Retention Guidelines for Local Authorities

A Guide produced by the Local Government Group

of

The Records Management Society of Great Britain

2003:1
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2003:1

Introduction by the Keeper of Public Records

Records management is at the heart of the Modernising Government agenda. Electronic
records management underpins electronic government services. If public authorities cannot
undertake the effective management of their records and information - particularly keeping them
organised and accessible for as long as they are needed (but no longer) - it will be hard to
sustain electronic services in which the public can have trust.

The effective management of records in all formats depends as much on their efficient disposal
as on their long-term preservation. Good records disposal policies are essential to good records
management. I am, therefore, extremely pleased to see the publication of these guidelines on
the retention of records of local authorities. Government as a whole must be consistent in the
way it handles and disposes of its information. These guidelines, which have been drawn up
from best practice and with the help of experienced practitioners in the profession, will give local
authorities a base line from which they can build their own disposal policies. They will assist
local records services and archives in meeting local needs while providing a consistent
approach to record keeping across Government.

The guidelines are arranged by function and can thus be adapted to the widely varying structure
of local authorities. This is extremely important in the context of freedom of information and data
protection compliance; the public will expect equality of openness and availability across the
government sector, and stakeholders will expect that their interests are being safeguarded.
These guidelines are instrumental in achieving these aims, and I heartily endorse their use.

Keeper of Public Records

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Table of Contents

Paragraph

Acknowledgements

Part 1
Establishment of the Guidelines

1.1.0
Scope of the Guidelines

1.2.0
Limitation of Scope

1.3.0 Objectives
of
the Retention Guidelines

1.4.0
Transfer of Records to Archival Storage

1.5.0
Enactment of Standard for a Local Authority

1.6.0
Destruction of Records

1.7.0
Standard Operating Procedure (SOP)

1.8.0
Reviewing the Schedule

1.9.0 Further
Information

Part 2
Explanation of Retention Guideline Headings

2.1.0 Reference
number

2.2.0 Function

2.3.0 Function
description

2.4.0 Retention
action

2.5.0 Examples
of
records

2.6.0 Notes

Part 3
The Disposal Guidelines (with index)

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ACKNOWLEDGMENTS

Special thanks are due to the following agencies for their help in developing the schedule:

Batchelor Associates
Keith Batchelor
East Sussex County Council Colin
Hinton
Devon County Council
Angela Doughty
Hertfordshire County Council
Tony May
Kent County Council
Elizabeth Barber
NPS Property Consultants Ltd
Louise Chittock
Surrey County Council
Eileen Perren
Westminster City Council Simon McKeon

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1. Establishment of the Guidelines

1.1.0 Scope of the Guidelines

1.1.1 These Retention Guidelines have been issued to support local authorities in the areas of
Data Protection, Freedom of Information and the Local Government Act. It has been issued
by the Records Management Society of Great Britain after consultation with a number of
local government authorities, their agencies and other experts in the field.

1.1.2 The Guidelines were developed to reflect an understanding of the administrative processes
that give rise to record creation. This is intended to make the Guidelines independent of any
particular format of record that might be historically created (e.g. card, register) or media
(e.g. paper, electronic) and prolong the Guidelines’ period of application.

1.1.3 The Guidelines are intended to cover the continuum of records and information from creation
through to destruction or for retention for historical or research purposes.

1.1.4 Records sentenced for destruction under the Guidelines may be destroyed in accordance
with the provisions of the Guidelines. Backup copies stored on alternative media
(server/microfilm/paper) should also be destroyed. This is vital to ensure compliance with
the requirements of Data Protection and Freedom of Information legislation.

1.1.5  The local authority or the agency acting for it should hold notification of the records
destroyed in accordance with the Guidelines on its behalf. See Section 9 for how long these
should be kept.

1.1.6 Records for permanent preservation should be passed to the local authority’s Archivist or its
agency's place of deposit. In most cases this will be the appropriate local Record Office.

1.2.0 Limitation of Scope

1.2.1 These Guidelines should only be used by local authorities for the disposal of common
functional and housekeeping records as described in the Guidelines. It should be taken as
a baseline for each authority to interpret and apply appropriately in accordance with local
practice. These Guidelines are not intended to cover school records, however the majority
of school administration records can be sentenced under these Guidelines.

1.3.0 Objectives of the Retention Guidelines

1.3.1 The aims of the Guidelines are to:
• Assist in identifying records that may be worth preserving permanently as part of a local
authority’s archives.
•  Prevent the premature destruction of records that need to be retained for a specified
period to satisfy legal, financial and other requirements of public administration.
•  Provide consistency for the destruction of those records not required permanently after
specified periods.
•  Promote improved Records Management practices within local government.

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1.4.0 Transfer of Records to Archival Storage

1.4.1  Local authorities wishing to transfer permanent records to archival custody should
contact the Archivist/Local History Officer at the appropriate County Record
Office/Archive for further information on transfer procedures. The collection policies of
individual archives vary; the identification of classes of records here as suitable for
archives are for guidance only.

1.4.2  The Data Protection Act provides an exemption for information about identifiable living
individuals that is held for research, statistical or historical purposes to be held
indefinitely, provided specific requirements are met. It is the responsibility of the Archivist
to ensure that this is so.

1.4.3   Records identified in this schedule as ‘permanent’ are marked ‘Offer to Archivist’. The
Archivist may choose to select a sample of the records for permanent preservation in the
archives; the remainder should be destroyed as specified in the Guidelines. The sample
may be random, selective or purposeful.

1.4.4   ‘Offer to Archivist for review’ is used to indicate record classes where the Archivist will
not usually be interested in retaining the class of records, but may wish to retain those
concerning high profile or controversial policies/projects.

1.4.5   Records no longer required for administrative use may still retain sensitive information.
The Archivist should be informed of sensitivity at the time of transfer of the material to the
archives, and an appropriate closure period agreed. The closure period should comply
with Freedom of Information legislation and the authority’s policy.

1.5.0   Enactment of Standard for a Local Authority

1.5.1.  As there is no legal basis for the enforcement and support of these Guidelines, each local
authority needs to ensure that the actions shown in the Guidelines are ratified internally
within the local authority or its agency.

1.5.2. Ratification can be achieved by obtaining signatures of the Chief Executive and or Internal
Audit.

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1.5.3. This Retention and Disposal Schedule has been authorised by

Signature of the Chief Executive Officer

…………………………………
Date
of
Issue.

Chief Executive Officer
OR
Signature of the Chief Internal Auditor

…………………………………
Date
of
Issue.

Chief Internal Auditor

1.6.0 Destruction of Records

1.6.1  Whenever there is the possibility of litigation, the records and information that are likely to
be affected should not be amended or disposed of until the threat of litigation has been
removed.
1.6.2  When records identified for disposal in the Guidelines are destroyed, a register of such
records needs to be kept. For records not covered by the Guidelines contact your record
management service, legal department or suitable experienced sources for further advice. It
is not sufficient to document that a quantity of records had been destroyed on a certain
date. Enough details should be retained to identify which records have been destroyed.
<Insert your own contact details>

1.7.0 Standard Operating Procedure (SOP)

1.7.1 There are some records that do not need to be kept at all; Standard Operating Procedure
defines types of records which staff may routinely destroy in the normal course of
business. However, the retention and disposal schedule must still contain reference and
instructions referring to them.

1.7.2 SOP usually applies to information that is duplicated, unimportant or only of short-term
facilitative value. Unimportant records or information include:
•  ‘with compliments’ slips
•  catalogues and trade journals
•  telephone message slips
•  non-acceptance of invitations
•  trivial electronic mail messages or notes that are not related to agency business
•  requests for stock information such as maps, plans or advertising material
• out-of-date
distribution
lists
•  working papers which lead to a final report

1.7.3   Duplicated and superseded material such as stationery, manuals, drafts, forms, address
books and reference copies of annual reports may be destroyed under SOP. Electronic
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copies of documents where a hard copy has been printed and filed, and thermal paper
facsimiles after making and filing a photocopy, are also covered.

1.7.4 SOP should not be applied to records or information that can be used as evidence – to
prove that something happened. If you are in doubt about what information is required
consult with your legal unit.

1.7.5 All of these may be destroyed by standard operating procedure that should be part of any
ISO 9000 (Quality Management) system if applicable.

1.8.0 Reviewing the Schedule

This Guideline prescribes minimum and permanent retention periods. This guideline will
also be reviewed at regular intervals.

1.9.0 Further Information

•  Records Management Society of Great Britain http://www.rms-gb.org.uk
•  Public Record Office http://www.pro.gov.uk

•  Society of Archivists http://www.archives.org.uk

•  Information Commissioner http://www.dataprotection.gov.uk

•  Keith Batchelor (Batchelor Associates) http://surf.to/keith.batchelor

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Part 2. Explanation of Retention Guidelines Headings

These Retention Guidelines are divided into sections of administrative functions that are commonly
undertaken by local government.

2.1.0 Reference number

2.1.1 The function or entry reference number provides citation and ease of reference.

2.2.0 Function

2.2.1 The name of each function is specified in this entry. This relates to a group of records that
perform the same activity.
2.3.0 Function Description

2.3.1 The Schedule provides notes that define each function in terms of related activities.

2.3.2 The Schedule may also include instructions or guidelines relating to weeding, sampling
disposition provisions, information on duplication of record content in other classes and
cross-references to other entries within the Schedule.
2.4.0 Retention Action

2.4.1 This entry provides the archival status of each process being either permanent or temporary.
In relation to the temporary status of records the entry also provides a retention period or
sentence specifying how long the records should be kept prior to destruction and the
activity, transaction or event to which the retention period or sentence should be tied.

2.5.0 Examples of Records

2.5.1 This section provides common examples of the type of records included within the
particular function. This list is not exhaustive and Local Authorities should feel free to
annotate their copy of the Schedule with local names of the examples listed if required.

