http://schemas.bs8723.org/Examples/LGCS/ en All matters relating to the help and support of adult individuals. Adult care services 2 9 15 17 33 962 965 968 Information relating to carers. Carer files would typically be organised by name and some form of identifier. Carers 1 3 4 5 6 7 8 Agency provided services 2 Case files - carer Essential information Destroy - 25 years after end of employment Information concerning our use of 'agency' care provisions. Assessment 2 Case files - carer Destroy - 25 years after end of employment Assessment of suitability of a carer, information about carer's identity, history, etc. Financial support 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. Legal 2 Case files - carer Destroy - 25 years after end of employment Any legal issues. Licensing 2 Case files - carer Destroy - 1 year after end of employment Details of the carer's driving and any other licences. Review 2 Case files - carer Destroy - 25 years after end of employment Carer reviews. Information relating to residential homes. Residential homes 1 10 14 Operation of homes 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. Registration 9 Case files -residential home Licensing Permanent - offer to archivist RGLA 3.24 Any other related information including Care Home Licence details. Information on general support for individuals with issues such as alcohol or drug abuse. Social issues 1 16 Work to prevent and action to address drug misuse and related issues. Substance misuse 15 Information relating to individual service users. Supporting adults 1 18 22 23 24 25 26 27 28 29 30 31 32 Assessment 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. Management of catering services within social care. Catering Services 17 Finance and commissioning 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'. Grants 17 Case files - service user Application Destroy - 8 years after provision of support ended Grants applied for client. Health 17 Case files - service user Destroy - 8 years after provision of support ended The client's health details. Legal 17 Case files - service user Destroy - 8 years after provision of support ended Details of any legal issues. Licensing 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. Looked after in care 17 Case files - service user Destroy - 8 years after provision of support ended Details about any residential care. Mental health 17 Case files - service user Destroy - 10 years after last contact RGLA 3.17 Any details about the client's mental health. Occupational therapy 17 Case files - service user Destroy - 8 years after provision of support ended Details of any Occupational Therapy received. Referral 17 Case files - service user Destroy - 8 years after provision of support ended Request for service or service transferred to another provider. Review 17 Case files - service user Destroy - 8 years after provision of support ended Details of any review of services. Information on general support for individuals with disabilities Supporting disabilities 1 34 971 972 973 974 Support for the deaf in communicating with those who can hear. Deaf 33 Child care, protection, fostering and family support. Children and families services 36 44 49 51 53 58 65 67 69 105 107 109 111 975 Adoption and fostering, information relating to the carer. Adoption and fostering 35 37 38 39 40 41 42 43 Adoptive parent 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. Assessment 36 Case files -carer Destroy - 25 years from closure RGLA 3.4 Assessment on suitability of a carer. Financial support 36 Case files -carer Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 Information about financial support. Foster carer 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. Legal 36 Case files -carer Legal issues. Licensing 36 Case files -carer Care or care licence Permanent - offer to archivist RGLA 9.18 Care or care licence. Review 36 Case files -carer Carer reviews Details of reviews of the carer. Information on protecting children from harm. Child protection 35 45 47 48 Case assessment 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. Registration 44 Register Permanent - retain for 70 years then offer to archivist RGLA 3.6 Consolidated listing of children requiring protection. Schedule 1 offenders 44 Register Permanent - retain for 70 years then offer to archivist RGLA 3.7 Consolidated listing of section 1 offenders. Information on children in care. Children looked after in care 35 50 Registration 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. Communication on child services. Communications 35 52 Complaints 51 Destroy - 10 years after complaint dealt with Arrangements for Placement of Children (General) Regulations 1991 Complaint records. Programme management and development of services for children and families Programme management and development 35 54 55 56 57 Services for children 53 Destroy - 7 years from closure RGLA 3.20 Process involved in development of services or programmes for children. Supporting children 53 Destroy - 25 years from closure RGLA 3.21 Process involved in provision of services or programmes to support the development of children. Supporting young persons 53 Destroy - 15 years from closure RGLA 3.22 Process involved in provision of services or programmes to support the development of young persons. Supporting adults 53 Destroy - 7 years from closure RGLA 3.23 Process involved in provision of services or programmes to adults. Information on residential homes for children. Residential homes 35 59 64 Operation of homes 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. Registration 58 Case files -residential home Permanent - offer to archivist 50 years after closure RGLA 3.1 Children's home register. Information on social issues. Social issues 35 66 The use of drugs for non-medical purposes including drug abuse and addiction. Substance misuse 65 Information on special education services. Special education 35 68 Learning support 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. Information on services provided for the benefit of individual children. Supporting children 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 Admission appeals 69 Case files -child Information in regard to appeals on admission to a specific school. Adoption process 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. Advice 69 Case files -child Destroy - on child's 21st birthday Help given to assist an individual child. Assessment 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. Attendance and truancy 69 Case files -child Children not attending school. Child protection 69 Case files -child Destroy - 100 years after end of service provision Any information concerning protection of the child or children. Children?s rights 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. Continuing care 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. Educational achievement assessments 69 Case files -child Destroy - on child's 21st birthday Education history. Educational psychology 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. Educational welfare 69 Case files -child Destroy - on child's 21st