Accountancy
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Annual financial statements | The process that consolidates financial transactions on an annual basis | Current year plus 6 years | Destroy | Paper and electronic | National Audit Office |
Budget files and working papers | The process of developing local authority’s annual budget eg draft budgets, draft estimates etc | Current year plus 6 years | Destroy | Paper and electronic | North Devon Council |
Budget | Budget variations, reporting actual versus planned revenue and expenditure | Current year plus 6 years | Destroy | Paper and electronic | North Devon Council |
Financial statements prepared for management | Consolidated monthly and quarterly reports, statements | Current year plus 6 years | Destroy | Paper and electronic | |
Bank reconciliation statements | Current year plus 6 years | Destroy | Paper and electronic | Value Added Tax Act 1994 |
Asset Management
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Asset disposal certificates/records | This information is held as evidence that we have disposed of our Information Technology (IT) assets with an accredited provider and that each asset can be accounted for | Retained permanently currently only used for hardware assets | Retain in authority | Paper | Common practice |
Information and Communications Technology (ICT) asset management - Including licences | A spreadsheet used to inform our replacement programme | Retained permanently | Retained for period the assets are held | Electronic | Common practice |
Public Sector Geospatial Agreement (PSGA) | This licence allows us access to Ordnance Survey maps, who acts as the national mapping agency for Great Britain. | Replaced every 10 years. Has to go to tender due to value, but it is always with them as no-one else does it. | Updated when new releases provided | Electronic | Industry standard |
Active Directory | Is a database that keeps track of all the user accounts and passwords, all stored in one location improving our security | Retained until the user leaves the employment of North Devon Council and/or Line manager approves deletion. | Live database continually kept up to date | Electronic | Industry standard |
Building Control
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Contraventions | Records of unauthorised building works and Building Regulation enforcement | 7 years | Destroy | Database and DMS system | North Devon Council |
Building Regulation applications deposited including Local Authority, Competent Persons and Approved Inspector applications | The process of approving building applications, and maintenance of legal register | 15 years after construction completed | Destroy | Database and DMS system retaining property details for searches | Building Control Performance Standards |
Dangerous Structures | Records of all reported dangerous structures, demolition notices and actions taken | 7 years | Destroy | Database and DMS system | North Devon Council |
Quotation Register | Register of quotations for Building Control work and details of the quotes | 5 years | Destroy | Electronic | North Devon Council |
CCTV
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
CCTV footage | CCTV footage from public surveillance system in Barnstaple and Ilfracombe | 28 days | Automatically overwritten | CCTV footage | NDC CCTV Operations Policy / ICO Data Protection Code of Practice for Surveillance Cameras and Personal Information |
CCTV footage | CCTV footage required for evidential purposes | Up to 90 days | Overwritten | CCTV Footage | NDC CCTV Operations Policy / ICO Data Protection Code of Practice for Surveillance Cameras and Personal Information |
Cemeteries & Crematoria
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Plans and Registers | Registers that record burials and the Exclusive Rights of Burial that are purchased. Grave locations are recorded on cemetery plans which are in board format | Permanent | Permanent | Paper and electronic | Statute/Law |
Interment Notices and Memorial Application Notices | Application forms for burial/memorialisation | Permanent | Permanent | Paper | Service requirement |
Cremation Register | A register of all cremations carried out at this crematorium | Permanent | Permanent | Paper and electronic | Statute/Law |
Statutory forms applying for cremation | All applications forms/paperwork in relation to cremation of a person | 15 years | Confidential waste disposal | Paper | Statute/Law |
Audited accounts | Invoices, receipts, order books etc | 6 years | Confidential waste disposal | Paper | Service requirement |
Memorial applications, index card record of all cremations | Record of memorials | Permanent | Permanent | Paper and card | Service requirement |
Cremated Remains Register from elsewhere | Register of cremated remains from other crematoria placed here | Permanent | Permanent | Paper and electronic | Statute/Law |
Cremation emission reports | Reports of emissions monitoring | 6 years | Confidential waste disposal | Paper | The Environmental Permitting (England and Wales) Regulations 2010 |
