en 1 35 113 144 222 270 283 322 346 389 404 451 470 515 582 606 634 666 713 776 813 832 850 862 940 1 2 9 15 17 33 962 965 968 2 3 4 5 6 7 8 9 10 14 15 16 17 18 22 23 24 25 26 27 28 29 30 31 32 33 34 971 972 973 974 35 36 44 49 51 53 58 65 67 69 105 107 109 111 975 36 37 38 39 40 41 42 43 44 45 47 48 49 50 51 52 53 54 55 56 57 58 59 64 65 66 67 68 69 70 71 72 73 78 79 80 81 84 85 86 87 88 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 117 120 127 130 133 142 981 114 115 116 978 117 118 119 979 980 120 121 122 123 124 126 127 128 129 130 131 133 134 135 136 137 138 140 141 142 143 144 145 147 152 174 984 145 146 147 148 152 153 155 157 174 175 176 177 178 221 222 223 228 235 265 988 223 224 225 226 227 228 229 231 232 235 236 237 238 239 240 242 243 244 245 246 250 251 252 253 255 257 258 259 260 261 262 263 264 265 266 267 268 269 270 271 275 271 272 273 274 275 276 278 279 280 281 282 283 284 293 296 298 301 304 309 284 285 287 288 289 290 291 292 293 294 296 297 298 299 300 301 302 303 304 305 306 307 309 310 311 317 318 319 320 321 322 323 327 334 340 342 344 323 324 325 326 327 328 329 331 332 333 991 992 993 334 335 336 337 338 339 340 341 342 343 344 345 346 347 350 354 356 361 367 370 373 377 387 347 348 349 350 351 352 354 355 356 357 358 359 360 361 362 363 364 365 366 367 368 369 370 371 372 373 374 375 377 378 379 380 381 383 384 385 386 994 995 387 388 996 389 390 393 400 390 391 392 393 394 395 396 397 398 399 997 400 401 402 403 404 405 409 416 427 439 444 447 405 406 407 409 410 416 417 419 422 423 424 425 426 427 428 429 431 432 433 434 435 436 437 438 439 440 441 998 999 444 445 447 448 450 451 452 454 458 459 468 452 453 454 455 457 459 460 463 464 465 466 467 468 469 470 471 473 480 490 501 1000 471 472 1002 473 474 475 476 477 478 479 480 481 482 483 484 485 488 489 1003 1004 490 491 492 493 495 496 497 498 499 500 1005 501 502 503 504 506 507 508 509 510 511 512 513 514 1006 1007 1008 1009 515 516 538 542 545 549 556 565 570 579 516 517 518 519 525 526 527 528 529 531 532 533 534 535 536 537 538 539 540 542 543 545 546 547 548 549 550 551 553 554 555 556 557 558 559 562 563 564 565 566 567 568 569 570 571 572 573 574 578 579 580 582 583 596 583 584 586 587 588 589 590 591 592 593 594 595 596 597 598 599 600 601 602 603 604 605 606 607 619 621 625 632 607 608 610 614 619 620 621 622 625 626 627 629 630 631 632 633 634 635 637 640 643 646 652 661 635 636 1010 1011 637 638 639 640 641 643 644 645 646 647 648 649 650 651 652 653 654 655 658 659 660 661 662 664 666 667 669 676 679 683 692 697 704 707 1012 1019 667 668 669 670 671 672 673 674 675 676 677 678 679 680 681 682 1016 1017 683 684 685 687 688 689 690 691 1018 692 693 694 695 696 697 698 701 1022 704 705 706 707 708 711 713 714 718 724 738 748 750 755 761 766 774 714 715 717 718 719 720 721 722 723 724 725 726 727 728 729 730 731 732 734 738 739 740 743 744 745 746 747 1023 748 749 750 751 752 753 755 756 757 759 760 761 762 763 764 765 766 767 768 769 770 771 773 774 775 776 777 783 786 797 777 778 780 781 782 783 784 785 786 787 791 792 793 794 795 1024 797 798 799 800 801 802 803 805 806 807 811 812 813 814 822 825 814 815 820 821 1025 822 823 824 825 826 831 832 833 837 840 848 833 834 835 836 837 838 839 840 841 843 844 847 1026 848 849 850 851 853 857 851 852 853 854 857 858 859 860 862 863 866 872 879 888 894 898 905 912 918 920 932 863 864 865 866 867 868 871 872 873 874 875 876 877 878 879 880 881 882 883 884 885 886 887 888 889 890 891 892 893 1027 1028 1029 1030 1031 894 895 896 897 1032 898 899 900 901 902 903 904 905 906 907 908 909 910 911 1033 1034 1035 912 913 914 915 916 917 1036 918 919 920 921 922 923 924 925 926 927 928 931 1037 1038 932 933 934 936 938 940 941 943 946 952 959 941 942 943 944 945 946 947 948 949 950 951 952 953 958 959 960 961 962 963 964 965 966 967 968 969 970 975 976 977 981 982 983 984 985 986 988 989 990 1000 1001 1012 1013 1014 1015 1019 1020 1021 2007-06-06 Adult care services 2007-06-06 2007-06-06 2 9 15 17 33 962 965 968 2007-06-06 Carers 2007-06-06 2007-06-06 1 3 4 5 6 7 8 2007-06-06 Agency provided services 2007-06-06 2007-06-06 2 Case files - carer Essential information Destroy - 25 years after end of employment Information concerning our use of 'agency' care provisions. 2007-06-06 Assessment 2007-06-06 2007-06-06 2 Case files - carer Destroy - 25 years after end of employment Assessment of suitability of a carer, information about carer's identity, history, etc. 2007-06-06 Financial support 2007-06-06 2007-06-06 2 Case files - carer Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 Details of financial support provided to carer. 2007-06-06 Legal 2007-06-06 2007-06-06 2 Case files - carer Destroy - 25 years after end of employment Any legal issues. 2007-06-06 Licensing 2007-06-06 2007-06-06 2 Case files - carer Destroy - 1 year after end of employment Details of the carer's driving and any other licences. 2007-06-06 Review 2007-06-06 2007-06-06 2 Case files - carer Destroy - 25 years after end of employment Carer reviews. 2007-06-06 Residential homes 2007-06-06 2007-06-06 1 10 14 2007-06-06 Operation of homes 2007-06-06 2007-06-06 9 Case files -residential home Activities Destroy - 25 years from closure RGLA 3.25 Details of home's activities. Case files -residential home Diary Destroy - 25 years from closure RGLA 3.25 Details of home's diary. Case files -residential home Menu Destroy - 1 year after closure Details of home's menus. Case files -residential home Roster sheet Destroy - 25 years from closure RGLA 3.25 Record of home's rosters. 2007-06-06 Registration 2007-06-06 2007-06-06 9 Case files -residential home Licensing Permanent - offer to archivist RGLA 3.24 Any other related information including Care Home Licence details. 2007-06-06 Social issues 2007-06-06 2007-06-06 1 16 2007-06-06 Substance misuse 2007-06-06 2007-06-06 15 2007-06-06 Supporting adults 2007-06-06 2007-06-06 1 18 22 23 24 25 26 27 28 29 30 31 32 2007-06-06 Assessment 2007-06-06 2007-06-06 17 Case files - service user Care plan Destroy - 6 years after last contact RGLA3.18 Assessment of whether applicant is eligible for services and judgements about what services should be provided. Case files - service user Carer details Destroy - 6 years after last contact RGLA3.18 Details of assigned carers. Case files - service user Contact sheet Destroy - 6 years after last contact RGLA3.18 Contact details for both client and carers. Case files - service user Essential information Destroy - 6 years after last contact RGLA3.18 May include; name, DOB, gender, address, ethnicity, religion, next of kin and support history of client. 2007-06-06 Catering Services 2007-06-06 2007-06-06 17 2007-06-06 Finance and commissioning 2007-06-06 2007-06-06 17 Case files - service user Destroy - 8 years after provision of support ended Information relating to any financial support provided. Accounting information should go under 'Finance'. 2007-06-06 Grants 2007-06-06 2007-06-06 17 Case files - service user Application Destroy - 8 years after provision of support ended Grants applied for client. 2007-06-06 Health 2007-06-06 2007-06-06 17 Case files - service user Destroy - 8 years after provision of support ended The client's health details. 2007-06-06 Legal 2007-06-06 2007-06-06 17 Case files - service user Destroy - 8 years after provision of support ended Details of any legal issues. 2007-06-06 Licensing 2007-06-06 2007-06-06 17 Case files - service user Disabled parking permit Destroy - 3 years after service provision ended The Issue of Blue Badge Disabled Parking Permits (formally known as Orange Badges), for this individual. 2007-06-06 Looked after in care 2007-06-06 2007-06-06 17 Case files - service user Destroy - 8 years after provision of support ended Details about any residential care. 2007-06-06 Mental health 2007-06-06 2007-06-06 17 Case files - service user Destroy - 10 years after last contact RGLA 3.17 Any details about the client's mental health. 2007-06-06 Occupational therapy 2007-06-06 2007-06-06 17 Case files - service user Destroy - 8 years after provision of support ended Details of any Occupational Therapy received. 2007-06-06 Referral 2007-06-06 2007-06-06 17 Case files - service user Destroy - 8 years after provision of support ended Request for service or service transferred to another provider. 2007-06-06 Review 2007-06-06 2007-06-06 17 Case files - service user Destroy - 8 years after provision of support ended Details of any review of services. 2007-06-06 Supporting disabilities 2007-06-06 2007-06-06 1 34 971 972 973 974 2007-06-06 Deaf 2007-06-06 2007-06-06 33 2007-06-06 Children and families services 2007-06-06 2007-06-06 36 44 49 51 53 58 65 67 69 105 107 109 111 975 2007-06-06 Adoption and fostering 2007-06-06 2007-06-06 35 37 38 39 40 41 42 43 2007-06-06 Adoptive parent 2007-06-06 2007-06-06 36 Case files -carer Essential information Destroy - 100 years from date of adoption Adoption and Children Act 2002 ss.56-65 and the Disclosure of Adoption Information (Post-Commencement Adoptions) Regulations 2005 Information about adoptive parents. 