link to page 3 link to page 3 link to page 3 link to page 4 link to page 4 link to page 5 link to page 6 link to page 9 link to page 10 link to page 13 link to page 16 link to page 17 link to page 19 link to page 21 link to page 22 link to page 28
Policy | Procedure
Records Management Strategy 5: Records retention
guidance
New policy number:
879
Old instruction number:
Issue date:
29 September 2015
Reviewed as current:
18 September 2018
Owner:
Chief Information Officer
Responsible work team:
Document Management
Contents
Summary ............................................................................................................................. 3
1
Scope of retention guidance ............................................................................................. 3
2
What is a retention schedule? ........................................................................................... 3
3
Management of electronic records .................................................................................... 4
4
Disposal of records ......................................................................................................... 4
5
The retention schedules .................................................................................................. 5
Appendix 1 - Corporate Management and Administration (including Project Management) ................ 6
Appendix 2 – Governance ...................................................................................................... 9
Appendix 3 - Communications (including Press and PR and Complaints and Compliments) ............... 10
Appendix 4 – General Counsel, Procurement and Contracts ....................................................... 13
Appendix 5 – Health and Safety ............................................................................................. 16
Appendix 6 – People Services (excluding e-PRF – see policy number 788 – e-PRF) ......................... 17
Appendix 7 – Information Management .................................................................................. 19
Appendix 8 – Information and Communications Technology (ICT) ............................................... 21
Appendix 9 – Fire Stations .................................................................................................... 22
Appendix 10 – Fire Safety Regulation...................................................................................... 28
Review date:
18 September 2021
Last amended date:
26 June 2020
879
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Appendix 11 – Community Safety .......................................................................................... 30
Appendix 12 – Operations (other) .......................................................................................... 32
Appendix 13 – Emergency Planning ....................................................................................... 34
Appendix 14 – Technical Services and Equipment ..................................................................... 35
Appendix 15 – Property ....................................................................................................... 36
Appendix 16 - Finance ......................................................................................................... 38
Document history ............................................................................................................... 41
879
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Summary
This records retention guidance is part of and should be read in conjunction with the London Fire
Commisioner’s (LFC) Records Management Strategy. The retention guidance provides the information
required to make sure records are kept for legal reasons (especial y the Freedom of Information Act and
General Data Protection Regulation (GDPR), and for business reasons to assist the smooth running of
the LFC. Using the retention guidance should make sure that records are retained consistently,
throughout the LFC. Using retention scheduling will make sure that non-active records will be managed
and retained for as long as they are needed.
1 Scope of retention guidance
1.1 The records listed on the retention schedules are intended to cover al of the Brigades activities.
The retention schedules are dynamic and the records listed wil be continual y updated as and
when new topics arise or are no longer carried out. The retention information contained within
the guidance should cover records held in hard copy and electronically and in the corporate
electronic document management system and other systems.
1.2 It should be noted that the retention periods stated are guidance and the periods stated may
need to be altered depending on the circumstances, for example where a dispute or a legal case
arises records may need to kept for longer than is stated in the guidance.
1.3 The information guiding the retention periods includes the business need and is in line with
various legislation, standards and guidance. The most relevant to the LFC being the General Data
Protection Regulation (GDPR), Freedom of Information Act/ The Lord Chancel ors Code of
Practice on Managing Records . Limitation Act, Code of Practice for Legal Admissibility.
1.4 Personal contractual information for our staff is not included in these schedules. This information
is held in the ‘My Employment/e-PRF’ solution. Detailed information about this solution,
including the retention of personal data, is available on Hotwire. This and third party personal
data should be dealt in strict accordance with the Data Protect Act 2018/GDPR.
2 What is a retention schedule?
2.1 The retention schedule is a document that identifies sets of records by topic and specifies the
length of time the records need to be kept for. It should be used when reviewing records for
disposal or when considering moving records to off-site storage that are no longer needed on a
day to day basis.
2.2 For hard copy records it will state the period of time the records need to be held local y (in the
office) whilst they are an ‘active’ record and when, if required, they should be moved off-site.
‘Non active’ records, are those no longer needed on a day to day basis and can be moved to
cheaper more efficient storage with the LFC records storage contractor.
2.3 The ‘content type’ is also included on the retention schedules, this is a key piece of information
that users need to select careful y when filing information in any of the solutions that are part of
the brigades corporate electronic document management system.
2.4 ‘Vital records’ are also listed by in the schedules, these are identified by the Brigade’s document
manager and specific arrangements put in place to manage these records.
2.5 A ‘notes field’ includes any particular actions or points about particular records.
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3 Management of electronic records
3.1 Records management functionality wil soon be added to the Brigade’s corporate electronic
document management system and the different solutions will include functionality to review or
delete records once the retention period is reached. This wil enable electronic records to be
managed in accordance with the guidance contained within the retention schedules using the
same principles applied to the paper records.
3.2 When completing the form (se
e Policy number 768 - Completion of the SharePoint form)
required to file records in corporate electronic document management system solutions, users
should careful y select the ‘content type’ which will be key to the electronic records management
functionality.
3.3 Software solutions to automate the selection of the content type and assign the retention period
are being looked into. Also, a review of the content types assigned to date wil be carried out
before any records management actions (review, disposal etc.) are completed.
3.4 In general terms, electronic storage on shared drives is not adequate to satisfy the requirements
of the LFC Records Management Strategy.
3.5 Where the Brigade’s corporate electronic document management system is not being used,
important business activities must be captured on paper and stored in a structured filing system.