Foetal Remains Register | Register of all cremations of pre 24-week gestation babies | Permanent | Permanent | Paper and electronic | Treated same as registered deaths |
Forms applying for cremation of foetal remains | All applications forms/paperwork in relation to cremation of a baby(ies) less than 24 weeks gestation | 15 years | Confidential waste disposal | Paper | Treated same as registered deaths |
Chief Executive
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Honours and submissions eg honours nomination form, covering documentation, letters of support, referral for comment from lord lieutenant | The process of preparing honours submission | 5 years after last action | Destroy | Paper | North Devon Council |
Communications
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Complaint files | All information received on complaints, comments and suggestions, including LGSCO investigations | 3 years | Destroy | Electronic - Pentana Old paper files | North Devon Council |
Press statements and media releases | Statements issued to the press, and notices to press about forthcoming events | 6 years from closure | Destroy | Electronic | Common practice |
Publications | Published work of local authority | Destroy after administrative use is concluded. One copy to archive | Destroy, one copy to archive (for reference) | Paper and electronic | Common practice |
Photographs | Photographs of landscapes and crowd scenes, taken for possible use in publication | Permanent | Held on Communications Team Drive | Electronic | North Devon Council |
Photographs and video | 'Posed' photographs and video taken for possible use in publications/marketing material (where written or verbal consent was necessary) | 2 years | Destroy | Electronic | North Devon Council |
Consent forms | Completed consent forms, relating to photographs taken for use in publications/marketing. Includes parent/guardian consent for children. Records kept in structured file format | Recommended 1 to 2 years depending on purpose photo was taken/consented for | Destroy | Electronic | North Devon Council |
Insite | Staff updates/news | 2 years | Destroy | Electronic | North Devon Council |
Granicus | Electronic newsletters and email updates | 2 years | Destroy | Electronic | North Devon Council |
Community Safety
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Housing, Vulnerable Persons & Community Safety | Multi-agency fortnightly hub - supported accommodation | Last 12 months | Destroy | Electronic | Best practice |
Community Protection - Community Safety Partnership | Policies, data sharing protocols, procedures and budgets | 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 - Safeguarding | Reviewing referrals made to the Team to ensure safeguarding procedures followed | 3 years following last action | Destroy | Electronic | Best practice |
Corporate
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Corporate planning and reporting | Senior Management Team (SMT) minutes | Destroy paper after 3 years paper, permanent electronic | Destroy paper, permanent electronic | Paper and electronic | Common practice |
Corporate Management
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Community Consultation | Consulting on the development of significant policies | Permanent. However results published on the Council's website will be removed after 6 years. After this period a copy can be obtained by emailing consultation@northdevon.gov.uk. | Permanent. | Paper and electronic. | Common practice. NDC/Local Government Act 1972 requires agenda and minutes to be destroyed after 6 years and some consultations will feed into the Council's decision making process |
Community Consultation | Consulting on the development of projects | Permanent. However results published on the Council's website will be removed after 6 years. After this period a copy can be obtained by emailing consultation@northdevon.gov.uk. | Permanent | Paper and electronic | Common practice. NDC/Local Government Act 1972 requires agenda and minutes to be destroyed after 6 years and some consultations will feed into the Council's decision making process |
Community Consultation | Information on Locality and Communities (including Parish Plans) | Permanent | Permanent | Paper and electronic | North Devon Council |
Grants | Applications, funding agreements, audit reports. Includes Councillor Grants, Communities Together Fund (formerly Town and Parish Fund) and Strategic Grants | 6 years after grant is offered | Destroy | Paper and electronic | Common Practice |
Customer Services
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Enquiries and requests | General enquiries and requests for Service received in Customer Services, via telephone and email | All data held within our Customer Relationship Management system (CRM) Firmstep is auto deleted after 3 years. | 3 years | Electronic - Firmstep | North Devon Council |
