Records Retention and Disposal Schedule

Mole Valley District Council

Records Retention and Disposal Schedule

Under rolling review since May 2018

Introduction

The aim of this Schedule is to:

  • assist in identifying records that may be worth preserving permanently as part of the Council’s archives;
  • prevent the premature destruction of records that need to be retained for a specified period to satisfy legal, financial and other requirements of public administration;
  • provide consistency for the destruction of those records not required permanently after specified periods; and
  • promote improved records management practices within the Council.

This document sets out the legislation, guidance and policy in connection with record retention; it cannot provide for every eventuality. All retention periods quoted are minimum periods for retention only. All records should be reviewed at the end of any quoted time and considered both as individual records and in relation to departmental records as a whole, bearing in mind the purpose and value of their retention.

It has been set out in columns as follows:

  1. Record

Describes the kind of files and documents that the Council uses.

  1. Legislation and Other Requirements

Information about the actual law or the area of law that is appropriate for such records. There is not always a law setting out a retention period; in such instances it is guidance, departmental policy or usage that dictates the retention period.

  1. Retention Period

Retention Period describes minimum retention periods. Where there is no clear indication as to when this time should be counted from it should be assumed that the retention time is from the time the file/record is closed.

All retention periods quoted as legislative requirements are minimum periods for retention only.

  1. Disposal Policy

Disposal Policy describes what should be done at the end of the retention period; destroy or review it to see if it should be held for longer.

  1. Responsible Service

Department responsible for the documents

Transfer of Records to archival storage

Departments wishing to transfer permanent records to archival custody should contact the Surrey History Centre, 130 Goldsworth Road, Woking, Surrey GU21 6ND Tel: 01483 518737 Fax: 01483 518738 email: shs@surreycc.gov.uk, for further information on transfer policy and procedures.

Destruction of Records

Where records are sentenced for destruction under the Schedule, backup copies stored on alternative media (server/microfilm/paper) should also be destroyed. This is vital to ensure compliance with the requirements of UK GDPR, Data Protection and Freedom of Information legislation.

Whenever there is the possibility of litigation, the records and information that are likely to be affected should not be amended or disposed of until the threat of litigation has been removed.

When records identified for disposal are destroyed, a register of such records needs to be kept. For records not covered by the Schedule contact the legal department or suitable experienced sources for further advice. It is not sufficient to document that a quantity of records had been destroyed on a certain date. Enough details should be retained to identify which records have been destroyed.

Confidential records which are due to be destroyed must be disposed of in a secure manner.

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

RESPONSIBLE SERVICE

Audited Accounts:

Statement of accounts produced each year and circulated to the public, other LA’s, staff, members etc

Audit

Permanent Offer to Archivist

Pass to Archivist as soon as approved by Auditors and by Council

FINANCE

Financial System Reconciliations

Audit

2 years

Destroy

FINANCE

Budget files & statements

Audit

3 years

Destroy

FINANCE

Capital monitoring files

Audit

3 years

Destroy

FINANCE

Budget monitoring files

Audit

3 years

Destroy

FINANCE

Debtor invoices

Statute of Limitations, Audit, Tax, VAT

6 years plus current year

Destroy

FINANCE

Credit notes

Statute of Limitations, Audit, Tax, VAT

6 years plus current year

Destroy

FINANCE

Daily Takings records (i.e. till rolls)