2007-06-06 Assessment 2007-06-06 2007-06-06 36 Case files -carer Destroy - 25 years from closure RGLA 3.4 Assessment on suitability of a carer. 2007-06-06 Financial support 2007-06-06 2007-06-06 36 Case files -carer Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 Information about financial support. 2007-06-06 Foster carer 2007-06-06 2007-06-06 36 Case files -carer Destroy - 10 years from provider status ceases, 3 years from date of refusal or withdrawal EXCEPT: Destroy - 75 years if concerns over circumstances Fostering Services Regulations 2002 reg. 32 Information that is foster care related. 2007-06-06 Legal 2007-06-06 2007-06-06 36 Case files -carer Legal issues. 2007-06-06 Licensing 2007-06-06 2007-06-06 36 Case files -carer Care or care licence Permanent - offer to archivist RGLA 9.18 Care or care licence. 2007-06-06 Review 2007-06-06 2007-06-06 36 Case files -carer Carer reviews Details of reviews of the carer. 2007-06-06 Child protection 2007-06-06 2007-06-06 35 45 47 48 2007-06-06 Case assessment 2007-06-06 2007-06-06 44 Case files - child protection Destroy - 35 years from closure RGLA 3.8 Process involving individual case assessment. Case files - child protection Initial assessment Destroy - 5 years from closure RGLA 3.9 Process involving initial assessment and advice. 2007-06-06 Registration 2007-06-06 2007-06-06 44 Register Permanent - retain for 70 years then offer to archivist RGLA 3.6 Consolidated listing of children requiring protection. 2007-06-06 Schedule 1 offenders 2007-06-06 2007-06-06 44 Register Permanent - retain for 70 years then offer to archivist RGLA 3.7 Consolidated listing of section 1 offenders. 2007-06-06 Children looked after in care 2007-06-06 2007-06-06 35 50 2007-06-06 Registration 2007-06-06 2007-06-06 49 Register Retain until the child is 23, or if the child dies before this, 5 years from date of death - then offer to County Archivist Arrangements for Placement of Children (General) Regulations 1991 reg. 10 Consolidated listing of children looked after in care. 2007-06-06 Communications 2007-06-06 2007-06-06 35 52 2007-06-06 Complaints 2007-06-06 2007-06-06 51 Destroy - 10 years after complaint dealt with Arrangements for Placement of Children (General) Regulations 1991 Complaint records. 2007-06-06 Programme management and development 2007-06-06 2007-06-06 35 54 55 56 57 2007-06-06 Services for children 2007-06-06 2007-06-06 53 Destroy - 7 years from closure RGLA 3.20 Process involved in development of services or programmes for children. 2007-06-06 Supporting children 2007-06-06 2007-06-06 53 Destroy - 25 years from closure RGLA 3.21 Process involved in provision of services or programmes to support the development of children. 2007-06-06 Supporting young persons 2007-06-06 2007-06-06 53 Destroy - 15 years from closure RGLA 3.22 Process involved in provision of services or programmes to support the development of young persons. 2007-06-06 Supporting adults 2007-06-06 2007-06-06 53 Destroy - 7 years from closure RGLA 3.23 Process involved in provision of services or programmes to adults. 2007-06-06 Residential homes 2007-06-06 2007-06-06 35 59 64 2007-06-06 Operation of homes 2007-06-06 2007-06-06 58 Case files - residential home Destroy - 15 years from date of last entry Children's Homes Regulations 2001 reg. 29 Documentation about the running of a children?s home. Information about individual clients must go on the individual child file. Case files - residential home Activities Destroy - 15 years from date of last entry Children's Homes Regulations 2001 reg. 29 Information about activities in the home. Case files - residential home Diary Destroy - 15 years from date of last entry Children's Homes Regulations 2001 reg. 29 The home's diaries, or listing of daily occurrences within the home. Case files - residential home Menu Destroy - 1 year from date of last entry Children's Homes Regulations 2001 reg. 29 Menu information. Case files - residential home Roster Sheet Destroy - 15 years from date of last entry Children's Homes Regulations 2001 reg. 29 Roster sheets and arrangements. 2007-06-06 Registration 2007-06-06 2007-06-06 58 Case files -residential home Permanent - offer to archivist 50 years after closure RGLA 3.1 Children's home register. 2007-06-06 Social issues 2007-06-06 2007-06-06 35 66 2007-06-06 Substance misuse 2007-06-06 2007-06-06 65 2007-06-06 Special education 2007-06-06 2007-06-06 35 68 2007-06-06 Learning support 2007-06-06 2007-06-06 67 Destroy - 35 years from closure RGLA 3.13 Educational arrangements for those with learning difficulties, and support for other special cases e.g. talented or gifted children, or those disadvantaged by language or gender. 2007-06-06 Supporting children 2007-06-06 2007-06-06 35 70 71 72 73 78 79 80 81 84 85 86 87 88 94 95 96 97 98 99 100 101 102 103 104 2007-06-06 Admission appeals 2007-06-06 2007-06-06 69 Case files -child Information in regard to appeals on admission to a specific school. 2007-06-06 Adoption process 2007-06-06 2007-06-06 69 Case files -child Destroy - 100 years from date of adoption order Adoption and Children Act 2002 ss. 56-65 and the Disclosure of Adoption Information (Post-Commencement Adoptions) Regulations 2005 Information about adoption. 2007-06-06 Advice 2007-06-06 2007-06-06 69 Case files -child Destroy - on child's 21st birthday Help given to assist an individual child. 2007-06-06 Assessment 2007-06-06 2007-06-06 69 Case files -child Destroy - 25 years from date of birth of youngest child RGLA 3.15 Assessment whether applicant is eligible for services or judgement about what service should be provided. Case files -child Care plan Destroy - 25 years from date of birth of youngest child RGLA 3.15 Choice of services offered and action to be taken. Case files -child Carer details Destroy - 25 years from date of birth of youngest child RGLA 3.15 Details of involved carers. Case files -child Contact sheet Destroy - 25 years from date of birth of youngest child RGLA 3.15 Details of contact details for family/child and care staff. Case files -child Essential information Destroy - 25 years from date of birth of youngest child RGLA 3.15 May include; name, DOB, gender, address, ethnicity, religion, next of kin and support history. 2007-06-06 Attendance and truancy 2007-06-06 2007-06-06 69 Case files -child Children not attending school. 2007-06-06 Child protection 2007-06-06 2007-06-06 69 Case files -child Destroy - 100 years after end of service provision Any information concerning protection of the child or children. 2007-06-06 Children?s rights 2007-06-06 2007-06-06 69 Case files -child Destroy - 75th birthday - or 15 years after death if child dies before 18 Arrangements for Placement of Children (General) Regulations 1991 reg. 9. RGLA 3.2 Information relating to children's rights. 2007-06-06 Continuing care 2007-06-06 2007-06-06 69 Case files -child Student details Destroy - on child's 21st birthday Details relating to the client as a student. Case files -child Student profile Destroy - on child's 21st birthday Student profile details. Case files -child Work experience Destroy - on child's 21st birthday Details about any work experience offered or undertaken. 2007-06-06 Educational achievement assessments 2007-06-06 2007-06-06 69 Case files -child Destroy - on child's 21st birthday Education history. 2007-06-06 Educational psychology 2007-06-06 2007-06-06 69 Case files -child Destroy - 35 years from closure RGLA 3.13 Assessing children for special educational needs and assisting children who may need counselling as a result of an incident. 2007-06-06 Educational welfare 2007-06-06 2007-06-06 69 Case files -child Destroy - on child's 21st birthday Information relating to education welfare issues. 2007-06-06 Finance and commissioning 2007-06-06 2007-06-06 69 Case files -child Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 Details about any commissioned services, accounting information goes under 'Finance'. 2007-06-06 Financial support 2007-06-06 2007-06-06 69 Case files -child Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 General information about financial support provided, accounting information goes under 'Finance'. Case files -child Clothing grant Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 Clothing grants provided. Case files -child School meals Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 Meals provided for pupils within schools. Case files -child Student award Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 Any student awards made. Case files -child Student loan Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 Student loans provided. Case files -child Travel pass Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 Information relating to travel passes. 2007-06-06 Fostering Process 2007-06-06 2007-06-06 69 Case files -child Destroy - 35 years after carer has ceased to foster RGLA 3.5 Details about the management of the client's foster care. 2007-06-06 Grants 2007-06-06 2007-06-06 69 Case files -child Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 Details about other grants. 2007-06-06 Health 2007-06-06 2007-06-06 69 Case files -child Details of any health issues. 