Management Agreements | Agreements with other bodies on shared use of building, Town Councils etc | Currently Permanent. Review later to see if possible to destroy these documents after period of time | Permanent (to be reviewed) | Paper form | North Devon Council |
Democracy
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Committee Administration (eg Agendas and Background papers, Committee Reports, Summary of the part of the meeting from which public access was excluded) | The process of administering the democratic processes of the council | 6 Years | Destroy paper and delete electronic copy | Paper and electronic | Local Government Act 1972/North Devon Council |
Minute Books | The process of recording the democratic processes of the council | Permanent | Permanent - future review to archive electronically after 6 years | Paper - review in future (possible electronic archive storage) | Local Government Act 1972 |
Committee Administrator's notes of meeting/draft minutes | As per class of record | Until confirmation of minutes | Destroy | Paper | Common practice |
Register of Interests - Members | As per class of record | 1 year after vacation of office | Destroy | Paper | Local Government Act 2000/North Devon Council/Standards Board for England |
Register of Gifts and Hospitality - Members | As per class of record | 1 year after vacation of office | Destroy | Paper | Local Government Act 2000/North Devon Council/Standards Board for England |
Register of Notice of Financial and Other Interests - Members | As per class of record | 1 year after vacation of office | Destroy | Paper and Electronic | Local Government Act 2000/North Devon Council/Standards Board for England |
Register of Notice of Financial and Other Interests - Parish Councillors | As per class of record | 1 year after vacation of office | Destroy | Paper and electronic | Local Government Act 2000/ North Devon Council/Standards Board for England |
Register of Interests - Officers | As per class of record | Destroy 6 years from termination of employment | Destroy | Paper and electronic | Retention Guidelines for Local Authorities |
Register of Gifts and Hospitality - Officers | As per class of record | Destroy 6 years from termination of employment | Destroy | Paper and electronic | Retention Guidelines for Local Authorities |
General Correspondence and Management Operational Files | As per class of record | 5 years after administrative use has ended | Destroy | Common practice | |
Committee | Declarations of Acceptance of Office | Indefinite | Archive | Paper | Common practice |
Committee | Members Allowances | Current year plus 4 years | Destroy paper | Paper and electronic - published on website | Common practice |
Committee | Notices of Motion pursuant to Part 4, Council Procedure Rules, Paragraph 11 | Current year plus 4 years | Destroy | Paper | Common practice |
Committee | Questions asked pursuant to Part 4, Council Procedure Rules, Paragraphs 8 and 9 | Current year plus 4 years | Destroy | Paper | Common practice |
Committee | Questions asked by Members pursuant to Part 4, Council Procedure Rules, Paragraph 10 | 6 years as published as part of the agenda and minutes | Destroy | Paper | Local Government Act 1972 |
Statutory Register | Register of Urgent Decisions of the Executive | 6 years | Destroy paper and electronic | Paper and electronic | North Devon Council |
Statutory Register | Register of Petitions (Council) | Current year plus 4 years paper, permanent electronic | Destroy paper, permanent electronic | Paper and electronic | North Devon Council |
Delegations to Officers | Register of Delegations made to Officers by Manager/Committee | Until superseded/updated | Destroy | Paper | North Devon Council |
Constitution and Standing Orders | Up-to-date version of the Constitution and previous version that amendments have been made to | Paper (current copy amendments) 5 years. Electronic copy overwritten when amendment made | Destroy paper, electronic overwritten | Paper and electronic | North Devon Council |
Attendance Register | Register of Member Attendance at meetings | 6 years | Destroy | Paper and electronic - published on website as part of minutes of Council and Committee meetings | North Devon Council |
Parish Councils and Parish Clerks | Addresses and contact details | Until superseded/updated | Destroy | Paper and electronic | North Devon Council |
Political Groups | Nomination Forms | Life of Council (4 years) | Destroy | Paper | North Devon Council |
Tenders | Register of Tenders | Current book plus most recent book. Destroy next old book if more than 5 years old | Destroy | Paper | North Devon Council |
Equality impact assessments | The Council is legally required to demonstrate that equality considerations have been taken into account as part of our decision making processes and policies. | 6 years | Destroy | Electronic | NDC/LGA 1972 Act which stipulates that agenda, reports and minutes to be destroyed after 6 years |