Statute of Limitations, Audit, Tax, VAT

6 years plus current year

Destroy

FINANCE

Sales records Ledger

N/A

6 years plus current year

Destroy

FINANCE

Year End Ledger

Statute of Limitations, Audit, Tax, VAT

6 years plus current year

Destroy

FINANCE

Journal Transfers

Audit

2 years

Destroy

FINANCE

Cash Books

Audit, VAT

6 years plus current year

Destroy

FINANCE

Petty Cash Imprest account

Audit, Tax, VAT

2 years

Destroy

FINANCE

Finance Receipt Books

Statute of Limitations, Audit,

6 years plus current year

Destroy

FINANCE

Petty Cash vouchers

Statute of Limitations, Audit, Tax, VAT

6 years plus current year

Destroy

FINANCE

Cheque books and counterfoils

Audit

6 years plus current year

Destroy

FINANCE

Cheque Lists

Audit

6 years plus current year

Destroy

FINANCE

Returned Cheques

Audit

6 years plus current year

Destroy

FINANCE

Unpresented cheque list

Audit

6 years plus current year

Destroy

FINANCE

Bank Reconciliations

Audit, VAT

6 years plus current year

Destroy

FINANCE

Bank Statements

Statute of Limitations, Tax, VAT

6 years plus current year

Destroy

FINANCE

Bank paying in books

Audit

6 years plus current year

Destroy

FINANCE

Delivery Notes

Tax, VAT

6 years plus current year

Destroy

FINANCE

Goods received book

Tax, VAT

6 years plus current year

Destroy

FINANCE

Stock inventories/stock sheets/stock control books

Audit

2 years

Destroy

FINANCE

Inventories

Audit

2 years

Destroy

FINANCE

Creditor Invoices received

VAT

6 years plus current year

Destroy

FINANCE

Credit notes received

VAT

6 years plus current year

Destroy

FINANCE

CIPFA returns

N/A

3 years

Destroy

FINANCE

Finance correspondence where it provides evidence of income/expenditure

Statute of Limitations, Audit, Tax, VAT

6 years plus current year

Destroy

FINANCE

Payroll Timesheets Overtime Sheets

N.I. Records

PAYE Deduction Records

Deductions made under Construction Industry TDS

Claim Forms

Statute of Limitations, Audit, Tax

6

Destroy

HR

Tax and PAYE

Statute of Limitations, Audit, Tax

7 Years

Destroy

HR

Subsistence and Mileage Claims

6 Years

Destroy

HR

Council Tax

Local Govt. Finance Act 1992

All records may need to be kept from 1st April 1993 as legislation around backdating is not specified

Hard Copy for a month. Documents scanned and then destroyed

REVENUES

Business Rates

Local Govt. Finance Act 1992

All records may need to be kept from 1st April 1993 as legislation around backdating is not specified

Hard copy for a month. Documents scanned then destroyed

REVENUES

Benefit Claim Forms and associated supporting documents received by Benefits Service

Common Practice

6 years + current

Destroy

BENEFITS

Benefit records held on Academy Systems

Common Practice

6 years + current

Destroy

BENEFITS

Benefits: Government Returns (DHP, Estimates, Subsidy)

Common Practice

6 years + current

Destroy

BENEFITS

 Reopening High Street Safely Fund

RHSSF Document Retention Policy

 10 years

 Destroy with   permission

 ECONOMIC DEVELOPMENT

Investigation files (hard copies)

N/A

Dispose immediately at file close

Confidential waste

FRAUD & INVESTIGATION TEAM

Individual investigation file records and linked documents and product held electronically on Case Management System Depends on outcome see below

CPIA

Audit requirement

Deleted by system administrator

FRAUD & INVESTIGATION TEAM

No fraud proven cases

As above

3 years

As above

FRAUD & INVESTIGATION TEAM

Prosecution

As above

6 years or 6 months from sentence finished if later

As above

FRAUD & INVESTIGATION TEAM

Caution or other sanction

As above

6 years from date of sanction

As above

FRAUD & INVESTIGATION TEAM

Referral received not investigated

CPIA and Audit Requirement

3 years

Deleted by system administrator

FRAUD & INVESTIGATION TEAM

Investigation summary and documents obtained to support individual Internal Business units decision making

N/A

Dependent on business unit disposal policy

Relevant summary and documents will be transferred to affected business unit for purposes of legislative decision making

FRAUD & INVESTIGATION TEAM

Recorded Interview under caution tapes / CD’s

CPIA

3 years or in line with file destruction if prosecution / sanction case

Confidential disposal

FRAUD & INVESTIGATION TEAM

Informal recorded interview tapes and CD’s

Audit requirement

3 years

Confidential disposal

FRAUD & INVESTIGATION TEAM

QB 50 notebooks

CPIA

5 years from date of last entry

Confidential waste

FRAUD & INVESTIGATION TEAM

Interview under caution CD logs

CPIA

5 years

Confidential waste

FRAUD & INVESTIGATION TEAM

RIPA documents

RIPA

3 years

Destroy

FRAUD & INVESTIGATION TEAM

HBMS data receipt

Audit requirements

3 years

Delete from system

FRAUD & INVESTIGATION TEAM

Data extract provided to external organisations for data matching or hubbing purposes for the prevention and detection of fraud purpose

Audit requirements

Immediately after data refresh provided

Delete from system

FRAUD & INVESTIGATION TEAM

Financial Investigation documents and system records

POCA

6 years from date of confiscation or in line with investigation file destruction in no order

Delete from system

FRAUD & INVESTIGATION TEAM AND / OR FINANCIAL INVESTIGATOR

Debtors records

Statute of Limitations, VAT

Min 6 years or until the debt has been paid or written off, whichever is the later.

