Data Retention Schedules: Environmental Health

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Regulatory Services - Environmental Protection	Abandoned vehicles	Current year plus 7 years	Destroy	Electronic	Driver and Vehicle Licensing Agency (DVLA)
Regulatory Services - Health and Safety	Accidents and investigation	7 years following closure of the premises	Destroy	Electronic	Best practice
Regulatory Services - Environmental Protection	Anti-social behaviour (ASB) escalation records in Assure	Last 3 years following last action	Destroy	Electronic	Best practice
Regulatory Services - Food	Approved Premises – manufacturing/handling/distribution	7 years following closure of the premises	Destroy	Paper and electronic	Food Standards Agency (FSA)
General	Compliments and thank you’s	Current plus 3 years	Destroy	Electronic	Best practice and reporting
Regulatory Services - Environmental Protection	Contaminated Land requests for service and maintenance of the Register	Current year plus 7 years	Destroy	Electronic	Best practice
General	Contracts – ICT and person-based	Lifetime of contract plus 7 years	Destroy	Electronic	Financial
General	Customer Satisfaction	Current year plus 3 years	Destroy	Electronic	Reporting
General	Delegated Authorities	Current year plus 3 years (card) and laminated sheet	Destroy	Electronic	Best practice
Community Protection - Emergency Planning	Disaster/Emergency plans	Last 3 years	Destroy	Electronic	Best practice
Home Adaptations, Improvements & Energy Efficiency’	ECO flex assistance	7 years	Destroy	Electronic	NDC
Community Protection - Emergency Planning	Emergency Plan Testing	Last 3 years	Destroy	Electronic	Best practice
Regulatory Services - Housing Standards	Empty Homes	7 years after no longer in the private rented sector	Destroy	Paper and electronic	Best practice and financial
General	Environmental Information Regulations (EIR)	Last 2 years	Destroy	Electronic	Legal
Regulatory Services - Environmental Protection	Fixed penalties	Current year plus 7 years	Destroy	Electronic	Financial
Regulatory Services - Food	Food Premises Registration	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Food	Food Safety Premises Inspections	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Food	Food Sampling	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
General	Formal complaints	Last 7 years	Destroy	Electronic	Corporate
General	Freedom of Information (FOI)	Last 2 years	Destroy	Electronic	Legal
Home Adaptations, Improvements & Energy Efficiency	Grants – discretionary and mandatory, such as Disabled Facilities Grants (DFGs)	DFG’s nil approval grant – 10 years for owner occupiers and 5 years for others	Destroy	Electronic	Best practice
Regulatory Services - Health and Safety	Health and Safety Premises Inspections	7 years following closure of the premises	Destroy	Electronic	Best practice
Regulatory Services - Housing Standards	Home Energy Conservation Act	Last 7 years	Destroy	Electronic	Best practice
Regulatory Services - Housing Standards	Houses in Multiple Occupation (HMO) Inspections	2 years after the premises ceases to be an HMO	Destroy	Electronic	Best practice
Regulatory Services - Housing Standards	Houses in Multiple Occupation (HMO) Licensing	2 years after the premises ceases to be an HMO	Destroy	Electronic	Best practice
Regulatory Services - Housing Standards	Housing Health and Safety Rating System Inspections	3 years after premises no longer in the private rented sector	Destroy	Electronic	Best practice
Regulatory Services - Food	Infectious Disease (food handlers)	7 years food premises following closure, current plus 2 years non-food	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Environmental Protection	Local Authority Pollution Control	Last 7 years following expiry of the permit	Destroy	Electronic	Best practice
Community Protection - Emergency Planning	Major Incident	Last 3 years	Destroy	Electronic	Best practice
Community Protection - Emergency Planning	Minor Incident	Last 3 years	Destroy	Electronic	Best practice
Regulatory Services - Environmental Protection	Notices - enforcement	Last 7 years following expiry of the Notice	Destroy	Electronic	Best practice and financial
Regulatory Services - Food	Notices - enforcement	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Health and Safety	Notices - enforcement	7 years following closure of the premises	Destroy	Electronic	Best practice and financial
Regulatory Services - Housing Standards	Notices - enforcement	7 years after the premises ceases to be a House of Multiple Occupation (HMO)/in the private rented sector	Destroy	Electronic	Best practice and financial
Community Protection - Business Continuity	Policies/procedures across North Devon Council	Last 3 years	Destroy	Electronic	Best practice
General	Policy	Last 2 years following update	Destroy	Electronic	Best practice
Regulatory Services - Environmental Protection	Private Water Supplies	Life of the supply -7 years from non-use of the supply	Destroy	Electronic	Best practice and financial
Regulatory Services - Food	Prosecutions	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Environmental Protection	Prosecutions	Last 7 years following conclusion of proceedings	Destroy	Electronic	Best practice and financial
Regulatory Services - Housing Standards	Prosecutions	7 years after the premises ceases to be a House of Multiple Occupation (HMO)/in the private rented sector	Destroy	Electronic	Best practice and financial
Regulatory Services - Health and Safety	Prosecutions	7 years following closure of the premises	Destroy	Electronic	Best practice and financial
Regulatory Services - Environmental Protection	Public health funerals	Current year plus 7 years	Destroy	Electronic	Financial
Regulatory Services - Environmental Protection	Requests for service	Current year plus 7 years	Destroy	Electronic	Best practice and financial
Regulatory Services - Food	Requests for service	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Housing Standards	Requests for service	Last 2 years, although for a House in Multiple Occupation (HMO) 2 years after the premises ceases to be an HMO	Destroy	Electronic	Best practice
Regulatory Services - Environmental Protection	Requests for service relating to dogs, including dog fouling, signage, dog bin provision, education/promotion, stray dogs, FPN's.	Reactive complaint workload current plus last 2 years. Stray Dogs/FPN’s - last 7 years due to financial implications (also enforcement where case history can provide supporting evidence).	Destroy	Electronic	Best practice
Regulatory Services - Housing Standards	Residential Caravan Site Licensing	Life of the site plus 2 years	Destroy	Paper and electronic	Best practice
Regulatory Services - Housing Standards	Selective Houses in Multiple Occupation (HMO) Licensing	2 years after the premises ceases to be an HMO	Destroy	Electronic	Best practice
General	Statistical Returns	Current year plus 3 years	Destroy	Electronic	Reporting
General	Statutory Registers	Where paper, 2 years since last action/closure. Electronic direct feed to website, not applicable – ever changing data	Destroy	Electronic	As per individual service area – reflects ‘live’ data only
Regulatory Services - Health and Safety	Water Sampling at HSW Premises – eg swimming pools	7 years following closure of the premises	Destroy	Electronic	Best practice
Regulatory Services - Environmental Protection	Water Sampling requests for service	Current year plus 2 years following completion	Destroy	Electronic	Best practice