birthday Information relating to education welfare issues. Finance and commissioning 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'. Financial support 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. Fostering Process 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. Grants 69 Case files -child Destroy - 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980 Details about other grants. Health 69 Case files -child Details of any health issues. Hospital and home tuition 69 Case files -child Destroy - on child's 21st birthday Tuition for sick children and pregnant schoolgirls in the home or a hospital environment. Legal 69 Case files -child Destroy - on child's 21st birthday RGLA 3.3 Details relating to legal issues. Licensing 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. Looked after in care 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. Referral 69 Case files -child Destroy - on child's 21st birthday Request for service or service transferred to another provider. Review 69 Case files -child Destroy - on child's 21st birthday Details of any care reviews. School exclusions 69 Case files -child Destroy - 25 years from last action RGLA 3.19 Permanent or temporary exclusion from school. Special educational needs 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. Information on general support for individuals with disabilities Supporting disabilities 35 106 Supporting communication for the deaf. Deaf 105 Training provided to individuals working with children, Training 35 108 Support training 107 Destroy - 25 years from termination RGLA 6.3 Training provided to support individuals or organisations working with or for clients. Youth justice. Youth justice 35 110 Case management 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. Youth services. Youth services 35 112 Youth service provision 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. The management of fire and emergency services to Council and council property. Community safety and emergencies 114 117 120 127 130 133 142 981 Advice supplied to the public on community safety and emergencies. Advice 113 115 116 978 Contingency planning 114 Destroy - 2 years after advice superseded Activities in relation to the requirement of local authorities to provide advice on contingency planning to business. Activities relating to the provision of Fire Safety services. Fire safety planning 114 Activities to make the community safer. Community safety 113 118 119 979 980 CCTV related information. CCTV surveillance 117 Activities designed to reduce the impact and fear of crime. Crime reduction 117 Information on emergency planning. Emergency planning 113 121 122 123 124 126 Emergency agencies 120 Destroy when superseded List of public contacts for emergency agencies. List of council contact numbers to use in the case of any emergency or major incidents. Emergency call-outs 120 Process around receipt and despatch of emergency vehicles. Emergency calls - 999 120 Emergency plan 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. Weather, security, incident warnings etc. made to the public. Emergency warnings 120 Information on activities related to the emergency services. Emergency service 113 128 129 Notifications 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). Saving cats from trees, unlocking doors, car accidents etc. Special service provision 127 Enforcement of safety legislation. Enforcement 113 131 Fire safety legislation 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. Activities to prevent fires occurring. Fire prevention 113 134 135 136 137 138 140 141 Fire certification 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. Fire hydrants inspections 133 Destroy - 7 years from last action RGLA 9.20 Fire hydrant inspection records. Fire safety 133 Destroy - 2 years after advice superseded Advice given to individuals and organisations on an individual basis relating to fire safety and emergencies. Fire safety inspections 133 Destroy - 7 years from last action RGLA 9.20 Fire safety inspection records. Incident monitoring 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. Inspections 133 Destroy - 7 years from last action RGLA 9.20 Other fire safety information. Fire safety investigations records. Investigations 133 Training on how to deal with major incidents. Training 113 143 Training exercises 142 Destroy - 10 years after closure RGLA 9.12 Training exercises for major incidents and fire services. Documentation created out as part of the trading standards or environmental health function. Cases may be organised by a simple unique numbering sequence such as the company registration number. Consumer affairs 145 147 152 174 984 Advice 144 146 Destroy - 7 years after creation Documentation relating to advice given to and from consumer affairs. Information relating to campaigns within consumer affairs. Campaigns 145 Enforcement of trading standards. Enforcement 144 148 Prosecution of offences 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. Investigation, inspections and monitoring 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). Inspections 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. Investigations 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. Monitoring 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. Consolidated listing of licensed activities requiring a register within the local authority. Registration, certification and licensing 144 175 176 177 178 221 Entertainment and drinks 174 Register Destroy - 2 years after registration lapses RGLA 9.16 Consolidated listing of licensed entertainment and drink venues. Food premises 174 Register Destroy - 2 years after registration lapses RGLA 9.16 Consolidated listing of licensed of food premises. Licence premises 174 Register Destroy - 2 years after registration lapses RGLA 9.16 Consolidated listing of licensed for the sale or consumption of alcohol. Licensing 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. Sex establishments 174 Register Consolidated listing of licensed of sex establishments. General documentation of council buildings. Council property 223 228 235 265 988 Maintenance records - typically organised by property Maintenance of council property 222 224 225 226 227 Maintenance 223 Instruction manuals Destroy - 7 years after last action RGLA 7.27 Instruction manuals related to council property. Planned maintenance 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. Refurbishment 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. Responsive maintenance 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. Information on the acquisition and disposal of property. Property acquisition and disposal 222 229 231 232 Acquisitions 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. Deeds 228 Case files - property Deeds and associated documentation. Disposal 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. Management of Council land and property. Property and land management 222 236 237 238 239 240 242 243 244 245 246 250 251 252 253 255 257 258 259 260 261 262 263 264 Accessibility 235 Case files - property Destroy - 7 