Destroy

FINANCE

Private fund records

6 years

Destroy

FINANCE

Trust fund records

6 years after money has been finally spent

Destroy

FINANCE

Driver Insurance Forms

Replaced annually

Destroy hard copies, delete electronic copies

RISK MANAGEMENT AND PERFORMANCE

Insurance Registers (motor and property schedule)

MVDC internal policy

Permanent

RISK MANAGEMENT AND PERFORMANCE

Insurance Claim Data and paperwork

Statute of Limitations

6 years after all obligations / entitlements are concluded

Delete or Destroy

RISK MANAGEMENT AND PERFORMANCE

Property Leases

Permanent

Insurance Policy Records

Permanent

RISK MANAGEMENT AND PERFORMANCE

CONTRACT DOCUMENTATION

Sealed Contracts, including award

& management of contracts

Statute of Limitations

12 years from expiry of contract

Destroy

RELEVANT DEPT/LEGAL

Signed Contracts, including award

& management of contracts

Statute of Limitations

6 years from expiry of contract

Destroy

RELEVANT DEPT/LEGAL

Contract Tender (successful) that leads to a sealed contract

Statute of Limitations

12 years from expiry of contract

Destroy

RELEVANT DEPT/LEGAL

Contract Tender (successful) that leads to a signed contract

Statute of Limitations

6 years from expiry date of contract

Destroy

RELEVANT DEPT/LEGAL

Evaluation of tenders

1 year after contract award

Destroy

RELEVANT DEPT

Tenders (unsuccessful)

1 year after contract award

Destroy

RELEVANT DEPT

Contracts Register

N/A

Permanent

Electronic database

FINANCE

List of suppliers for tendering purposes

Contract Standing Orders

Permanent but review and update as necessary

RELEVANT DEPT/LEGAL

Service Agreements with voluntary organisations

N/A

12 years from expiry-sealed

6 years from expiry-signed

Destroy

RELEVANT DEPT/LEGAL

Pre-contract advice,

e.g. expressions of intent (successful)

12 years from expiry-sealed

6 years from expiry-signed

Destroy

RELEVANT DEPT/LEGAL

Pre-contract advice,

e.g. expressions of intent (unsuccessful)

1 year after contract award

Destroy

RELEVANT DEPT

SLA’s

6 years from expiry of agreement

Destroy

RELEVANT DEPT/LEGAL

Consultancy agreements

12 years from expiry-sealed

6 years from expiry-signed

Destroy

RELEVANT DEPT/LEGAL

HUMAN RESOURCES

Personal files of employees, including:

Application Forms Reference Reports

Job descriptions/Person specs Contracts

Discretionary Awards Termination

Limitation Act 1980

Employment period

+ 6 years

Destroy

INFORMATION ASSET OWNERS AND HR

Records relating to staff working with children

25 years after ceasing employment

Destroy

INFORMATION ASSET OWNERS AND HR

Health and Safety training

Employment period

+ 6 years

Destroy

Certificate to be retained by HR

INFORMATION ASSET OWNERS, HR AND HEALTH & SAFETY TEAM

Disciplinary and grievance records (where established)

Employment Act 2002

Employment period

+ 6 years. Warnings will not be active on employee files after expiry however a record of what has occurred will be kept for period above.

Destroy

HR ANY OTHER INVOLVED PARTIES TO PASS TO HR ON CONCLUSION OF THEIR INVOLVEMENT IN THE CASE.

