Regulatory Services - Environmental Protection |
Water Sampling requests for service |
Current year plus 2 years following completion |
Destroy |
Electronic |
Best practice |
Regulatory Services - Health and Safety |
Water Sampling at HSW Premises – eg swimming pools |
7 years following closure of the premises |
Destroy |
Electronic |
Best practice |
Housing Allocation |
Temporary Accommodation Spreadsheet summary level data - placements, costs, income etc |
Last 12 months |
Destroy |
Electronic |
Best practice |
Housing Allocation |
Temporary Accommodation Placements |
Daily update with no archival |
Not applicable |
Electronic |
Not applicable |
Housing Allocation |
Temporary Accommodation Bible - all placements summary |
Last 2 months |
Destroy |
Electronic |
Best practice |
Housing Allocation |
Temporary Accommodation (TA) |
Last 7 years following last action on person record |
Destroy |
Electronic |
Best practice |
Regulatory Services - Licensing |
Taxi Licensing - drivers, operators and vehicles |
Current year plus 2 following expiry of the licence |
Destroy |
Electronic |
Best practice |
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 |
General |
Statistical Returns |
Current year plus 3 years |
Destroy |
Electronic |
Reporting |
Regulatory Services - Licensing |
Skin Piercing – Persons and Premises |
Permanent retention |
Destroy |
Electronic |
Best practice
|
Regulatory Services - Licensing |
Sex Establishments |
Current year plus 2 following expiry of the licence |
Destroy |
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 |
Regulatory Services - Licensing |
Scrap Metal Site and Collector Licences |
Current year plus 2 following expiry of the licence |
Destroy |
Electronic |
Best practice |
Regulatory Services - Licensing |
Safety Advisory Groups (SAGs) |
Last 3 years |
Destroy |
Electronic |
Best practice |
Housing, Vulnerable Persons & Community Safety |
Rough Sleeper Outreach Spreadsheet |
Last 3 years |
Destroy |
Electronic |
Funding bids |
Community Protection - Safeguarding |
Reviewing referrals made to the Team to ensure safeguarding procedures followed |
3 years following last action |
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 - 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 - 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 - Licensing |
Requests for service |
Current year plus 2 following expiry of the licence |
Destroy |
Electronic |
Best practice |
Housing Options and Homelessness |
Reference spreadsheets – workload allocation |
Last 2 years |
Destroy |
Electronic |
Best practice |
Regulatory Services - Environmental Protection |
Public health funerals |
Current year plus 7 years |
Destroy |
Electronic |
Financial |
Regulatory Services - Environmental Protection |
Prosecutions |
Last 7 years following conclusion of proceedings |
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 - Food |
Prosecutions |
7 years following closure of the premises |
Destroy |
Electronic |
Food Standards Agency (FSA) |
Regulatory Services - Licensing |
Prosecutions |
7 years following conclusion of proceedings |
Destroy |
Electronic |
Best practice |
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 - Environmental Protection |
Private Water Supplies |
Life of the supply -7 years from non-use of the supply |
Destroy |
Electronic |
Best practice and financial |
General |
Policy |
Last 2 years following update |
Destroy |
Electronic |
Best practice |
Community Protection - Business Continuity |
Policies/procedures across North Devon Council |
Last 3 years |
Destroy |
Electronic |
Best practice |
Community Protection - Community Safety Partnership |
Policies, data sharing protocols, procedures and budgets |
Last 3 years |
Destroy |
Electronic |
Best practice |
Regulatory Services - Licensing |
Pleasure Boat/Boatman’s Licence |
Current year plus 2 following expiry of the licence |
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 |
Housing, Vulnerable Persons & Community Safety |
Multi-agency fortnightly hub - supported accommodation |
Last 12 months |
Destroy |
Electronic |
Best practice |
Community Protection - Emergency Planning |
Minor Incident |
Last 3 years |
Destroy |
Electronic |
Best practice |
Community Protection - Places of Safety |
Ministry of Housing, Communities and Local Government (MHCLG) funded project to facilitate delivery of domestic violence services |
Last 7 years |
Destroy |
Electronic |
Financial |
Community Protection - Emergency Planning |
Major Incident |
Last 3 years |
Destroy |
Electronic |
Best practice |
Regulatory Services - Environmental Protection |
Local Authority Pollution Control
|
Last 7 years following expiry of the permit |
Destroy |
Electronic |
Best practice |
Regulatory Services - Licensing |
Licensing Premises and Vehicle Inspections |
Current year plus 2 following expiry of the licence |
Destroy |
Electronic |
Best practice |
Regulatory Services - Licensing |
Licensing Act 2003 – Premises, Club, Personal, Temporary Event Notices (TEN’s) |
Current year plus 2 following expiry of the licence |
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) |
Housing Allocation |
Housing Register – Devon Homechoice |