2007-06-06 Hospital and home tuition 2007-06-06 2007-06-06 69 Case files -child Destroy - on child's 21st birthday Tuition for sick children and pregnant schoolgirls in the home or a hospital environment. 2007-06-06 Legal 2007-06-06 2007-06-06 69 Case files -child Destroy - on child's 21st birthday RGLA 3.3 Details relating to legal issues. 2007-06-06 Licensing 2007-06-06 2007-06-06 69 Case files -child Review - 2 years after registration lapses RGLA 9.16 Details of any licences for a child to take part in performing arts, sports or modelling activities, work or similar. 2007-06-06 Looked after in care 2007-06-06 2007-06-06 69 Case files -child Destroy - 75th anniversary of the child's birth or 15 years after death if the child dies before age 18 Children's Homes Regulations 2001 reg. 28 Information about any residential care arrangements. 2007-06-06 Referral 2007-06-06 2007-06-06 69 Case files -child Destroy - on child's 21st birthday Request for service or service transferred to another provider. 2007-06-06 Review 2007-06-06 2007-06-06 69 Case files -child Destroy - on child's 21st birthday Details of any care reviews. 2007-06-06 School exclusions 2007-06-06 2007-06-06 69 Case files -child Destroy - 25 years from last action RGLA 3.19 Permanent or temporary exclusion from school. 2007-06-06 Special educational needs 2007-06-06 2007-06-06 69 Case files -child Destroy - 35 years from closure RGLA 3.13 Educational arrangements for those with learning difficulties, and support for other special cases e.g. talented or gifted children, or those disadvantaged by language or gender. 2007-06-06 Supporting disabilities 2007-06-06 2007-06-06 35 106 2007-06-06 Deaf 2007-06-06 2007-06-06 105 2007-06-06 Training 2007-06-06 2007-06-06 35 108 2007-06-06 Support training 2007-06-06 2007-06-06 107 Destroy - 25 years from termination RGLA 6.3 Training provided to support individuals or organisations working with or for clients. 2007-06-06 Youth justice 2007-06-06 2007-06-06 35 110 2007-06-06 Case management 2007-06-06 2007-06-06 109 Case files Destroy - 25 years from date of birth or 10 years from last contact RGLA 3.12 Youth offending teams dealing with young people who have offended and youth teams dealing with preventing youth crime and supporting young people at risk. 2007-06-06 Youth services 2007-06-06 2007-06-06 35 112 2007-06-06 Youth service provision 2007-06-06 2007-06-06 111 Destroy - 25 years from date of birth or 10 years from last contact RGLA 3.12 Includes youth clubs and voluntary youth organisations as well as services provided to young people by statutory bodies. 2007-06-06 Community safety and emergencies 2007-06-06 2007-06-06 114 117 120 127 130 133 142 981 2007-06-06 Advice 2007-06-06 2007-06-06 113 115 116 978 2007-06-06 Contingency planning 2007-06-06 2007-06-06 114 Destroy - 2 years after advice superseded Activities in relation to the requirement of local authorities to provide advice on contingency planning to business. 2007-06-06 Fire safety planning 2007-06-06 2007-06-06 114 2007-06-06 Community safety 2007-06-06 2007-06-06 113 118 119 979 980 2007-06-06 CCTV surveillance 2007-06-06 2007-06-06 117 2007-06-06 Crime reduction 2007-06-06 2007-06-06 117 2007-06-06 Emergency planning 2007-06-06 2007-06-06 113 121 122 123 124 126 2007-06-06 Emergency agencies 2007-06-06 2007-06-06 120 Destroy when superseded List of public contacts for emergency agencies. 2007-06-06 Emergency call-outs 2007-06-06 2007-06-06 120 2007-06-06 Emergency calls - 999 2007-06-06 2007-06-06 120 2007-06-06 Emergency plan 2007-06-06 2007-06-06 120 Development Permanent - offer to archivist RGLA 9.11 Document containing council's plans and procedures for dealing with emergencies. Tests Destroy - 10 years after closure RGLA 9.12 Information on tests of the emergency plan. 2007-06-06 Emergency warnings 2007-06-06 2007-06-06 120 2007-06-06 Emergency service 2007-06-06 2007-06-06 113 128 129 2007-06-06 Notifications 2007-06-06 2007-06-06 127 Destroy - 2 years after matter is concluded RGLA 9.19 The process of notification to individuals and organisations on their failures to conform to licensing standards (legislation in regard to emergency services). 2007-06-06 Special service provision 2007-06-06 2007-06-06 127 2007-06-06 Enforcement 2007-06-06 2007-06-06 113 131 2007-06-06 Fire safety legislation 2007-06-06 2007-06-06 130 Destroy - 2 years after matter is concluded RGLA 9.19 Enforcement of fire safety legislation. Prosecution Destroy - 7 years from last action Police and Criminal Evidence Act. RGLA 9.21 Prosecutions for breach of fire safety legislation. 2007-06-06 Fire prevention 2007-06-06 2007-06-06 113 134 135 136 137 138 140 141 2007-06-06 Fire certification 2007-06-06 2007-06-06 133 The Regulatory Reform (Fire Safety) Order 2005 will become law on 1 October 2006 and will abolish the requirements for Fire Certificates Documentation relating to applications from organisations for the granting of fire certificates. 2007-06-06 Fire hydrants inspections 2007-06-06 2007-06-06 133 Destroy - 7 years from last action RGLA 9.20 Fire hydrant inspection records. 2007-06-06 Fire safety 2007-06-06 2007-06-06 133 Destroy - 2 years after advice superseded Advice given to individuals and organisations on an individual basis relating to fire safety and emergencies. 2007-06-06 Fire safety inspections 2007-06-06 2007-06-06 133 Destroy - 7 years from last action RGLA 9.20 Fire safety inspection records. 2007-06-06 Incident monitoring 2007-06-06 2007-06-06 133 Major incident Permanent - offer to archivist RGLA 9.13 Incident reports and frequency monitoring. Minor incident Destroy - 7 years after closure RGLA 9.14 Incident reports and frequency monitoring. 2007-06-06 Inspections 2007-06-06 2007-06-06 133 Destroy - 7 years from last action RGLA 9.20 Other fire safety information. 2007-06-06 Investigations 2007-06-06 2007-06-06 133 2007-06-06 Training 2007-06-06 2007-06-06 113 143 2007-06-06 Training exercises 2007-06-06 2007-06-06 142 Destroy - 10 years after closure RGLA 9.12 Training exercises for major incidents and fire services. 2007-06-06 Consumer affairs 2007-06-06 2007-06-06 145 147 152 174 984 2007-06-06 Advice 2007-06-06 2007-06-06 144 146 Destroy - 7 years after creation Documentation relating to advice given to and from consumer affairs. 2007-06-06 Campaigns 2007-06-06 2007-06-06 145 2007-06-06 Enforcement 2007-06-06 2007-06-06 144 148 2007-06-06 Prosecution of offences 2007-06-06 2007-06-06 147 Case files - organisation Dangerous and wild animals Destroy - 7 years from investigation complete Police and Criminal Evidence Act Documentation relating to enforcement action on dangerous and wild animals. Case files - organisation Health and safety at work Destroy - 7 years from investigation complete Police and Criminal Evidence Act Documentation relating to enforcement action on health and safety in the workplace. Case files - organisation Inspections Inspection of premises, individuals or organisations carried out. Case files - organisation Weights and measures Destroy - 7 years from investigation complete Police and Criminal Evidence Act Documentation relating to enforcement action on weights and measures. 2007-06-06 Investigation, inspections and monitoring 2007-06-06 2007-06-06 144 153 155 157 Case files - organisation This is the unique identifier for an authority to specify the name and any unique reference number. A simple unique numbering sequence is the company registration number. (Companies Act 1985, Industrial and Provident Societies Act 1965 to 1978). 2007-06-06 Inspections 2007-06-06 2007-06-06 152 Case files - organisation Equipment inspection records Destroy - 6 years after disposal of the equipment Inspection of premises, individuals or organisations carried out. Case files - organisation Food standards inspection forms Destroy - 7 years after inspection Documentation regarding inspections made on establishments concerning food hygiene standards. 2007-06-06 Investigations 2007-06-06 2007-06-06 152 Case files - organisation Process of investigation of a possible infringement in this area. Case files - organisation Nuisances Investigations and reports on complaints regarding animals. 