years from closure Documentation and information relating to the access of property owned by the council. Building surveys 235 Surveys Data collected from surveys conducted on council buildings. Certification 235 Case files - property Certificates of approval. Documentation relating to the distribution of council property. Distribution and allocation of properties 235 Energy management 235 Case files - property Papers concerning the management of energy within the council. Process involved in the disposal of council equipment. Equipment disposal 235 Process involved in the management of council facilities. Facilities management 235 Documentation concerned with farm management. Farm management 235 Feasibility 235 Feasibility studies Process involved in checking the feasibility of council property. Fleet management 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. Health and safety 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. Internal agreements 235 Case files - property Information and documentation specific to internal agreements concerning council property. Land and property history 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. Leasing 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. Management 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. Maps and directions 235 Case files - property Maps and directions relating to council property. Property services 235 Case files - property Documentation concerned with services provided from council property. Property strategy 235 Permanent - offer to archivist RGLA 8.1 Overall reports on council property. Documentation associated with replacement programmes. Replacement programme 235 Scheduling 235 Inventories Inventories of specific properties or assets contained within them. Security 235 Case files - property Documentation relating security and processes related with security of the council's property. Usage statistics 235 Case files - property Any data held concerned with usage of council property. Valuations 235 Case files - property Valuations on disposal Destroy - 6 years from end of financial year after disposal of property Valuation documentation and statistics. Information on how the property was developed and how it is being used. Property use and development 222 266 267 268 269 Car parking 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. Design and construction 265 Case files - property Documentation relating to the process of managing the design and construction of council property. Traveller sites 265 Destroy - 3 years after closure Documentation relating to sites specifically designated as 'Traveller sites'. Process documentation concerning warehouse storage. Warehousing and storage 265 Information dealing with cemeteries, redundant churchyards and crematoria. Crematoria and cemeteries 271 275 Maintenance records for burial grounds. Maintenance of burial grounds 270 272 273 274 Planned Maintenance 271 Destroy - 21 years after maintenance completed Program of maintenance to cemeteries and crematoria over the next maintenance period. Redundant Churchyards 271 Destroy - 21 years after maintenance completed Documentation relating to disused churchyards, specifically their upkeep. Responsive Maintenance 271 Destroy - 21 years after maintenance completed Emergency or unplanned maintenance to cemeteries and crematoria. The location of burials and identity of who has been buried. Burial identity and location 270 276 278 279 280 281 282 Registration 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. Bookings 275 Applications Destroy - 5 year after last action RGLA9.25 Documentation related to booking made for a cremation, interment or monument erection. Exhumations 275 Permanent - offer to archivist RGLA9.24 Documentation regarding the process of regulation of exhumation. Interment Service 275 Regulation of burials and cremations Destroy - 5 year after last action RGLA9.25 Process relating to the burial or cremation of an individual. Licensing 275 Permits Destroy - 5 year after last action RGLA9.25 Documentation regarding cemetery and crematoria licensing. Records relating to the ordering of a memorial. Memorial management 275 Management of democratic activities including elections, assembly and committee meetings. Democracy 284 293 296 298 301 304 309 Information on decisions taken. Decision making 283 285 287 288 289 290 291 292 Council and committee meetings 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. The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. Delegations 284 Documentation relating to the Independent Remuneration Panel Independent Remuneration Panel 284 Meeting - cabinet 284 Minutes Permanent - offer to archivist RGLA 1.4 Agendas, meetings and minutes relating to the executive board of members. Member panels 284 Permanent - offer to archivist RGLA 1.4 Agendas, meetings and minutes relating to member panels. Management of democratic activities including elections, assembly and committee meetings. Referenda 284 Scrutiny Panel 284 Permanent - offer to archivist RGLA 1.4 Agendas, meetings and minutes relating to the scrutiny panel. Information on the Council executive. Executive 283 294 Statutory appointments 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. Information on how the Council is governed. Governance 283 297 Constitution 296 Constitution Permanent - offer to archivist RGLA 1.4 The constitution of the council. Honours and awards. Honours and awards 283 299 300 Honours submissions 298 Destroy - 5 years after last action RGLA 1.8 The submissions and details of individuals considered for honours. Documentation relating to Lord Lieutenancy. Lord lieutenancy 298 Support to council members. Member support 283 302 303 Gifts and hospitality 301 Register Destroy - 18 months after member leaves office Register of gifts and hospitality. Register of Interests 301 Register Members' disclosure of any involvement in organisations and income received from other bodies, which may affect their actions as council members. Council plans. Planning 283 305 306 307 Cross departmental consideration 304 Destroy - 3 years from closure RGLA2.3 Reports and minutes. Forward Plan 304 Permanent - offer to archivist RGLA2.1 The list of items to be considered by the cabinet over the next four months. Strategic Plan 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. Information on representation. Representation 283 310 311 317 318 319 320 321 Ward names, numbers and boundaries. Constituencies 309 Elections 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. The process in creating a new civil parish council. Emparishment 309 Lists of councillors 309 Council diaries, members details Public contact details of your local representative of the council. List of meetings of Council and committees. Lists of meetings 309 Listing of members and others representing the council on external bodies. Official delegation to represent councils' interests. Includes membership of other bodies. Nominations 309 Political parties? papers 309 Destroy - 3 years after last action RGLA 1.9 Leader of council papers, leader of opposition papers. Management