Disciplinary and grievance records (where unfounded)

Destroy after decision (waiting to allow appeal)

(AS ABOVE)

Medical Records

COSHH

Regulations 1994

40 years

Destroy

OCCUPATIONAL HEALTH

Police checks

DBS

6 months

Destroy

DBS certificates are never kept – only the certificate no/issue date are retained by the manager

INFORMATION ASSET OWNERS

Recruitment documentation

both internal and external (unsuccessful applicants)

N/A

6 months

Destroy

INFORMATION ASSET OWNERS

Performance and Development Reviews (Staff Appraisals)

N/A

6 years after ceasing employment

Destroy

INFORMATION ASSET OWNERS

Car Loans

N/A

6 years after ceasing employment

Destroy

HR

Car Leasing

3 years after lease expires

Destroy

Could contain confidential information Dispose of as Confidential Waste

HR

Staff leave and flexi leave

6 years after ceasing employment

Destroy

HR

Identification & development of significant directions concerning industrial matters e.g. generic agreements & awards, negotiations, disputes and claims lodged

Permanent Offer to archivist for review

Transfer to place of deposit after administration use is concluded.

Collective, not individual matters

HR

Evidence of eligibility to work in the UK

Immigration, Asylum and Nationality Act (the 2006 Act)

and sections 24 and 24B of the Immigration Act 1971

6 years after ceasing employment

Destroy

HR

Self certificates, Doctor’s certificates, Occupational Health documentation (including Management referral forms, workplace assessment reports and medical reports (but see above)

Data Protection Act 2018

6 years after ceasing employment

Destroy

HR

HEALTH AND SAFETY RECORDS

Health and Safety Audit reports

Health & Safety Act 1974

5 years

Review

CORPORATE GOVERNANCE AND STRATEGY/RELEVANT DEPARTMENT

Health and Safety induction checklists

Health & Safety Act 1974

Employment period +6 years

Destroy

CORPORATE GOVERNANCE AND STRATEGY/RELEVANT DEPARTMENT

Health and Safety training records

Health & Safety Act 1974

Employment period

Health and Safety training records

CORPORATE GOVERNANCE AND STRATEGY/RELEVANT DEPARTMENT

Health and Safety training attendees

Health & Safety Act 1974

Destroy when training complete

Destroy

CORPORATE GOVERNANCE AND STRATEGY/RELEVANT DEPARTMENT

DSE training records

Health & Safety Act 1974

As per contract agreement

As per contract agreement

CORPORATE GOVERNANCE AND STRATEGY/RELEVANT DEPARTMENT

RIDDOR reports -Staff

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985

Permanent

Keep do not destroy

CORPORATE GOVERNANCE AND STRATEGY

RIDDOR reports - Public

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985

Permanent

Keepdo not destroy

CORPORATE GOVERNANCE AND STRATEGY

Records of Accidents/Incidents - Staff

Health & Safety regulations

Permanent

Keepdo not destroy

CORPORATE GOVERNANCE AND STRATEGY

Records of Accidents/Incidents - Public

Health & Safety regulations

Permanent

Keepdo not destroy

CORPORATE GOVERNANCE AND STRATEGY

Violence at work records

Health & Safety Act 1974

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985

Management of Health & Safety at Work Regulation 1999

6 years

Destroy

CORPORATE GOVERNANCE AND STRATEGY

H & S risk assessments

Management of Health & Safety at Work Regulation 1999

Current and last 3 years

Destroy

CORPORATE GOVERNANCE AND STRATEGY / RELEVANT DEPARTMENT

Clients of Concern Register and associated documents

Health & Safety Act 1974

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985

Management of Health & Safety at Work Regulation 1999

Destroy once client removed from Register

Destroy

CORPORATE GOVERNANCE AND STRATEGY

MVDC records on E-CINS

Health & Safety Act 1974

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985

Management of Health & Safety at Work Regulation 1999

Destroy once client removed from Clients of Concern Register. 

Destroy

CORPORATE GOVERNANCE AND STRATEGY / COMMUNITY SAFETY

Surrey Health and Safety Group member list

For length of membership

Destroy

CORPORATE GOVERNANCE AND STRATEGY

DEMOCRATIC SERVICES

Minute Books

Local Government Acts 1972 and 2000

Permanent

Must be available for public inspection for 6 years

DEMOCRATIC SERVICES

Agendas & Committee papers

Local Government Acts 1972

& 2000

Permanent

Must be available for public inspection for 6 years

Offer to Archivist after admin use completed. (10 Years).