2007-06-06 Monitoring 2007-06-06 2007-06-06 152 Case files - organisation The process of monitoring various aspects within this area. Case files - organisation Air pollution Destroy - 3 years from last action RGLA 9.3 Monitoring concerning pollution of the air. Case files - organisation Animal health Destroy - 3 years from last action RGLA 9.3 Monitoring of the health and well being of animals. Case files - organisation Food hygiene Destroy - 3 years from last action RGLA 9.3 Monitoring of food hygiene. Case files - organisation Food hygiene, home care Destroy - 3 years from last action RGLA 9.3 Monitoring of food hygiene within home care programmes. Case files - organisation Food safety Destroy - 3 years from last action RGLA 9.3 The monitoring of food safety. Case files - organisation Food standards Destroy - 3 years from last action RGLA 9.3 Monitoring of food standards. Case files - organisation Hazardous substances Destroy - 3 years from last action RGLA 9.3 Monitoring of hazardous substances. Case files - organisation Land pollution Destroy - 3 years from last action RGLA 9.3 Monitoring of pollution of land. Case files - organisation Pollution Destroy - 3 years from last action RGLA 9.3 Monitoring of the spread and containment of pollution. Case files - organisation Private water supplies Destroy - 3 years from last action RGLA 9.3 Monitoring the quality and safety of private drinking water supplies. Case files - organisation River pollution Destroy - 3 years from last action RGLA 9.3 Monitoring of the contamination of rivers. Case files - organisation Weights and measures Destroy - 3 years from last action RGLA 9.3 The monitoring of business and industry. Case files - organisation Swimming pools Destroy - 3 years from last action RGLA 9.3 Monitoring of swimming pool safety and hygiene standards. Case files - organisation Product safety Destroy - 3 years from last action RGLA 9.3 The monitoring and regulation of product safety. Case files - organisation Infectious diseases The monitoring of infectious disease. Case files - organisation Responsive Destroy - 3 years from last action RGLA 9.3 The monitoring of consumer affairs response. Case files - organisation Nuisances Destroy - 3 years from last action Environmental Protection Act 1990. RGLA 9.3 The monitoring of general nuisance within the public domain. 2007-06-06 Registration, certification and licensing 2007-06-06 2007-06-06 144 175 176 177 178 221 2007-06-06 Entertainment and drinks 2007-06-06 2007-06-06 174 Register Destroy - 2 years after registration lapses RGLA 9.16 Consolidated listing of licensed entertainment and drink venues. 2007-06-06 Food premises 2007-06-06 2007-06-06 174 Register Destroy - 2 years after registration lapses RGLA 9.16 Consolidated listing of licensed of food premises. 2007-06-06 Licence premises 2007-06-06 2007-06-06 174 Register Destroy - 2 years after registration lapses RGLA 9.16 Consolidated listing of licensed for the sale or consumption of alcohol. 2007-06-06 Licensing 2007-06-06 2007-06-06 174 Animal boarding licences Destroy - 2 years after registration lapses Animal Boarding Establishments Act 1963. RGLA 9.16 Documentation involved with licensing of animal boarding establishments. Animal breeding licences Destroy - 2 years after registration lapses Breeding of Dogs Acts 1973 and 1991, Breeding and Sale of Dogs (Welfare) Act 1999. RGLA 9.16 Documentation involved with licensing of animal breeding. Auction premises licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation involved with licensing of auction premises. Building materials licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation involved with licensing of building materials. Butchers licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation involved with licensing of meat retailers. Caravan and camp site licences Destroy - 2 years after registration lapses Caravan Sites and Control of Development Act 1960 Caravan Sites Act 1968. RGLA 9.16 Documentation regarding caravan and camp site licences. Cemetery licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation relating to the licensing of cemeteries. Cooling towers Destroy - 2 years after registration lapses The Notification of Cooling Towers and Evaporative Condensers Regulations 1992. RGLA 9.16 Documentation relating to the licensing of cooling towers. Credit licensing Destroy - 2 years after registration lapses RGLA 9.16 Documentation relating to the licensing of credit. Crematoria licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation relating to the licensing of Crematoria. Dangerous wild animals licences Destroy - 2 years after registration lapses Dangerous Wild Animals Act 1976. RGLA 9.16 Licensing documentation regarding dangerous wild animals. Entertainment licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation regarding Entertainment licences. Food business licences Destroy - 2 years after registration lapses Food Safety Food Premises (Registration) Regulations 1991. RGLA 9.16 Licensing documentation regarding food. Food licences Destroy - 2 years after registration lapses Food Safety Act 1990. RGLA 9.16 Documentation relating to the licensing of food related issues. Hackney licences Destroy - 2 years after registration lapses Local Government (Miscellaneous provisions) Act 1976. RGLA 9.16 Documentation relating to Hackney licensing. Highway projection licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation relating to the licensing of Highway projection. Hoarding licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation relating to hoarding licensing. Infectious diseases licensing and use Destroy - 2 years after registration lapses RGLA 9.16 Documentation relating to the licensing and use of Infectious diseases. Late hours catering licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation relating to late hours catering licences. Liquor licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation relating to liquor licensing. Lottery registration Destroy - 2 years after registration lapses RGLA 9.16 Documentation regarding gambling and lottery licences. Massage and special treatment licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation relating to the licensing of massage and special treatment establishments. Non medicinal poisons licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation relating to the licensing of non medicinal poisons. Nursing agencies licences Destroy - 2 years after registration lapses RGLA 9.16 Licensing documentation regarding nursing agencies. Other hazardous substances Permanent - offer to archivist RGLA 9.17 Licensing documentation regarding other hazardous substances. Personal licences Destroy - 2 years after registration lapses Licensing Act 2003. RGLA 9.16 Licensing documentation regarding fire safety and public entertainment. Pet shop licences Destroy - 2 years after registration lapses Pet Animals Act 1951 (as amended by the 1983 Act). RGLA 9.16 Licensing documentation regarding pet shop. Petroleum Permanent - offer to archivist Petroleum (Regulation) Acts 1928 and 1936 Documentation relating to the licensing of petroleum. Premises licences Destroy - 2 years after registration lapses Licensing Act 2003. RGLA 9.16 Documentation regarding premises licences. Premises licences Club premises certificates Destroy - 2 years after registration lapses Licensing Act 2003. RGLA 9.16 Documentation regarding premises licences. Premises licences Temporary event notices. Destroy - 2 years after registration lapses Licensing Act 2003. RGLA 9.16 Documentation regarding entertainment licences. Private hire licences Destroy - 2 years after registration lapses Local Government (Miscellaneous provisions) Act 1976. RGLA 9.16 Licensing documentation regarding private hire taxi services. Public entertainment licences Destroy - 2 years after registration lapses Licensing Act 2003. RGLA 9.16 Repealed by the Licensing Act 2003, retained for information already held. Riding establishment licences Destroy - 2 years after registration lapses Riding Establishments Act 1964 and 1970. RGLA 9.16 Documentation regarding caravan and camp site licences. Sale of explosives licences Destroy - 2 years after registration lapses Manufacture and Storage of Explosives Regulations 2005. RGLA 9.16 Documentation regarding sale of explosives licences. Scrap metal licences Destroy - 2 years after registration lapses Scrap Metal Dealers Act 1964. RGLA 9.16 Documentation regarding scrap metal licences. Sex establishments Destroy - 2 years after registration lapses RGLA 9.16 Documentation regarding sex establishment licences. Shops Destroy - 2 years after registration lapses RGLA 9.16 Documentation regarding the licensing of shops. Scaffold licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation regarding scaffolding licences. Skip licences Destroy - 2 years after registration lapses RGLA 9.16 Documentation regarding skip licences. Street collections and lotteries licences Destroy - 2 years after registration lapses House To House Collections Act 1939 Lotteries and Amusements Act 1976. RGLA 9.16 Documentation regarding street collections and lotteries licences. Street trading licences Destroy - 2 years after registration lapses Local Government (Miscellaneous Provisions) Act 1982. RGLA 9.16 Documentation regarding street trading licences. Zoo licences Destroy - 2 years after registration lapses The Zoo Licensing Act 1981. RGLA 9.16 Documentation regarding zoo licensing. 2007-06-06 Sex establishments 2007-06-06 2007-06-06 174 Register Consolidated listing of licensed of sex establishments. 2007-06-06 Council property 2007-06-06 2007-06-06 223 228 235 265 988 2007-06-06 Maintenance of council property 2007-06-06 2007-06-06 222 224 225 226 227 2007-06-06 Maintenance 2007-06-06 2007-06-06 223 Instruction manuals Destroy - 7 years after last action RGLA 7.27 Instruction manuals related to council property. 2007-06-06 Planned maintenance 2007-06-06 2007-06-06 223 Case files - property Destroy - 7 years after last action RGLA 7.27 Documentation relating to the process of managing and undertaking planned maintenance of property. 