of activities to promote and examine the local economy. Economic development 323 327 334 340 342 344 Information relating to businesses in the local area Business intelligence 322 324 325 326 Business listing 323 Business directory Listing of businesses trading within the local area. Only organisations that have requested inclusion included. Information collected regarding European funding. European development 323 Marketing 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. Management of activities to promote and examine the local economy. Promotion 322 328 329 331 332 333 991 992 993 Business awards 327 Grants Destroy 7years after scheme to which grant relates is completed Information regarding business awards and grants. Business development 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. To promote area as a location and centre of excellence for the film and broadcasting industries. Film and television development 327 International relations 327 Twinning Encouraging relations with people from other countries and cultures to support the development of the local area. The information relating to the encouragement of the voluntary sector activity. Voluntary sector development 327 Regeneration of local communities and regions. Regeneration 322 335 336 337 338 339 Information relating to revitalising a specific area or community. Community development 334 Participation in regional activities. Regional development 334 Information relating to reducing disadvantage and increasing access in rural areas. Rural development 334 Information relating to revitalising a specific area or community. Strategy 334 Information relating to the management of business community in the town centres. Town centre management 334 Information about sustainability. Sustainability 322 341 Information and documentation looking at sustainable development. Sustainable development 340 Information relating to tourism. Tourism 322 343 The information relating to the development of tourism. Tourism development 342 Information on training to support economic growth. Training 322 345 Information about activities to support continued employment in the area. Workforce support 344 Activities relating to the provision and support for education and learning. Education and skills 347 350 354 356 361 367 370 373 377 387 Activities relating to educational access and inclusion. Access and inclusion 346 348 349 Educational access and inclusion related projects. Project management 347 Traveller sites 347 Destroy 7 years after closure of project Activities aimed at ensuring access to education for travellers. Information on school admissions and exclusions. Admissions and exclusions 346 351 352 Appeals 350 Destroy after 7 years after decision made The process to question a decision or allocation which has been given. Parental choice 350 School directory Information specifically concerning school directories. Process in providing advice on education. Advice 346 355 Documentation on the different advisory services provided regarding education and skills. Advisory services 354 Information on education relating to the arts. Arts services 346 357 358 359 360 Field centres 356 Destroy after 7 years Utilisation and management of field centres in arts education. Music services 356 Destroy after 7 years Music tuition provided for individuals or groups within schools or music centres. Provision in schools 356 Orders and bookings Destroy after 7 years Organisation and management of bookings for arts performances. Performances 356 Destroy after 7 years Orders and bookings made for arts services made by schools. Information about developing the curriculum. Curriculum development 346 362 363 364 365 366 Information on international projects. International projects 361 National curriculum 361 Destroy after 7 years Helping schools and teachers develop the curriculum within schools. Out of schools projects 361 Destroy after 7 years Data and information on out of school projects i.e. after school clubs, outings etc. Documentation on the countryside with regards to outdoor education. Outdoor education 361 Schools curricula 361 Destroy after 7 years Helping schools and teachers develop the curriculum within schools. Information on education welfare. Education welfare 346 368 369 Data collected by student services on behaviour and attendance. Attendance and Truancy 367 Documentation regarding student services and the support they provide. Student welfare service 367 Information on providing job skills. Employment skills 346 371 372 The provision of careers advice. Careers advice 370 The process of developing the workforce skill. Workplace training 370 Learning for all ages. Life long learning 346 374 375 Learning for all ages including non school, college or university settings. Adult and community services 373 Basic skills development 373 Course directory Information on the different courses available to adults. General information and data held about individual schools. Case files are typically organised by school. Management of schools 346 378 379 380 381 383 384 385 386 994 995 Admissions 377 School files Destroy - 25 years from last action RGLA 3.19 The process of admitting students to schools. Emergency contacts 377 School files Details of emergency contacts. General information 377 School files General information involved regarding the school's holidays, etc. Governing bodies 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. Governor contacts 377 School files Destroy 5 years after governor leaves Contact details of school governors. Inspections 377 School files Details on inspections carried out within a school, specifically about dangerous structures. Performance 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. Plans and policies 377 School files Retain while policy operational then offer to archivist Plans and policies developed by the schools. Documentation relating to teaching staff and there development programs. Teaching 346 388 996 Activities relating to the provision and support for education and learning. Teacher development 387 General information on environmental protection. Environmental protection 390 393 400 Documentation relating to advice given. Advice 389 391 392 Biodiversity 390 Permanent, offer to archivist after administrative use Information regarding biodiversity. Campaigns 390 Permanent, offer to archivist after administrative use Documentation regarding campaigns specifically concerning environmental protection. Information about conservation. Conservation 389 394 395 396 397 398 399 997 Countryside conservation 393 Permanent, offer to archivist after administrative use Documentation relating to the management of the countryside. Forest management 393 Permanent, offer to archivist after administrative use Documentation relating to the management of forests. Heritage conservation 393 Permanent, offer to archivist after administrative use Documentation looking specifically at heritage conservation. Nature conservation 393 Permanent, offer to archivist after administrative use Documentation looking specifically at nature conservation. Urban