Audio recordings of formal Council and committee meetings | Audio recordings produced of formal Council and committee meetings which are published with the agenda and minutes for each meeting | 6 years | Destroy records on our webpages | Electronic | NDC/Local Government Act 1972 requires agenda and minutes to be destroyed after 6 years |
Economic Development
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Record of Site Investigations | Results of survey and drilling on site | Review after 10 years before archive | Permanent | Paper and electronic | West Somerset (Staffordshire County Council) |
Grant Funding | Funding records | 7 Years | Destroy | Paper and electronic | |
Economic Development Project Development | Management records | 12 years after project maintenance period (or 4 years if not used as part of project) | Review | Paper and electronic | West Somerset (Staffordshire County Council) |
Records of Contact | Provision of economic information, support and advice to clients and businesses | 7 Years | Destroy | Paper and electronic | Limitation Act 1980 |
Economic Data | The process of capturing, monitoring and reporting against Economic Data | 3 years after last action unless otherwise specified (eg ABI data was instant destruction) | Destroy | Electronic | Local Government Act 1972 |
Regeneration | The process of developing, monitoring and reporting against regeneration policies and initiatives | 7 years after last action | Review | Paper and electronic | Local Government Act 1972 |
Town Centre Management | The process of managing the town centre | 5 years after last action | Review | Paper and electronic | Local Government Act 1972 |
Electoral Services
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Register of Electors | As per class of record | Up to 15 Years | Confidentially Destroy | Paper for current register. Others electronic | Representation of the People Act 1983 |
Election Documents | As per class of record | 12 Months after election date | Confidentially Destroy | Paper | Representation of the People Act 1983 |
Election Expenses | As per class of record | 2 years from Election. Parish Elections 1 year | Confidentially Destroy | Paper | Representation of the People Act 1983 |
Household Enquiry Forms/Invitation to Register Forms. QEA | As per class of record | Current register plus 1 month | Confidentially Destroy | Paper and scanned, electronic | Representation of the People Act 1983; People Regulations 1986 |
Ballot Papers | As per class of record | 12 Months after election | Confidentially Destroy | Paper | Local Elections (Principal Areas) Rules 1986 and Local Elections (Parishes and Communities) Rules 1986. Parliamentary Election Rules |
Declarations of Results (Local Government Elections) | Consolidated returns of votes received | Permanent | Not applicable | Paper and scanned, electronic | Statutory |
Land Charges | Local Land Charges Registers | Indefinite | Archive | Common practice | |
Land Charges | Requisitions for Searches and Enquiries | 1 month | Destroy | Electronic | Common practice |
Environmental Health
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Regulatory Services - Environmental Protection | Anti-social behaviour (ASB) escalation records in Assure | Last 3 years following last action | Destroy | Electronic | Best practice |
Regulatory Services - Environmental Protection | Abandoned vehicles | Current year plus 7 years | Destroy | Electronic | Driver and Vehicle Licensing Agency (DVLA) |
Regulatory Services - Environmental Protection | Contaminated Land requests for service and maintenance of the Register | Current year plus 7 years | 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 - Environmental Protection | Requests for service | Current year plus 7 years | Destroy | Electronic | Best practice and financial |
Regulatory Services - Environmental Protection | Fixed penalties | Current year plus 7 years | Destroy | Electronic | Financial |
Regulatory Services - Environmental Protection | Public health funerals | Current year plus 7 years | Destroy | Electronic | Financial |
Regulatory Services - Environmental Protection | Local Authority Pollution Control | Last 7 years following expiry of the permit | 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 - Environmental Protection | Prosecutions | Last 7 years following conclusion of proceedings | 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 |
Regulatory Services - Environmental Protection | Water Sampling requests for service | Current year plus 2 years following completion | 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 - Food | Requests for service | 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) |
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 - 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 - Food | Notices - enforcement | 7 years following closure of the premises | Destroy | Electronic | Food Standards Agency (FSA) |
Regulatory Services - Food | Prosecutions | 7 years following closure of the premises | Destroy | Electronic | Food Standards Agency (FSA) |