Where an electronic document and records management system (EDMS) is not in place, it is
necessary to maintain paper-based files in a structured filing system.
4 Disposal of records
4.1 Procedures are in place for the correct and timely disposal of records (s
ee policy number 579 –
Records management strategy 7 - disposal of documents and records). It is important that the
retention schedules are checked before any documentation is disposed of local y, where records
are not covered in the retention schedules staff should contact the IM document manager before
records are destroyed. No records held in hard copy by the LFC records storage contractor or
held electronically in the corporate electronic document management solutions will be destroyed
without the owners permission. Some electronic records wil be automatical y deleted when they
reach the agreed retention period, although this wil only happen if prior agreement with the
owners is in place.
4.2 A disposal certificate will be provided for any hard records destroyed by the LFC records storage
contractor and an audit trail we be available for electronic records destroyed after storage in the
corporate electronic document management solutions.
4.3 A legal hold can be placed on both hard copy and electronic records should they be required for
a longer period than that stated in the retention schedules. Contact the IM document manager to
arrange this.
4.4 Information held in systems should also be stored and deleted in line with the records retention
schedules, this is especial y important for systems that contain personal data covered by the
General Data Protection Regulation (GDPR). Where information might need to be kept long term
or for a purpose other than is was col ected for, it may be possible for the personal data to be
removed and the core data retained. A recent example of this was where HFSV statistical data
was required long term. The Information Management section can be contacted for guidance on
this.
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5 The retention schedules
5.1 The fol owing subject based retention schedules are listed as appendices to this policy:
•
Appendix 1 - Corporate Management and Administration (including Project Management)
•
Appendix 2 - Governance
•
Appendix 3 - Communications
•
Appendix 4 - General Counsel, Procurement and Contracts
•
Appendix 5 - Health and Safety
•
Appendix 6 - People Services
•
Appendix 7 - Information Management
•
Appendix 8 - Information and Communications Technology
•
Appendix 9 - Fire Stations
•
Appendix 10 - Fire Safety Regulation
•
Appendix 11 - Community Safety
•
Appendix 12 - Operations Other
•
Appendix 13 - Emergency Planning
•
Appendix 14 - Technical Services and Equipment
•
Appendix 15 - Property
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Appendix 1
Appendix 1 - Corporate Management and Administration (including Project Management)
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records
Total
Vital
Notes
(classification/arrangement)
content type
retention
Centre
retention
record
retention
Annual Report
Report Other
C+4
5
10
N
Archive 1 copy with London
Metropolitan Archive (LMA)
Corporate Plan (LSP)
Planning
C+4
5
10
N
Archive 1 copy with LMA
Strategic Reports
Planning
C+1
8
10
N
Archive 1 copy with LMA
Directorate Plans and Risk Register
Planning
C+2
3
6
N
Departmental Plans and Risk Register
Planning
C+2
3
6
N
Quality and Performance Monitoring
Report Other
CI
-
CI
N
Systems are maintained and
updated
Audit Reports
Report Other
C+1
4
6
N
Strategic/Operational Risk Monitoring
Planning
C
-
10
N
Integrated Risk Management
Plan (IRMP), Risk
Management Strategy -
systems are maintained and
updated to form part of
integrated risk strategy.
Operational Incident Risk Management
Planning
C
-
10
Operational risk database
(ORD) is maintained and
updated.
Audit Working Papers
Correspondence
C
2
3
N
- general
Organisational Reviews
Planning
C+1
8
10
N
Archive 1 copy with LMA
879
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Appendix 1
Document class
SharePoint
Office
Records
Total
Vital
Notes
(classification/arrangement)
content type
retention
Centre
retention
record
retention
Departmental Reviews
Planning
C+1
8
10
N
Commisioners & Directorate Boards
Exec and non
CI
-
P
N
exec meetings
Governance Boards/Committees
Exec and non
CI
-
P
N
exec meetings
Statutory Returns
Compliance or
C+7
-
8
N
control or
reference
Public Consultations
Compliance or
C+5
-
6
N
Archive 1 copy with LMA
control or
reference
Policies and Procedures
Compliance or
P
-
P
N
Retain superseded policies for
control or
reference
reference
Codes of Practice
Compliance or
P
-
P
N
Retain superseded versions
control or
for reference
reference
Officers Delegated Authority
Compliance or
P
-
P
N
Retain superseded versions
control or
for reference
reference
Financial Regulations
Compliance or
P
-
P
N
Retain superseded regulations
control or
for reference
reference
Standing Orders
Compliance or
P
-
P
N
Retain superseded standing
control or
orders for reference
reference
LFC and serviced meetings/reports
-
-
-
-
-
[SEE Governance]
Project Management - monitoring
Project
CI
6
6
N
Documents
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Appendix 1
Document class
SharePoint
Office
Records
Total
Vital
Notes
(classification/arrangement)
content type
retention
Centre
retention
record
retention
Project Management – planning (business Project
CI
6
6
N
Weed records on completion
case, specification, risk register etc.)
