Records Retention and Disposal Schedule

Important Notice

Please be aware that relevant documents listed in this schedule may be held beyond the stated retention period indefinitely, pending the outcome of the COVID-19 Inquiry by Central Government.

Introduction

The aim of this Schedule is to:

  • assist in identifying records that may be worth preserving permanently as part of the Counci'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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.

Statute of Limitations, Audit, Tax, VAT

 

Finance, Revenues and Benefits

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

Debtor Records Statute of Limitations. VAT Min 6 years or until the date has been paid or written off whichever is later 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

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

Private Fund Records N/A 6 years Destroy   FINANCE
Trust Fund Records N/A 6 years after money has been finally spent Destroy   FINANCE

Finance correspondence where it provides evidence of income/expenditure

Statute of Limitations, Audit, Tax, VAT

6 years plus current year

Destroy

 

FINANCE

Council Tax

Local Govt. Finance Act 1992

We will keep all records relating to Council Tax for as long as you have an ongoing liability with us. Even if you have moved away and do not owe us any money, we will keep details of the property or properties and dates for which you were liable for Council Tax. This is in case there is a change to the Council Tax Band of the property. Council Tax re-banding can be backdated to 1 April 1993 and the band can increase or decrease.

Hard Copy for a month. Documents scanned and then destroyed

 

REVENUES

Business Rates

Local Govt. Finance Act 1992

All records are held from 1993.

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 for dormant claims

Destroy

 

BENEFITS

Benefit records held on Academy Systems

Common Practice

6 years + current for dormant claims

Destroy

 

BENEFITS

Benefits: Government Returns (DHP, Estimates, Subsidy)

Common Practice

6 years + current

Destroy

 

BENEFITS

Self Isolation Payment Scheme Covid 19 Emergency Data will be kept for as long as is needed for audit purposes 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

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

Insurance Policy Records

 

Permanent

   

RISK MANAGEMENT AND PERFORMANCE

Contract Documentations

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

Contracts Register N/A Permanent Electronic Database   FINANCE

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

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

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

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

Payroll Timesheets Overtime Sheets

N.I. Records

PAYE Deduction Records

Deductions made under Construction Industry TDS

Claim forms

Statute of Limitations, Audit, Tax 6 years Destroy   HR
Tax and PAYE Statute of Limitations, Audit, Tax 7 years Destroy   HR
Subsistence and Mileage Claims   6 years Destroy   HR

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

 

HR

Records relating to staff working with children

 

25 years after ceasing employment

Destroy

 

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 and HR

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, d i s p u t e s 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

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

Health and Safety induction checklists

Health & Safety at Work Act 1974

Employment period + 6 years

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY / RELEVANT DEPARTMENT

Accident and incident reports and associated documents

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985

Permanent

Keep - do not destroy

 

CORPORATE GOVERNANCE AND STRATEGY

RIDDOR reports

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985

Permanent

Keep - do not destroy

 

CORPORATE GOVERNANCE AND STRATEGY

Violence at work records

Departmental policy

6 years

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY

Clients of Concern Register and associated documents

Departmental policy

Destroy once client removed from Register

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY

MVDC Clients of Concern records on E-CINS

Departmental policy

Destroy once client removed from Register

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY

Clients of Concern layer on QGIS

Departmental policy

Destroy once client removed from Register

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY

New starters H&S progress

Health & Safety at Work Act 1974

Employment period + 6 years

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY

DSE training records

Health & Safety at Work Act 1974

Employment period + 6 years

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY

Home workstation assessments

Health & Safety at Work Act 1974

Employment period + 6 years

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY

H&S training provider contracts/agreements

Statute of Limitations

6 years from expiry of contract

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY

Workrite contract

Statute of Limitations

6 years from expiry of contract

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY / LEGAL TEAM

Health and Safety contract

Statute of Limitations

6 years from expiry of contract

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY / LEGAL TEAM

RFQ paperwork

Statute of Limitations

12 years from expiry of contract (successful), 1 year after contract award (unsuccessful)

Destroy

 

CORPORATE GOVERNANCE AND STRATEGY

Signed asbestos and legionella delegation letters

Health & Safety at Work Act 1974

Control of Asbestos Regulations 2012.