Regulatory Services - Health and Safety | Accidents and investigation | 7 years following closure of the premises | 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 - Health and Safety | Water Sampling at HSW Premises – eg swimming pools | 7 years following closure of the premises | Destroy | Electronic | Best practice |
Regulatory Services - Health and Safety | Notices - enforcement | 7 years following closure of the premises | 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 - Housing Standards | Residential Caravan Site Licensing | Life of the site plus 2 years | Destroy | Paper and 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 |
Regulatory Services - Housing Standards | Home Energy Conservation Act | Last 7 years | 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) Inspections | 2 years after the premises ceases to be an HMO | Destroy | Electronic | Best practice |
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 - 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 | 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 |
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 - Housing Standards | Selective Houses in Multiple Occupation (HMO) Licensing | 2 years after the premises ceases to be an HMO | Destroy | Electronic | Best practice |
Community Protection - Emergency Planning | Disaster/Emergency plans | Last 3 years | Destroy | Electronic | Best practice |
Community Protection - Emergency Planning | Emergency Plan Testing | Last 3 years | 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 |
Community Protection - Business Continuity | Policies/procedures across North Devon Council | Last 3 years | Destroy | Electronic | Best practice |
General | Compliments and thank you’s | Current plus 3 years | Destroy | Electronic | Best practice and reporting |
General | Contracts – ICT and person-based | Lifetime of contract plus 7 years | Destroy | Electronic | Financial |
General | Delegated Authorities | Current year plus 3 years (card) and laminated sheet | Destroy | Electronic | Best practice |
General | Environmental Information Regulations (EIR) | Last 2 years | Destroy | Electronic | Legal |
General | Freedom of Information (FOI) | Last 2 years | Destroy | Electronic | Legal |
General | Formal complaints | Last 7 years | Destroy | Electronic | Corporate |
General | Policy | Last 2 years following update | Destroy | Electronic | Best practice |
General | Customer Satisfaction | 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 |
General | Statistical Returns | Current year plus 3 years | Destroy | Electronic | Reporting |
Home Adaptations, Improvements & Energy Efficiency’ | ECO flex assistance | 7 years | Destroy | Electronic | NDC |
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 |
Exchequer
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Paying-in books | Current year plus 6 years | Destroy | Paper | Statute of Limitation Act 1980 | |
External funding records | 6 years after end of project | Destroy | Paper and electronic | Statute of Limitation Act 1980 | |
Debt Recovery | Accounts Overdue Report; Write-offs (includes Housing Options rents etc) | Current year plus 6 years | Destroy | Paper, electronic and disc | North Devon Council |
Reports | Cancellation Reports; Daily Cash Tabulation; End of Reminder Sequence Report; Instalment Report; List of Reminder Letters Sent | Current year plus 1 year | Destroy | Paper and electronic | North Devon Council |
Cash Process | Direct Debit Mandates | Last payment plus 1 year | Destroy | Paper | Best practice |
Invoice Process | New Accounts; Control Files; Reconciliations | Current year plus 6 years | Destroy | Paper, electronic and disc | North Devon Council |
Cash Process | Cash Books; Periodic Receipts Listing; Suspense Accounts; Refunds Report | Current year plus 6 years | Destroy | Paper, electronic and disc | Statute of Limitation Act 1980 |
Mortgages | Includes payment details, suspense accounts, balance TABs, control files, daily cash lists, new accounts, debt recovery, permanent debts and write-off files | Last payment plus 6 years if signed Last payment plus 12 years if sealed | Destroy | Paper and electronic | Statute of Limitation Act 1980 |
Correspondence | Correspondence files | Current year plus 2 years | Destroy | Paper | North Devon Council |
Accountable processes relating to payment of employees | Payroll reports, pension payroll, National Insurance schedule of payments, Superannuation reports and adjustments, Financial Reports | Current year plus 6 years | Destroy | Paper and electronic | Statutory. Taxes Management Act 1970. Income and Corporation Taxes Act 1988. Audit Commission Act 1998 |
Claim files | eg car allowance, mileage, car loans, subsistence, part-time fee claims, overtime, bonus sheets | Current year plus 6 years | Destroy | Paper and electronic | Statutory. Taxes Management Act 1970. Income and Corporation Taxes Act 1988. Audit Commission Act 1998 |
Correspondence files | eg. changes and new starts, staff returns. | Leavers, current year plus 6 years. Kept while employee still employed. Pensions up to 13 years | Destroy | Paper and electronic | Audit |