Documents
Project Management – reference material
Project
CI
-
CI
Maintain whilst relevant
Documents
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Appendix 2
Appendix 2 – Governance
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
LFC Meetings – including agenda, minutes
Exec & Non
10
P
P
Y
Held in hard copy – usual y
and decision sheets
(Master)
Exec Meetings
bound. Also held
electronical y in BWD
Committee Meetings - including agenda
Exec & Non
10
P
P
Y
Held in hard copy – usual y
and minutes
(Master)
Exec Meetings
bound. Also held
electronical y in BWD
Presented Papers - signed reports
(Master) Exec & Non
10
P
P
Y
Held in hard copy – usual y
Exec Meetings
bound. Also held
electronical y in BWD
Working copies - al meeting papers -
Dept. Branch
6
0
6
N
Access to Information
(parts 1 and 2)
& Section
Meetings
Working copies - al meetings supporting
Dept. Branch
4
0
4
N
Access to Information
papers
& Section
Meetings
Public Inspection set of non-confidential
Dept. Branch
3
3
6
N
Copies hold short term – 6
reports and Part 1 decision sheets
& Section
years
Meetings
Standing Orders
CI
P
P
Y
Members Files
E
E+5
E+5
N
E = When member leaves
Members Allowances and Expenses
2
8
10
N
Extended beyond usual 6
years
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Appendix 3
Appendix 3 - Communications (including Press and PR and Complaints and Compliments)
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint content
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
type
retention
retention
retention
record
Campaigns/marketing materials
Customer Services
CI
5
5
N
Consider long term
(web, leaflets, posters etc.)
transfer to LMA for
significant events and
snapshots of web and
intranet pages
Publications
Publications
CI
5
5
Consider long term
transfer to LMA for
significant events
Publications – design work
Publications
CI
-
-
N
Review annual y
Complaints
Correspondence -
C+1
4
6
N
Limitations Act
General
Consultation Records
Correspondence -
C+1
4
6
N
Consider long term
General
transfer to LMA for
significant events
Corporate correspondence with MPs Correspondence by
C+1
8
10
N
Correspondence by or on
– major Issues
Commissioner or
behalf of Commissioner or
Directors
Directors.
Corporate correspondence with MPs Correspondence -
C+1
2
4
N
– minor Issues
General
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Appendix 3
Document class
SharePoint content
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
type
retention
retention
retention
record
Corporate correspondence with
Correspondence -
C+1
2
4
N
Consider long term
Councillors
General
transfer to LMA for
significant events
Corporate correspondence with legal Correspondence by
C+1
8
10
N
Correspondence by or on
issues – major Issues
Commissioner or
behalf of Commissioner or
Directors
Directors. Consider long
term transfer to LMA
Corporate correspondence with legal Correspondence -
C+1
2
4
N
issues – minor issues
General
Routine enquiries and replies
Correspondence -
C+1
1
3
N
General
Media cuttings
Publications
C+1
-
2
N
Significant events
consider long term
transfer to LMA
Presentations – slides, notes
Publications
C+1
3
5
N
Delete sooner if
superseded C+1.
Significant events
consider long term
transfer to LMA
Press releases
Publications
C+1
3
5
N
Significant events
consider long term
transfer to LMA
Speeches by Commissioner or
Publications
C+1
3
5
N
Significant events
Directors
consider long term
transfer to LMA
Surveys
Publications
C+1
3
5
N
Significant events
consider long term
transfer to LMA
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Appendix 3
Document class
SharePoint content
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
type
retention
retention
retention
record
Petitions
Publications
C+1
3
5
N
Significant events
consider long term
transfer to LMA.
Limitations Act
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Appendix 4
Appendix 4 – General Counsel, Procurement and Contracts
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint content
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
type
retention
retention
retention
record
Litigation
Legal
E+2
5
7
N
E = Last significant action.
(Limitation Act 1980)
Contravention
Legal
E+2
5
7
N
E = Last significant action.
(Limitation Act 1980)
Enforcement
Legal
E+2
5
7
N
E = Last significant action.
(Limitation Act 1980)
Employment – pension related
Legal
E+2
4
E+6
N
E = Last pension payment
Advice
Legal
E+1
2
3
N
E = Last significant action.
Consider longer retention if
a major precedent is set.
Agreements (non-contractual)
Legal
CI
E+6
6
N
E = End of agreement.
Mainly to do with internal or
agreements with other
public sector bodies.
Conveyancing
Legal
2
10
12
N
See ‘Property’ for other
records
Deeds and leases
Permit Licence &
P
-
P
Y
Records held by General
Certificates
CounselDept. in fire proof
cabinets.
Contracts and tendering – pre
Correspondence
CI
E+2
E+2
N
E = After the contract is let
contract advice/calling for expressions General
or not proceeded with.