Permanent Keepdo not destroy   CORPORATE GOVERNANCE AND STRATEGY
HSE inspection reports and associated documents

Health & Safety at Work 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
Health and Safety Policy Health & Safety at Work Act 1974 6 years Destroy   CORPORATE GOVERNANCE AND STRATEGY
Health and Safety Audit / spot check reports Health & Safety at Work Act 1974 Review after 5 years Review   CORPORATE GOVERNANCE AND STRATEGY
Inspection records relating to accidents/incidents Statute of Limitations 7 years, or 21 years where the incident involves a child Destroy   CORPORATE GOVERNANCE AND STRATEGY / RELEVANT DEPARTMENT
Health and Safety risk assessments Management of Health & Safety at Work Regulation 1999 Current and last 3 years Destroy   CORPORATE GOVERNANCE AND STRATEGY / RELEVANT DEPARTMENT
Responsible Persons for fire safety list

Regulatory Reform (Fire Safety) Order 2005

6 years Destroy   CORPORATE GOVERNANCE AND STRATEGY
H&S contract invoices Audit 7 years Destroy   CORPORATE GOVERNANCE AND STRATEGY
H&S reports to Corporate Governance Board, SLT and Staff Hub Departmental policy 6 years Destroy   CORPORATE GOVERNANCE AND STRATEGY
All other H&S paperwork/documents Departmental policy 6 years Destroy   CORPORATE GOVERNANCE AND STRATEGY

Democratic Services

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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

Webcast council meetings   6 months 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

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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

Information requests made under the Freedom of Information Act 2000, the Environmental Information Regulations 2004 and the GDPR and Data Protection Act 2018 N/A 6 years Destroy   CUSTOMER SERVICE UNIT

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 & Building Control

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

Drawings

N/A

Retain until property sold or demolished

Destroy

 

LEGAL/ PROPERTY

Acquisitions and disposals

Leases

Licences

Wayleaves (incl. files)

 

Permanent

   

LEGAL/PROPERTY

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

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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)

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

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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 concluded – 60 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

Community Safety and Enforcement

Record Legislation and Other Requirements Retention Period Disposal Policy Notes Responsible Service
Reports of anti-social behaviour and low-level crime reports from residents and businesses such as abandoned vehicles, fly-tipping, fly posting, graffiti and littering. Environmental Protection Act 1990; Clean Neighbourhoods and Environment Act 2005; Town and Country Planning Act 1990; Anti-social Behaviour, Crime and Policing Act 2014. 6 years Destroy   Community Safety and Enforcement
Community Protection Warning Notices Anti-social Behaviour, Crime and Policing Act 2014. 6 years Destroy   Community Safety and Enforcement
Fixed Penalty Notices Anti-social Behaviour, Crime and Policing Act 2014. 6 years Destroy   Community Safety and Enforcement
Community Trigger Anti-social Behaviour, Crime and Policing Act 2014. 6 years Destroy   Community Safety and Enforcement
Grant Applications N/A 6 years Destroy   Community Safety and Enforcement

 

Cemeteries and Crematoria

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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

Body worn camera footage ACPO Guidelines 31 days unless required for investigation purposes when it will be deleted when the investigation has concluded Destroy   PARKING

Parking Permit Applications

N/A

1 month

Destroy

  PARKING

Housing

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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 / Community Alarm & Telecare

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

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

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

Client records - paperwork corporate customers

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

12 months

Destroy

 

MOLE VALLEY LIFE

Client records - paperwork Mole Valley and Reigate & Banstead customers

 

12 months from archived

Destroy

 

MOLE VALLEY LIFE

Rotas - corporate customers

 

None

Destroy when out of date

 

MOLE VALLEY LIFE

Staff Rotas - electronic

TSA requires 6 months

Indefinitely

Destroy

 

MOLE VALLEY LIFE

Procedures Manual

TSA requirement

Retain current version

Destroy older versions

 

MOLE VALLEY LIFE

Alarm Call Recordings

 

12 months

Destroy

 

MOLE VALLEY LIFE

Out of hours log forms

 

12 months

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

3 years

Destroy

 

MOLE VALLEY LIFE

Job Sheets - electronic records

Audit

Indefinitely

   

MOLE VALLEY LIFE

Work Confirmation Forms – electronic records

Audit

Indefinitely

   

MOLE VALLEY LIFE

Purchasing paperwork - copies of orders, invoices etc.

Audit

7 years

Destroy

 

MOLE VALLEY LIFE

Emergency Plan

Civil Contingencies Act

Permanent

Offer to Archivist

Revised annually previous versions stored for 3 years

MOLE VALLEY LIFE

Emergency Planning - correspondence

N/A

Weeded annually

Destroy

 

MOLE VALLEY LIFE

Communications

Record Legislation and Other Requirements Retention Period Disposal Policy Notes Responsible Service
Consultations N/A 2 years Destroy   COMMUNICATIONS
Promotional photographs and videos N/A Reviewed annually and deleted when no longer needed Destroy   COMMUNICATIONS AND ECONOMIC DEVELOPMENT

General Operational Files

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

General Correspondence & Management Operational Files

N/A

Defined locally

Destroy

 

ALL

Departmental/Section Meetings etc.

