Data Retention Schedules: Environmental Health and Housing

Class of Record	Detail	Retention Period	Action	Format	Authority 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)