of interest
Contracts – specification and
Contract or Other
E+1
E+11
E+12
N
E = Expiry of contract
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Appendix 4
Document class
SharePoint content
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
type
retention
retention
retention
record
development (under seal)
Binding Agreement
Contracts – specification and
Contract or Other
E+1
E+5
E+6
N
E = Expiry of contract
development (ordinary contracts)
Binding Agreement
Tender issue and return
Correspondence
E+1
-
E+1
N
E = Start of contract
General
Tender evaluation – contracts under
Contract or Other
E+1
E+11
E+12
N
E = Expiry of contract
seal
Binding Agreement
Tender evaluation – ordinary contracts Correspondence -
E+1
E+5
E+6
N
E = Expiry of contract
General
Unsuccessful tenders
Correspondence
1
-
1
N
General
Signed contracts and amendments –
Contract or Other
Duration of
E+12
E+12
N
E = Expiry of contract
contracts under seal
Binding Agreement
contract
Signed contracts and amendments
Contract or Other
Duration of
E+6
E+6
N
E = Expiry of contract
– ordinary contracts
Binding Agreement
contract
Fleet Administration – Maintenance
General
CI
5
5
N
Life of vehicle + 1
Correspondence
Fleet Administration – Insurance
General
C
-
-
N
Life of vehicle + 1
Correspondence
Fleet Administration – Accident and
General
C+1
4
6
N
Limitations Act
Repair
Correspondence
Fleet Administration –
General
C+1
-
C+2
Life of vehicle + 1
Mileage/Tachograph
Correspondence
Fleet Administration – MOT
General
C+1
-
C+1
Correspondence
Vehicle Registration
General
C
-
5
N
Copies Life of vehicle + 2
Correspondence
Supplier Information
General
CI
3
3
N
Review for disposal
Correspondence
POMS Delivery Notes
Forms - Other
CI
1
1
N
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Appendix 4
Document class
SharePoint content
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
type
retention
retention
retention
record
Supplier Delivery Notes
Forms - Other
CI
1
1
N
Stock/Assets List
Register or Logbook
C+1
-
2
N
Keep updated
Stocktakes
Register or Logbook
C+1
-
2
N
Until superseded
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Appendix 5
Appendix 5 – Health and Safety
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
Accident Investigation Reports
Report Accident
2
38
40
Y
Investigation
COSHH Control Measures/Inspections
Report - Other
2
4
6
COSHH Exposure to Asbestos
Form Health &
2
38
40
Y
Safety
COSHH Exposure to Radiation
Form Health &
2
38
40
Y
Safety
Accident Books
Form Health &
E+1
P
P
Y
E = Closure
Safety
Health and Safety Manual/Policy
Compliance or
P
P
P
Y
Control…
Health and Safety General Case Files
Report Accident
CI
20
20
Investigation
Equipment Inspections
Register or
2
E+6
E+6
E = Destruction of Equipment
logbook
Process Monitoring Inspections
Register or
2
1
3
logbook
Risk Assessments
Compliance or
C
-
C
Whilst current, keep under
Control
review and valid
Agreements/Arrangements with
Compliance or
E+1
0
E+1
E = Duration of Agreement
Contractors/Third Parties
Control
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Appendix 6
Appendix 6 – People Services (excluding e-PRF – see policy number 788 – e-PRF)
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
Establishment Records Permanent Staff
Data and statistics
-
-
10
N
Maintain annual statistical
record of establishment
permanently
Establishment Records Temporary Staff
Data and statistics
-
-
10
N
General Employee Administration
e-PRF
-
-
-
N
Employee admin/contractual
documentation is managed in
the My Employment/e-PRF
system
Employee Relations - Disputes,
Compliance or
CI
P
P
N
Negotiations, Claims, Generic
Control or
Agreements and Awards (not individual
Reference
cases)
Employee Relations Minor Routine
Correspondence
CI
2
2
N
Matters
General
Equal Opportunities Investigations
Correspondence
CI
5
5
N
Maintain statistical records
General
Occupational Health Providers Records
NA
-
P
P
N
Permanently held on behalf of
external provider by the
Brigades records storage
contractor. Common practice
is to destroy records 75 years
after DOB
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Appendix 6
Document class
SharePoint
Office
Records centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
Recruitment (non e-PRF) Unsuccessful
Correspondence
C
-
1
N
Applicants – Application, References,
General
Interview Reports
Recruitment Advertising
Correspondence
1
-
1
N
Consider longer retention for
General
high level posts
Training and Development Programmes
Publications
CI
5
5
N
Individuals records held on e-
and Course Materials
PRF and in StARS.
Appointment of Statutory Officers
Compliance or
CI
P
P
N
Control or
Reference
Counsel ing & Trauma Services
Correspondence
E+1
4
5
E = Case closure
General
Dyslexia/Neurodiversity Assessment
Report - Other
3
P
P*
* End of employment +10
Reports
years
879
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Appendix 7
Appendix 7 – Information Management
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint content
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
type
retention
Retention
retention
record
Freedom of Information
Correspondence
5
-
5
N
Consider long term
requests/correspondence
General
archival storage for items
of great significance or
when issue leads to policy
change or where a
precedent is set
Data Protection Subject Access
Correspondence
5
-
5
N
Requests/correspondence
General
Bibliographic databases – Library, Brigade Publications or
CI
P
P
N
Delete items when no
Wide Documents, Image library etc.
Compliance and
longer available. Retain
Control…
superseded policies for
reference
Copyright declarations
Form - other
1
2
3
Statistical analysis, performance
Data and Statistics
CI
-
CI
N
Retain whilst relevant.
information and reporting
Consider long term
retention for information
of great significance.
IM Corporate systems – StARS, Station
Data and Statistics
CI
-
10
N
Consider DPA retention
Diary, Incident Management System
restrictions for StARS.
(IMS) etc.
Incident Reports
Report Other
CI
-
P
N
Transfer to LMA after 10
years
879
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Appendix 7
Document class
SharePoint content
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
type
retention
Retention
retention
record
Information audits/surveys
Data and Statistics
CI
-
10
Review for relevance and
possible long term
preservation at LMA
Database/system admin – user guides,
Specification
CI
-
10
problem logs, development
Document templates
Correspondence
CI
-
CI
N
Retain until superseded
General
Disposal records – destruction certificates Forms - other
3
P
P
N
Specialist/Expert Reports
Publication
CI
-
10
N
Review for relevance and
possible long term
preservation at LMA
879
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20 of 42
Appendix 8
Appendix 8 – Information and Communications Technology (ICT)
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
IT Strategy
Planning
C+5
-
C+5
Destroy 5 years after
superseded
Back up tapes
Correspondence
*
-
1
Y
Rol ing back up destroy when
General
1 year old
. (*held offsite by
contractor).
