Retention and Disposal Policy
Information Type
Definition
Example
Retention Period
Notes
Admin - Internal
Minutes of internal meetings
2 years
Admin - Corporate
Service plans, Strategies
Destroy when out of
date but ensure PTES
library has one copy
Admin - External
Minutes of meetings with external 5 years unless related
organisations
to a project, then
follow project
guidelines
Admin - Partnership Agency
Minutes of meetings with partner
Permanent
agencies
Assets - Acquisition and
Management of the acquisition (by Legal documents relating to
6 years (if under
Statutory
Disposal
financial lease or purchase) and
purchase/sale, Particulars of sale
£50,000) or 12 years
disposal (by sale or write off)
documents, Board of survey,
(if over £50,000)
process for assets
Leases, Applications for leases,
after all
licenses and rental revision,
obligations/entitlemen
Tender documents, Conditions of
ts are concluded
contracts, Certificates of approval
Assets - Monitoring
Management systems that allow the Subsidiary asset registers
7 years after the
Common Practice
monitoring and management of
conclusion of the
assets in summary form
financial transaction
that the record
supports
Assets - Reviewing
Process of reporting and reviewing Routine returns and reports on
2 years after
Common Practice
assets status
asset status, Inventories,
administrative use is
Stocktaking, Surveys of usage,
concluded
Acquisition and disposal reports
and proposals
CCTV Footage
Footage from school buses,
16 days unless
Footage from business centres
required for evidential
purposes
Comments and Complaints
The management of enquiries and Indexes, Registers, Reports,
Offer to County
complaints directed to the council;
Returns, Correspondence,
Records Office for
the management of responses to
Ombudsman, Printed material,
review. Keep
these comments and complaints
Form letters
compliments for 12
months.
Consultation leading to
The process of consulting the public
5 years from closure
Common Practice
Significant Policies
and staff in the development of
significant policies of the local
authority
Consultation leading to Minor
The process of consulting the public
1 year from closure
Common Practice
Policies
and staff in the development of
minor policies of the local authority
Contracts - Ordinary
The process involved in the
6 years after the
Statutory For
development and specification of a
terms of contract
project files
contract
have expired. See
containing drafts
Quality Procedures
leading to a final
014 and 022
version, these
records can be
destroyed
Contracts Under Seal
The process involved in the
12 years after the
Statutory For
development and specification of a
terms of contract
project files
contract
have expired. See
containing drafts
Quality Procedures
leading to a final
014 and 022
version, these
records can be
destroyed
Countryside Recreation Records
Permanent
Common Practice
Digital Photographs
Only save what is
actually required.
Destroy when no
longer required to
reduce pressures on
disk space. Name
and catalogue
photographs for ease
of retrieval. Avoid
duplication. Contact
IT Services for advice
on editing and
cataloguing.
Equipment Maintenance
The process of maintaining plant
Service records, Plant files
7 years after sale or
Common Practice
and equipment
disposal of asset
Financial - Annual Reporting
The process that consolidates
Consolidated annual reports,
Offer to County
Common Practice
financial transactions on an annual Consolidated financial statements, Records Office for
basis for corporate reporting
Statement of financial position,
review
purposes
Operating statements, General
ledger
Financial - Anything involving
3 years after the end NB EU programmes
European funding
of the EU programme often do not finish on
under which the
time and care must
project was funded
be taken in identifying
the date of closure.
Take advice from the
government office.