DEMOCRATIC SERVICES

Background papers in connection with agendas

Local Government Acts 1972 and 2000

4 years

Destroy

DEMOCRATIC SERVICES

Minute taking (e.g. drafts, notes, audio tapes etc.)

Until date of confirmation of final minutes

Destroy

DEMOCRATIC SERVICES

Members Allowances

2 years

Destroy

DEMOCRATIC SERVICES

Records of Election Expenses

Representation of the People Act 1983

2 years

Destroy

DEMOCRATIC SERVICES

Election Form ‘A’s

Representation of the People Regulations 1986

Current register + 1 year

Destroy

DEMOCRATIC SERVICES

Ballot Papers & documents for Local Elections

Local Elections (Principal Areas) Rules 2006

1 year after election

Destroy

DEMOCRATIC SERVICES

Ballot Papers for European Elections

European Parliamentary Elections Regulations 1999

1 year after election

Destroy

DEMOCRATIC SERVICES

Ballot Papers & documents for Parliamentary Elections

Parliamentary Elections Rules

Forward to Clerk of Crown after election

DEMOCRATIC SERVICES

Declaration of Election Results

6 Months

Destroy

DEMOCRATIC SERVICES

Electoral register Full Version

Representation of Peoples Act

Permanent

Offer to Archivist after admin use concluded

DEMOCRATIC SERVICES

Political Party Papers e.g. Leader of Council papers, Leader of Opposition papers

3 years

Destroy

DEMOCRATIC SERVICES

Honors Nomination Forms and associated documents and correspondence

5 Years after last action

Destroy

DEMOCRATIC SERVICES

Emergency plans

Civil Contingencies Act

Revised annually, previous versions stored for 3 years

Destroy

DEMOCRATIC SERVICES

Vulnerable People data

Civil Contingencies Act

Updated daily, previous version placed

Destroy

DEMOCRATIC SERVICES

Individual data collected during an incident

Civil Contingencies Act

As long as is required by law

Destroy

DEMOCRATIC SERVICES

The process of making local laws e.g. byelaws

Permanent

Offer to Archivist for review.

.

LEGAL

CORPORATE AND LEGAL

Constitution

Local Government Act 2000

Permanent

Offer copy to Archivist

LEGAL

Corporate Complaints (incl. Ombudsman)

N/A

6 years + current year

Destroy

CUSTOMER SERVICE UNIT

Standards /Monitoring Officer Complaints

6 years

Destroy

MONITORING OFFICER

Performance indicator information

Local Government Acts, various

Permanent

Offer copy to Archivist

POLICY & PERFORMANCE

Concessionary Fares applications

Transport Act 1985

1 year

Destroy

REVENUES

Corporate Strategy

Common Practice

Permanent

Offer to Archivist

POLICY & PERFORMANCE

Corporate/ Senior Management Team Board Minutes

Common Practice

Permanent

Offer to Archivist

STRATEGIC LEADERSHIP

Process of consulting the public and staff in the development of significant policies

Common Practice

5 years from closure

Offer to Archivist

RELEVANT EXECUTIVE

HEAD

Process of consulting the public and staff in the development of minor policies

Common Practice

1 year from closure

Destroy

RELEVANT EXECUTIVE

HEAD

 Litigation files and papers

Common practice

7 years after last action

Major litigation – offer to archivist for review

LEGAL

Charity files

Permanent

LEGAL

RIPA files

Codes of practice

6 years or longer if relevant to pending or future proceedings

Destroy

LEGAL

PLANNING, DEVELOPMENT AND BUILDING CONTROL

Planning Applications (inc Planning Decision Notices)

Planning Appeals, Planning Registers

Town & Country Planning Act 1990

Permanent – Offer all to Archivist after admin use completed

Transfer the Planning Application Register to Archivist once the register has been completed (or at arranged intervals if it is held electronically)

PLANNING

Tree Preservation Orders

Town & Country Planning Act 1990

Until Order revoked + 7 years

Destroy

PLANNING

Building Control applications Registers (inc Building Control Decision notices)

Building Act 1984

Permanent

Offer to archivist

PLANNING

Planning Application & Building Control Plans

Permanent

PLANNING

Consultation documents (housing commitments, local plan, structure plan)