Backups – retrieval of data requests
Correspondence
1
-
1
N
Destroy 1 year after request is
General
fulfil ed
Service desk fault reporting and resolution Correspondence
1
-
1
N
General
Project records – Specs, Admin,
Project
C+5
-
C+5
N
Destroy 5 years after system is
Infrastructure info, Testing
Documents
decommissioned
Inventory
Register or
C+5
-
C+5
Logbook
Software Licences and agreements
Permit Licence
C+6
-
C+6
N
Destroy 6 years after expiry –
and Certificates
Limitations Act 1980
Systems Configuration and
Specification
CI
-
CI
Keep updated whilst systems
Documentation
still in use
879
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Appendix 9
Appendix 9 – Fire Stations
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
Station Log Books
Register or
C+2
-
3
N
Policy number 13 – 3 Years.
Logbook
General Correspondence and Form 10’s.
Correspondence
C+2
-
3
N
General
HSE Accident Record Form (Tear off from Form Health &
CI
P
P
Y
Send to ‘HQ/Records
book/pad).
Safety
Services’ for filing on e-PRF
Incident / Accident Investigation and
Report Accident
CI
40
40
Y
Hard copy forms in addition
Report Forms
Investigation
to online SERD system are
sent to Health & Safety where
they are archived long term.
HFSV Indemnity forms
Form - Other
C+1
8
10
N
Policy number 926
Policy number 927
HFSV Data Col ection Sheets
Correspondence
CI
-
CI
N
general
Casualty Report Form (Yel ow - Station
Form - Other
CI
-
CI
N
Short term whilst of current
Copy)
use.
Green copy - must be
sent to IEC Programme
Manager HQ for archiving – 3
Years.
879
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Appendix 9
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
Lock Outs Indemnity Form 2416
Form - Other
C+1
4
6
N
Sent to Area Admin Team for
storage and archiving –
confirm retention period
with General Counsel
Department
Obsolete fire station records Fire Cal Register (Form 29)
Fire Report
-
-
P
N
Al F29’s should now be sent
to ‘HQ/Records Services’.
Archived and transferred to
LMA.
FDR1 Fire Report Form
Fire Report
-
-
P
Y
Al FDR1’s should now be
sent to ‘HQ/Records
Services’. Archived and
transferred to LMA. Now held
electronical y in IRIS system.
Appliance Log Books
Register or
-
-
7
N
Al appliance log books under
Logbook
8 years old should be sent to
‘HQ/Records Services’. Legal
– Contract disputes & PI
claims. TLG4 to CMG
monthly.
LFB Accident Books - Until Complete
Form Health &
-
P
P
Y
Al accident books should
Safety
now be sent to ‘HQ/Records
Services’
F112a Self Certificate
(See e-PRF
-
-
P
N
Hotwire online form adds
Retention
document to e-PRF on
Schedule)
completion.
Fit Note (Medical Certificate)
(See e-PRF
-
-
P
N
Update StARS and send to
Retention
‘HQ Records Services/e-PRF’
Schedule)
879
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Appendix 9
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
F121 Retirement, Resignation, Transfer to
(See e-PRF
-
-
P
N
Send to HQ/PS
Other Brigades/Recovery of PPE-LV
Retention
Schedule)
F308 Application for Special Leave
(See e-PRF
-
-
3
N
Send to Area Admin then ‘HQ
Retention
Records Services/e-PRF’
Schedule)
Probationary Report
(See e-PRF
E
-
6
N
E = Until probatio
n is
Retention
complete. Send to ‘HQ
Schedule)
Records Services/e-PRF’
Ordinary/Maternity Support Leave
(See e-PRF
-
-
3
N
Send to HQ/PS
Application
Retention
Schedule)
Flexible Working Application
(See e-PRF
-
-
P
N
Send to HQ/PS
Retention
Schedule)
Application to Undertake Outside
(See e-PRF
-
-
P
N
Send to HQ/ODSS
Employment
Retention
Schedule)
Career Break Application
(See e-PRF
-
-
P
N
Send to HQ/PS
Retention
Schedule)
Mutual Exchange Form
(See e-PRF
-
-
3
N
Send to HQ/HPS
Retention
Schedule)
F120 Statement of Character
(See e-PRF
-
6
N
Send to HQ/PS
Retention
Schedule)
Training certificates
(See e-PRF
-
P
P
N
Send to ‘HQ Records
Retention
Services/e-PRF’ Permanent -
Schedule)
whilst employed.
879
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Appendix 9
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
F126 Personnel Cards
(See e-PRF
-
-
P
N
Send to ‘HQ Records
Retention
Services/e-PRF’
Schedule)
F126a Record of Sickness and Medical
(See e-PRF
-
-
P
N
Send to ‘HQ Records
Certificates
Retention
Services/e-PRF’
Schedule)
F112 Medical Certificate Particulars
(See e-PRF
-
-
P
N
Send to ‘HQ Records
Retention
Services/e-PRF’
Schedule)
F102 Daily Attendance Register
NA
CI
-
-
N
Copies, arrange secure
F103 Record of Sickness
disposal when station use is
F105 Exchange Transfer Between Areas
complete – originals held at
F108 Leave Records
HQ.