conservation 393 Permanent, offer to archivist after administrative use Documentation relating to conservation in towns and cities. Woodland management 393 Permanent, offer to archivist after administrative use Documentation relating to the management of woodland. Information on monitoring the environment. Monitoring 389 401 402 403 Coastal erosion 400 Permanent, offer to archivist after administrative use Data and information on coastal erosion. Environmental impact assessment 400 Permanent, offer to archivist after administrative use Documentation relating to environmental impact assessments. Environmentally sensitive areas 400 Permanent, offer to archivist after administrative use Data held concerning environmentally sensitive areas. The management of financial resources by the council. Finance 405 409 416 427 439 444 447 Information related to accounting and auditing. Accounts and audit 404 406 407 Activities relating to internal or external auditing of the authority. Internal auditing 405 Reporting 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. Management of financial assets. Asset management 404 410 Maintaining assets 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. Information on managing the finances of the authority. Financial provisions management 404 417 419 422 423 424 425 426 Borrowing 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. Budget 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. Activities involved in credit union management. Credit union management 416 Activities involved in managing the debts owed to the council. Debt management 416 Activities involved in the administration of donations to the authority. For administration of grant funding, see Funding bids. Donations 416 Activities relating to applications by the authority for grant funding by external bodies. For applications to the authority for funding, see Funding applications. Funding bids 416 Activities involved in the long term planning of the authority's financial management. Includes the financial forecast. For annual budget planning, see Budget. Strategy and planning 416 Information on financial transactions. Financial transactions management 404 428 429 431 432 433 434 435 436 437 438 Activities involved in delegating authority for carrying out financial activities on behalf of the authority. Authorisation 427 Expenditure 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. Activities relating to the detection, prevention and prosecution of financial irregularity. Fraud 427 Activities relating to the process of considering and administering applications to the authority for grant funding. For applications by the authority for grant funding, see Funding Bids. Funding applications 427 Activities involved in the collection of money owed to the council. Includes rent payments. Income 427 The mechanism for recharging costs within the council. Internal recharging 427 Activities relating to the investment of the authority's funds. Investments 427 National insurance numbers 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. Reconciliation 427 Balance and reconcile financial accounts Destroy 2 years after administrative use is concluded RGLA 7.6 Activities involved in the reconciliation of accounts. Documentation relating to refunds. Refunds 427 Local taxation documentation. Local taxation 404 440 441 998 999 Council tax and benefit files Activities involved in the administration of benefits payments. Benefits and subsidies 439 Property valuation 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. General documents relating to taxation and similar financial matters. National taxation 404 445 Tax payments 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. Information on payroll and pensions. Payroll and pensions 404 448 450 Pay 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. Pensions 447 Destroy - 6 years from last pension payment RGLA6.2 Activities involved in the administration of pension schemes for current and former employees. Management of measures to ensure a healthy and safe workplace. Health and safety 452 454 458 459 468 Documents relating to community safety issues Community safety 451 453 Campaigns to promote compliance to health and safety policies. Campaigns 452 Information on compliance with health and safety legislation. Compliance 451 455 457 Strategy and planning 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. Documentation relating to health and safety training. Training 454 Emergency planning and related health and safety information. Emergency planning 451 Monitoring of health and safety at work. Monitoring 451 460 463 464 465 466 467 Accidents and incident reporting 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. Asbestos inspections 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. Equipment 459 Safety inspections Destroy - 6 years after equipment is de-commissioned Process of inspecting equipment to ensure it is safe. Hazardous substances 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. Activities relating to internal or external inspections examining the authority's health and safety provision. Health and safety inspections 459 Radiation 459 Radon Monitoring Destroy - 40 years from last action The Ionising Radiations Regulations 1985. RGLA 9.5 Monitoring of radiation. Management of health and safety risks. Risk management 451 469 Risk assessments 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. The council's statutory responsibility for housing. Housing 471 473 480 490 501 1000 The enforcement of housing standards within the local area. Enforcement 470 472 1002 Assessment of housing standards. Assessment- housing standards 471 Documentation on the management of housing estates. Estate management 470 474 475 476 477 478 479 Documentation relating to the inspection and monitoring of the environment of business premises. Business premises 473 Documentation relating to the inspection and monitoring of the environment of council estate car parking. Car parking surveys 473 Applications for garage space. Garage application 473 Garage rental 473 Tenant file Documentation relating to garage rental and allocation. Documentation relating to the inspection and monitoring of the environment of the council housing estate. Housing inspections 473 Documentation relating to the resolution of neighbour disputes involving council tenants. Neighbour disputes 473 Information relating to the provision of housing. Housing provision 470 481 482 483 484 485 488 489 1003 1004 Information relating to the process of allocating property (homes and garages) to applicants on the waiting list. Allocations 480 Assessment of whether applicant is eligible for services or judgement about what service we should provide. Assessment - housing needs 480 Process in providing short term and emergency accommodation for homeless people. Homelessness 480 Documentation relating to hostel providers and youth hostels in general. Hostel providers 480 Housing applications 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. Housing exchanges 480 Mutual exchange list Current register of properties