2007-06-06 Refurbishment 2007-06-06 2007-06-06 223 Case files - property Tenders and contracts Destroy - 7 years after conclusion of transaction RGLA 8.7 Documentation relating to the process of managing and undertaking planned renovations and development of property. 2007-06-06 Responsive maintenance 2007-06-06 2007-06-06 223 Case files - property Destroy - 7 years after last action RGLA 7.27 Documentation relating to the process of managing and undertaking emergency maintenance of property. 2007-06-06 Property acquisition and disposal 2007-06-06 2007-06-06 222 229 231 232 2007-06-06 Acquisitions 2007-06-06 2007-06-06 228 Case files - property Assets over £ 50000 Destroy - 12 years after all obligations/entitlements concluded Limitations Act 1980. RGLA 7.29 Any papers concerning the management of the acquisition (by finance lease or purchase) process for real property council property. Case files - property Assets under £ 50000 Destroy - 6 years after all obligations/entitlements concluded Limitations Act 1980. RGLA 7.29 Any papers concerning the management of the acquisition (by finance lease or purchase) process for real property council property. 2007-06-06 Deeds 2007-06-06 2007-06-06 228 Case files - property Deeds and associated documentation. 2007-06-06 Disposal 2007-06-06 2007-06-06 228 Case files - property Assets over £ 50000 Destroy - 12 years after all obligations/entitlements concluded Limitations Act 1980. RGLA 7.29 Documents relating to the management of the disposal (by sale or write off) process for real property. Case files - property Assets under £ 50000 Destroy - 6 years after all obligations/entitlements concluded Limitations Act 1980. RGLA 7.29 Documents relating to the management of the disposal (by sale or write off) process for real property. Case files - property Sale or write-off of property Destroy - 15 years after obligations or entitlements are concluded RGLA 8.3 Information on the disposal of property. 2007-06-06 Property and land management 2007-06-06 2007-06-06 222 236 237 238 239 240 242 243 244 245 246 250 251 252 253 255 257 258 259 260 261 262 263 264 2007-06-06 Accessibility 2007-06-06 2007-06-06 235 Case files - property Destroy - 7 years from closure Documentation and information relating to the access of property owned by the council. 2007-06-06 Building surveys 2007-06-06 2007-06-06 235 Surveys Data collected from surveys conducted on council buildings. 2007-06-06 Certification 2007-06-06 2007-06-06 235 Case files - property Certificates of approval. 2007-06-06 Distribution and allocation of properties 2007-06-06 2007-06-06 235 2007-06-06 Energy management 2007-06-06 2007-06-06 235 Case files - property Papers concerning the management of energy within the council. 2007-06-06 Equipment disposal 2007-06-06 2007-06-06 235 2007-06-06 Facilities management 2007-06-06 2007-06-06 235 2007-06-06 Farm management 2007-06-06 2007-06-06 235 2007-06-06 Feasibility 2007-06-06 2007-06-06 235 Feasibility studies Process involved in checking the feasibility of council property. 2007-06-06 Fleet management 2007-06-06 2007-06-06 235 Allocation and maintenance of vehicles Destroy - 7 years after disposal of the vehicle RGLA 8.15 Information how vehicles have been allocated and maintained. Recording drivers usage Destroy - 7 years after closure RGLA 8.17 Information on drivers. Recording vehicle usage Destroy - 3 years after disposal of the vehicle RGLA 8.16 Information on vehicle usage. Vehicle records, lease or purchase Destroy - 7 years after disposal of the vehicle RGLA 8.14 Documentation regarding the process of acquisition and disposal of vehicles through lease or purchase. 2007-06-06 Health and safety 2007-06-06 2007-06-06 235 Case files - property System processes Destroy - 1 year after process ceases or is superseded RGLA 9.6 Health and safety issues specific to property owned by the council. 2007-06-06 Internal agreements 2007-06-06 2007-06-06 235 Case files - property Information and documentation specific to internal agreements concerning council property. 2007-06-06 Land and property history 2007-06-06 2007-06-06 235 Case files - property Destroy - 12 years from life of property RGLA 8.2 Historical documents about council property and land owned by the council. 2007-06-06 Leasing 2007-06-06 2007-06-06 235 Case files - property Managing leased property Destroy - 15 years after expiry of the lease RGLA 8.8 Documents relating to the process of managing leased property. Case files - property Managing the occupancy of property Destroy - 7 years after conclusion of transaction RGLA 8.9 Documents relating to the process of managing the occupancy of the property. 2007-06-06 Management 2007-06-06 2007-06-06 235 Estates of special interest Permanent - offer to archivist RGLA 8.5 The process of managing and undertaking renovations and development of property. Other buildings and estates Retain for life of the building RGLA 8.6 The process of managing and undertaking renovations and development of property. 2007-06-06 Maps and directions 2007-06-06 2007-06-06 235 Case files - property Maps and directions relating to council property. 2007-06-06 Property services 2007-06-06 2007-06-06 235 Case files - property Documentation concerned with services provided from council property. 2007-06-06 Property strategy 2007-06-06 2007-06-06 235 Permanent - offer to archivist RGLA 8.1 Overall reports on council property. 2007-06-06 Replacement programme 2007-06-06 2007-06-06 235 2007-06-06 Scheduling 2007-06-06 2007-06-06 235 Inventories Inventories of specific properties or assets contained within them. 2007-06-06 Security 2007-06-06 2007-06-06 235 Case files - property Documentation relating security and processes related with security of the council's property. 2007-06-06 Usage statistics 2007-06-06 2007-06-06 235 Case files - property Any data held concerned with usage of council property. 2007-06-06 Valuations 2007-06-06 2007-06-06 235 Case files - property Valuations on disposal Destroy - 6 years from end of financial year after disposal of property Valuation documentation and statistics. 2007-06-06 Property use and development 2007-06-06 2007-06-06 222 266 267 268 269 2007-06-06 Car parking 2007-06-06 2007-06-06 265 Case files - property Destroy - 7 years after completion Any documentation regarding the process of managing and undertaking renovations and development specific to car parking. 2007-06-06 Design and construction 2007-06-06 2007-06-06 265 Case files - property Documentation relating to the process of managing the design and construction of council property. 2007-06-06 Traveller sites 2007-06-06 2007-06-06 265 Destroy - 3 years after closure Documentation relating to sites specifically designated as 'Traveller sites'. 2007-06-06 Warehousing and storage 2007-06-06 2007-06-06 265 2007-06-06 Crematoria and cemeteries 2007-06-06 2007-06-06 271 275 2007-06-06 Maintenance of burial grounds 2007-06-06 2007-06-06 270 272 273 274 2007-06-06 Planned Maintenance 2007-06-06 2007-06-06 271 Destroy - 21 years after maintenance completed Program of maintenance to cemeteries and crematoria over the next maintenance period. 2007-06-06 Redundant Churchyards 2007-06-06 2007-06-06 271 Destroy - 21 years after maintenance completed Documentation relating to disused churchyards, specifically their upkeep. 2007-06-06 Responsive Maintenance 2007-06-06 2007-06-06 271 Destroy - 21 years after maintenance completed Emergency or unplanned maintenance to cemeteries and crematoria. 2007-06-06 Burial identity and location 2007-06-06 2007-06-06 270 276 278 279 280 281 282 2007-06-06 Registration 2007-06-06 2007-06-06 275 Cemetery plans, burial plot layout Permanent - offer to archivist RGLA 9.24 Documentation regarding the layout of burial space in crematoria and cemeteries. Summary management systems, registers Permanent - offer to archivist RGLA 9.24 Includes: Burial Register and plan of plot ownership and occupation. Crematorium Register of cremations and plan or ownership of interment of ashes. Commemoration Register and plan of headstones/shrubs and ownership. 2007-06-06 Bookings 2007-06-06 2007-06-06 275 Applications Destroy - 5 year after last action RGLA9.25 Documentation related to booking made for a cremation, interment or monument erection. 2007-06-06 Exhumations 2007-06-06 2007-06-06 275 Permanent - offer to archivist RGLA9.24 Documentation regarding the process of regulation of exhumation. 2007-06-06 Interment Service 2007-06-06 2007-06-06 275 Regulation of burials and cremations Destroy - 5 year after last action RGLA9.25 Process relating to the burial or cremation of an individual. 2007-06-06 Licensing 2007-06-06 2007-06-06 275 Permits Destroy - 5 year after last action RGLA9.25 Documentation regarding cemetery and crematoria licensing. 2007-06-06 Memorial management 2007-06-06 2007-06-06 275 2007-06-06 Democracy 2007-06-06 2007-06-06 284 293 296 298 301 304 309 2007-06-06 Decision making 2007-06-06 2007-06-06 283 285 287 288 289 290 291 292 2007-06-06 Council and committee meetings 2007-06-06 2007-06-06 284 Minutes Permanent - offer to archivist RGLA 1.4 Agendas, meetings and minutes relating to full council decision making processes. Committee Clerks Notebooks Destroy after date of confirmation of the minutes RGLA 1.5 Agendas, meetings and minutes relating to full council decision making processes. 