F124 Application for Inclusion on Monthly
Transfer List
F184 Forwarding of Particulars Upon
Transfer
F448 Rol Card board
F1737 Special Leave for Trade Union
Purposes
F172a Order for Officers Undress Uniform
Kit Cards (forms 3005 – 3007)
Acting-up Forms (forms 332-8)
Finance Forms copies - common - not
Original Forms send to HQ
an exhaustive list
(6 Year Retention)
Childcare Al owance Monthly Claim
(See e-PRF
C+1
-
2
N
Arrange secure disposal after
Retention
2 years
Schedule)
879
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Appendix 9
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
FN/PC1 Petty Cash Claims
Form - Other
C+1
-
2
N
Dispose of after 2 years.
Reconciled forms sent to
Finance HQ. Policy 666
FN/PC2 General Expenses Claim Form
Form - Other
C+1
-
2
N
Arrange secure disposal after
2 years
FN/PC3 Travel ing/Subsistence Claim
Form - Other
C+1
-
2
N
Arrange secure disposal after
Form
2 years
FN/PC4 Ful /Provisional Driving Licence
Form - Other
C+1
-
2
N
Arrange secure disposal after
Fee Claim Form
2 years
FN/PC5 (F146) Travel ing Expenses,
Form - Other
C+1
-
2
N
Arrange secure disposal after
Station to Station
2 years
FN/PC7 Spoiled meals claim form
Form - Other
C+1
-
2
N
Arrange disposal after 2 years
F328 Payment of Overtime Claims Form
Form - Other
C+1
-
2
N
Arrange secure disposal after
2 years
F148 Postage Stamps Claim Form
Form - Other
C+1
-
2
N
Dispose of after 2 years
F325 Reimbursement of medical, dental,
Form - Other
C+1
-
2
N
Dispose of after 2 years
or optical charges
Copy invoices
Form - Other
C+1
-
2
N
Originals to Finance/HQ
Delivery Notes
Form - Other
C+1
-
2
N
Dispose of after 2 years
Obsolete finance forms
FN/PC6 (F169) free meals to catering staff NA
CI
-
-
N
Copies for disposal – originals
F99 Cooks Attendance
held at HQ
F313 Return of Medical Certificates
F332a Monthly Temporary Promotions
Miscellaneous forms - common - not an exhaustive list F18 Accident Particulars
Form - Other
C+1
8
10
N
Send to HQ/H&S for
archiving
TR/D3/1 Motor Accident Reports
Form - Other
C+1
8
10
N
Send to HQ/CMG
879
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Appendix 9
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
F451 Roads and Buildings – Additions and NA
CI
-
-
N
Now electronic. Original hard
amendments
copy versions sent to
HQ/PDA. Station copies can
be deleted.
F2608 Involvement with hazardous or
Form Health &
CI
50
50
N
Route as Policy 411. Send
toxic substance
Safety
copy to ‘HQ/Records Service’
for e-PRF)
F426 Standard Test Cards
Form - Other
E+2
E
E
N
Event = Life of Equipment
Loss of Equipment
Form - Other
3
-
3
N
Copies for disposal – originals
held at HQ
F32 Traffic Accident Statistics
Form - Other
C+1
8
10
N
F1010 Defects Register
Form - Other
CI
-
1
N
Copies for disposal – originals
held at HQ
F370 Items temporarily away from station
Form - Other
CI
-
3
N
Copies for disposal – originals
held at HQ
F503 Hydrants temporarily shut down
Form - Other
CI
-
1
N
Copies for disposal – originals
held at HQ
F381 Weekly return of Rol er Towels
Form - Other
CI
-
1
N
Copies for disposal – originals
held at HQ Arrange disposal
Fire alarm tests
Form - Other
3
-
3
N
Fuel issue record
Form - Other
5
-
5
N
* Policy number 849
879
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Appendix 10
Appendix 10 – Fire Safety Regulation
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification /arrangement)
content type
retention
retention
retention
record
Fire Investigation Unit (FIU)
Report - Other
C + 2
7
10
N
Frequently requested with
Reports
Incident Reports
Fire Investigation Unit (FIU)
Exec & Non Exec
C + 2
P
P
Y
Frequently requested with
Reports - Fatals
Reports
Incident Reports
Fire Cal Register (Form 29)
NA
C + 1
5
7
Y
Any old originals should to passed
(Obsolete)
to DMT Team for archiving
Fire Safety Files Premises Files
NA
C + 2
7
10
N
Any old hard copy files should
(Obsolete)
now be destroyed after check for
enforcement actions, Any
enforcement action papers should
be scanned to e-FS Case File
System in SharePoint
e-FSR Premises Case Files
Various in e-FS
C + 5
-
6
N
Regulatory Reform Order 2005
(Examples; consultations,
Case File System.
SI2005 No1541
alterations and prohibition
notices, GEN18, Audit
Disposal actions linked to ‘Content
inspection)
Type’ auto disposal or review.
*
Review period alteration
pending Hackitt report
recommendations.
Petroleum Case Files
Presently hard copy
1
5
6
N
Review at 7 years. Site files
files.
containing buried tanks are
retained permanently
879
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Appendix 10
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification /arrangement)
content type
retention
retention
retention
record
General Correspondence
Correspondence
C + 1
1
3
N
Retention period may vary –
General
contact Records Services for
advice.
Fire Engineering Project Files
Compliance or
E + 3
17
20
N
Event = Project closure
control or reference
*
Review period alteration
pending Hackitt report
recommendations.