available for exchange. Housing stock requirements 480 Destroy - 4 years after last action RGLA8.10 Information on amount and type of housing stock required. Information relating to housing stock. Property may be identified by address and by the UPRN. Housing stock 470 491 492 493 495 496 497 498 499 500 1005 Demolition 490 Property file Demolition of housing stock. Emergency maintenance 490 Property file Emergency or unplanned maintenance to council housing. Housing grants 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. Leases 490 Property file Documentation relating to housing deeds. Planned maintenance 490 Property file Program of maintenance to council housing over the next maintenance period. Private housing grants 490 Property file Provision of grant assistance to improve the condition of private housing. Property adaptations 490 Property file Details of properties adapted to clients' needs. Repairs and renovation 490 Property file Documents relating to repairs and renovations of housing. Risk assessment 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. Managing tenancies 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. Adaptations 501 Property file Discretionary assistance to disabled and elderly council tenants for their dwellings and gardens outside of normal tenancy arrangements. Adaptations grants 501 Property file Provision of grant assistance to the adapting of homes. Agreements 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. Assessment - housing needs 501 Tenant file Assessment whether applicant is eligible for services or judgement about what service we should provide. Breaches 501 Tenant file Documentation relating to the notification and enforcement of breaches of council tenancy agreements. Includes rent arrears. Evictions 501 Tenant file Documentation relating to evictions of specific tenants. Housing repairs 501 Tenant file Housing repairs documentation relating to specific properties. Rent arrears 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. Documentation relating to rent setting of housing. Rent setting 501 Right to buy 501 Tenant file Destroy - 12 years after sale of house RGLA7.17 Documentation relating to tenants statutory right to purchase council housing. Tenancies 501 Tenant file Personal details relating to tenancies held. Welfare services 501 Tenant file Services associated with disadvantaged persons to enable them to continue living in their homes/community. Management of personnel. Human resources 516 538 542 545 549 556 565 570 579 Employee files usually have several identifiers, name and date of birth, NI number etc. Administering employees 515 517 518 519 525 526 527 528 529 531 532 533 534 535 536 537 Counselling 516 Employee files Destroy - 6 years from termination of employment RGLA6.4 Documentation relating to counselling offered to an employee. Absence monitoring 516 Employee files Destroy - 3 years from end of current tax year Records documenting an employee's absence due to sickness. Discipline 516 Employee files Destroy - 6 years from termination of employment RGLA6.4 Documentation relating to the discipline of employees. Employee files Final warnings Destroy - 18 months after warning RGLA 6.7 Disciplinary warnings - final. Employee files No warning given Destroy immediately RGLA 6.8 Proceedings where it proven to be unfounded. Employee files Oral warnings Destroy - 6 months after warning RGLA 6.7 Disciplinary warnings - oral. Employee files Warnings involving children Keep on personnel file permanently RGLA 6.7 Disciplinary warnings - behaviour to children. Employee files Written warnings Destroy - 12 months after warning RGLA 6.7 Disciplinary warnings - written. Register of declared interests of employees in relation to anything being transacted or discussed by the authority. Disclosure of interest 516 Employee details 516 Employee files Destroy - 6 years from termination of employment RGLA6.4 Documentation relating to individuals general or specific conditions of employment. Employment conditions 516 Employee files Destroy 2 years after employee ceases employment Documentation relating to individuals general or specific conditions of employment. Grievances 516 Employee files Destroy - 6 years from termination of employment RGLA6.4 Documentation relating to grievances between the employer and employee's. Individual training records 516 Employee files Destroy - 6 years from termination of employment RGLA6.4 Documentation relating to an individuals training record and any work experience undertaken within the authority. Employee files Proof of completion Destroy - 7 years after course completed RGLA6.21 Documentation relating to proof of training course completion. Induction 516 Destroy - 2 years after closure Documentation relating to the process and undertaking of induction for new employees or councillors Documentation relating to the approach to performance appraisals Job evaluation 516 Leave 516 Employee files Destroy - 2 years after action completed RGLA6.13 Documentation relating to requested employee leave: annual, study, carers, special, compassionate, unpaid leave etc. Medical assessments 516 Employee files Destroy - 75 years after dob RGLA6.10 Documentation regarding medical assessments and general information on healthy living. Maternity/paternity 516 Employee files Destroy - 3 years from end of current tax year Records documenting entitlements to, and calculations of, Statutory Maternity Pay. Reports related to working hours and terms and conditions. Reporting 516 Termination 516 Destroy - 6 years from termination of employment RGLA 6.16 Documentation relating to the leaving process: resignation, termination other than pension. Information on employee relations. Employee relations 515 539 540 Summary management information relating to disciplinary matters. Disciplinary matters reporting 538 Trade union liaison 538 Strategy Permanent - offer to archivist RGLA 6.5 Matters relating to the relationship with recognised unions. Routine matters Destroy - 2 years after use is concluded RGLA 6.6 Documentation relating to liaison with unions and employee representative organisations. Information on equal opportunities Equal opportunities 515 543 Equalities and diversity 542 Investigations Destroy - 5 years after action completed RGLA 6.9 Investigation and reporting on specific cases. Information on monitoring employees. Monitoring employees 515 546 547 548 Performance appraisal 545 Probationary reports and performance plans Documentation relating to the performance appraisal of an employee, including performance related pay if applicable. Reporting 545 Destroy - 5 years after action completed RGLA 6.12 Staff statistic documentation. Staff directory 545 Permanent - offer to archivist RGLA 6.1 Employee/sectional contact details. Occupational health records. Occupational health 515 550 551 553 554 555 Absence reporting 549 Destroy - 2 years after action completed RGLA 6.13 Aggregated management information on absences, for instance, working days lost to various sickness categories. Occupation health 549 Staff health records Destroy - 75 years after