Financial - Approvals Process
Management of the approvals
Appointments and delegations,
7 years after the end Statutory
for Purchase
process for purchase, including
Audit investigations, Arrangements of the financial year in
investigations
for the provision of goods and/or
which the records
services
were created
Financial - National Insurance
Processes involved in the collection Notification and input records
2 years after the
Common Practice
of National Insurance Numbers
employee ceases
employment
Financial - Payroll
Accountable processes relating to
Authority sheets, Payroll deduction 7 years after the
Statutory
payment of employees
authorities, Payroll disbursement,
conclusion of the
Employee pay records, Employee financial transaction
taxation records
that the record
supports
Financial - Periodic Reporting
The process that supports and
Consolidated monthly and quarterly Destroy when
Common Practice
consolidates financial transactions
reports & financial statements,
administrative use is
on a periodic (less than annual)
Working papers for the preparation concluded
basis, superseding those from the
of the above, Monthly accrual
previous period
statements, Cashflow statements,
Creditor listings and reports,
Debtor listings and reports
Financial - Receipt, Expenditure Identification of the receipt,
Allowances, Work orders, Invoices, 6 years after the
Statutory This
and Write Offs
expenditure and write offs of public Credit card statements, Cash
conclusion of the
period may be
monies
books, Receipts, Cheque
financial transaction
reduced with the
counterfoils, Bank statements,
that the record
agreement of
Subsidiary ledgers, Journals,
supports
Customs and Excise
Vouchers, Funding bids, WCC
and/or the Inland
grant funding to external
Revenue
organisations
Financial - Reconciliation
Processes that balance and
Reconciliation, Summaries of
2 years after
Common Practice
reconcile financial accounts
accounts
administrative use is
concluded
Financial - Taxation Records
Taxation records, Motor vehicle
5 years after the end Statutory
logs, Fringe benefits tax records,
of the financial year in
Group certificates
which the records
were created
Health and Safety - Injury
Process that records injuries to
Accident books
3 years from closure
Statutory
Records
adults
Health and Safety - Inspecting
Process of inspecting equipment to Equipment inspection records
6 years from
Statutory
Equipment
ensure it is safe
destruction of the
equipment
Health and Safety - Risk
Process to assess the level of risk
Risk assessment
3 years from last
Statutory
Assessment
at work
assessment
Performance Management -
The process of assessing the
Assessment form
2 years from closure
Common Practice
Assessment
quality, efficiency, or performance of
a local authority service or unit
Performance Management -
The process of monitoring or
Best Value Review
5 years from closure
Common Practice
Monitoring and Reviewing
reviewing the quality, efficiency, or
performance of a local authority
service or unit
Personnel - Administering
The process of administering
Medical clearance, Letter of
6 years from date of
Common Practice
Employees
employees to ensure that
appointment, Letter of acceptance, last pension payment
entitlements and obligations are in
Details of assigned duties,
accordance with agreed
Probation reports, Medical
employment regulations
examinations, Personal particulars,
Educational qualifications,
Declarations of pecuniary interests,
Secrecy undertakings,
Employment contracts
Personnel - Records
Summary management systems
Employment Registers, Registers Offer to County
Common Practice
that allow the monitoring and
of personnel files, Personal History Records Office for
management of employees in
cards, Superannuation history
review
summary form
card, Salary master record
Personnel - Recruitment
The selection of an individual for an Advertisements, Applications,
1 year after
Common Practice
established position
Referee Reports, Interview
recruitment has been
Reports, Unsuccessful Applicants
finalised
Personnel - Staff Termination
The process of termination of staff
Resignation, Redundancy (Section 6 years after
Common Practice
through voluntary redundancy,
188), Dismissal, Death, Retirement termination. If a
dismissal and retirement
pension is paid, 6
years after last
payment
Planning - Area Development
The process of controlling
Planning application files and
Transfer planning
Common Practice
development of areas through
plans, Correspondence relating to application register to
applications for planning permission any objections, Hearing papers,
County Records
Planning application register
Office once the
register has been
completed (or at
arranged intervals if it
is held electronically).