879
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29 of 42
Appendix 11
Appendix 11 – Community Safety
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
JFIS Case Files
Projects
C+1
3
5
N
Case closure + 5 years
DPA, IRMS Disposal
Guidelines for Local
Authorities (3.9), NSPCC and
Youth Justice Board guidance
LIFE Courses
Projects
C+1
3
5
N
Retention period is good
practice when documenting
working with youngsters
Education Team – Schools visits,
Projects
C+1
3
5
N
Retention period is good
Workshops, Resource info.
practice when documenting
working with youngsters
Cadets Case files
Projects
C+1
3
5
N
Retention period is good
practice when documenting
working with youngsters
Community Safety Development Team –
Publications
C1
-
C1
N
Whilst current – consider
Resources, Publications/Literature
keeping key information for
historical reference
Home Fire Safety Visits (HFSV) - General
Projects
C+1
3
5
N
HFSV Database – Information
required for a longer period is
stripped of al personal info
and data is held for statistical
reference
HSFV Indemnity Forms
Forms - Other
C+1
8
10
N
879
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Appendix 11
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
CS Brigade Wide Initiatives
Projects
C+1
4
6
N
Consider long term archival
storage with LMA for
significant events
CS Local Initiatives & Events
Projects
C+1
1
3
N
879
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Appendix 12
Appendix 12 – Operations (other)
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
Traffic Management
Correspondence
C+2
2
5
N
General
Special Services
Correspondence
C+2
3
6
N
7 Years if chargeable
General
Property Damage
Correspondence
CI
-
CI
N
General Counsel dept.
General
hold records
Loss Adjusters Interviews
Correspondence
C+1
5
7
N
7 Years from date invoice
General
raised
Unitary Development Plans
Correspondence
C+2
-
3
N
General
Third Party Claims
Correspondence
C+2
7
10
N
General
Ex Gratia payments/Claims
Correspondence
C+1
8
10
N
General
Light Duty Management - Local
Correspondence
CI
3
3
N
Formal documentation to
Arrangements
General
be placed on e-PRF
Senior Officers Uniform - Local
Correspondence
CI
-
CI
Arrangements
General
Senior Officers Day Files
Correspondence
C+2
-
3
N
General
Major Incidents – Local Records
Correspondence
CI
5
5
N
Consider long term
General
preservation at LMA
879
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Appendix 12
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
Senior Officers Review of Major Incidents
Report Other
CI
10
10
Consider long term
(PRC)
preservation at LMA
Incident records
Report Other
3
7
10
Supporting documents to
Hard Copies - Contemporaneous notes,
information held in IMS
Key decision logs etc.
Area/Dept/Section Organisational
Correspondence
CI
5
5
Reviews – Local Records/Arrangements
General
Driving – Penalty Points
NA – EPT Driver
-
-
-
4 or 11 Years depending on
Database
the offence
Driving Bans
Compliance or
P
-
P
control or reference
Driving Parking Fines – Penalty Charge
Correspondence
C+1
5
C+6
Notice (PCN)
General
879
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Appendix 13
Appendix 13 – Emergency Planning
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
Emergency /Disaster Plans – London
Planning
CI
P
P
N
Boroughs
Emergency/Disaster Plans – Test Results
Planning
CI
10
10
N
Major Incidents Reports
Reports -
CI
10
10
N
Other
Control of Major Accidents Hazards Plans
Planning
CI
P
P
Y
(COMAH)
Emergency Planning Training and Briefing
Publications
CI
5
5
N
Documentation
879
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Appendix 14
Appendix 14 – Technical Services and Equipment
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
Equipment – Operational Notes
Publication
C
2
C+2
N
Life of equipment +2
Equipment Maintenance - Repair
Register or Logbook
C
5
C+5
N
Records, Test Sheets, Log Books
Equipment R&D/Evaluation
Specification
C
2
C+2
N
Equipment Leasing/Ownership
NA
-
-
-
-
See - ‘Contracts’
Details
Disposal
Register or Logbook
C
2
C+2
N
Life of equipment +2
Correspondence with Suppliers
Correspondence
C+1
3
5
N
General
879
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Appendix 15
Appendix 15 – Property
Key:
Al Entries are in years unless otherwise specified
C = Current Year; CI = Whilst the Document is of Interest to the Section; P = Permanent;
E = Event
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
Premises Log Book
NA
CI
P
P
N
Retain until disposal of
Property + 3 Years
Asbestos – Register, Sample Results,
Property
CI
P
P
N
Retain until disposal of
Removal Records
Property + 3 Years
Asbestos – Manual and Plan
Property
CI
10
10
N
Asbestos Exposure Records
Form – Health and
1
39
40
N
Form 2608 must be added to
Safety
e-PRF & SERDS Report
Completed
Risk Assessment Records – Fire, Water
Property
3
-
3
N
Held onsite – copy to
Storage/Distribution et al
SharePoint where necessary
Display Drawings
NA
CI
-
CI
N
Whilst current
Tenancy Information – Property Dept.
Property
CI
10
10
N
Agreements and legal papers
Info.
held by General Counsel
Dept.
