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Data Retention Schedules: Environmental Health and Housing


Class of RecordDetailRetention PeriodActionFormatAuthority for Guiding Retention
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)