Refer all other
records to County
Records Office for
sampling
Planning - Building Inspections
The process of inspecting building
Certificate of final inspection,
10 years after the
Common Practice
work for the purpose of ensuring
Building inspection records, Diaries issue of a certificate
compliance
of final inspection
Planning - Comments and
The process of receiving,
Waste Planning application
15 years after
Common Practice
Objections
considering and responding to
consultation, Mineral Planning
decision. Offer
submissions and objections to
applications consultation,
controversial/high
planning schemes and
Objections, Inquiries (public etc),
profile schemes to
amendments
Archaeological (advice/conditions) County Records
Office
Planning - Controls
The activity of establishing planning Successful Waste Planning
Offer to County
Common Practice
scheme controls and providing for
application, Successful Mineral
Records Office for
them to be amended
Planning applications,
review
Amendments to definitive map,
Mineral Register, Applications for
extra mineral extraction, Land Use
surveys
Planning - Enforcing
The process of enforcing building or
3 years after
Regulations
land regulations
compliance with
enforcement notice
Planning - Listed Building
The process of approving building
Building files, Plans, Specifications, Offer to County
Common Practice
Applications
applications in relation to listed or
Correspondence, Applications,
Records Office for
other significant buildings
Permits, Certificates
review
Planning - Other Building
The process of approving building
Building files, Plans, Specifications, 15 years after
Common Practice
Applications
applications
Correspondence, Applications,
construction
Permits, Certificates, Objections
completed
Planning - Recording
The activity of recording information Sites and Monuments records,
Offer to County
Common Practice
Information
on historical buildings, monuments Ecological records, Species
Records Office for
and ecology at a specific site
records, Historically listed
review
buildings, Definitive map,
Commons registration
Planning - Regulating use of
The process of regulating the
15 years after closure Common Practice
Land and Buildings
planned use of land or buildings
Planning - Scheme Regulation
The summary management of
Building Control registers
Offer to County
Common Practice
planning scheme regulation
Records Office for
review
Planning - Strategic Plans
The activity of developing a vision
Structure Plan, Local Plan, Town
Offer to County
Common Practice
and strategic directions regarding
Centre plans, Unitary Development Records Office for
existing and future land use within
plans
review after plan is
the Local Authority and the
superseded
development of local and town
centre plans to ensure the
implementation of the Structure
Plan
Press Releases
Press release database
3 years
Common Practice
Projects
Traffic calming scheme
Within the project
folder, the file that has
to be retained for the
longest dictates how
long the whole project
file is held. See
Quality Procedure
029 issue 3 for further
guidance on keeping
project files
Property - Lease Management
The process of managing leased
Lease agreements, Rental
15 years after the
Common Practice
property
expenditure authorities, Valuation expiry of the lease
queries, Applications for leases,
licences and rental revision
Property - Occupancy
The process of managing the
Requests for works, cleaning, etc, 7 years after the
Common Practice
Management
occupancy of property
Tenant files, Register of key
conclusion of the
holders, Register of contractors
transaction that the
and suppliers
record supports
Public Transport Information
The activities involved in the
Timetables and routes, Maps,
3 years after
Common Practice
management and provision of public Fares, Customer and industry
superseded or last
transport
liaison
action
Publications
The published work of the local
Destroy after
Common Practice
authority
administrative use is
concluded. One copy
from the initial print
run should go directly
to the archive
Publications - Design
The process of designing setting
3 years from last
Common Practice
information for publication
action
Publications - Media
Media publications concerning local Press cuttings, Media reports
Offer to County
Common Practice
authorities
Records Office for
review
Research
Permanent
Keep active until
published, then
archive
Road Maintenance
The activity of maintaining and
Street Works Register
12 years after action Common Practice
repairing roads, streets, bridges,
completed
bridle paths, rights of way and
tunnels
Staff Monitoring - Attendance
Process of monitoring staff leave
Sick leave, Jury service, Study
2 years after action
Common Practice
and attendance
leave, Special and personal leave, completed
Attendance books, Flexitime
sheets, Leave applications, Clock
on/off cards, Annual leave
Staff Monitoring - Performance
Probation reports, Performance
5 years after action
Common Practice
plans
completed
Statutory Returns