2007-06-06 Delegations 2007-06-06 2007-06-06 284 2007-06-06 Independent Remuneration Panel 2007-06-06 2007-06-06 284 2007-06-06 Meeting - cabinet 2007-06-06 2007-06-06 284 Minutes Permanent - offer to archivist RGLA 1.4 Agendas, meetings and minutes relating to the executive board of members. 2007-06-06 Member panels 2007-06-06 2007-06-06 284 Permanent - offer to archivist RGLA 1.4 Agendas, meetings and minutes relating to member panels. 2007-06-06 Referenda 2007-06-06 2007-06-06 284 2007-06-06 Scrutiny Panel 2007-06-06 2007-06-06 284 Permanent - offer to archivist RGLA 1.4 Agendas, meetings and minutes relating to the scrutiny panel. 2007-06-06 Executive 2007-06-06 2007-06-06 283 294 2007-06-06 Statutory appointments 2007-06-06 2007-06-06 293 Appointment files Permanent - offer to archivist RGLA 6.24 List of statutory appointments of the council. Vacancy files Destroy - 2 years after date of appointment RGLA 6.25 The process of selection of an individual for a statutory position. 2007-06-06 Governance 2007-06-06 2007-06-06 283 297 2007-06-06 Constitution 2007-06-06 2007-06-06 296 Constitution Permanent - offer to archivist RGLA 1.4 The constitution of the council. 2007-06-06 Honours and awards 2007-06-06 2007-06-06 283 299 300 2007-06-06 Honours submissions 2007-06-06 2007-06-06 298 Destroy - 5 years after last action RGLA 1.8 The submissions and details of individuals considered for honours. 2007-06-06 Lord lieutenancy 2007-06-06 2007-06-06 298 2007-06-06 Member support 2007-06-06 2007-06-06 283 302 303 2007-06-06 Gifts and hospitality 2007-06-06 2007-06-06 301 Register Destroy - 18 months after member leaves office Register of gifts and hospitality. 2007-06-06 Register of Interests 2007-06-06 2007-06-06 301 Register Members' disclosure of any involvement in organisations and income received from other bodies, which may affect their actions as council members. 2007-06-06 Planning 2007-06-06 2007-06-06 283 305 306 307 2007-06-06 Cross departmental consideration 2007-06-06 2007-06-06 304 Destroy - 3 years from closure RGLA2.3 Reports and minutes. 2007-06-06 Forward Plan 2007-06-06 2007-06-06 304 Permanent - offer to archivist RGLA2.1 The list of items to be considered by the cabinet over the next four months. 2007-06-06 Strategic Plan 2007-06-06 2007-06-06 304 Minutes Permanent - offer to archivist RGLA2.2 Strategic management team minutes. Reviews Destroy - 5 years from closure RGLA2.7 Monitoring and reviewing strategic plans. 2007-06-06 Representation 2007-06-06 2007-06-06 283 310 311 317 318 319 320 321 2007-06-06 Constituencies 2007-06-06 2007-06-06 309 2007-06-06 Elections 2007-06-06 2007-06-06 309 Ballot papers - European elections Destroy 1 year after election European Parliamentary Elections Regulations 1999 European election ballot papers. Ballot papers - local elections Destroy 6 months from close of poll Representation of the People Regulations 1986 and Local Elections (Parishes and Communities) Rules 1986. RGLA 1.2 Local election ballot papers. Consolidated returns of votes received Permanent - offer to archivist RGLA 1.3 Destroy 6 months from close of poll Summary certification of those eligible to vote Permanent - offer to archivist Representation of the People Regulations 1986. RGLA 1.1 Summary certification of those eligible to vote. Electoral Register The list of people registered to vote. 2007-06-06 Emparishment 2007-06-06 2007-06-06 309 2007-06-06 Lists of councillors 2007-06-06 2007-06-06 309 Council diaries, members details Public contact details of your local representative of the council. 2007-06-06 Lists of meetings 2007-06-06 2007-06-06 309 2007-06-06 Nominations 2007-06-06 2007-06-06 309 2007-06-06 Political parties? papers 2007-06-06 2007-06-06 309 Destroy - 3 years after last action RGLA 1.9 Leader of council papers, leader of opposition papers. 2007-06-06 Economic development 2007-06-06 2007-06-06 323 327 334 340 342 344 2007-06-06 Business intelligence 2007-06-06 2007-06-06 322 324 325 326 2007-06-06 Business listing 2007-06-06 2007-06-06 323 Business directory Listing of businesses trading within the local area. Only organisations that have requested inclusion included. 2007-06-06 European development 2007-06-06 2007-06-06 323 2007-06-06 Marketing 2007-06-06 2007-06-06 323 Economic data Destroy 20 years after collected New census info only arrives every 10 years and updated indices of deprivation data every 4-5 years. Need to retain to analyse time series. The collection and management of the economic and social data about the local area. 2007-06-06 Promotion 2007-06-06 2007-06-06 322 328 329 331 332 333 991 992 993 2007-06-06 Business awards 2007-06-06 2007-06-06 327 Grants Destroy 7years after scheme to which grant relates is completed Information regarding business awards and grants. 2007-06-06 Business development 2007-06-06 2007-06-06 327 Fairs Information about activities designed to develop and encourage business development in the local area. Including externally funded projects and sustainability. Business associations Destroy after 7 years Information about activities designed to develop and encourage business development in the local area. Including externally funded projects and sustainability. 2007-06-06 Film and television development 2007-06-06 2007-06-06 327 2007-06-06 International relations 2007-06-06 2007-06-06 327 Twinning Encouraging relations with people from other countries and cultures to support the development of the local area. 2007-06-06 Voluntary sector development 2007-06-06 2007-06-06 327 2007-06-06 Regeneration 2007-06-06 2007-06-06 322 335 336 337 338 339 2007-06-06 Community development 2007-06-06 2007-06-06 334 2007-06-06 Regional development 2007-06-06 2007-06-06 334 2007-06-06 Rural development 2007-06-06 2007-06-06 334 2007-06-06 Strategy 2007-06-06 2007-06-06 334 2007-06-06 Town centre management 2007-06-06 2007-06-06 334 2007-06-06 Sustainability 2007-06-06 2007-06-06 322 341 2007-06-06 Sustainable development 2007-06-06 2007-06-06 340 2007-06-06 Tourism 2007-06-06 2007-06-06 322 343 2007-06-06 Tourism development 2007-06-06 2007-06-06 342 2007-06-06 Training 2007-06-06 2007-06-06 322 345 2007-06-06 Workforce support 2007-06-06 2007-06-06 344 2007-06-06 Education and skills 2007-06-06 2007-06-06 347 350 354 356 361 367 370 373 377 387 2007-06-06 Access and inclusion 2007-06-06 2007-06-06 346 348 349 2007-06-06 Project management 2007-06-06 2007-06-06 347 2007-06-06 Traveller sites 2007-06-06 2007-06-06 347 Destroy 7 years after closure of project Activities aimed at ensuring access to education for travellers. 2007-06-06 Admissions and exclusions 2007-06-06 2007-06-06 346 351 352 2007-06-06 Appeals 2007-06-06 2007-06-06 350 Destroy after 7 years after decision made The process to question a decision or allocation which has been given. 2007-06-06 Parental choice 2007-06-06 2007-06-06 350 School directory Information specifically concerning school directories. 2007-06-06 Advice 2007-06-06 2007-06-06 346 355 2007-06-06 Advisory services 2007-06-06 2007-06-06 354 2007-06-06 Arts services 2007-06-06 2007-06-06 346 357 358 359 360 2007-06-06 Field centres 2007-06-06 2007-06-06 356 Destroy after 7 years Utilisation and management of field centres in arts education. 2007-06-06 Music services 2007-06-06 2007-06-06 356 Destroy after 7 years Music tuition provided for individuals or groups within schools or music centres. 2007-06-06 Provision in schools 2007-06-06 2007-06-06 356 Orders and bookings Destroy after 7 years Organisation and management of bookings for arts performances. 2007-06-06 Performances 2007-06-06 2007-06-06 356 Destroy after 7 years Orders and bookings made for arts services made by schools. 2007-06-06 Curriculum development 2007-06-06 2007-06-06 346 362 363 364 365 366 2007-06-06 International projects 2007-06-06 2007-06-06 361 2007-06-06 National curriculum 2007-06-06 2007-06-06 361 Destroy after 7 years Helping schools and teachers develop the curriculum within schools. 2007-06-06 Out of schools projects 2007-06-06 2007-06-06 361 Destroy after 7 years Data and information on out of school projects i.e. after school clubs, outings etc. 2007-06-06 Outdoor education 2007-06-06 2007-06-06 361 2007-06-06 Schools curricula 2007-06-06 2007-06-06 361 Destroy after 7 years Helping schools and teachers develop the curriculum within schools. 2007-06-06 Education welfare 2007-06-06 2007-06-06 346 368 369 2007-06-06 Attendance and Truancy 2007-06-06 2007-06-06 367 2007-06-06 Student welfare service 2007-06-06 2007-06-06 367 2007-06-06 Employment skills 2007-06-06 2007-06-06 346 371 372 2007-06-06 Careers advice 2007-06-06 2007-06-06 370 2007-06-06 Workplace training 2007-06-06 2007-06-06 370 2007-06-06 Life long learning 2007-06-06 2007-06-06 346 374 375 2007-06-06 Adult and community services 2007-06-06 2007-06-06 373 2007-06-06 Basic skills development 2007-06-06 2007-06-06 373 Course directory Information on the different courses available to adults. 