2.6.0 Notes

2.6.1  This indicates if the retention action is common practice or statutory.

2.7.0 Glossary of terms

Administrative Use. When business use has been ended or the file has been closed.

Closure. ‘ Destroy 'x' years from closure ’. A record/file is closed when it ceases to be active.
After closure, no new papers/information should be added to the record. Triggers for closure of
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a file include: reaching an unmanageable size; covering a period of 'x' years or more; no records
added for 'x' period of time; no action taken after 'x' period of time.

Closure period. Specified period of time during which the record is subject to restrictions on
provision of access to staff and/or the public may be dictated by statutory requirements or by the
authority’s policy. Any closure period should comply with current legislation on access to local
government information - including the Data Protection and Freedom of Information Acts.

Common practice. Standard practice followed by those local authority records managers who
are members of the Records Management Society.

Last action. ‘ Destroy 'x' years after last action ‘. Date of most recent amendment / addition /
deletion of information.

Permanent. Records which must be kept indefinitely [or for approximately 100 years] for legal
and/or administrative purposes, and/or are of enduring value for historical research purposes
and so suitable for transfer to the authority's archive or place of deposit.

Place of deposit. Usually the local authority’s Record Office.
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Part 3 The Disposal Guidelines - Contents

Ref No.
Description
1. DEMOCRATIC
PROCESSES
Elections
1.1-1.2 Preparations
1.3 Results

Council and Committee Meetings
1.4-1.5 Partnership
and Agency Meetings
1.6-1.7 External
Committee
Meetings
1.8
Honours Submissions
1.9
Political Parties Papers

2.
MANAGEMENT AND ADMINISTRATION
2.1-2.4
Corporate Planning and Reporting
2.5
Statutory Returns
2.6-2.7
Policy, Procedures, Strategy and Structure
2.8-2.9
Public Consultation
2.10-2.12
Information Management
2.13-2.16
Enquiries and Complaints
2.17-2.18
Quality and Performance Management

Public Relations
2.19-2.20 Publications
2.21-2.22 Media
Relations
2.23 Marketing
2.24-2.25
Civic and Royal Events

3. CLIENT
SERVICES

Case Management
3.1-3.5
‘Looked after’ Children
3.6-3.9 Child
Protection
3.10-3.12 Children’s
Services:
General
3.13
Special Education Needs
3.14-3.15 Family
Support
3.16-3.18
Adult and Elderly Case Files
3.19
Admissions and Exclusions
3.20-3.23 Programme
Management and Development
3.24-3.25 Residential
Homes
3.26-3.28 Housing
Provision

4.
LEGAL AND CONTRACTS
4.1
Litigation
4.2
Advice
4.3
Agreements
4.4
Conveyance

Contracts and Tendering
4.5
Pre Contract Advice
4.6
Specification and Contract Development
4.7
Tender Issuing and Return
4.8-4.10 Evaluation
of
Tender
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Ref No.
Description
4.11
Post Tender Negotiation
4.12
Awarding of Contract
4.13-4.14 Contract
Management
4.15 Tenancy
Agreements

5. STATUTORY
SERVICES

Registrars of Births, Marriages and Deaths
5.1-2 Registration
5.3 Marriage
services
5.4 Notices
Coroner
5.5 Reported
deaths
5.6-7 Coroner’s
Case
Work
5.8 Treasure
Trove
5.9 Magistrates

6. HUMAN
RESOURCES
6.1-6.4
Personnel Administration
6.5-6.8
Employee and Industrial Relations:
6.9
Equal Employment Opportunities
6.10
Occupational Health
6.11
Recruitment
6.12-6.13
Staff Monitoring
6.14-6.15
Staff Retention
6.16
Termination
6.17-6.21
Training and Development
6.22-6.25
Appointment of Statutory Officers

7. FINANCIAL
MANAGEMENT

Accounts and Audit
7.1-7.2 Reporting
7.3-7.8
Financial Transactions Management
7.9-7.10 Payroll
Financial
provisions
7.11-7.13
Budgets and Estimates
7.14-7.15 Loans
7.16-7.19
Housing
7.20
Council Tax Valuation
7.21
Property History
7.22
Rates and Local Authorities Tax Correspondence
7.23-7.24
Summary Assets Management
7.25-7.28
Asset Monitoring and Maintenance
7.29
Asset Acquisition and Disposal

8.
PROPERTY AND LAND MANAGEMENT
8.1
Property and Land Management
8.2-3
Property Acquisition and Disposal
8.4-8.7
Property Development and Renovation
8.8-8.9
Leasing and Occupancy
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Ref No.
Description
8.10
Housing Provision
8.11-8.13
Systems Management
8.14-8.17
Transport Management

Insurance
8.18-8.20
Policy Management
8.21 Claims
Management

9.
GENERAL PUBLIC SERVICES

Health and Safety
9.1-9.10
Inspections and Assessments
9.11-9.12
Emergency Planning
9.13-9.14
Major Incident

Enforcement Certification and Prosecution
9.15-9.18
Registration, Certification and Licensing
9.19 Notification
9.20
Investigation Inspection and Monitoring
9.21 Prosecution

Bye-laws
9.22 Enactment
9.23
Administration and Enforcement
9.24-9.25
Cemeteries and Crematoria

Waste Management
9.26-9.27 Collection
9.28-9.30
Disposal of Waste

10.
PLANNING AND LAND USE
10.1-10.7
Planning Scheme Development and Amendment
10.8-10.13
Planning Scheme Regulation

11. INFRASTRUCTURE
AND
TRANSPORT
11.1-11.5
Planning and Development
11.6
Traffic Management
11.7
Design and Construction
11.8
Infrastructure Management and Maintenance
11.9
Road Maintenance
11.10-11.11
Public Transport

APPENDIX

Appendix A
Lord Chancellor’s Retention Schedule for
Magistrates’ Courts (see 28.1.0)

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Democratic Processes
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref
Function Description
Retention Action
Examples of Records
Notes
No.

Elections

Preparation
1.1
Summary certification of
Permanent. Offer to
• Electoral
Register
Common practice
those eligible to vote
Archivist after

administrative use is
concluded
1.2
Voting (Local elections
Destroy 6 months from
• Ballot
papers
Statutory
only)
close of poll

Results
1.3
Declaration of results
Destroy 6 months from
• Consolidated
returns
of  Statutory
(local elections only)
date of election
votes received

Council and Committee

Meetings
1.4
The process of preparing
Permanent. Offer to
• Council
minutes
Common practice
business for Council
Archivist.
•  Council agenda and
consideration and making
Transfer to place of
business papers
the record of discussion,
deposit after
•  Council notice papers
debate and resolutions
administrative use is
and proceedings
concluded
• Indexes
• Committee
minutes
• Registers
of
delegations to Special
Committees
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Democratic Processes
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref
Function Description
Retention Action
Examples of Records
Notes
No.

1.5 Minute
taking
Destroy after date of
• Draft/rough
minutes
Common practice
confirmation of the
• Audio
tapes
minutes

Partnership, Agency and
External Meetings
1.6
The process of preparing
Permanent. Offer to
• Documents
Common practice
business for partnership
Archivist.
establishing the
and agencies
Transfer to place of
committee
consideration and making
deposit after
• Agendas
the record of discussion,
administrative use is
• Minutes
debate and resolutions,
concluded
• Council
reports
where the local authority
• Recommendations
legally owns the record.
• Supporting
documents
such as Council
briefing and discussion
papers
1.7
The process of preparing
Destroy 3 years after
• Documents
Common practice
business for external
last action
establishing the
committees’ consideration,
committee
and making the record of

discussion, debate and
• Reports
resolutions, where the
• Recommendations
local authority does not
• Supporting
documents
own the record.
such as briefing and

discussion papers.

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Democratic Processes
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref
Function Description
Retention Action
Examples of Records
Notes
No.

Honours and
Submissions
1.8
The process of preparing
Destroy 5 years after
• Honours
nomination
Common practice
of honours submission
last action
form
• Covering
documentation
•  Letters of support
•  Referral for comment
from lord lieutenant

POLITICAL PARTIES
PAPERS
1.9
The process of
Destroy 3 years after
•  Leader of opposition
Common practice
undertaking
last action
papers
representation of the local
•  Leader of council
authority - local authority
papers
representatives
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Management and Administration
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

CORPORATE PLANNING
AND REPORTING
2.1
The corporate planning
Permanent. Offer to
• Corporate
Plans
Common practice
and reporting activities of
Archivist.
• Strategy
Plans
local authorities
Transfer to place of
• Business
Plans
deposit after
• Annual
Reports
administrative use is
concluded
2.2
The process of preparing
Permanent. Offer to
• Strategic
management Common practice
business for strategic
Archivist.
team minutes
consideration and making
Transfer to place of
the record of discussion,
deposit after
debate and resolutions
administrative use is

concluded
2.3
The process of preparing
Destroy 3 years from
Common
practice
business for cross
closure
departmental
consideration and making
the record of discussion,
debate and resolutions

2.4
The process of preparing
Destroy 3 years from
Common
practice
business for Unit/Team
closure
consideration and making
the record of discussion,
debate and resolutions

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Management and Administration
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Statutory returns
2.5
The process of preparing
Destroy 7 years from
• Reports
to
central
Common practice
information to be passed
closure
government
on to central government
as part of statutory
requirements