dob RGLA6.10 Documentation relating to occupational health and safety. Employee files Training Destroy - 50 years after training completed RGLA6.19 Occupational health and safety training. Personal risk assessments 549 Employee files Including restrictions i.e. cannot lift or desk work only. Sickness monitoring 549 Employee files Destroy - 6 years from termination of employment RGLA 6.4 Documentation relating to sickness absence, including medical certificates. Major injuries 549 Destroy - 40 years after termination of employment Health and Safety at Work Act 1974; Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 reg. 7; Limitations Act 1980 Documentation relating to major injuries. Recruitment of staff. Recruitment 515 557 558 559 562 563 564 Authorisation 556 Destroy - 5 years after recruitment finalised Authorisation to recruit for a position. Job descriptions 556 Destroy - 2 years after superseded The job description and person specifications for current posts. Recruting 556 Destroy - 6 years from termination of employment RGLA6.4 Process relating to the recruitment of an employee to the authority. Position Unsuccessful candidates Destroy - 6months after recruitment finalised Documents relating to unsuccessful candidates. Position Destroy - 1 year after recruitment finalised RGLA 6.11 Selection for a position. Documentation relating to the recruitment process. Recruitment process 556 Secondment 556 Secondment files Destroy - 6 years from termination of employment RGLA6.4 Documentation relating to the process of secondments to or from the authority. Volunteers 556 Volunteer files Destroy - 6 years from termination of employment RGLA6.4 Documentation relating to volunteers available to or used by the council, including risk assessments. Terms and conditions for employees. Terms and conditions of employment 515 566 567 568 569 Documentation relating to staff benefits. Staff benefits 565 Documentation regarding facilities for staff including proposals for leisure facilities and eateries. Staff facilities 565 Staff recognition documentation. Staff recognition 565 The general terms and conditions of employment with the council. Terms and conditions 565 Training information. Training courses are typically identified by name and date. Training 515 571 572 573 574 578 Driver training documentation. Driver training 570 Performance management relating to training and development, including feedback statistics. Reporting 570 Training provided to support individuals or organisations working with or for clients. Support training 570 Training courses 570 Training course files Course administration Destroy - 2 years after action completed RGLA 6.17 Training documentation relating to specific courses and sessions. Training course files Courses concerning children Destroy - 35 years after course completed, or last entry RGLA 6.18 Training courses concerning children. Training course files Training materials Destroy - 1 year after course superseded RGLA 6.20 Training course materials. Training course files Destroy - 2 years after action completed RGLA 6.17 Documentation relating to training courses and initiatives. Training plan 570 Corporate training plan Listing of corporate training activities and forward plans. Includes health and safety training. Information on workforce planning. Workforce planning 515 580 Workforce development planning 579 Financial rewards Destroy - 7 years after action completed RGLA 6.15 Documentation relating to workforce management. Strategy Destroy - 3 years after action completed RGLA 6.14 Documentation relating to workforce management and salaries. Information and communication technology documentation. Information and communication technology 583 596 Information relating to the infrastructure. Infrastructure 582 584 586 587 588 589 590 591 592 593 594 595 Disposal 583 Assets under £ 50,000 Destroy - 6 years after all obligations/entitlements concluded Limitations Act 1980. RGLA 7.29 Documentation relating to the process of disposal of hardware and software belonging to this authority. Assets over £ 50,000 Destroy - 12 years after all obligations/entitlements concluded Limitations Act 1980. RGLA 7.29 Documentation relating to the process of disposal of hardware and software belonging to this authority. Customer (public) reporting of faults relating to council services. Fault reporting 583 Documentation in relation to software licensing. Licensing 583 Help desk support information relating to specific systems or pieces of software. Help Desk Support 583 Data security information and documentation. Information security 583 Documentation relating to the maintenance and support of the network. Network maintenance 583 Documentation relating to system servers and their maintenance. Server maintenance 583 Documentation relating to geographic information systems. Spatial data management 583 Documentation relating to storage systems and servers. Storage 583 Documentation relating to an ICT Strategy. Strategy 583 Includes development of Internet, Intranet and Extranet. Web development 583 Documentation relating to a specific application. System logs may be identified by application, hardware etc. System support 582 597 598 599 600 601 602 603 604 605 Change Control 596 System log Destroy - 2 years after system no longer used Documentation relating to planned changes to a specific system. Configuration management 596 System log Destroy - 2 years after system no longer used Documentation relating to the configuration of the system. Data Management 596 System log Destroy - 2 years after system no longer used Documentation relating to the management of specific systems data which includes back ups, mirroring, and systems interfaces. Design and Construction 596 System log Destroy - 2 years after system no longer used Documentation relating to the design and construction of systems. Development 596 System log Destroy - 2 years after system no longer used Documentation relating to the development of systems and software. Includes web technology development, programming. Implementation 596 System log Destroy - 2 years after system no longer used Documentation relating to systems implementation Integration and interfaces 596 System log Destroy - 2 years after system no longer used Documentation in relation to data conversion, data matching, data mapping and system interfacing. Maintenance 596 System log Destroy - 2 years after system no longer used Documentation relating to the maintenance and support of software and systems. Includes website. Manuals 596 System log Destroy - 2 years after system no longer used Manuals and user information relating to specific systems and software. Documentation regarding access to information. Includes Freedom of Information Act, client access to records, Environmental Information Regulations, and Data Protection Act. Information management 607 619 621 625 632 Providing access to Council information. Access to information 606 608 610 614 Data protection 607 Subject Access Request Destroy when information no longer required Process around the request under data protection. Notification Destroy - 3 years after previous notification Process of notifying the Information Commissioner on data held. Environmental information 607 Information requests Access status records Destroy - 10 years after data created TNA Retention and Disposal Guidance 14. Statistical data about the number of requests you answered and their outcomes etc. Details of access decisions. Information requests Information scheduled for destruction Destroy - 6 months after last correspondence TNA Retention and Disposal Guidance 14. Information subject to an EIR request but scheduled for destruction. Information requests Individual transaction records Destroy - 3 years after date of creation TNA Retention and Disposal Guidance 14. Case file records detailing the EIR request, the consideration of possible exemptions and subsequent appeals. Information requests Policy records Destroy - 5 years after procedures have been superseded TNA Retention and Disposal Guidance 14. Procedures for handling EIR requests and other documents regarding practical implementation of EIR. Freedom of information 607 Information requests Access status records Destroy - 10 years after data created TNA Retention and Disposal Guidance 14. Statistical data about the number of requests you answered and their outcomes etc. Details of access decisions. Information requests Information scheduled for destruction Destroy - 6 months after last correspondence TNA Retention and Disposal Guidance 14. Information subject to a FOI request but scheduled for destruction. Information requests Individual transaction records Destroy - 3 years after date of creation TNA Retention and Disposal Guidance 14. Case file records detailing the FOI request, the consideration of possible exemptions and subsequent appeals. Information requests Policy records Destroy - 5 years after procedures have been superseded TNA Retention and Disposal Guidance 14. Procedures for handling FOI requests and other documents regarding practical implementation of FOI. Publication Scheme Permanent - offer to archivist The publication scheme that is required under the Freedom of Information Act 2000. Information on permanent storage of items. Archives 606 620 Archives management 619 Records catalogue The consolidated listing of all records held by the authority. Information related to education and training. Knowledge management 606 622 Information asset management 621 Information asset register List of information assets. Record surveys Information relating to an audit of records of various types. Circulation lists Information in regards circulation lists, address books etc. Information on managing the records of the authority. Records management 606 626 627 629 630 631 Compliance 625 Classification schemes Permanent - offer to archivist RGLA 2.10 Information and data standards as used by the authority, e.g. E-GMS, planning data set etc. Forms development 625 Standard templates Standard templates. Audio visual library information. Image capture 625 Retention scheduling 625 Disposal certificates Destroy - 12 years after last action RGLA 2.12 Information regarding disposal of the council?s records. Tracking 625 Issues log Information regarding tracking and tracing the movement of information from records, archives and libraries. Registers. Registration 606 633 Statutory registers 632 Register Permanent - offer to archivist unless specific legislation requires otherwise Limitations Act 1980 Statutory data registers. Management of legal activities on behalf of the council as a corporate body. Legal services 635 637 640 643 646 652 661 Information on advice provided. Advice 634 636 1010 1011 Provision of legal advice 635 Destroy - 6 years after last action, major precedent - offer to archivist for review Limitations Act 1980. RGLA 4.2 Providing advice to clients and services which are legally privileged relating to all aspects of the legal system. Local bylaws. Bylaws 634 638 639 Enactment 637 Permanent - offer to archivist RGLA 9.22 The process of making local laws. Enforcement 637 Destroy - 2 years after matter is concluded RGLA 9.23 The process of administering and enforcing bylaws. Land registration. Land registration 634 641 Land charges 640 Searches Searches and title investigations. Registers Legal documentation relating to land charges. Information on land and highways. Land and highways 634 644 645 Acquisition 643 Road adoptions Documentation relating to the process of acquiring land in relation to roads. Disposal of land associated with the highway. Disposal 643 Process dealing with civil and criminal litigation, debt recovery, commercial litigation. Litigation 634 647 648 649 650 651 Civil 646 Case files Destroy - 7 years after last action, major litigation offer to archivist for review RGLA 4.1 Civil litigation. Commercial 646 Case files Destroy - 7 years after last action, major litigation offer to archivist for review RGLA 4.1 Commercial litigation. Criminal 646 Case files Destroy - 7 years after last action, major litigation offer to archivist for review RGLA 4.1 Criminal litigation. Debt recovery 646 Case files Destroy - 7 years after last action, major litigation offer to archivist for review RGLA 4.1 Debt recovery. Judgments relied on to fight current cases - setting standards to work within. Precedent cases 646 Management of legal activities. Management of legal activities 634 653 654 655 658 659 660 Archive deposits 652 Agreements Legal documentation relating to archive depositors. Agreements 652 Agreements Destroy - 6 years after agreement ends RGLA 4.3 Agreements including non-contractual agreements between public bodies. Conveyancing 652 Deeds Conveyance Destroy - 12 years after closure Limitations Act 1980. RGLA 4.4 Commercial and other leases, Title investigations, Disposal of Freehold and Leasehold properties, Right to Buy applications etc. Deeds Easements Private right of way, right to light (an easement benefits one piece of land by exercising rights over another piece of land owned by another) procedures are in place to ensure the efficient and lawful use of easements. Tenancy Agreements Destroy - 12 years from termination of tenancy RGLA 3.28 Documentation relating to the rental agreements of council buildings, council houses, allotments, garages, commercial properties, wayleaves and land. Copyright 652 Intellectual Property Rights Information on who owns the information. For example, ensuring no breaches of copyright. Drafting 652 Pro-forma agreements A range of pro-forma legal agreements used in all areas of law. Documentation related to legal services and trusts. Trusts 652 Information on planning controls. Planning controls 634 662 664 Certificate of Lawful Use or Development 661 Certificate Permanent - offer to archivist Town and Country Planning Act 1990 Lawful development certificate. Other documentation Destroy - 12 years from date of agreement Limitations Act 1980 Files relating to Lawful Development Certificates. Section 106 agreements 661 Agreement Permanent - offer to archivist Town and Country Planning Act 1990 Section 106 Agreement. Other documentation Destroy - 12 years from date of agreement