2007-06-06 Management of schools 2007-06-06 2007-06-06 346 378 379 380 381 383 384 385 386 994 995 2007-06-06 Admissions 2007-06-06 2007-06-06 377 School files Destroy - 25 years from last action RGLA 3.19 The process of admitting students to schools. 2007-06-06 Emergency contacts 2007-06-06 2007-06-06 377 School files Details of emergency contacts. 2007-06-06 General information 2007-06-06 2007-06-06 377 School files General information involved regarding the school's holidays, etc. 2007-06-06 Governing bodies 2007-06-06 2007-06-06 377 School files A school is governed by a body like the board of a limited company - information, services and assistance for school governors. Governor minutes Destroy 3 years after the event Minutes of the school governors. 2007-06-06 Governor contacts 2007-06-06 2007-06-06 377 School files Destroy 5 years after governor leaves Contact details of school governors. 2007-06-06 Inspections 2007-06-06 2007-06-06 377 School files Details on inspections carried out within a school, specifically about dangerous structures. 2007-06-06 Performance 2007-06-06 2007-06-06 377 School files Review every 7 years and then offer to archivist The results an individual schools has achieved, classified by school Key Stage 2 SATs results for primary schools and GCSE/A level results for Secondary schools. 2007-06-06 Plans and policies 2007-06-06 2007-06-06 377 School files Retain while policy operational then offer to archivist Plans and policies developed by the schools. 2007-06-06 Teaching 2007-06-06 2007-06-06 346 388 996 2007-06-06 Teacher development 2007-06-06 2007-06-06 387 2007-06-06 Environmental protection 2007-06-06 2007-06-06 390 393 400 2007-06-06 Advice 2007-06-06 2007-06-06 389 391 392 2007-06-06 Biodiversity 2007-06-06 2007-06-06 390 Permanent, offer to archivist after administrative use Information regarding biodiversity. 2007-06-06 Campaigns 2007-06-06 2007-06-06 390 Permanent, offer to archivist after administrative use Documentation regarding campaigns specifically concerning environmental protection. 2007-06-06 Conservation 2007-06-06 2007-06-06 389 394 395 396 397 398 399 997 2007-06-06 Countryside conservation 2007-06-06 2007-06-06 393 Permanent, offer to archivist after administrative use Documentation relating to the management of the countryside. 2007-06-06 Forest management 2007-06-06 2007-06-06 393 Permanent, offer to archivist after administrative use Documentation relating to the management of forests. 2007-06-06 Heritage conservation 2007-06-06 2007-06-06 393 Permanent, offer to archivist after administrative use Documentation looking specifically at heritage conservation. 2007-06-06 Nature conservation 2007-06-06 2007-06-06 393 Permanent, offer to archivist after administrative use Documentation looking specifically at nature conservation. 2007-06-06 Urban conservation 2007-06-06 2007-06-06 393 Permanent, offer to archivist after administrative use Documentation relating to conservation in towns and cities. 2007-06-06 Woodland management 2007-06-06 2007-06-06 393 Permanent, offer to archivist after administrative use Documentation relating to the management of woodland. 2007-06-06 Monitoring 2007-06-06 2007-06-06 389 401 402 403 2007-06-06 Coastal erosion 2007-06-06 2007-06-06 400 Permanent, offer to archivist after administrative use Data and information on coastal erosion. 2007-06-06 Environmental impact assessment 2007-06-06 2007-06-06 400 Permanent, offer to archivist after administrative use Documentation relating to environmental impact assessments. 2007-06-06 Environmentally sensitive areas 2007-06-06 2007-06-06 400 Permanent, offer to archivist after administrative use Data held concerning environmentally sensitive areas. 2007-06-06 Finance 2007-06-06 2007-06-06 405 409 416 427 439 444 447 2007-06-06 Accounts and audit 2007-06-06 2007-06-06 404 406 407 2007-06-06 Internal auditing 2007-06-06 2007-06-06 405 2007-06-06 Reporting 2007-06-06 2007-06-06 405 Annual corporate financial reports: Consolidated annual reports, Consolidated financial statements, Operating statements, General ledger Permanent - offer to archivist Limitations Act 1980, VAT Act 1994, Taxes Management Act 1970, Audit Commission Act 1998. RGLA 7.1 Activities relating to the consolidation of financial transactions and the production of financial statements. Includes ledgers, monthly management accounts and statutory returns. Periodic financial reports: Monthly and quarterly reports Destroy when administrative use is concluded RGLA 7.2 Accounting reports. 2007-06-06 Asset management 2007-06-06 2007-06-06 404 410 2007-06-06 Maintaining assets 2007-06-06 2007-06-06 409 Asset registers Activities relating to collection of information about the authority's fixed assets for accounting purposes. Maintaining plant and equipment Destroy - 7 years after sale or disposal of asset RGLA 7.27 Information on plant and equipment. Maintenance Destroy - 7 years after last action RGLA 7.28 Information on maintenance of other assets. Overall assets Permanent - offer to archivist RGLA 7.24 Overall list of assets. Reporting and reviewing asset status Destroy - 2 years after use is concluded RGLA 7.26 Reports and reviews of assets Summary reports Destroy - 7 years after the transaction was concluded RGLA 7.25 Summary reports on assets. 2007-06-06 Financial provisions management 2007-06-06 2007-06-06 404 417 419 422 423 424 425 426 2007-06-06 Borrowing 2007-06-06 2007-06-06 416 Destroy - 7 years after the loan has been repaid RGLA 7.14 Activities relating to the borrowing of money by the authority. Includes mortgages. Loan register Permanent - offer to archivist RGLA 7.15 Summary management of loans. 2007-06-06 Budget 2007-06-06 2007-06-06 416 Annual budget Permanent - offer to archivist RGLA 7.11 Activities involved in planning and monitoring the authority's annual budget. Includes allocation of budget to administrative units within the authority. For longer term planning, see Strategy and planning. Developing annual budget: Draft budgets, departmental estimates Destroy - 2 years after budget adopted RGLA 7.12 Information relating to the development of the budget. Reporting actual vs. planned revenue and expenditure Destroy after next year's budget has been adopted RGLA 7.13 Actual against planned revenue and expenses. 2007-06-06 Credit union management 2007-06-06 2007-06-06 416 2007-06-06 Debt management 2007-06-06 2007-06-06 416 2007-06-06 Donations 2007-06-06 2007-06-06 416 2007-06-06 Funding bids 2007-06-06 2007-06-06 416 2007-06-06 Strategy and planning 2007-06-06 2007-06-06 416 2007-06-06 Financial transactions management 2007-06-06 2007-06-06 404 428 429 431 432 433 434 435 436 437 438 2007-06-06 Authorisation 2007-06-06 2007-06-06 427 2007-06-06 Expenditure 2007-06-06 2007-06-06 427 Identification of the receipt, expenditure and write offs of public monies Destroy 6 years after the conclusion of the transaction Limitations Act 1980, VAT Act 1994, Taxes Management Act 1970, Audit Commission Act 1998. May be reduced by agreement with HMRC. RGLA 7.4 Activities involved in the payment for goods and services by the authority. Includes expenses claims and honorariums. For records relating to benefits claims, see Benefits and subsidies. Travel expenses Destroy 6 years after the conclusion of the transaction Limitations Act 1980, VAT Act 1994, Taxes Management Act 1970, Audit Commission Act 1998. RGLA 7.5 Travel expenses. 2007-06-06 Fraud 2007-06-06 2007-06-06 427 2007-06-06 Funding applications 2007-06-06 2007-06-06 427 2007-06-06 Income 2007-06-06 2007-06-06 427 2007-06-06 Internal recharging 2007-06-06 2007-06-06 427 2007-06-06 Investments 2007-06-06 2007-06-06 427 2007-06-06 National insurance numbers 2007-06-06 2007-06-06 427 Notification and input records Destroy 2 years after the employee ceases employment RGLA 7.8 Processes involved in the collection of National Insurance Number. 2007-06-06 Reconciliation 2007-06-06 2007-06-06 427 Balance and reconcile financial accounts Destroy 2 years after administrative use is concluded RGLA 7.6 Activities involved in the reconciliation of accounts. 2007-06-06 Refunds 2007-06-06 2007-06-06 427 2007-06-06 Local taxation 2007-06-06 2007-06-06 404 440 441 998 999 Council tax and benefit files 2007-06-06 Benefits and subsidies 2007-06-06 2007-06-06 439 2007-06-06 Property valuation 2007-06-06 2007-06-06 439 Other valuation information Destroy - 10 years after valuation was made RGLA 7.20 Valuation of assets other than property. Rateable property information Permanent - offer to archivist RGLA 7.21 Rateable property information. Valuation lists Permanent - offer to archivist RGLA 7.20 Documentation relating to property valuation. 2007-06-06 National taxation 2007-06-06 2007-06-06 404 445 2007-06-06 Tax payments 2007-06-06 2007-06-06 444 Tax correspondence Destroy - 7 years after last action RGLA 7.22 Activities involved in managing the payment of taxes by the authority. Taxation records Destroy 5 years after the end of the financial year Limitations Act 1980, VAT Act 1994, Taxes Management Act 1970, Audit Commission Act 1998. RGLA 7.7 Activities involved in managing the payment of taxes by the authority. 