Home Records Retention and Disposal Schedule
Records Retention and Disposal Schedule
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 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 information 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:
- Record-Describes the kind of files and documents that the Council uses.
- 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.
- 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.
- 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.
- 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
- Call: 01483 518737
- Email: shs@surreycc.gov.uk
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 | 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 | CORPORATE GOVERNANCE & STRATEGY |
| Insurance Policy Records | Permanent | RISK MANAGEMENT AND PERFORMANCE |
Contract Documentations
| Record | Legislation and Other Requirements | Retention Period | Disposal Policy | 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/LEGAL | |
| Tenders (unsuccessful) | 1 year after contract award | Destroy | RELEVANT DEPT/LEGAL | |
| 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/LEGAL | |
| SLA’s | 6 years from expiry of agreement | Destroy | RELEVANT DEPT/LEGAL | |
| Consultancy agreements | 12 years from expiry-sealed 6 years from expiry-signed | RELEVANT DEPT/LEGAL |
Human Resources
| Record | Legislation and Other Requirements | Retention Period | Disposal Policy | 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 |
| 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 | 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 | HR and CORPORATE GOVERNANCE AND STRATEGY |
| Home workstation assessments | Health & Safety at Work Act 1974 | Employment period + 6 years | Destroy | CORPORATE GOVERNANCE AND STRATEGY |
| Future training attendees – manual handling classroom training | Health & Safety at Work Act 1974 | Destroy once training complete | 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 | Keep – do 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 | 10 years | Destroy | CORPORATE GOVERNANCE AND STRATEGY |
| Health and Safety Policy | Health & Safety at Work Act 1974 | 10 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 | Permanent | Keep – do not 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 |
Corporate Governance and Strategy
| Record | Legislation and Other Requirements | Retention Period | Disposal Policy | Responsible Service |
| Transparency documents | Local Government Transparency Code 2015 | Permanent (publish the last 6 years of financial documents) | N/A | CORPORATE GOVERNANCE AND STRATEGY |
Democratic Services
| Record | Legislation and Other Requirements | Retention Period | Disposal Policy | 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 |
| Voter Authority Certificate | Elections Act 2021 | 10 years. Electors are expected to renew their VAC after that period. | 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 | 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 |
| Data Protection Impact Assessments; Data Sharing Agreements and Privacy Notices | N/A | 6 years from when the system or process stops | Destroy | CUSTOMER SERVICE UNIT or relevant service area. |
| 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 | 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 | 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 | 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 | 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 | ENV HEALTH |
| Lottery applications | 2 years | Destroy | ENV HEALTH | 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 | 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 |
| Garden Waste Accounts | Common Practice | Duration of the subscription plus 6 years | 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 | 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 | 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 | 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 | 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 | 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 | 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 | 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 | 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 | 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 |
| Emergency Planning – correspondence | N/A | Weeded annually | Destroy | MOLE VALLEY LIFE |
Communications
| Record | Legislation and Other Requirements | Retention Period | Disposal Policy | 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 | 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 | 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 | |
| 6 years | Destroy | DORKING HALLS | ||
| Yellow copies of orders | 2 years plus current year | Destroy | DORKING HALLS | |
| 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 | 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 | 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 |