Town & Country Planning Act 1990

Retain until adopted

Destroy

PLANNING POLICY

Planning Enforcement Notices, Breach of Condition Notices

Town & Country Planning Act 1990

Permanent

PLANNING

CLEUDs, CLOPUDs

Town & Country Planning Act 1990

Permanent

PLANNING

CIL and S.106 Agreements

Town & Country Planning Act 1990

Permanent

PLANNING

PLANNING SCHEME DEVELOPMENT

LDF

Structure Plan

Local Plan

Town Centre Plan

Common Practice

Permanent

Offer to Archivist when plan is superseded

PLANNING POLICY

Consultation to gain approval for the Structure Plan or Local Plans, etc

Common Practice

Permanent

Offer to Archivist for review after 3 years

PLANNING POLICY

Recording information on historical buildings, monuments and ecology at a specific site

Common Practice

Permanent Offer to Archivist for review.

Transfer to place of deposit after administrative use is concluded

PLANNING

The process of inspecting buildings for the purpose of insuring compliance with building control and planning

Common Practice

10 years after the issue of a certificate of final inspection

Destroy

PLANNING

PROPERTY AND LAND MANAGEMENT

Drawings

N/A

Retain until property sold or demolished

Destroy

LEGAL/ PROPERTY

Acquisitions and disposals

Leases

Licences

Wayleaves (incl. files)

Permanent

LEGAL

Property Condition Surveys

N/A

Carried out every 3 – 5 years for planned building maintenance and kept for 7 years

Destroy

LEGAL/ PROPERTY

Bldg H&S files

Construction Design & Management Regulations

6 years after end of agreement

Destroy

PROPERTY

Property files

Landlord & Tenant Act

Permanent

LEGAL/ PROPERTY

 Ad hoc Inspections

Carried out when visiting properties for other purposes where anything that requires attention is noted. If inspection is carried out following an accident involving a child, records are kept for 21 years.

 Destroy

PROPERTY

Asset Management Plans

N/A

5 years

Destroy

PROPERTY

Statutory registers eg asbestos

Permanent

PROPERTY

Local land charges searches

20 years

Destroy

PLANNING

Parks site management files

2 years

Destroy

PARKS

Countryside estate, cemetery and playground inspection sheets

21 years

Destroy

PARKS

Allotments

PARKS

Trees and aboricultural Inspections

21 years

Destroy

PARKS

ENVIRONMENTAL HEALTH, LICENSING, WASTE MANAGEMENT, CEMETERIES AND CAR PARKS

Application forms for Hackney Carriage/Private Hire licenses

5 years from expiry

Destroy

ENV HEALTH

Liquor licenses

Licensing Act 2003

Lifetime of premises unless surrendered or revoked then destroy

Destroy

ENV HEALTH

Licenses, Permits, etc

Gambling Act 2005

Lifetime until revoked or surrendered

Destroy

ENV HEALTH

Temporary and Occasional Use Notices

Gambling Act 2005

2

years

Destroy

ENV HEALTH

Street Collection licenses

2 years from date of license

Destroy

ENV HEALTH

Lottery applications

2 years

Destroy

ENV HEALTH

License/Registration forms

Various

2 years

Destroy

ENV HEALTH

Duty of Care transfer notices

Section 34 Environmental

Protection Act 1990

2 years

Destroy

ENV HEALTH

Health and safety inspection reports

Departmental policy

At least 6 years, or until the next programmed inspection, whichever is longer (unless required for longer because of litigation, Ombudsman, or instruction by the HSC)

Destroy

ENV HEALTH

Health and Safety at Work etc Act 1974 statutory notices

Departmental policy

Environment and Safety Information Act 1988

At least 10 years from date of service (NB: longer than statutory minimum of 3 years for public register of Notices affecting public safety.  With same proviso as inspection reports above).

Destroy

ENV HEALTH

Health and safety complaint investigations

Departmental policy

At least 6 years from completion (with same proviso as inspection reports above)

Destroy

ENV HEALTH

Health and safety incident investigations (ie accidents, dangerous occurrences and occupational diseases)

Departmental policy

10 years

Destroy

ENV HEALTH

Food hygiene inspection reports

Food Safety Act 1990 (as amended)

Food Law Code of Practice (England)

At least 6 years, or until next primary inspection, whichever is longer (unless required for longer because of litigation, Ombudsman, or instruction by the FSA).