Pay awards | Pay awards, sickness records, absence returns, payroll maternity payment | Current year plus 6 years | Destroy | Paper and electronic | Audit |
Tax forms | Including P6, P60, P11, P11D, P45 and Tax Code Notifications | Current year plus 6 years | Destroy | Paper | Taxes Management Act 1970 |
Non accountable processes relating to payment of employees | Summary employee pay reports | Destroy after administrative use is concluded | Destroy | Paper | North Devon Council |
Pensions | Personal records | Permanent (transfer to archive after administrative use concluded) | Destroy | Paper | Best practice |
Salary run | Copy payslips | Current year plus 6 years | Destroy | Electronic | North Devon Council |
Voluntary Deductions | Union subs, car loan repayments etc | Current year plus 6 years | Destroy | Paper | North Devon Council |
BACS Payments | Monthly Listing/Amendment Reports | Current year plus 6 years | Destroy | Paper | North Devon Council |
Salary run | Amendment Reports | Destroy after administrative use is concluded | Destroy | Paper | North Devon Council |
Payment Process | Original creditor invoices; Copy Invoices | Current year plus 6 years | Destroy | Paper, electronic and disc | Statute of Limitation Act 1980 |
Petty Cash | Impress documentation | Current year plus 2 years | Destroy | Paper | North Devon Council |
HMRC Documentation | Construction Industry Scheme | Current year plus 6 years | Destroy | Paper and electronic | North Devon Council |
Payment Process | BACS/cheque payments listing, contract register, new suppliers details/verification; periodic payments, cash books | Current year plus 6 years | Destroy | Paper and electronic for cash books | North Devon Council |
Payment Process | Bank Statements; Cheques, ie cancelled, paid and ‘stubs' | Current year plus 2 years | Destroy | Paper | North Devon Council |
Payment Process | Signatory Lists | Destroy after administrative use is concluded | Destroy | Paper | North Devon Council |
VAT returns and assessments | The process of reclaiming VAT back from Customs and Excise | Current year plus 6 years | Destroy | Paper and electronic | National Audit Office VAT Act 1994 |
VAT records | Current year plus 6 years | Destroy | Paper and electronic | North Devon Council | |
Includes precepts, car loan reconciliation files | 3 years | Destroy | Paper and electronic | North Devon Council | |
Investment records | eg treasury management loan/borrowing books, CHAPS payments, statistics, monthly valuations | 2 years after investments liquidated or matured | Destroy | Paper and electronic | North Devon Council |
Summary management of loans | Loans register | Destroy 12 years after loan has been repaid | Destroy | Paper and electronic | Statute of Limitation Act 1980 |
HMRC Documentation | Returns under Section 963 ITA 2007 Tax Deducted From Interest Payments | Current year plus 6 years | Destroy | Paper and electronic | North Devon Council |
Travelling on Council Business | Insurance and legal documents verified | Current year plus 6 years | Destroy | Paper and electronic | North Devon Council |
Ledger Records | Journals, reconciliation and other year-end working papers | Current year plus 6 years | Destroy | Paper | North Devon Council |
Creditors and Debtors Financial Systems Audit | Authorised Users Lists | Destroy after administrative use is concluded | Destroy | Paper / System | North Devon Council |
The activity of borrowing money to enable a local authority to perform its functions and exercise its powers | Loan files | Destroy 7 years after the loan has been repaid | Destroy | Paper and electronic | North Devon Council |
Insurance register | Insurance register. Summary management of insurance arrangements | Permanent (transfer to archive after administrative use concluded) | Permanent | Paper | Best practice |
Insurance policies | The process of insuring and renewing insurance policies. Insurance policies | Destroy 7 years after the terms of the policy have expired | Destroy | Paper | Common practice |
Accidents/Incidents | Accident and incident reports and related correspondence | Current year plus 6 years | Destroy | Paper and electronic, disc | Statute of Limitation Act 1980. Latent damage Act 1986 |
Insurance claims | Claims Register, claim files, settlement of claims | 7 years from claim settlement of 6 years from 18th birthday (whichever is later) | Destroy | Paper and electronic, disc | Statute of Limitation Act 1980. Workmans Compensation Act |
Employers Liability Certificates | Current year plus 40 years | Destroy | Paper and electronic | Employers Liability (Compulsory Insurance) Regulations 1998 |
Finance
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Statutory returns | Process of preparing information to be passed on to central government as part of statutory requirements | Current year plus 6 years | Destroy | North Devon Council |
Housing
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Budget | Financial paperwork | Current year plus 6 years | Destroy | Paper and electronic | North Devon Council |