Policy, Procedures,
Strategy and Structure
2.6
Activities that develop
Permanent. Offer to
• Policy,
procedure,
Common practice
policies, procedures,
Archivist.
precedent, instructions
strategies and structures
Transfer to place of
• Organisation
charts
for the local authorities
deposit after
•  Records relating to

administrative use is
policy implementation
concluded.
and development
• Education
plan
• Asset
management
plan
•  Children' s services
plan
• Community
strategy
• Community
plan
•  Community safety plan
2.7
The process of monitoring
Destroy 5 years from
Common
practice
and reviewing strategic
closure
plans, policies or
procedure to assess their
compliance with guidelines
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Management and Administration
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Public Consultation
2.8
The process of consulting
Destroy 5 years from
Common
practice
the public and staff in the
closure
development of significant
policies of the local
authority
2.9
The process of consulting
Destroy 1 year from
Common
practice
the public and staff in the
closure
development of minor
policies of the local
authority

Information Management
2.10
The activity whereby
Permanent. Offer to
• Classification
schemes  Common practice
standards, authorities,
Archivist for review.
• Registers
restraints and verifications  Transfer to place of
• Indexes
are introduced and
deposit after
•  Authorised lists of file
maintained to manage
administrative use is
headings
information effectively
concluded
2.11
The management of
Permanent. Offer to
• Accession
registers
Common practice
collections of records
Archivist.
• Depositor
files
transferred to the archives  Transfer to place of

deposit after
administrative use is
concluded
2.12
The process that records
Destroy 12 years after
• Disposal
certificates
Common practice based on
the disposal of records
last action
Limitation Act

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Management and Administration
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Enquiries and
Complaints
2.13
The management in
Permanent. Offer to
• Indexes
Common practice
summary form of enquiries  Archivist for review.
• Registers
and complaints directed to  Transfer to place of
council
deposit after
administrative use is
concluded.
2.14
The management of
Permanent. Offer to
• Reports
Common practice
enquiries, submissions
Archivist.
• Returns
and complaints which
Transfer to place of
• Correspondence
result in significant
deposit after
changes to policy or
administrative use is
procedures
concluded

2.15
The management of
Destroy 6 years after
• Reports
Common practice
detailed responses on
administrative use is
• Returns
council actions, policy or
concluded
• Correspondence
procedures
• Ombudsman

2.16
The management of
Destroy 2 years after
• Printed
material
Common practice
routine responses on
administrative use is
• Form
letters
council actions, policy or
concluded
procedures

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Management and Administration
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Quality and performance
management
2.17
The process of monitoring
Destroy 5 years from
• Best
Value
Review
Common practice
or reviewing the quality,
closure
efficiency, or performance
of a local authority service
or unit
2.18
The process of assessing
Destroy 2 years from
•  Assessment form
Common practice
the quality, efficiency, or
closure
performance of a local
authority service or unit

Public relations

Publications
2.19
The process of designing
Destroy 3 years from
Common
practice
setting information for
last action
publication

2.20
The published work of the
Destroy after
Common
practice
local authority
administrative use is
concluded
Note: One copy from
the initial print run
should go directly to
the archive.

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Management and Administration
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Media Relations

2.21
Process of interaction with  Destroy 3 years from
Common
practice
the media
closure
2.22 Media
publications
Permanent. Offer to
• Press
cuttings
Common practice
concerning local
Archivist.
• Media
reports
authorities
Transfer to place of

deposit after
administrative use is
concluded

Marketing
2.23
The process of developing  Permanent. Offer to
Common
practice
and promotion of local
Archivist for review.
authorities campaigns and  Transfer to place of
events
deposit after
administrative use is
concluded

Civic and Royal Events
2.24
The recording of
Permanent. Offer to
• Visitors’
book
Common practice
ceremonial events and
Archivist. Transfer to
• Audio
tapes
civic occasions
place of deposit after
• Video
tapes
administrative use is
• Photographs
concluded

2.25
The process of organising
Destroy 7 years after
Common
practice
a ceremonial event or civic  administrative use is
occasions
concluded
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2003:1

Management and Administration
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

This page deliberately blank for notes

23 Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Client Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Case Management

"Looked after" children
3.1
Systems, which manage
Permanent. Offer to
• Children's
home
Common practice
children, looked after by the
Archivist.
register
Closed for 50 years
local authority, in summary
Transfer to place of

form
deposit after
administrative use is
concluded
3.2 Process
involving individual
Destroy 75 years from
•  Young persons being
Common practice,
case management of children  18th Birthday
looked after files
Statutory basis
looked after by the local
•  Looked after children
authority This includes
client files
children and young people:
• Residential
care

children's file
1.  Adopted via the local
• Adoption
files
authority
• Privately
fostered
2.  In children’s home
children’s file
3.  Fostered by local authority
• Guardian
CAFCASS
4.  On custodianship orders
files
5.  On residence orders
•  Guardian ad litem

3.3
Children and young people
Destroy 21 years from

subject to supervision orders
DOB
24  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Client Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

3.4
Process involved in checking  Destroy 25 years from
• Adoptive
parent
Common practice
the suitability of people to
closure
counselling files
become adoptive parents or
• Approved
adopters
foster carers

3.5 Process
involving individual
35 years after carer has  •  Foster carer files
Common practice
case management of families  ceased to foster
•  Supported lodging files
or adults who have fostered
children in their care

Note: Foster care financial

files see Financial
management

Child Protection
3.6
Process involving summary
Permanent. Offer to
• Child
Protection
Common practice
case management of children  Archivist.
Register
closed for 70 years
under the protection of local
Transfer to place of

authority.
deposit after
administrative use is
concluded

3.7
Process involving summary
Permanent. Offer to
•  Schedule 1 offenders
Common practice
case management of adults
Archivist.
closed for 70 years
convicted of Schedule 1
Transfer to place of
offences
deposit after
administrative use is
concluded

25  Copyright Records Management Society of Great Britain, Local Government Group 2002

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Client Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

3.8 Process
involving individual
Destroy 35 years from
•  Child protection case
Common practice
case assessment,
closure
files which have
investigation, registration,
a) Conference minutes
and management of children
b) Core assessment
involved in child protection:
c) Investigation
a) investigated, conferenced
d) Registration
and registered
b) core assessment
c)  investigated but not
conferenced and
registered

3.9 Process
involving individual
Destroy 5 years from
•  Child protection files
Common practice
cases involving initial
closure
a) Initial assessment
assessment and provision of
b)   Advice only
advice in regards child
protection

Case management -
Children’s Services –
General
3.10
Children in need (who have
Destroy 10 years from
Common
practice
not been adopted or looked
closure
after and who have not been
the subject of a child
protection inquiry)

26  Copyright Records Management Society of Great Britain, Local Government Group 2002

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Client Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

3.11 Process
involving individual
Destroy 10 years from
Common
practice
case management of
closure
services or support to
unaccompanied minors (eg
Asylum Seekers) if not
“looked after”

3.12 Process
involving individual
Destroy 25 years from
•  Youth Service client
Common practice
case management of
DOB. Or destroy 10
files
services or support to youth.
years from last contact
• Youth
Justice

Special Educational Needs
3.13
Process involving in
Destroy 35 years from
• SEN
files
Common practice
assessing and providing
closure

individual support for children

who have need of special
education support

Family Support
3.14 Process
involving individual
7 years file closure
• Parenting
skills
Common practice
case management in the
• Special
education
provision of support by the
• Attendance
records
local authority to families
• Project
files

3.15
Process involved in
25 years from DOB of
Common
practice
assessing a family's suitability  youngest child
in the care of children

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Client Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Adult and Elderly Case
Files
3.16
Process involving summary
Permanent. Offer to
Common
practice
case management of
Archivist.
services or support to adults
Transfer to place of
deposit after
administrative use is
concluded

3.17
Process involving in
Destroy 10 years after
•  Mental Health files
Common practice
assessing and providing
last contact
individual support for people
with mental illness

3.18
Process involving in
Destroy 6 years after
•  Day service provision
Common practice
assessing and providing
last contact
• Learning
disability
individual support or services
• Physical
disabilities
for all other people
• Sensory
disability
• Rehabilitation
and
discharge
• Communication
support
•  Drug and alcohol
misuse
• Occupational
therapy
• Home
care

28  Copyright Records Management Society of Great Britain, Local Government Group 2002

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Client Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Admissions and

Exclusions
3.19
Case Files (including
Destroy 25 years from
• Appeal
files
Common practice
appeals)
last action
• Exclusion
files

Programme Management
and Development
3.20
Process involved in
7 years from closure

Common practice
development of services or
programmes for children

3.21
Process involved in provision  25 years from closure
• Attendance
records
Common practice
of services or programmes to
• Course
reports
support the development of
children
3.22
Process involved in provision  15 years from closure

Common practice
of a services or programmes
to support the development of
young persons
3.23
Process involved in provision  7 years from closure

Common practice
of services or programmes to
adults

29  Copyright Records Management Society of Great Britain, Local Government Group 2002

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Client Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Residential Homes
3.24 Summary
management
Permanent. Offer to
• Children's/adults
home  Common practice
systems that manage
Archivist.
Registers
children/adults housed by the  Transfer to place of
• Admissions
registers
local authority
deposit after
• Discharge
registers
administrative use is

concluded

3.25
Documents relating to the
25 years from closure of  • Diaries

Common practice
operation of the
file
• Rotas

establishment
• Daily
logs

•  Secure unit records
.