The process of preparing
Reports to central government
7 years from closure
Common Practice
information to be passed on to
central government as part of
statutory requirements
Systems - Administration
The process to support and
5 years after last
administer a system used to support
action
the activities of the local authority
Systems - Development
The internal process to develop or
Retain for life of
extend the capabilities of a system
system, then destroy
used to support the activities of the
local authority
Systems - Implementation
The process to implement a system Implementation Plan
7 years after last
used to support the activities of the
action
local authority
Tender
The process involved in the issuing Opening notice, Tender envelope
1 year after start of
Common Practice
and return of a tender
contract
Traffic Controls and Information
6 years
Systems team Correspondence
Traffic Management -
4 years
Correspondence
Traffic Management - Design
The design files for all traffic signal Basic information and certification 5 years after the date
Files
and controlled crossings schemes
for the scheme, Record of the
of decomissioning
scheme, Decisions made, Safety
considerations, Modifications to the
scheme, Reasons for modifications
Traffic Management - Planning
The activity of planning and
Traffic orders
7 years after action
Common Practice
programming the continued flow,
completed
diversion or reduction of traffic
Traffic Management - Works
4 years
Instructions
Training
Routine staff training processes, not Course individual staff assessment 2 years after action
Common Practice
occupational health and safety
completed
related
Training - Health and Safety
Occupational health and safety
OH&S training register
10 years after training Common Practice
training
completed. Individual
course assessment
records should be
destroyed once the
training has been
renewed every 3
years
Training - Materials
1 year after course is Common Practice
superseded
Training - Proof of Completion
Certificates, Awards, Exam Results 7 years after action
Common Practice
completed
Transport - Comments and
The process of receiving,
Enquiries, consultation documents, 7 years after decision. Common Practice
Complaints
considering and responding to
objections and correspondence
Offer
submissions and objections to
controversial/high
planning schemes and
profile schemes to
amendments
County Records
Office
Transport - Design and
The activity of planning, designing,
Offer to County
Common Practice
Construction
programming and constructing
Records Office for
roads, streets, bridges and tunnels
review
Transport - Enforcing
The process of enforcing
50 years after
Common Practice
Regulations
infrastructure and transport
enforcement notice. 3
regulations
years after
compliance with
enforcement notice
Transport - Location of Rights of The activity of recording location of Definitive map, Correspondence
Offer to County
Common Practice
Way
highways, bridle paths and rights of concerning enquiries and disputes Records Office for
way
review
Transport - Planning Scheme
The activity of establishing planning Amendments to definitive map,
Offer to County
Common Practice
Controls
scheme controls and providing for
Road adoption
Records Office for
them to be amended and modified
review
Transport - Strategy
The activity of developing a vision
Structure plan, Local transport plan Offer to County
Common Practice
and strategic directions regarding
Records Office for
existing transport and infrastructure
review
within the municipality
Vehicles - Acquisition
The process of acquisition and
Leases, Contracts, Quotes,
7 years after the sale
disposal of vehicles through lease
Approvals, Fleet authorisation
or disposal of the
or purchase
numbers
vehicle
Vehicles - Allocation and
The process of managing allocation Approvals as drivers, Allocations
7 years after the sale
Maintenance
and maintenance of vehicles
and authorisations for vehicles,
or disposal of the
Maintenance
vehicle
Vehicles - Drivers Usage
The process of recording drivers'
Vehicle log book
7 years after closure
usage
Vehicles - Usage
The process of recording vehicle
Vehicle usage reports
3 years after sale or
usage
disposal of vehicle
Waste - Controlled Collection
The process of arranging the
6 years after last
Common Practice
collection or transportation of
action
controlled waste
Waste - Disposal
The summary management of sites
Offer to County
Common Practice
used for the disposal of waste within
Records Office for
the local authority
review
Waste - Household Collection
The process of arranging the
2 years after last
Common Practice
collection or transportation of
action
household waste
Waste - Site Management
The process involved in managing
Waste site plans
Offer to County
Common Practice
the use, type and amount of waste
Records Office for
to be disposed of at a specific site
review
Waste - Storage
The process of the short-term
Transfer sites
10 years after site
Common Practice
storage of household waste
closure
Document Outline