2007-06-06 Payroll and pensions 2007-06-06 2007-06-06 404 448 450 2007-06-06 Pay 2007-06-06 2007-06-06 447 Payment of employees Destroy 7 years after the conclusion of the transaction Taxes Management Act 1970, Audit Commission Act 1998. RGLA 7.9 Activities involved in the administration of remuneration to staff of the authority. Summary pay reports Destroy after administrative use is concluded RGLA7.10 Non-accountable processes relating to payment of employees. 2007-06-06 Pensions 2007-06-06 2007-06-06 447 Destroy - 6 years from last pension payment RGLA6.2 Activities involved in the administration of pension schemes for current and former employees. 2007-06-06 Health and safety 2007-06-06 2007-06-06 452 454 458 459 468 2007-06-06 Community safety 2007-06-06 2007-06-06 451 453 2007-06-06 Campaigns 2007-06-06 2007-06-06 452 2007-06-06 Compliance 2007-06-06 2007-06-06 451 455 457 2007-06-06 Strategy and planning 2007-06-06 2007-06-06 454 System processes Destroy - 1 year after process ceases or is superseded RGLA 9.6 Establishment of a strong health and safety work culture in order to ensure compliance with health and safety legislation and provide a safe and healthy working environment for employees. Health and Safety Policy Health and safety policies. 2007-06-06 Training 2007-06-06 2007-06-06 454 2007-06-06 Emergency planning 2007-06-06 2007-06-06 451 2007-06-06 Monitoring 2007-06-06 2007-06-06 451 460 463 464 465 466 467 2007-06-06 Accidents and incident reporting 2007-06-06 2007-06-06 459 Accident books - adult Destroy - 3 years from closure Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995. RGLA 9.9 Registers of accidents and incidents. Accident books - children Destroy -25 years from closure Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995. RGLA 9.10 Registers of accidents and incidents. 2007-06-06 Asbestos inspections 2007-06-06 2007-06-06 459 Destroy - 50 years from last action or age 75 years from date of birth (greater) Control of Asbestos at Work Regulations 1987. RGLA 9.4 Monitor the condition of known asbestos products within buildings. 2007-06-06 Equipment 2007-06-06 2007-06-06 459 Safety inspections Destroy - 6 years after equipment is de-commissioned Process of inspecting equipment to ensure it is safe. 2007-06-06 Hazardous substances 2007-06-06 2007-06-06 459 COSSH inspections Permanent - offer to archivist Control of Substances Hazardous to Health Regulations 2002 Control and monitor the use of hazardous substances at work. 2007-06-06 Health and safety inspections 2007-06-06 2007-06-06 459 2007-06-06 Radiation 2007-06-06 2007-06-06 459 Radon Monitoring Destroy - 40 years from last action The Ionising Radiations Regulations 1985. RGLA 9.5 Monitoring of radiation. 2007-06-06 Risk management 2007-06-06 2007-06-06 451 469 2007-06-06 Risk assessments 2007-06-06 2007-06-06 468 Destroy - 3 years after last assessment Management of Health and Safety at Work Regulations 1992. RGLA 9.7 Activities relating to risk assessments carried out by the authority. Includes workplace assessments. 2007-06-06 Housing 2007-06-06 2007-06-06 471 473 480 490 501 1000 2007-06-06 Enforcement 2007-06-06 2007-06-06 470 472 1002 2007-06-06 Assessment- housing standards 2007-06-06 2007-06-06 471 2007-06-06 Estate management 2007-06-06 2007-06-06 470 474 475 476 477 478 479 2007-06-06 Business premises 2007-06-06 2007-06-06 473 2007-06-06 Car parking surveys 2007-06-06 2007-06-06 473 2007-06-06 Garage application 2007-06-06 2007-06-06 473 2007-06-06 Garage rental 2007-06-06 2007-06-06 473 Tenant file Documentation relating to garage rental and allocation. 2007-06-06 Housing inspections 2007-06-06 2007-06-06 473 2007-06-06 Neighbour disputes 2007-06-06 2007-06-06 473 2007-06-06 Housing provision 2007-06-06 2007-06-06 470 481 482 483 484 485 488 489 1003 1004 2007-06-06 Allocations 2007-06-06 2007-06-06 480 2007-06-06 Assessment - housing needs 2007-06-06 2007-06-06 480 2007-06-06 Homelessness 2007-06-06 2007-06-06 480 2007-06-06 Hostel providers 2007-06-06 2007-06-06 480 2007-06-06 Housing applications 2007-06-06 2007-06-06 480 Unsuccessful applications Destroy - 7 years from closure RGLA3.27 Documents related to unsuccessful housing applications. Council housing register Permanent - offer to archivist RGLA3.26 The register of individual housing applications. 2007-06-06 Housing exchanges 2007-06-06 2007-06-06 480 Mutual exchange list Current register of properties available for exchange. 2007-06-06 Housing stock requirements 2007-06-06 2007-06-06 480 Destroy - 4 years after last action RGLA8.10 Information on amount and type of housing stock required. 2007-06-06 Housing stock 2007-06-06 2007-06-06 470 491 492 493 495 496 497 498 499 500 1005 2007-06-06 Demolition 2007-06-06 2007-06-06 490 Property file Demolition of housing stock. 2007-06-06 Emergency maintenance 2007-06-06 2007-06-06 490 Property file Emergency or unplanned maintenance to council housing. 2007-06-06 Housing grants 2007-06-06 2007-06-06 490 Property file Grants over £ 50,000 Destroy - 12 years after last payment Limitations Act 1980. RGLA 7.19 Documentation relating to housing grants. Property file Grants under £ 50,000 Destroy - 6 years after last payment Limitations Act 1980. RGLA 7.19 Documentation relating to housing grants. 2007-06-06 Leases 2007-06-06 2007-06-06 490 Property file Documentation relating to housing deeds. 2007-06-06 Planned maintenance 2007-06-06 2007-06-06 490 Property file Program of maintenance to council housing over the next maintenance period. 2007-06-06 Private housing grants 2007-06-06 2007-06-06 490 Property file Provision of grant assistance to improve the condition of private housing. 2007-06-06 Property adaptations 2007-06-06 2007-06-06 490 Property file Details of properties adapted to clients' needs. 2007-06-06 Repairs and renovation 2007-06-06 2007-06-06 490 Property file Documents relating to repairs and renovations of housing. 2007-06-06 Risk assessment 2007-06-06 2007-06-06 490 Asbestos Register Destroy - 50 years from last action or age 75 years from date of birth (greater) Control of Asbestos at Work Regulations 1987. RGLA 9.4 Register of asbestos in council housing. 2007-06-06 Managing tenancies 2007-06-06 2007-06-06 470 502 503 504 506 507 508 509 510 511 512 513 514 1006 1007 1008 1009 Destroy - 12 years from termination of tenancy RGLA3.28 Information relating to the tenancy. 2007-06-06 Adaptations 2007-06-06 2007-06-06 501 Property file Discretionary assistance to disabled and elderly council tenants for their dwellings and gardens outside of normal tenancy arrangements. 2007-06-06 Adaptations grants 2007-06-06 2007-06-06 501 Property file Provision of grant assistance to the adapting of homes. 2007-06-06 Agreements 2007-06-06 2007-06-06 501 Tenant file Ordinary Tenancy Destroy - 6 years after tenancy has expired Limitations Act 1980 Documentation relating to the tenancy agreement. Tenant file Tenancy under seal Destroy - 12 years after tenancy has expired Limitations Act 1980 Documentation relating to the tenancy agreement. 2007-06-06 Assessment - housing needs 2007-06-06 2007-06-06 501 Tenant file Assessment whether applicant is eligible for services or judgement about what service we should provide. 2007-06-06 Breaches 2007-06-06 2007-06-06 501 Tenant file Documentation relating to the notification and enforcement of breaches of council tenancy agreements. Includes rent arrears. 2007-06-06 Evictions 2007-06-06 2007-06-06 501 Tenant file Documentation relating to evictions of specific tenants. 2007-06-06 Housing repairs 2007-06-06 2007-06-06 501 Tenant file Housing repairs documentation relating to specific properties. 2007-06-06 Rent arrears 2007-06-06 2007-06-06 501 Tenant file Destroy 7 years after closure RGLA 7.18 Documentation relating to the notification and enforcement of breaches of council tenancy agreements. Includes rent arrears. 2007-06-06 Rent setting 2007-06-06 2007-06-06 501 2007-06-06 Right to buy 2007-06-06 2007-06-06 501 Tenant file Destroy - 12 years after sale of house RGLA7.17 Documentation relating to tenants statutory right to purchase council housing. 2007-06-06 Tenancies 2007-06-06 2007-06-06 501 Tenant file Personal details relating to tenancies held. 2007-06-06 Welfare services 2007-06-06 2007-06-06 501 Tenant file Services associated with disadvantaged persons to enable them to continue living in their homes/community. 2007-06-06 Human resources 2007-06-06 2007-06-06 516 538 542 545 549 556 565 570 579 2007-06-06 Administering employees 2007-06-06 2007-06-06 515 517 518 519 525 526 527 528 529 531 532 533 534 535 536 537 2007-06-06 Counselling 2007-06-06 2007-06-06 516 Employee files Destroy - 6 years from termination of employment RGLA6.4 Documentation relating to counselling offered to an employee. 2007-06-06 Absence monitoring 2007-06-06 2007-06-06 516 Employee files Destroy - 3 years from end of current tax year Records documenting an employee's absence due to sickness. 2007-06-06 Discipline