Housing Provision

The process of the allocation

and management of welfare
housing by the local authority
and the associated issues of
homelessness

3.26
The registration of individuals  Permanent. Offer to
• Council
housing
Common practice
housing applications
Archivist.
register

30  Copyright Records Management Society of Great Britain, Local Government Group 2002

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Client Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

3.27
The process for applying for
Destroy 7 years after
• Council
housing
Common practice
council housing
closure
Application forms
(Unsuccessful applications
and supporting
only, successful applications
material
will generally be placed on
• Application
for
the tenancy file)
transfer of tenancy
and supporting
papers

3.28
The process for managing
Destroy 12 years after
• Correspondence
re  Common practice
the tenancy of an individual
termination of tenancy
tenancy
These may need to be kept
tenant

• Tenancy
files
for a longer period of time in

• Council
housing
order to prove that the
Application forms
tenant was actually housed
and supporting
properly by the authority
material
• Application
for
transfer of tenancy
and supporting
papers
• Application
for
emergency housing
or referral from
another agency
31  Copyright Records Management Society of Great Britain, Local Government Group 2002

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Legal and Contracts
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Litigation
4.1
The process of managing,
Destroy 7 years after
•  Criminal case file
Common practice
undertaking or defending for
last action.
•  Childcare case file
or against litigation on behalf
Major litigation – offer
•  Civil case file
of the local authority
to Archivist for review  • correspondence

Advice
4.2
The process of providing
Destroy 3 years after
Common
practice
legal advice on a point of
last action
law.
– unless a major
precedent, then offer to
Archivist for review

Agreements
4.3
Process of agreeing terms
Destroy 6 years after
• Concordat
Common practice
between organisations
agreement expires or is
Depends on value of
Note : this does not include
terminated
agreement
contractual agreements
Mainly to do with
agreements between public
bodies, not in regard to
contracts

Conveyance
(see also Property
Acquisition and Disposal)
4.4
The process of changing
Destroy 12 years after
• Conveyancing
files
Statutory
ownership of land or property  closure
32  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Legal and Contracts
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Contracts and Tendering

Pre Contract Advice

4.5
The process of calling for
Destroy 2 years after
• Expressions of Interest  Common practice
expressions of interest
contract let or not

proceeded with

Specification and Contract
Development
4.6
The process involved in the
Ordinary Contracts
• Tender
specification
Statutory
development and
Destroy 6 years after
Note: For project files
specification of a contract
the terms of contract
containing drafts leading to
have expired
a final version these
Contracts Under Seal
records can be destroyed.
Destroy 12 years after
the terms of contract
have expired

Tender Issuing and Return
4.7
The process involved in the
Destroy 1 year after
• Opening
notice
Common practice
issuing and return of a tender  start of contract
• Tender
envelope

33  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Legal and Contracts
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Evaluation of Tender
4.8
• Ordinary
Contracts
• Evaluation
criteria
Statutory

Destroy 6 years after
the terms of contract
have expired
• Contracts
Under
Seal Destroy 12
years after the terms
of contract have
expired

4.9 Successful
tender
document
• Ordinary
Contracts
• Tender
documents
Statutory
Destroy 6 years after • Quotations
the terms of contract
have expired
• Contracts
Under
Seal Destroy 12
years after the terms
of contract have
expired

4.10 Unsuccessful
tender
Destroy 1 year after
• Tender
documents
Common practice
documents
start of contract
• Quotations
34 Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Legal and Contracts
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Post Tender Negotiation
4.11
The process in negotiation of  Destroy 1 year after the  •  Clarification of contract  Common practice
a contract after a preferred
terms of contract have
•  Post tender negotiation
tender is selected
expired
minutes

Awarding of contract

4.12
The process awarding of
• Ordinary
Contracts
• Signed
contract
Statutory
contract
Destroy 6 years after
the terms of contract
have expired
• Contracts
Under
Seal Destroy 12
years after the terms
of contract have
expired

Contract Management
4.13
Contract operation and
Destroy 2 years after
• Service
Level
Common practice
monitoring
the terms of contract
Agreements
have expired
• Compliance
reports
• Performance
reports
35  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Legal and Contracts
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

4.14 Management
and
(a) Ordinary Contracts
•  Minutes and papers of
Statutory
amendment of contract
Destroy 6 years after
meetings
the terms of contract  • Changes
to
have expired
requirements
(b) Contracts Under
• Variation
forms
Seal Destroy 12
• Extension
of
contract
years after the terms  • Complaints
of contract have
•  Disputes on payment
expired

Tenancy Agreements
4.15
a) Ordinary Tenancy
• Signed
tenancy
Statutory
The process of awarding
Destroy 6 years after
agreements
tenancies in welfare housing
the terms of
• Sealed
tenancy

agreement have
agreements
expired
b)  Tenancy Under Seal
Destroy 12 years
after the terms of
agreement have
expired

36  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Statutory Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Registrars of Births
Deaths And Marriages

Registration
5.1
Process of the summary
Permanent. Offer to
• Deaths
register
Common practice
registration of a birth,
Archivist.
• Births
register
death or marriage
Transfer to Place of
• Marriage
register

Deposit after administrative
use is concluded
5.2 Process
of
certification of
Destroy 7 years after last
• Birth
certificate
Common practice
the registration of a birth,
action
• Death
certificate
death or marriage
• Marriage
certificate

Marriage Services
5.3 Process
of
conducting
a Destroy 3 years after last
Common
practice
marriage service
action

Notices
5.4 Process
of
notification
in
Destroy 2 years after last
• Wedding
banns
Common practice
relation to birth, death or
action
•  Notice of marriage
marriage

Coroners
5.5
Summary registration of
Permanent. Offer to
• Reported
deaths
Set by Public Record Office
reported deaths
Archivist.
register
Transfer to place of deposit
after administrative use is
concluded
37  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Statutory Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Coroner’s case work
For further information
please refer to Home
Office website
www.homeoffice.gov.uk/
circulars/1999/hoc9959.
htm
5.6
The process and actions of  Destroy 15 years after last
•  Coroner’s case files
Set by Public Record Office
inquiring into deaths which  action
do not proceed to an
inquest.

5.7
The process and actions of  Permanent. Offer to
•  Coroner’s case files
Set by Public Record Office
inquiring into deaths which  Archivist for review.
Can be sampled according
proceed to an inquest
Transfer to place of deposit
to
after administrative use is
•  set a precedent in law or
concluded
practice;
•  Relate to an individual,
accident or crime subject
to prolonged or repeated
interest from the national
media.

Treasure Trove
5.8
The process and actions of  Destroy 2 years after last

Set by Public Record Office
Treasure inquests
action

38  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Statutory Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

5.9
Magistrates

Refer to Lord Chancellor’s

publications (see
Appendix. A)
39 Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Human Resources
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

6.2
The process of

• Medical
clearance
Common practice
administering employees to
•  Letter of appointment
ensure that entitlements &
•  Letter of acceptance
obligations are in

•  Details of assigned
accordance with agreed

duties
employment requirements
Destroy 6 years from date of  • Probation
reports
• Records
containing
last pension payment
• Medical
examinations
superannuation

• Personal
particulars
information

• Educational

qualifications

•

Declarations
of

pecuniary interests

• Secrecy
undertakings

• Employment
contracts

6.3
Records relating to staff
Termination + 25 years

working with children
6.4
All other records
Termination + 6 years

41  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Human Resources
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Employee and Industrial
Relations
6.5 Identification
&
Permanent. Offer to
• Generic
agreements  Common practice
development of significant
Archivist for review.
and awards
directions concerning
Transfer to place of deposit
• Negotiations
industrial matters
after administrative use is
• Disputes
concluded
• Claims
lodged

6.6
Liaison processes of minor  Destroy 2 years after
• Daily
industrial
Common practice
and routine industrial
administrative use is
relations management
matters
concluded

6.7
Processing of disciplinary
Oral Warning – 6 months
• Disciplinary
For all practical purposes
and grievances
Written Warning - 1 year
this function would not be
investigations where
Final Warning - 18 months
subject to records
proved
The above warnings to be
management, except for

removed & destroyed after
Warnings Involving Children,

the relevant time has ‘spent’.
which remain on the

Warnings Involving Children
personal file permanently for
– Placed on personal file
reference purposes.
permanently
(See 29.1.3 & 29.1.4)

6.8
Processing of disciplinary
Destroy immediately after
• Disciplinary
Common practice
and grievances
the grievance has been
investigations where
found to be have been
unfounded
unfounded; or after appeal
42  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Human Resources
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Equal Employment
Opportunities
6.9
The process of
Destroy 5 years after action   Common
practice
investigation and reporting  completed
on specific cases to ensure
that entitlements &
obligations are in
accordance with agreed
Equal Employment
Opportunities guidelines
policies

Occupational Health
6.10
The process of checking
Destroy 75 years after DOB  • Health
questionnaire  Common practice
and ensuring the health of

• Medical
clearance

staff
•  Adjustment to work

place
• Restrictions
• Recommendations

43  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Human Resources
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Recruitment
6.11
The selection of an
Destroy 1 year after
• Advertisements
Common practice
individual for an
recruitment has been
• Applications
established position
finalised
• Referee
reports
(For letter of appointment for  • Interview
reports
successful candidate use
• Unsuccessful
employment conditions)
applicants

Staff Monitoring
6.12 Performance
Destroy
5 years after action  • Probation
reports
Common practice
completed
• Performance
plans

6.13
Process of monitoring staff   Destroy 2 years after action  • Sick
leave
Common practice
leave and attendance
completed
• Jury
service
• Study
leave
•  Special and personal
leave
• Attendance
books
• Flexitime
sheets
• Leave
applications
•  Clock on/off cards
• Annual
leave

Staff Retention

44  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Human Resources
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

6.14 Financial
reward
Destroy
7 years after action
Common practice
completed

All records relating to actual
payments are dealt with
under finance
6.15 Other
strategy
Destroy
3 years after action   Common
practice
completed

Termination
6.16
The process of termination  Destroy 6 years after
• Resignation
Common practice
of staff through voluntary
termination
• Redundancy
(Section
redundancy, dismissal and
188)
retirement
If a pension is paid then
• Dismissal
records should be destroyed  • Death
6 years after last payment of  • Retirement
pension


Training and
Development
6.17 Routine
staff
training
Destroy 2 years after action  •  Course individual staff  Common practice
processes, not
completed
assessment
occupational health and

safety or children related
6.18 Training
(concerning
Destroy 35 years after
•  Course individual staff  Common practice
children)
training completed, or last
assessment
entry
• training
register

45  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Human Resources
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

6.19 Training
(occupational  Destroy 50 years after
•  OH&S training register Common practice
health and safety training)
training completed