Destroy

ENV HEALTH

Notification of Infectious diseases

Departmental policy

At least 1 year (unless related to a food business in which case at least 6 years, with same proviso as inspection reports above)

Destroy

ENV HEALTH

Food sampling reports

Food Safety Act 1990 (as amended)

Food Law Code of Practice (England)

At least 6 years (with same proviso as inspection reports above)

Destroy

ENV HEALTH

Food complaint/food premises complaint investigations

Food Safety Act 1990 (as amended)

Food Law Code of Practice (England)

At least 6 years from completion (with same proviso as inspection reports above)

Destroy

ENV HEALTH

Food hygiene statutory notices

Food Safety Act 1990 (as amended)

The Food Hygiene (England) Regulations 2006

Food Law Code of Practice (England)

At least 10 years from date of service (with same proviso as inspection reports above).

Destroy

ENV HEALTH

Pest Control notice / info to service users

HASAWA Safe systems of work

3 Years

Destroy

ENV HEALTH

Dog register (stray and abandoned dogs)

Environmental Protection Act 1990

10 years

Destroy

ENV HEALTH

Nuisance records sheets

Environmental Protection Act 1990

6 years except where notice served when they remain as evidence for length of notice

Destroy

ENV HEALTH

Contaminated land

Environmental Protection Act 1990

Until land is no longer contaminated (min – 25 years)

Destroy

ENV HEALTH

Houses of multiple occupancy

Housing Act 2004

2 years after end of multiple occupation or 5 years after end of multiple occupation, or 5 years after premises no longer eligible for  registration

Destroy

ENV HEALTH

Documents regarding storage of explosives and petroleum

Dangerous Substances and Explosive Atmosphere Regulations 2002

Permanent

Offer registers to Archivist after administrative use is concluded.

ENV HEALTH

Grants e.g. property improvement, disabled, minor works

HGC&R Act 1996

6 years

Destroy

ENV HEALTH

WASTE MANAGEMENT

Collection or transportation of household waste

Common Practice

2 Years after last action

Destroy

ENV. SERVICES

Collection or transportation of controlled waste

Common Practice

6 Years after last action

Destroy

ENV. SERVICES

Management of sites used for disposal of waste

Common Practice

Permanent Offer to Archivist

Transfer to place of deposit after administrative use is concluded.

ENV. SERVICES

Short-term storage of household waste transfer sites

Common Practice

10 Years after site closure

Destroy

ENV. SERVICES

Waste site plans and processes

Common Practice

Permanent Offer to Archivist for review

Transfer to place of deposit after administrative use is concluded.

ENV. SERVICES

Waste Statistics (PI’s)

N/A

Financial year + 1

Destroy

ENV. SERVICES

REGISTRATION, CERTIFICATION AND LICENSING

Licensing Registers

Permanent

Offer to Archivist

ENV HEALTH

Licensing sites for the holding and use of toxic or hazardous substances (including petroleum, agricultural chemical products or herbicides)

Common practice

Permanent

Offer to Archivist: Transfer to place of deposit after administrative use is concluded60 years after registration or entitlement lapses

ENV HEALTH

Prosecution or sanction of an individual or organisation for failing to comply with their legal responsibilities

Common Practice

7 Years from last action

To Env. Health Manager for summarising, then destroy

ENV HEALTH

CEMETERIES AND CREMATORIA

Register of Interments Cemetery Register Cemetery Plans

Common Practice

Permanent – Offer to Archivist

Transfer to place of deposit after administrative use is completed

PARKS

Regulation of burials and cremations eg permits applications, orders

Common Practice

5 Years after last action

Destroy

PARKS

CAR PARKS

Car Park statistics

N/A

2 years

Destroy

PARKING

  Car Park Inspections

 N/A

  7 years. 

 In the event  that an       accident is reported that involves a child  inspection reports  will  be kept for 21 years.