7 years following resolve/housed/removed |
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 - 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 |
Houses in Multiple Occupation (HMO) Inspections |
2 years after the premises ceases to be an HMO |
Destroy |
Electronic |
Best practice |
Housing Options and Homelessness |
Homeless Prevention Panel minutes and actions |
Last 2 years |
Destroy |
Electronic |
Best practice |
Regulatory Services - Housing Standards |
Home Energy Conservation Act |
Last 7 years |
Destroy |
Electronic |
Best practice |
Regulatory Services - Licensing |
Holiday Caravan Site Licensing |
Current year plus 2 following expiry of the licence |
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 |
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 - Licensing |
Gambling |
Current year plus 2 following expiry of the licence |
Destroy |
Electronic |
Best practice |
General |
Freedom of Information (FOI) |
Last 2 years |
Destroy |
Electronic |
Legal |
General |
Formal complaints |
Last 7 years |
Destroy |
Electronic |
Corporate |
Regulatory Services - Food |
Food Sampling |
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 Premises Registration |
7 years following closure of the premises |
Destroy |
Electronic |
Food Standards Agency (FSA) |
Regulatory Services - Environmental Protection |
Fixed penalties |
Current year plus 7 years |
Destroy |
Electronic |
Financial |
General |
Environmental Information Regulations (EIR) |
Last 2 years |
Destroy |
Electronic |
Legal |
Regulatory Services - Licensing |
Enhanced Disclosure – ‘fitness’ - taxi drivers |
Determination of the licence – then destroyed |
Destroy |
Paper |
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 |
Community Protection - Emergency Planning |
Emergency Plan Testing |
Last 3 years |
Destroy |
Electronic |
Best practice |
Home Adaptations, Improvements & Energy Efficiency’ |
ECO flex assistance |
7 years |
Destroy |
Electronic |
NDC |
Regulatory Services - Licensing |
Driver and Vehicle Licensing Agency (DVLA) mandate – driving licence information/endorsements. New every 3 years |
Mandatory 7 years |
Destroy |
Electronic |
Driver and Vehicle Licensing Agency (DVLA) |
Community Protection - Emergency Planning |
Disaster/Emergency plans |
Last 3 years |
Destroy |
Electronic |
Best practice |
Housing Options and Homelessness |
Deposits and Rent in Advance |
Last 7 years following closure of the case |
Destroy |
Electronic |
Best practice and financial |
General |
Delegated Authorities |
Current year plus 3 years (card) and laminated sheet |
Destroy |
Electronic |
Best practice |
General |
Customer Satisfaction |
Current year plus 3 years |
Destroy |
Electronic |
Reporting |
General |
Contracts – ICT and person-based |
Lifetime of contract plus 7 years |
Destroy |
Electronic |
Financial |
Regulatory Services - Environmental Protection |
Contaminated Land requests for service and maintenance of the Register |
Current year plus 7 years |
Destroy |
Electronic |
Best practice |
General |
Compliments and thank you’s |
Current plus 3 years |
Destroy |
Electronic |
Best practice and reporting |
Housing, Vulnerable Persons & Community Safety |
Communities and Local Government (CLG) funding - all rough sleeper cases opened |
Last 3 years |
Destroy |
Electronic |
Funding bids |
Regulatory Services - Licensing |
Common Law Police Disclosure |
Retained only as long as necessary to determine the outcome of a Licence/Review |
Destroy |
Paper |
Best practice |
Regulatory Services - Licensing |
Charitable Collections – House-to-House and Street Collection |
Current year plus 2 following expiry of the licence |
Destroy |
Electronic |
Best practice |
Housing Options and Homelessness |
Casework regarding customers and their housing matters |
Last 7 years following closure of the case |
Destroy |
Electronic |
Best practice and financial |
Regulatory Services - Licensing |
Basic Disclosure – ‘fitness’ in connection with certain licences |
Maximum 3 months or as soon as licence determined |
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) |
Regulatory Services - Environmental Protection |
Anti-social behaviour (ASB) escalation records in Assure |
Last 3 years following last action |
Destroy |
Electronic |
Best practice |
Regulatory Services - Licensing |
Animal Licences such as cat and dog boarding, pet shops, riding establishments |
6 years following licence expiry |
Destroy |
Electronic |
Best practice |
Housing Enabling |
Affordable housing scheme data from initial enquiries to end of life properties |
Lifetime of property or indefinite |
Not applicable |
Paper and electronic |
Best practice and financial |
Regulatory Services - Health and Safety |
Accidents and investigation |
7 years following closure of the premises |
Destroy |
Electronic |
Best practice |
Housing Enabling |
Access Database – summary level details about affordable housing schemes |
Lifetime of property or indefinite |
Destroy |
Electronic |
Best practice and financial |
Regulatory Services - Environmental Protection |
Abandoned vehicles |
Current year plus 7 years |
Destroy |
Electronic |
Driver and Vehicle Licensing Agency (DVLA) |