Individual course
assessment records should
be destroyed once the
training has been renewed
every 3 years
6.20 Training
(materials)
Destroy
1 year after course
Common
practice
is superseded
6.21
Training (proof of
Destroy 7 years after action  • Certificates
Common practice
completion)
completed
• Awards
• Exam
results

Appointments of
Statutory Officers
6.22 Summary
management  Permanent. Offer to
• Magistrates
register  Common practice
systems that allow the
Archivist.

monitoring & management  Transfer to place of deposit
of statutory officers in
after administrative use is
summary form
concluded

6.23
The process of
Destroy 6 years after
Common
practice
administering employees to  departure from employment
ensure that entitlements &
obligations are in
accordance with agreed
employment requirements

46  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Human Resources
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

6.24
The appointment of an
Permanent. Offer to
• Appointment
Files
Common practice
individual for a statutory
Archivist.
1. Shrievalty

position
Transfer to place of deposit
2. Magistrates

after administrative use is
3. Lord Lieutenant
concluded
4. Tax commissioners

6.25
The process of selection of  Destroy 2 years after date of  • Vacancies
&
Common practice
an individual for an
appointment
applications records
statutory position
• Interview
notes
• Prospective
staff
records
•  Registers of applicants
• Unsuccessful
applications records

47  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Financial Management
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Accounts & Audit

Reporting

7.1
The process that
Permanent. Offer to
• Consolidated
annual  Common practice
consolidates financial
Archivist.
reports
transactions on an annual
Transfer to place of deposit
• Consolidated
financial
basis for corporate
after administrative use is
statements
reporting purposes
concluded
• Statement
of
financial
position
• Operating
statements
• General
ledger

7.2
The process that supports
Destroy when administrative  • Consolidated
monthly  Common practice
and consolidates financial
use is concluded
& quarterly reports
transactions on a periodic
• Consolidated
monthly
(less than annual) basis,
& quarterly financial
superseding those from
statements
the previous period. Does
•  Working papers for the
not include journals and
preparation of the
subsidiary ledgers and
above
cash books
• Monthly
accrual
statements
• Cashflow
statements
•  Creditor listings and
reports
•  Debtor listings and
reports
48  Copyright Records Management Society of Great Britain, Local Government Group 2002

2003:1

Financial Management
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Financial Transactions
Management
7.3 Management
of
the
Destroy 7 years after the
• Appointments
&
Statutory
approvals process for
end of the financial year in
delegations
purchase, including
which the records were
• Audit
investigations
investigations
created
•  Arrangements for the
provision of goods
and/or services

7.4 Identification
of the receipt,  Destroy  6 years after the
• Allowances
Statutory
expenditure and write offs
conclusion of the financial
• Work
orders
This period may be reduced
of public monies
transaction that the record
• Invoices
with the agreement of
supports
•  Credit card statements Customs and Excise and/or
• Cash
books
the Inland Revenue
• Receipts
• Cheque
counterfoils
• Bank
statements
• Subsidiary
ledgers
(annual)
• Journals
(annual)
• Vouchers

7.5
Process involving the
Destroy 6 years after the
• Applications
Statutory
provision and support for
conclusion of the financial
• Card
issue
individuals using public
transaction that the record
• Rail
warrants
transportation
supports

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General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

7.6
Processes that balance &
Destroy 2 years after
• Reconciliation
Common practice
reconcile financial
administrative use is
•  Summaries of accounts
accounts
concluded

7.7 Taxation
Records
Destroy
5 years after the
• Taxation
records
Statutory
end of the financial year in
•  Motor vehicle logs
which the records were
•  Fringe benefits tax
created
records
• Group
certificates

7.8
Processes involved in the
Destroy 2 years after the
•  Notification & input
Common practice
collection of National
employee ceases
records

Insurance Number
employment

Payroll

7.9
Accountable processes
Destroy 7 years after the
• Authority
sheets
Statutory
relating to payment of
conclusion of the financial
• Payroll
deduction
employees
transaction that the record
authorities
supports
• Payroll
disbursement
• Employee
pay
records
• Employee
taxation
records

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General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

7.10
Non-accountable
Destroy after administrative
• Summary
employee  Common practice
processes relating to
use is concluded
pay reports
payment of employees

Financial Provisions

Budgets And Estimates

7.11
The process of finalising
Permanent. Offer to
• Annual
budget
Common practice
local authorities’ annual
Archivist.

Only the final version of the
budget
Transfer to place of deposit
annual budget needs to be
after administrative use is
kept
concluded

7.12
The process of developing  Destroy 2 years after annual  • Draft
budgets
Common practice
local authorities’ annual
budget adopted by local
• Departmental
budgets
budget
authorities
• Draft
estimates

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Financial Management
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

7.13
The process of reporting
Destroy after next year’s
• Quarterly
statements  Common practice
which examines the
annual budget has been
budget in relation to actual  adopted by Local Authorities
revenue and expenditure

Loans
7.14
The activity of borrowing
Destroy 7 years after the
• Loan
files
Statutory
money to enable a local
loan has been repaid
authority to perform its
functions and exercise its
powers

7.15 Summary
management
of
Permanent. Offer to
• Loans
registers
Common practice
loans
Archivist.
Transfer to place of deposit
after administrative use is
concluded

Housing

The process of offering

financial help with welfare
housing provision and
maintenance

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Financial Management
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

7.16
Mortgages
Last payment + 6 years if
• Mortgage
Statutory
signed
agreements
Last payment +12 years if
• Correspondence
sealed

7.17
“Right to Buy”
Destroy 12 years after sale
• Sale
documents
Common practice
of house
• Agreement

concerning sale

7.18
Rent Payments
Destroy 7 years after the
• Rent
books
Statutory
end of the financial year in
• Correspondence
which created
concerning
payment
• Requests
for
payment

7.19
Home Improvement Grants Destroy 6 years after last
• Agreement to pay
Statutory
payment for grants under
loan
£50 000, For grants over
• Details
of
£50 000 destroy 12 years
payments
after last payment
• Correspondence
Where plans and detailed
relating to loan
drawings included offer to
Archivist.

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Financial Management
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Council Tax Valuation
7.20
The valuation of rateable
Valuation lists -
• Valuation
lists
Common practice
land within a municipal
Permanent. Offer to
• Correspondence
district for the purpose of
Archivist for review
• Objections
the making of the rate

• Reports

Destroy 10 years after the
year in which the valuation
was made

Property History
7.21
The recording of
Permanent. Offer to
Rate Books
Common practice
information for rateable
Archivist for review.
Rate Cards
properties identifying the
Transfer to Place of Deposit
  Register of Rateable
person or company rated,
after administrative use is
Properties
including details of the
concluded

value of the property.
Note: Records containing
accounting information
primarily, and not being a
source of property history,
should be disposed of
according to the
appropriate record class
within the Accounts &
Audit function.

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General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Rates and Local
Authorities Tax
Correspondence
7.22
The activity of
Destroy 7 years after last
Notices
Common practice
corresponding with
action
Objections
ratepayers in relation to
Applications
valuations, rates and
Correspondence
charges, objections,
Rate certificates
submissions, appeals, rate
  Notices of acquisition
remissions and other rates
and disposition
related matters
Rate property files

Summary Assets
Management
7.23 See
Property

Management for real
property assets. See
Transport Management
for vehicle assets.

7.24 Summary
management  Permanent. Offer to
• Schedules
of
Common practice
reporting on the overall
Archivist.
acquisitions
assets of the local
Transfer to place of deposit
• Consolidated
current
authorities
after administrative use is
asset reports
concluded
• Annual
reports
•  Summary of current
assets
• Asset
registers
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General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Asset Monitoring and

Maintenance
7.25 Management
systems
that
Destroy 7 years after the
• Subsidiary
asset
Common practice
allow the monitoring &
conclusion of the financial
registers
management of assets in
transaction that the record
summary form
supports

7.26
Process of reporting and
Destroy 2 years after
•  Routine returns and
Common practice
reviewing assets status
administrative use is
reports on asset status
concluded
• Inventories
• Stocktaking
• Surveys
of
usage
• Acquisition
and
disposal reports &
proposals

7.27
The process of maintaining  Destroy 7 years after last
• Garden
maintenance  Common practice
assets
action
• Cleaning
• Painting

7.28
The process of maintaining  Destroy 7 years after sale or  • Service
records
Common practice
plant and equipment
disposal of asset
• Plant
files

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Property and Land Management
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Property and Land
Management
8.1 Reports
to
management Permanent. Offer to
• Consolidated
property Common practice
on overall property of the
Archivist.
& buildings annual

local authority
Transfer to place of deposit
reports
after administrative use is
•  Summary of leased
concluded
property
•  Summary of local
authority’s owned
property
• Site
register
•  Register of leases

Property Acquisition and
Disposal
[see also Conveyance]
8.2 Management
of
the
Retain for life of property or

Common practice
acquisition (by financial
building plus 12 years.
• Plans
lease or purchase) process  Offer material re
for real property
major/significant properties
(see also 21.1.0)
to Archivist for review
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General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

8.3 Management
of
the
Destroy 15 years after all
• Legal
documents
Common practice
disposal (by sale or write
obligations/entitlements are
relating to the sale
off) process for real
concluded. Offer material
•  Particulars of sale
property
re major/significant
documents

properties to Archivist for
•  Board of Survey

review
• Tender
documents
• Conditions
of
contracts

Property Development
and Renovation
8.4
The process of managing

and undertaking
renovations and
development of property

8.5 Management

Permanent. Offer to
• Project
specifications  Common practice
•  buildings and estates of  Archivist.
• Plans
“special interest”
Transfer to place of deposit
• Installation
manuals
after administrative use is
•  Certificates of approval
concluded

