17

LEGAL SERVICES

17.1

Advice……………………..…….…………………………………...

2

17.1.1

Provision of Legal Advice...………..………………………………………………

2

17.2

Bylaws……………………………..…………………………………

2

17.2.1

Enactment……….……………..……………………………………………………

2

17.2.2

Enforcement…………… ……….………………………………………………….

3

17.3

Litigation………………...…………………………………………..

3

17.3.1

Civil……….………………………………………………………………………….

3

17.3.2

Commercial………………………………………………………………………….

4

17.3.3

Criminal………………………………………………………………………………

4

17.3.4

Debt Recovery………………………………………………………………………

5

17.3.5

Precedent Cases……………………………………………………………………

5

17.4

Management of Legal Activities…..……………………………..

6

17.4.1

Agreements.…………………………………………………………………………

6

17.4.2

Conveyancing……………………………………………………………………….

6

17.4.3

Copyright…………………………………………………………………………….

7

17.5

Planning Controls.…...…………………………………………….

7

17.5.1

Certificate of Lawful Use or Development……..…………………………………

7

17.5.2

Section 106 Agreements…………………………………………………………...

8

17 LEGAL SERVICES

17.1 Advice

17.1.1 Provision of Legal Advice

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.1.1.1

Process of providing legal advice on a point of law

CD + 6

1) Limitation Act , 1980

2) Records Management Society Local Government Classification Scheme (Consultation v 2.01), 2006

Major precedent offer to archives

17.2 Bylaws

17.2.1 Enactment

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.2.1.1

Process of making local laws

- Master set of bye-laws

- Policy development documents

- Correspondence

- Submissions

Permanent

Records Management Society Retention Guidelines for Local Authorities, 2003

Offer to archives

17.2.2 Enforcement

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.2.2.1

Process of administering and enforcing bye-laws

- Applications and certificates

- Permits

- Licences

- Infringement notices (parking)

- Correspondence

CD + 2

Records Management Society Retention Guidelines for Local Authorities, 2003

17.3 Litigation

17.3.1 Civil

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.3.1.1

Process of managing, undertaking or defending for or against civil litigation on behalf of the local authority

- Civil litigation file

- Officers Reports

S + 6

S + 7

If litigation involves a child then retain record until the child's 25th birthday or the recommended period, whichever is the longer

Records Management Society Retention Guidelines for Local Authorities, 2003

Major litigation offer to archives for review

17.3.2 Commercial

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.3.2.1

Process of managing, undertaking or defending for or against commercial litigation on behalf of the local authority

- Commercial litigation file

- Officers Reports

S + 6

S + 7

Records Management Society Retention Guidelines for Local Authorities, 2003

Major litigation offer to archives for review

17.3.3 Criminal

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.3.3.1

Process of managing, undertaking or defending for or against criminal litigation on behalf of the local authority

- Criminal litigation file

S + 6

S + 7

If litigation involves a child then retain record until the child's 25th birthday or the recommended period, whichever is the longer

Records Management Society Retention Guidelines for Local Authorities, 2003

Major litigation offer to archives for review

17.3.4 Debt Recovery

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.3.4.1

Process of managing, undertaking or defending for or against litigation on behalf of the local authority

- Debt recovery file

- Officers Reports

- Bailiff file

S + 6

S + 7

Records Management Society Retention Guidelines for Local Authorities, 2003

Major litigation offer to archives for review

17.3.5 Precedent Cases

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.3.5.1

Process of managing, undertaking or defending for or against litigation on behalf of the local authority where a precedent is set

S + 6

S + 7

If litigation involves a child then retain record until the child's 25th birthday or the recommended period, whichever is the longer

Records Management Society Retention Guidelines for Local Authorities, 2003

Major litigation offer to archives for review

17.4 Management of Legal Activities

17.4.1 Agreements

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.4.1.1

Process of agreeing terms between organisations

(Note: this does not include contractual agreements)

- Concordat

T + 6

Records Management Society Retention Guidelines for Local Authorities, 2003

17.4.1.2

Process of agreeing ownership between organisations

(Note: this does not include contractual agreements)

- Proof of ownership files

T + 6

Records Management Society Retention Guidelines for Local Authorities, 2003

17.4.2 Conveyancing

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.4.2.1

Process of changing ownership of land or property

- Conveyancing files

CD + 12

1) Limitation Act, 1980

2) Records Management Society Retention Guidelines for Local Authorities, 2003

17.4.2.2

Records relating to the rental agreements of council buildings, council houses, allotments, garages, commercial properties, wayleaves and land

- Tenancy agreements

T + 12

Records Management Society Retention Guidelines for Local Authorities, 2003

17.4.3 Copyright

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.4.3.1

Copyright Agreements

- Requests to photograph/ copy items

C + 80

Current Practice

17.5 Planning Controls

17.5.1 Certificate of Lawful Use or Development

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.5.1.1

Lawful Development Certificate

Permanent

1) Town and Country Planning Act, 1980

2) Records Management Society Local Government Classification Scheme (Consultation v 2.01), 2006

Offer to archives

17.5.1.2

Records relating to the Lawful Development Certificate

Date of agreement + 12

1) Limitation Act, 1980

2) Records Management Society Local Government Classification Scheme (Consultation v 2.01), 2006

17.5.2 Section 106 Agreements

SERIES

RETENTION PERIOD

AUTHORISATION

NOTES

STATUTORY

RECOMMENDED

17.5.2.1

Section 106 Agreement

Permanent

1) Town and Country Planning Act, 1980

2) Records Management Society Local Government Classification Scheme (Consultation v 2.01), 2006

17.5.2.2

Records relating to a planning obligation or legal agreement made under section 106 Town and Country Planning Act 1990

Date of agreement + 12

1) Limitation Act, 1980

2) Records Management Society Local Government Classification Scheme (Consultation v 2.01), 2006