Electrical Instal s - Documentation
Property
CI
10
10
N
NICIEC documents
Fire Safety Documentation – Drawings,
Property
CI
-
CI
3 Years common practice
Evacuation Records, Training
Fire Safety Certificates, Test Records,
Property
CI
-
10
N
Life of plant – (Copies)
Operating Instructions and Maintenance
Originals held onsite
Gas Instal ations - Documentation
Property
CI
10
10
N
Life of plant – (Copies)
Originals held onsite
879
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Appendix 15
Document class
SharePoint
Office
Records Centre
Total
Vital
Notes
(classification/arrangement)
content type
retention
retention
retention
record
Lighting, Water, Lift, Ventilation, Pressure Property
CI
10
10
N
Life of plant – (Copies)
Vessels, Window Cleaning, Generators –
Originals held onsite
Instal ations, Tests, Certificates, Operating
and Maintenance
Utilities Invoices/Statements
Property
2
8
10
N
Hard copy keep in office 2
years. Electronic in EDMS if
no other system available
Project Files – Major
Property
CI
10
10
N
Maintain as per detailed
Development/Renovation
above
Property - Policy/Committee Papers
Property
CI
10
10
N
Copies – review periodically
and destroy
879
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Appendix 16
Appendix 16 - Finance
Key:
H/C = Hard Copy; EL = Electronic;
C = Current Year; CI = Whilst the Document is of Interest to the Section ; P = Permanent;
E = Event
Al Entries are in Years Unless Otherwise Specified
DOCUMENT CLASS
MEDIUM
Office
Records
Total
Vital
NOTES
Retention
Centre
Retention
Record
(Classification/Arrangement)
Retention
Accounting system data including monthly
H/C
C + 1
-
C + 1
and year-end prints
Bank statements
H/C
C + 3
3
C + 6
Capital budget working papers
H/C
C + 2
-
C + 2
Cheque printouts (year end print only)
H/C
C + 1
5
C + 6
Committee documents relating to the
H/C
C + 10
-
C + 10
Copies - destroy when admin
capital budget
process is completed.
Committee documents relating to the
H/C
C + 10
-
C + 10
Copies - destroy when admin
revenue budget
process is completed.
Expired construction tax certificates
H/C
C + 1
5
C + 6
Individual working files
H/C
CI
-
CI
Input documents into accounting system
H/C
C + 2
4
C + 6
Season Ticket Loans
H/C
C+1
5
C+6
879
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Appendix 16
DOCUMENT CLASS
MEDIUM
Office
Records
Total
Vital
NOTES
Retention
Centre
Retention
Record
(Classification/Arrangement)
Retention
Consolidated annual reports •
H/C
P
P
P
Offer to LMA
Consolidated financial statements •
Statement of financial position • Operating
statements • General ledger
Consolidated monthly & quarterly reports • H/C
CI
-
CI
Consolidated monthly & quarterly financial
statements • Working papers for the
preparation of the above • Monthly accrual
statements • Cash flow statements •
Creditor listings and reports • Debtor
listings and reports
Al owances • Work orders • Invoices •
H/C
C + 1
5
C + 6
Credit card statements • Cash books •
Receipts • Cheque counterfoils •
Subsidiary ledgers (annual) • Journals
(annual) • Vouchers
Approvals process for purchase including;
H/C
C + 1
5
C + 6
Appointments & delegations • Audit
investigations • Arrangements for the
provision of goods and/or services
Reconciliation • Summaries of accounts
H/C
C + 1
1
C + 2
Taxation records • Motor vehicle logs •
H/C
C + 1
5
C + 6
Fringe benefits tax records • Group tax
certificates
879
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Appendix 16
DOCUMENT CLASS
MEDIUM
Office
Records
Total
Vital
NOTES
Retention
Centre
Retention
Record
(Classification/Arrangement)
Retention
LFC payrol sheets • Payroll deduction
H/C
C + 1
5
C + 6
authorities • Payroll disbursement •
Employee pay records • Employee taxation
records
879
Issue date: 29 September 2015
40 of 42
Document history
Assessments
An equality, sustainability or health, safety and welfare impact assessment and/or a risk assessment was
last completed on:
EIA 25/09/2015
SDIA
H - 29/09/2015
HSWIA
23/09/2019
RA
Audit trail
Listed below is a brief audit trail, detailing amendments made to this policy/procedure.
Page/para nos. Brief description of change
Date
Page 30
Amended retention period to 5 years from 6 IRMS Guidance and
27/06/2016
Appendix 11
in line with e-Fire Safety Case File System for JFIS.
Page 38
New Appendix added. Appendix 16 Finance Retention Schedule
Page 1
Owner title changed to reflect abolition of the London Fire and
09/08/2018
Emergency Planning Authority, now replaced with the London
Fire Commissioner.
Page 22,
New policies 926 and 927 added to replace policy 455 which has
Appendix 9
noow been cancelled.
Throughout
Ths policy has been reviewed as current with minor changes
18/09/2018
throughout including department name changes to reflect the
abolition of the London Fire and Emergency Planning Authority,
now replaced with the London Fire Commissioner. ‘HR’ has now
been changed to People Services due to a review.
Appendix 6
Added Couselling & Wellbeing case files.
Appendix 10
Review period alteration added. Fire Engineering project files
08/11/2018
added.
Throughout
Counsel ing and Wel being updated to Counsel ing and Trauma.
14/11/2018
Page 3
Minor amendments made.
15/02/2019
Page 18
New entry – Dyslexia Reports.
Page 33
New entry – Driving Fines and endoresments.
Page 28
Petroleum case files replaced A in the first column of the last row.
15/03/2019
Page 17
Reference to PN788 added to the heading.
26/06/2020
Subject list
You can find this policy under the fol owing subjects.
Records management
Retention schedules
Electronic
879
Issue date: 29 September 2015
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Freedom of Information Act exemptions
This policy/procedure has been securely marked due to:
Considered by:
FOIA exemption
Security marking
(responsible work team)
classification
879
Issue date: 29 September 2015
42 of 42
Document Outline