8.6 Management
Retain for life of property or
• Project
specifications  Common practice
•  all other buildings and
building
• Plans
For asbestos see health
estates
• Installation
manuals  and safety under General
•  Certificates of approval Public Services

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Property and Land Management
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

8.7
The action process
Destroy 7 years after the
• Work
orders
Common practice
involved in the
conclusion of the transaction  • Tender
documents
development and
that the record supports
• Conditions
of
contracts
renovation of property

Leasing And Occupancy

8.8
The process of managing
Destroy 15 years after the
• Lease
agreements
Common practice
leased property
expiry of the lease
• Rental
expenditure
authorities
• Valuation
queries
•  Applications for leases,
licences & rental
revision

8.9
The process of managing
Destroy 7 years after the
•  Requests for works,
Common practice
the occupancy of property
conclusion of the transaction
cleaning, etc.

that the record supports

Housing Provision
8.10
The process of managing  Destroy 4 years after last
• Stock
monitoring
Common practice
local authority welfare
action
records
housing estates

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Property and Land Management
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Systems Management
8.11
The internal process to
Retain for life of system then

develop or extend the
destroy
capabilities of a system
used to support the
activities of the local
authority
8.12
The process to implement
Destroy 7 years after last
• Implementation
plan
a system used to support
action
the activities of the local
authority
8.13
The process to support
Destroy 5 years after last

and administer a system
action
used to support the
activities of the local
authority

Transport Management
8.14
The process of acquisition  Destroy 7 years after the
• Leases

and disposal of vehicles
disposal of the vehicle
• Contracts
through lease or purchase
• Quotes

• Approvals
• Fleet
authorisation
numbers

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Property and Land Management
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

8.15
The process of managing
Destroy 7 years after the
• Approvals
as
drivers
allocation & maintenance
sale or disposal of the
• Allocations
&
of vehicles
vehicle
authorisations for
vehicles
• Maintenance
8.16
The process of recording
Destroy 3 years after the

vehicle usage
sale or disposal of the
•  Vehicle usage reports
vehicle

8.17
The process of recording
Destroy 7 years after
•  Vehicle log book

drivers usage
closure

Insurance

Policy Management
8.18 The
summary
Permanent. Offer to
• Insurance
register

management of insurance
Archivist.
arrangements
Transfer to place of deposit
after administrative use is
concluded.
8.19
The process of insuring
Destroy 7 years after the
• Insurance
policies

local authority officers,
terms of the policy have
• Correspondence
property, vehicles and
expired
equipment against
negligence, loss or
damage

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General Public Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Health and Safety

Inspections and
Assessments
9.1 Process
of
inspecting  Destroy 6 Years from
• Equipment
inspection  Statutory
equipment to ensure it is
destruction of the equipment
records
safe

9.2
Processing the geo-
When quarry is no longer in   Statutory
technical assessments of a  use consult or refer to
quarry
Health and Safety Executive

(HSE)
9.3
Process of carrying out
Destroy 3 Years from last
• Monitoring
results
Statutory
monitoring to ensure that
action
the process is safe

9.4
Process of monitoring of
Destroy 40 Years from last
•  Property asbestos files  Common practice based on
areas where employees
action
Statutory
and persons are likely to
have become in contact
with asbestos

9.5
Process of monitoring of
Destroy 50 Years from last
• Radon
monitoring

areas where employees
action or at age 75 years
and persons are likely to
whichever is the greater
have come in contact with
radiation
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General Public Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

9.6
Process to ensure safe
Retain until superseded or
Common
practice
systems of work
process ceases +1 year

9.7
Process to asses the level  Destroy 3 Years from last
• Risk
assessment
Statutory
of risk
assessment

9.8
Processes that permit work  Destroy 1 Year from last
Common
practice

action
9.9
Process that records
Destroy 3 Years from
• Accident
books
Statutory
injuries to adults
closure

9.10
Process that records
Destroy 25 Years from
• Accident
books
Based on Statutory
injuries to children
closure

Emergency Planning
9.11
Process to develop the
Permanent. Offer to
• Major
Incident
Plan

emergency/disaster plan
Archivist for review.
for the local community
Transfer to place of deposit
after superseded

9.12
Process of recording the
Destroy 10 years after

results of the test for
closure
emergency/disaster plan
for the local community

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General Public Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Major Incident
9.13
Activities that report on all
Permanent. Offer to

major incidents in the local  Archivist for review.
community, whether the
Transfer to place of deposit
emergency plan has been
after administrative use is
invoked or not
concluded

9.14
Activities that report on all
Destroy 7 years after

minor incidents in the local  closure
community

Enforcement
Certification and
Prosecution

Registration,
Certification and
Licensing
9.15 Summary
management  Permanent. Offer to
•   Visual impairment
Common practice
systems that allow the
Archivist for review.
register
monitoring & management  Transfer to place of deposit
of registration, certification  after administrative use is
and licences registration
concluded
requirements in summary

form
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General Public Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

9.16
The administration of
Destroy 2 years after
•  Applications for animal  Statutory
applications, registration,
registration or entitlement
registration
Note: may want archival
certification and licences in  lapses
• Applications
for
review in cases of licensing
relation to local authorities’
registration of a
of children in entertainment
registration requirements
business premises

• Applications
for
release
of animals impounded
• Registers

• Certificates
of
registration of:
• door
supervisors
• taxi
drivers
• beauty
therapists
• Animal
movement
licences
• Gaming
• Fire
certification
• Disabled
Parking
permits
• Blue
badge
•  Registration to sell
poison

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General Public Services
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

9.17
The process involved in
Permanent. Offer to
• Diesel
licences
Common practice
licensing sites for the
Archivist.
• Petroleum
licences
holding or use of toxic or
Transfer to place of deposit
• Health
and
safety
hazardous substances.
after administrative use is
licensing
(including petroleum,
concluded - 60 years after
• Hazardous
substances
agricultural chemical
registration or entitlement
• Contaminated
land
products or herbicides)
lapses
register/pollution

9.18
The process of registration  Permanent. Offer to
• Organisation
files
Common practice
of homes or carers for the
Archivist.
•  Child carers files
The responsibility of
care and support of
Transfer to place of deposit
•  Childcare registration
OFSTED from 1st April 2002
children, in the
after administrative use is
•  Day care registration
responsibility of the local
concluded - 25 years from
• Children's
home
authority
closure of centre, or
discontinuation of care

Notification
9.19
The process of issuing
Destroy 2 years after the
•  Fire Prevention notices  Common practice
notices to citizens with
matter is concluded
• Fire
Prevention
respect to particular
Infringement notices
responsibilities
• Objections
to
notices
•  Appeals against notices
•  Registration of premises
Infringement notices
• Animal
Impounding
notices

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General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Investigation, Inspection
and Monitoring
9.20
The process of
Destroy 7 years from last
• Trading
standards
Common practice
investigation, monitoring or  action.
sample and inspections
inspection laws in the
records
responsibility of the local
• Fire
certificate
authority
compliance inspections

Prosecution

9.21
The process of prosecution  Destroy 7 years from last
• Prosecution/sanction
Common practice
or sanction of an individual  action.
files
or organisation for failing to
comply with their legal
responsibilities

Bye-Laws

Enactment
9.22
The process of making
Permanent. Offer to
•  Master Set of bye-laws  Common practice
local laws
Archivist for review.
• Policy
Development
Transfer to place of deposit
documents
after administrative use is
• Correspondence
concluded
• Submissions

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General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Administration &
Enforcement
9.23
The process of
Destroy 2 years after
• Applications
and
Common practice
administering and
certificate has expired or
certificates
enforcing bye-laws
penalty payment has been
• Permits
made or the matter has
• Licences
been finished or
• Infringement
notices
correspondence on the
(Parking)
matter has ceased
• Correspondence

Cemeteries & Crematoria
9.24 Summary
management  Permanent. Offer to
•  Register of interments
Common practice
systems that record the
Archivist.
• Cemetery
register
location of burials and
Transfer to place of deposit
• Cemetery
plans
identity of deceased
after administrative use is
individuals
concluded

9.25
The process of regulation
Destroy 5 year after last
• Permits
Common practice
of burials and cremations
action
• Applications
• Orders

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General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Waste Management

The provision of hard

waste removal, destruction
and waste reduction
services by the local
authority to ratepayers

Collection
9.26
The process of arranging
Destroy 2 year after last
Common
practice
the collection or
action
transportation of
household waste

9.27
The process of arranging
Destroy 6 year after last
Common
practice
the collection or
action
transportation of controlled
waste

Disposal of Waste
9.28 The
summary
Permanent. Offer to
Common
practice
management of sites used  Archivist.
for the disposal of waste
Transfer to place of deposit
within the local authority
after administrative use is
concluded

9.29
The process of the short-
Destroy 10 year after site
• Transfer
sites
Common practice
term storage of household  closure
waste

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Planning and Land Use
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Planning Scheme
Development and
Amendment
10.1
The activity of developing
Permanent. Offer to
• Structure
Plan
Common practice
a vision and strategic
Archivist when plan
• Local
Plan
directions regarding
superseded
•  Town Centre plans
existing and future land

• Unitary
Development
use within the Local

plans
Authority and the
development of local and
town centre plans to
ensure the implementation
of the Structure Plan

10.2
The activity of consultation  Permanent. Offer to
• Consultation
Common practice
to gain approval for the
Archivist for review after 3
documents and
Structure Plan (Unitary
years.
replies
Development Plans) or

• Inquiries
and
Local Plans

objections made by
members of public
• Public
Inquiry
documents
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Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