 

3 years

Destroy

 

ALL

Project meetings

 

3 years from closure of project

Destroy

 

ALL

E-mails

 

2 years for all general e-mails. Where an email relates to a subject matter mentioned in this schedule the relevant retention period is that applying to that matter

General email automatically deleted after 2 years

 

ALL

Examination and tests carried out on engineering controls in place under COSHH

 

5 years

   

CORPORATE GOVERNANCE AND STRATEGY

Exposures under COSHH where health monitoring is undertaken

 

40 years

   

CORPORATE GOVERNANCE AND STRATEGY

Health surveillance under COSHH

 

40 years from date of last entry

   

CORPORATE GOVERNANCE AND STRATEGY

EC Declaration of conformity regarding lifting equipment and accessories

 

As long as equipment is operated

   

CORPORATE GOVERNANCE AND STRATEGY

Thorough examination of lifting equipment and accessories

 

As long as equipment is operated

   

CORPORATE GOVERNANCE AND STRATEGY

Project Meetings etc.

 

3 Years from closure of project

Destroy

 

ALL

Dorking Halls and Leisure Centres

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

Leisure Centre Inspections

 

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

Destroy

 

WELLBEING

Hire event files

 

6 years

Destroy

 

DORKING HALLS

Own Promotion Files

 

6 years

Destroy

 

DORKING HALLS

Yellow copies of orders

 

2 years plus current year

Destroy

 

DORKING HALLS

Copy Invoices

 

2 years plus current year

Destroy

 

DORKING HALLS

Timesheets

 

2 years

Destroy

 

DORKING HALLS

Petty cash book

 

6 years

Destroy

 

DORKING HALLS

PRS Documentation

 

6 years

Destroy

 

DORKING HALLS

Comments forms

 

6 years

Destroy

 

DORKING HALLS

Complaint forms

 

6 years

Destroy

 

DORKING HALLS

Other correspondence

 

6 years

Destroy

 

DORKING HALLS

Evaluation forms (Box Office)

 

3 years

Destroy

 

DORKING HALLS

Evaluation Forms (Events)

 

3 years

Destroy

 

DORKING HALLS

Staff rotas

 

7 years

Destroy

 

DORKING HALLS

Mgmt Team and other staff mtg notes

 

3 years

Destroy

 

DORKING HALLS

Risk Assessments

 

Permanent

Destroy

 

DORKING HALLS

Daily inspection reports

 

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

Destroy   DORKING HALLS

PAT records

 

Current plus previous

Destroy

 

DORKING HALLS

Contract tenders (successful bids)

 

3 years after contract ends

Destroy

 

DORKING HALLS

Contract Tenders (unsuccessful bids)

 

until end of contract

Destroy

 

DORKING HALLS

Staff Manuals

 

Permanent

Destroy

 

DORKING HALLS

Emergency plans and Normal

Operating Plans

 

Permanent

Destroy

 

DORKING HALLS

Safety Audit reports

 

Permanent

Destroy

 

DORKING HALLS

Safety Audit Reports

 

Permanent

Destroy

 

DORKING HALLS

Show contract

 

6 years

Destroy

 

DORKING HALLS

Front Of House

Record

Legislation and Other Requirements

Retention Period

Disposal Policy

Notes

Responsible Service

User Drawer Reports

 

Current year

Destroy

 

DORKING HALLS

Box Office Income Summary

 

6 years

Destroy

 

DORKING HALLS

Film Returns

 

2 years

Destroy

 

DORKING HALLS

Daily FOH Sales Summary

 

2 years

Destroy

 

DORKING HALLS

Banking receipts

 

2 years plus current

Destroy

 

DORKING HALLS

Credit card weekly report

 

2 years

Destroy

 

DORKING HALLS

Accident/Incident Report books

 

Permanent

Destroy

 

DORKING HALLS

Stock control sheets

 

6 years

Destroy

 

DORKING HALLS

Used receipt books

 

6 years

Destroy

 

DORKING HALLS

Used receipt books

 

6 years

Destroy

 

DORKING HALLS

Lost property books

 

2 years from end

Destroy

 

DORKING HALLS

Event files (other than admin)

 

As long as operationally useful

Destroy

 

DORKING HALLS