 Destroy

  PARKING

Season ticket data

N/A

2 years after expiry

Destroy

PARKING

Penalty Charge notices

Road Traffic Regulation Act 1984

7 years

Destroy

PARKING

DVLA response forms re abandoned vehicles

N/A

2 years from request

Destroy

PARKING

DVLA response forms re keeper details

N/A

12 months

Destroy

PARKING

Photographs

N/A

1 year for open cases, 6 months for closed cases

Destroy

PARKING

Parking Permit Applications

N/A

1 month

Destroy

HOUSING

Council House RTB’s, Correspondence Files

Housing Act 1985

12 years after transfer

Destroy

LEGAL

Leaseholder files

Housing Act 1985

For duration of lease

Destroy

LEGAL

Mortgages

Statutory

Last payment + 12 years

Destroy

LEGAL

Homelessness applications, housing applications and housing advice and options cases

Housing Act 1996, Homelessness Act 2002 and Homelessness Reduction Act 2017

7 years unless there is an exceptional reason to keep records

Destroy

HOUSING

Housing emergency accommodation and bed and breakfast rent accounts and accounts for collecting former debts, collection of loans relating to the Council’s financial assistance to secure a tenancy in the private rented sector and loans for the prevention of homelessness

Housing Act 1996, Homelessness Act 2002 and Homelessness Reduction Act 2017

7 years unless there is an exceptional reason to keep records

Destroy

HOUSING

Private rented sector properties and landlord and tenant details

Housing Act 1996, Homelessness Act 2002 and Homelessness Reduction Act 2017

7 years unless there is an exceptional reason to keep records

Destroy

HOUSING

Proof of income and Council Tax and housing debt

 Housing Act 1996,

 Homelessness Act 2002 and

 Homelessness Reduction Act

 2017

 1 year unless there is an exceptional reason to keep the records

Destroy

HOUSING

Empty Property

Housing authority function to bring empty homes back into use                 

 7 years unless there is an exceptional reason to keep records

Destroy

HOUSING

Copies of Adult and Children Safeguarding referrals

Held for monitoring and analysis purposes

12 months retention

Referrals held on Housing client files are deleted after 7 years.

Destroy

HOUSING

Property Inspections

Minimum of 7 years

Destroy

HOUSING

Accident reports that involve a child

21 years

Destroy

HOUSING

CENTRES FOR RETIRED PEOPLE/DIAL-A-RIDE/COMMUNITY ALARM/TELECARE

Membership application forms

During currency of membership

Destroy - shred

MOLE VALLEY LIFE

Membership database – electronic

During currency of membership

Deleted on cessation of membership

MOLE VALLEY LIFE

Annual Questionnaire forms

Summary report of responses is retained indefinitely for comparative and mgt purposes.

Destroy

MOLE VALLEY LIFE

Statistics, spreadsheets etc

Summary report of responses is retained indefinitely for comparative and mgt purposes.

Destroy

MOLE VALLEY LIFE

 Vehicle Inspections

 7 years - or where an accident is reported which involves a child 21 years.

Destroy

MOLE VALLEY LIFE

CENTRES FOR RETIRED PEOPLE

Catering Temperature Control List

Health & Safety Act 1974

1 year

Destroy

MOLE VALLEY LIFE

Fire Safety log, Electricity log

Indefinitely

MOLE VALLEY LIFE

Fairfield Membership

2 years

Destroy

MOLE VALLEY LIFE

COMMUNITY ALARM/TELECARE

Client records paperwork corporate customers

TSA (TeleCare Services Association) requirements, code reference number 2.1.17

18 months or duration of providing the service

Destroy

MOLE VALLEY LIFE

Client records – paperwork Mole Valley and Reigate & Banstead customers

7 years

Destroy

MOLE VALLEY LIFE

Rotas – corporate customers

None

Destroy when out of date

MOLE VALLEY LIFE

Staff Rotas

TSA requires 6 months

1 financial year

Destroy

MOLE VALLEY LIFE

Procedures Manual

TSA requirement

Retain current version

Destroy older versions

MOLE VALLEY LIFE

Alarm Call Recordings

 

18 months

Destroy

 

MOLE VALLEY LIFE

Out of hours log forms

3 years

Destroy

MOLE VALLEY LIFE

Memo instructions to staff

3 years

Destroy

MOLE VALLEY LIFE

TSA Document

3 years

Destroy

MOLE VALLEY LIFE

Thank You, Issues and Complaints correspondence

3 years

Destroy

MOLE VALLEY LIFE

Job Sheets / paperwork

Audit