10.3
The activity of recording
Permanent. Offer to
•  Sites and Monuments  Common practice
information on historical
Archivist for review.
records
buildings, monuments and  Transfer to place of deposit
• Ecological
records
ecology at a specific site
after administrative use is
• Species
records
concluded
• Historically
listed
buildings
• Definitive
map
• Commons
registration
10.4
The activity of establishing  Permanent. Offer to
• Successful
Waste
Common practice
planning scheme controls
Archivist.
Planning application
and providing for them to
Transfer to place of deposit
• Successful
Mineral
be amended
after administrative use is
Planning applications
concluded
• Amendments
to
definitive map
• Mineral
Register
• Applications
for

mineral extraction
•  Land Use surveys

10.5
The process of receiving,
Destroy 15 years after
• Waste
Planning
Common practice
considering and
decision. Offer
application
responding to submissions  controversial/high profile
consultation
and objections to planning  schemes to Archivist
• Mineral
Planning
schemes and amendments
applications
consultation
• Objections
•  Inquiries – Public etc
• Archaeological:
advice/conditions
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General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

10.6
The process of controlling
Transfer planning application  • Planning
application  Common practice
development of areas
register to Archivist once
files and plans
through applications for
the register has been
• Correspondence
planning permission
completed (or at arranged
relating to any
intervals if it is held  objections
electronically)
• Hearing
papers

• Planning
application
Refer all other records to
register
Archivist for sampling

10.7
The process of maintaining  Refer all files relating to • Tree
preservation
Common practice
the countryside and
policy to the Archivist
orders
developing open spaces

•  Country parks and
for public amenity
Destroy other files 7 years
nature reserves
after administrative use  development plans
concluded
and correspondence,
land purchase
agreements

Planning Scheme
Regulation
10.8 The
summary
Permanent. Offer to
• Building
Control
Common practice
management of planning
Archivist.
registers
scheme regulation
Transfer to place of deposit

after administrative use is
concluded
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General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

10.9
The process of regulating
Destroy 15 years after
Common
practice
the planned use of land or
closure
buildings

10.10
The process of approving
Permanent. Offer to
• Building
files
Common practice
building applications in
Archivist for review.
• Plans
relation to listed or other
Transfer to place of deposit
• Specifications
significant buildings
after administrative use is
• Correspondence
concluded
• Applications
• Permits
• Certificates

10.11
The process of approving
Destroy 15 years after
• Building
files
Common practice
building applications, for all  construction completed
• Plans
other buildings
• Specifications
• Correspondence
• Applications
• Permits
• Certificates
• Objections
10.12
The process of inspecting
Destroy 10 years after the
•  Certificate of final
Common practice
building work for the
issue of a certificate of final
inspection
purpose of insuring
inspection
• Building
Inspection
compliance.
records
• Diaries
10.13
The process of enforcing
Destroy 3 years after

building or land regulations  compliance with
enforcement notice
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Infrastructure and Transport
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Planning and
Development
11.1
The activity of developing
Permanent. Offer to
• Structure
Plan
Common practice
a vision and strategic
Archivist.
•  Local transport plan
directions regarding
Transfer to place of deposit
existing transport and
after administrative use is
infrastructure within the
concluded
municipality

11.2
The activity of recording
Permanent. Offer to
• Definitive
map
Common practice
location of highways, bridle  Archivist.
• Correspondence
paths and rights of way
Transfer to place of deposit
concerning enquiries
after administrative use is
and disputes
concluded

11.3
The activity of establishing  Permanent. Offer to
• Amendments
to
Common practice
planning scheme controls
Archivist.
definitive map
and providing for them to
Transfer to place of deposit
• Road
adoption
be amended and modified
after administrative use is
concluded

11.4
The process of receiving,
Destroy 7 years after
• Enquiries,
Common practice
considering and
decision.   Offer
consultation
responding to submissions  controversial/high profile
documents, objections
and objections to planning  schemes to Archivist
and correspondence
schemes and amendments

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Infrastructure and Transport
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

11.5
The process of enforcing
Destroy 50 years after
Common
practice
infrastructure and transport  enforcement notice.
regulations
Destroy 3 years after
compliance with
enforcement notice.

Traffic Management
11.6
The activity of planning,
Destroy 7 years after action  • Traffic
orders
Common practice
and programming the
completed
continued flow, diversion
or reduction of traffic

Design and Construction
11.7
The activity of planning,
Permanent. Offer to
Common
practice
designing, programming
Archivist for review.
and constructing roads,
Transfer to place of deposit
streets, bridges, and
after administrative use is
tunnels
concluded

78  Copyright Records Management Society of Great Britain, Local Government Group 2002

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Infrastructure and Transport
General Disposal Guidelines for Local Authorities

Records Management Society of Great Britain

Ref.
Function Description
Retention Action
Examples of Records
Notes
No.

Infrastructure
Management and
Maintenance
11.8
The activity of providing
Destroy 7 years after last
• Street
files
Common practice
municipal services in
action
• Street
records

relation to infrastructure
Requests for:
within the local authority
• Hedge clipping

• Tree planting
•  Naming of streets
• Numbering of
houses
•  Street load limits
• Street signs
• Bus shelters
• Applications to
dig up pavements
• HGV application
•  Advice / comment
• Level crossings
•  Right of ways
• Roundabouts
• Traffic calming
measures
• Street lighting

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Index
General Disposal Guidelines for Local Authorities                      Records Management Society of Great Britain

This index is not intended to be exhaustive

always check the table of contents and the
A
schedule itself if the item does not appear in
Asset acquisition and disposal -
7.29
the index.
particulars of sale

Asset Management Plan
2.6

Asset monitoring - inventories
7.26
A
Asset monitoring - stocktaking
7.26
Accession registers
2.11
Asset monitoring - surveys of
7.26
Accident book – injuries to adults
9.9
usage
Accident book – injuries to
9.10
Asset registers
7.24
children
Audit investigations
7.3
Accounts, summaries of
7.6

Accrual statements
7.2

Acquisition and disposal of assets  7.29
B
- Certificates of approval
Ballot papers
1.2
Acquisition and disposal of assets  7.29
Bank statements
7.4
4- Board of Survey
Best Value review
2.17
Acquisition and disposition -
7.22
Birth Certificate
5.2
notices of
Blue badge
9.16

Briefing and discussion papers
1.6
Acquisitions , schedule of
7.24
Budget - quarterly statements
7.13
Adjustment to workplace
6.10
Building Control, register of
10.8
Admissions registers – residential  3.24
Building inspection records –
10.12
homes
planning scheme regulation
Adoption files
3.2
Building management - project
8.6
Adoptive parents - counselling
3.3
specifications
files
Bus shelters
11.8
Adoptive parents – approval of
3.3
Business plans
2.1
Advertisements – recruitment
6.11
Business premises, registration of  9.16
Agenda – Council
1.4
Bye-laws - administration of,
9.23
Agenda – External Committees
1.6
certificates
Allowances – financial
7.4
Bye-laws - master set of
9.22
Amendments to definitive map
10.4
Bye-laws – permits
9.23
Animal impounding notices
9.19

Animal movement licences
9.16

Animal registration
9.16
C
Annual budget
7.11
Cash books
7.2
Annual leave
6.13
7.4
Application for leases, licences
7.29
Cash flow statements
7.2
and rental revision
Cemeteries and Crematoria –
9.25
Appointment files of statutory
6.24
applications
officers
Cemetery plans
9.24
Approvals as drivers
8.15
Cemetery register
9.24
Asbestos files relating to property
9.4
Certificate of Final Inspection –
10.12
Asset acquisition and disposal -
8.3
Building work
legal documents relating to the
Certificates of approval –
8.5
sale
management of buildings
8.6
Cheque counterfoils
7.4
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Index
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C
C
Child Care – carer case files
9.18
Contract management - minutes
4.14
Child Care – case files, litigation
4.1
and papers of meetings
Child Care – registration of homes  9.18
Contract management -
4.13
and carers
performance reports
Child Protection – case files
2.6
Contract management - service
4.13
Child Protection – register
3.6
level agreements
Children’s homes
3.2
Contract management - signed
4.12
Children’s homes – register of
3.1
contract
Children’s Services plan
2.6
Contracts - disputes on payment
4.14
Civic and Royal - photographs
2.24
Contracts - expressions of interest  4.5
Civic and Royal - video tapes
2.24
Conveyancing files
4.4
Civic and Royal – visitors’ book
2.24
Coroners case files
5.6
Civil litigation - case file
4.1
5.7
Claims - lodged, employee and
6.5
Corporate Plans
2.1
industrial relations
Correspondence – bye-laws
9.22
Committee – recommendations
1.6
9.23
1.7
Correspondence – Council
2.15
Committee minutes - indexes
1.4
Correspondence – enquiries
2.14
Committee reports
1.7
Correspondence – home
7.19
Commons Registration
10.3
improvement grants
Community Plan
2.6
Correspondence – housing
3.28
Community Safety Plan
2.6
Correspondence – insurance
8.20
Community Strategy
2.6
8.21
Complaints, register of
2.13
Correspondence – litigation
4.1
Concordat – agreeing terms
4.3
Correspondence – mortgages
7.16
between organisations
Correspondence – planning
10.6
Consolidated annual reports
7.1
10.7
Consolidated current asset reports   7.24
10.10
Consolidated financial statements   7.1
10.11
Consolidated monthly & quarterly
7.2
11.2
reports
11.4
Consolidated property & buildings  8.1
Correspondence – rates and
7.20
annual reports
Council Tax
7.22
Consultation 10.2
Correspondence – rent
7.18
10.5
Correspondence – tenancy
3.28
Contaminated land
9.17
Council - precedent
2.6
register/pollution
Council - printed material
2.16
Contract – clarification of
4.11
Council – procedure
2.6
Contract - extension of
4.14
Council agenda and business
1.4
Contract development - project
4.6
papers
files
Council briefing and discussion
1.5
Contract management - changes
4.14
papers
to requirements
Council housing application forms  3.27
Contract management -
4.13
Council Housing, register of
3.26
compliance reports
Council letters - form letters
2.16
Council minutes
1.4
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Index
General Disposal Guidelines for Local Authorities                      Records Management Society of Great Britain

