protection and Built Environment functions The Planning Regulations (Northern Ireland (2015) 2 years after closure if no enforcement or legal action taken Destroy 6 years after closure (once appeal period has expired after issue of Enforcement Notice) Determinations Records associated with requests to release a Statutory Charge The Land Development Values (Compensation) Act NI (1965) 6 years after closure Destroy Development Plan Records associated with all aspects of the process, preparation and publication of development from plan initiation to plan adoption stages. The Planning (Local Development Plan) Regulations (Northern Ireland) 2015 Background Information - 10 years after closure. Destroy Published Plan Permanent Retention by Council. Transfer a copy to PRONI after 7 years. Development Plan Records associated with Publications (Conservation Area Design Booklets, Design Guides etc.) The Planning (Local Development Plan) Regulations (Northern Ireland) 2015 Background Information - 10 years after closure. Destroy Publications etc. - 10 after publication Permanent Retention by PRONI Correspondence General - Correspondence, Internal Tracking Operation Systems) 2 years Destroy SECTION 17: PROJECTS AND FUNDING - RECORDS OF MEETINGS - ECONOMIC, LEISURE, TOURISM, ARTS, CULTURE SECTION 17.1: PROJECTS AND FUNDING - RECORDS OF MEETINGS - ECONOMIC, LEISURE, TOURISM, ARTS, CULTURE Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Partnerships, Agency and External Meetings Records to include: membership details, agenda and minutes, reports, strategies and initiatives Records Management Society GB guidance Permanent Permanent. Appraisal for historical purposes after 7 years. Background Papers 3 years Destroy
where Council OWNS the records General administrative records, including routine correspondence National Archives Retention Scheduling (9) Two years Destroy Partnerships, Agency and External Meetings Council do not OWN the records Records to include: agenda and minutes, background papers, reports, strategies and initiatives Records Management Society GB guidance 3 years after last action Destroy General administrative records, including routine correspondence National Archives Retention Scheduling (9) Two years Destroy Databases Database of projects, funding streams, monitoring, Local businesses, community groups etc. Ongoing and regularly updated Permanent SECTION 17.2 : PROJECTS AND FUNDING - PROCESS - ECONOMIC, LEISURE, TOURISM, ARTS, CULTURE e.g. Tourism NI. DSD for Tourism Development and Promotion, Rural Development, DETI Sustainable Competitiveness, Neighbourhood Renewal, Northern Ireland Tourist Board - Innovation Fund - Website Development, NIEA and Landfill Communities Fund - Market Yard (Limavady), N I Active Communities Programme, Health and Wellbeing projects Sub-work Area – Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Funding Applications Records associated with Council's application for funding to external bodies i.e. Sports NI Unsuccessful - 2 years Destroy Successful As per funding body Funded Programmes Records associated with programmes funded by Council: Letters of Offer, Project Reports, Financial Information, Project Reports None Retain until date specified in letter of offer, normally 7 years NITB - 10 years - retained to 2025 for website. NIEA and Landfill Communities Fund - 12 years after contract completed
external groups / organisations Records associated with training of qualification For length of qualification valid for GP Referral & Adult Health Programmes Records associated with the administration of the GP Referral & Adult Health Programmes Termination of programme plus 1 years Destroy. Records are confidential due to the nature of records maintained and must be and stored in a fireproof cabinet or locker and destroyed by confidential shredding. SECTION 17.5: PROJECT AND FUNDING - PROJECTS SPONSERED AND MANAGED BY COUNCIL FOR ECONOMIC, LEISURE, TOURISM, ARTS, CULTURE e.g. Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Project Files - Local History Tours Records associated with Local history tours and projects Permanent Permanent Retention by Council Project Files - Environmental Projects Records associated with environmental projects Permanent or as stated in project funding agreement Permanent Retention by Council SECTION 17.6: PROJECTS AND FUNDING – ADMINISTRATION OF EUROPEAN FUNDED PROGRAMMES Sub-work Area – Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record External Funding Programmes administered by Council (includes administration of III, Neighbourhood Renewal, NI Rural Development Programme) Records to include: Application forms, letter of offer, reports, legal documentation, correspondence, general information, meeting - minutes and agendas, financial information, procurement information, claims for programme and administration expenditure Article 9 of the Council of Europe Regulations (EC No. 1083/2006) Full documentation to be retained in line with relevant funding contract – currently as follows: 10 years PEACE II and INTERREG IIIA – 31 Dec 2015 PEACE III and INTERREG IVA – 31 Dec 2021
All insurance policies including property, motor, personal accident, professional indemnity, engineering, legal expenses etc. including any endorsements 6 years after terms of policy have expired Destroy Sub-contractors proof of insurance policy documentation associated with Works Purchase order (excluding works awarded following public tender and are part of the procurement process) 6 years after terms of policy have expired Destroy Register of Insurance provided by Broker Register provides a synopsis of the type and level of covers None Applicable Permanent Permanent Retention by the Council Additional / 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 6 years after file has been closed. Destroy Incidents, Accident and Near misses Register associated with the assessment of injuries and near misses caused to staff whilst in the workplace, travelling to or from work, or whilst on site. Also includes injuries incurred by contractors, visitors or the public while on the department's premises. Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (NI) 1997 Permanent Permanent Incident / accident reports together with any investigation reports to include: risk assessment, inspection reports, samples of material / substances, digital photographs, diagrams & building sketches, drawings etc., items of equipment. Minor has 3 years to claim from reaching the age of 18. Employee has 3 years to claim from date of accident 6 years from date of file closure except in cases involving a minor where file is retained for 6 years after he / she becomes 21 years of age Destroy
Refuse and Cleansing Collection Records associated with methodology for refuse collection and cleansing routes to include returns 7 years Destroy Collection Records Records sheets of any bulky materials collected e.g. sofa’s, old table etc. None Applicable Retain for 7 years if payment made for service. No retention period if no payment required. Destroy Recycling Records associated with DOE Grant applications Retain for 10 years from date of award. Destroy Waste Data Flow Documents Waste Data Flow statistics None Applicable Retain data for 2 years from end of reconciliation period. Reconciliation period ends annually on 30th November. Destroy Waste Management - Enforcement Fixed Penalty Notices 2 years following last action Destroy SECTION 21.2: WASTE MANAGEMENT & RECYCLING – NORTH WEST REGIONAL MANAGEMENT GROUP Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record West Regional Waste Management Group Records associated with the Partnership Agreement and Data Sharing Agreement Originals to be held by lead partner as identified in Partnership Agreement. Destroy Reports associated with tender process for an unincorporated body Originals to be held by lead partner as identified in Partnership Agreement. Destroy Reports to include records of validating contract details None Applicable Review after 2 years Destroy Records associated with agenda, minutes, reports, background papers of meetings Originals to be held by lead partner as identified in Partnership Agreement. Destroy