C
E
Council notice papers and
1.4
Employees - declarations of
6.2
proceedings
pecuniary interests
Council reports
1.5
Employees - disciplinary
6.7
Country parks and nature reserve  10.7
Employees - dismissal
6.16
development plans
Employees - disputes
6.5
Course reports – child
3.21
Employees - educational
6.2
development
qualifications
Credit card statements
7.4
Employees - health questionnaire   6.10
Creditor listings
7.2
Employees - jury service
6.13
Criminal case file – litigation
4.1
Employees - leave applications
6.13
Current Assets, summary of
7.24
Employees - letter of acceptance
6.2

Employees - medical clearance
6.2

6.10
D
Employees - medical
6.2
Daily industrial relations
6.6
examinations
management
Employees - performance plans
6.12
Day care registration
9.18
Employees - personal history
6.1
Death certificate
5.2
cards
Debtor listings
7.2
Employees - personal particulars   6.2
Definitive map – historic buildings  10.3
Employees - probation reports
6.2
Delegations to Special
1.4
Employees - redundancy (section  6.16
Committees, register of
188 )
Departmental budgets
7.12
Employees - resignation
6.16
Diesel licences
9.17
Employees - retirement
6.16
Disabled parking permits
9.16
Employees - salary master record  6.1
Disposal certificates
2.12
Employees - secrecy undertakings  6.2
Draft budgets
7.12
Employees - sick leave
6.13
Draft estimates
7.12
Employees - special and personal  6.13
Draft/rough minutes
1.5
leave

Employees - Superannuation
6.1

history card
E
Employment contracts
6.2
Ecological records
10.3
Employment Register – Casual
6.1
Education plan
2.6
Staff
Electoral Register
1.1
Employment Register –
6.1
Employee relations - generic
6.5
Permanent Staff
agreements and awards
Employment Register –
6.1
Employees - flexitime sheets
6.13
Temporary Staff
Employees - pay records
7.9
Equipment inspection records
9.1
Employees - study leave
6.13

Employees - summary pay
7.10

reports
F
Employees - taxation records
7.9
Family support - parenting skills
3.14
Employees – attendance books
6.13
Family support – project files
3.14
Employees - awards
6.5
Financial - operating statements
7.1
Employees - clock on/off cards
6.13
Financial - rail warrants
7.5
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Index
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F

Financial – reconciliation
7.6
I
Financial - vouchers
7.4
Industrial relations - negotiations
6.5
Financial - work orders
7.4

Financial Management - general
7.1
Information Audit - authorised lists  2.10
ledger
of file headings
Financial position, statement of
7.1
Information Management -
2.10
Financial Statements
7.1
classification schemes
7.2
Information Management -
2.11
Financial transactions - journals
7.4
depositor files
(annual)
Information Management, register  2.10
Financial transactions -
7.8
of
notification & input records
Infringement notices
9.19
Financial transactions -
7.8
Insurance claims – records
8.21
notification and input records
Insurance policies
8.19
Financial transactions
7.3
8.20
Management - appointments and
Insurance policy renewal
8.20
delegations
Insurance register
8.18
Fire certificate compliance
9.20
Invoices
7.4
inspections

Fire certification
9.16

Fire Prevention infringement
9.19
L
notices
Land Use surveys
10.4
Fire Prevention notices
9.19
Leader of council papers
1.9
Fostering - privately fostered
3.2
Leader of opposition papers
1.9
children’s files
Learning disability
3.18

Lease agreements
8.8

Leased Property, summary of
8.1
G
Leases 7.29
Gaming licences
9.16
8.1
Garden maintenance
7.27
8.8
Goods and/or services -
7.3
8.14
arrangements for the provision of
Leases, register of
8.1
Guardian ad litem files
3.2
Leasing - rental expenditure
8.8

authorities

Level crossings
11.8
H
Licences 9.23
Hazardous substances licensing
9.17
Licensing of animals - certificates
9.16
Health and safety licensing
9.17
Listed Buildings
10.3
Hedge clipping
11.8
Listed buildings - project
8.5
HGV application
11.8
specifications
Honours nomination form
1.8
Loan files
7.14
Honours submissions - letters of
1.8
Loans Register
7.15
support
Local Authorities’ owned property,  8.1
Housing - application for
3.28
summary of
emergency housing or referral
Local Plan
10.1
Housing - rent books
7.18
Local Transport Plan
11.1
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Index
General Disposal Guidelines for Local Authorities                      Records Management Society of Great Britain

L
P
Looked after children - client files   3.2
Payroll deduction authorities
7.9
Lord Lieutenant
6.24
Payroll disbursement
7.9

Personal services -
3.18

communication support
M
Personal services - day service
3.18
Magistrates 5.9
provision
Magistrates register
6.22
Personal services – drug and
3.18
Maintaining Assets - cleaning
7.27
alcohol misuse
Major Incident Plan
9.11
Personal services - home care
3.18
Management of buildings –
8.5
Personal services - rehabilitation
3.18
installation manuals
8.6
and discharge
Marriage - notice of
5.4
Personnel files, register of
6.1
Marriage certificate
5.2
Petroleum licences
9.17
Marriage register
5.1
Physical disabilities
3.18
Marriage, notice of
5.4
Planning application files
10.6
Media reports
2.22
Planning application register
10.6
Mental Health files
3.17
Planning approval - building files
10.10
Mineral Planning applications
10.4
Planning schemes and
10.5
Mineral Register
10.4
amendments – archaeological
Minutes 1.4
Plans – country parks and nature
10.7
Minutes – Committee
1.4
reserve development
Minutes, strategic management
2.2
Plans – development control
10.6
team
Plans – listed buildings
10.10
Mortgage agreements
7.16
Plant and equipment –
7.28

maintenance

Plant and equipment - service
7.28
N
records
Naming of streets
11.8
Poison, registration to sell
9.16
Numbering of houses
11.8
Policy
2.6

Post tender negotiation minutes
4.11

Press cuttings
2.22
O
Property development – work
8.7
Occupational Health –
6.10
orders
recommendations
Property management - requests
8.9
Occupational Health - restrictions
6.10
for works
Occupational Health & Safety
6.19
Property management - site
8.1
training register
register
Occupational therapy
3.18
Prosecution/sanction files
9.21
Ombudsman
2.15
Public Transport - fares
11.11
Organisation Charts
2.6
Public transport - timetables and
11.11

routes

P

Parking
9.16
Q
9.23
Quality and performance
2.18
Payroll – authority sheets
7.9
management - assessment form
85  Copyright Records Management Society of Great Britain, Local Government Group 2002

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Index
General Disposal Guidelines for Local Authorities                      Records Management Society of Great Britain

S
R
Statutory appointment - register of  6.25
Rate books
7.21
applicants
Rate cards
7.21
Statutory appointment -vacancies  6.25
Rate certificates
7.22
& applications records
Rate property files
7.22
Strategy Plans
2.1
Rateable properties, register of
7.21
Street files
11.8
Receipts 7.4
Street load limits
11.8
Recruitment - interview notes
6.25
Street records
11.8
Recruitment - interview reports
6.11
Street signs
11.8
Recruitment - letter of
6.11
Structure Plan
10.1
appointment
11.1
Recruitment - referee reports
6.11
Subsidiary assets, register of
7.25
Recruitment - Unsuccessful
6.11
Subsidiary ledgers (annual)
7.2
applicants
7.4
Register of births
5.1
Systems management -
8.12
Register of deaths
5.1
implementation plan
Register of interments
9.24

Registers, general
9.16

Reported deaths, register of
5.5
T
Residential care children's files
3.2
Tax Commissioners
6.24
Residential Homes - daily logs
3.25
Taxation 7.7
Residential Homes - diaries
3.25
Taxation - group certificates
7.7
Residential Homes - discharge
3.24
Taxation - motor vehicle logs
7.7
registers
Taxation certificates
7.7
Residential Homes - rotas
3.25
Tenancy 3.27
Residential Homes - secure units   3.25
3.28
Residential Homes, register of
3.24
4.15
Right of way
11.8
Tenancy - transfer of
3.27
Right to Buy - sale documents
7.17
Tenancy - sealed agreements
4.15
Risk assessment
9.7
Tenancy - signed agreements
4.15
Road adoption
11.3
Tenders – documents
4.9
Roundabouts 11.8
4.10

7.29

8.3
S
8.7
Schedule 1 offenders
3.7
Tenders – evaluation criteria
4.8
Sensory disability
3.18
Tenders - issuing
4.7
Shrievalty
6.24
Tenders - opening notice
4.7
Sites and Monuments records
10.3
Tenders - quotations
4.10
Special education
3.13
Tenders – specification
4.6
3.14
Town Centre Plans
10.1
Special Educational Needs files
3.13
Trading standards - sample and
9.20
Species records
10.3
inspections records
Statutory appointment -
6.25
Traffic calming measures
11.8
prospective staff records
Traffic orders
11.6
Training - awards
6.21
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Index
General Disposal Guidelines for Local Authorities Records Management Society of Great Britain

T
Training - certificates
6.21
Training - course individual staff
6.17
assessment
Training - exam results
6.21
Training, register of
6.18
Transport management - fleet
8.14
authorisation numbers
Tree planting
11.8
Tree preservation orders
10.7

U
Unitary Development plans
10.1

V
Valuation lists
7.20
Valuation queries
8.8
Vehicle log book
8.17
Vehicles - allocations and
8.15
authorisations
Voting - consolidated returns of
1.3
votes received

W & Y
Waste management - transfer
9.29
sites
Waste planning application
10.4
Waste site plans
9.30
Wedding banns
5.4

Young Persons Being Looked
3.2
After Files
Youth Justice
3.12
Youth Service Client files
3.12

87 Copyright Records Management Society of Great Britain, Local Government Group 2002

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Document Outline