Policy Files | Development policy for human resource activities | 6 years after policy superseded | Update | Electronic | North Devon Council |
Trade Union Liaison - routine matters | Notes of meetings of workforce matters (Union, Human Resources meetings) | 6 years from date of meeting | Destroy | Electronic | Retention Guidelines for Local Authorities 6.6 - Common Practice |
Trade Union Liaison Strategy | Strategy, generic agreements, awards, negotiations and disputes | 10 years after ceasing to be effective | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) recommendation |
Statutory posts appointment | Documents relating to appointment of employees to statutory posts (Returning Officer, Monitoring Officer, S151 Officer) | Permanently | Permanent retention | Paper and electronic | Retention Guidelines for Local Authorities 6.22 |
Chief Executive file | Chief Executive personnel file | Permanently | Permanent retention | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) recommendation |
Individual staff files and staff records | Individual staff records, including references, job applications, job description, contract details, training records, changes / starter/ leaver forms | 6 Years after employment ceases | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) recommendation and Retention Guidelines for Local Authorities 6.2 |
Recruitment files (unsuccessful candidates) | Unsuccessful application forms, interview notes and shortlisting | Minimum of 6 months after recruitment is finished | Destroy | Paper and electronic | North Devon Council |
References sent by Council - employee | References sent to eg letting agents, building societies, prospective employers | 6 years from date of reference | Destroy | Paper and electronic | North Devon Council |
Monitoring Performance | Probationary reports, performance appraisal | 5 years after action completed | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.12 and common practice |
Time system | Time records for all staff | 2 Years after action completed | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) recommendation |
Statutory Maternity Pay, Leave | Correspondence relating to, including; correspondence, MATB1 form etc | 6 years after end of the tax year to which they relate | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) recommendation |
Statutory Sick Pay | Sickness declaration forms, medical certificates, related correspondence | 6 Years after employment ceases | Destroy | Paper and electronic | The Statutory Sick Pay (General) Regulations 1982 and Chartered Institute of Personnel and Development (CIPD) recommendation |
Statutory Adoption Pay, Leave | Correspondence; Matching certificate etc | 6 years after end of the tax year to which they relate | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) |
Statutory Paternity Pay, Leave | Correspondence; SC3 form etc | 6 years after end of the tax year to which they relate | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) |
Statutory Parental Leave | Leave dates requested, manager's responses, dates leave taken | 18 years from the birth of the child | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) |
Disclosure and Barring Service (DBS) Checks | Details received from the Disclosure and Barring Service regarding possible previous convictions (relates to recruitment of specific posts) | 6 months | Destroy | Paper and electronic | North Devon Council |
Disclosure Scotland (Basic Checks) | Basic checks undertaken - use of ICT and relevant software | 6 years after employment ceases | Destroy | Paper and electronic | North Devon Council |
Training and Development Records | Routine training administration, files, venue, costs, content, attendees, feedback (excluding health and safety training and children related training) | Electronic 6 years after employment ceases, paper destroy after 3 years | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.17 (routine staff training processes) |
Training (proof of completion) | Certificates, exam results, awards | 6 years after employment ceases | Destroy | Paper | North Devon Council |
Training (concerning children) | Work experience records, school risk assessments, letters to students | 35 years after training completed | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.18, common practice |
Training (occupational health and safety) | Training registers | 50 years after training completed | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.19 |
Authority Training Materials | Training materials, slides, handouts | As deemed appropriate by Human Resources staff for future reference | Destroy | Paper and electronic | North Devon Council |
Disciplinary and grievances investigations where proved notes | Notes of proceedings and grievance investigations where proved | 6 years from termination of employment | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.4 and CIPD recommendation |
Disciplinary and grievances investigations where proved warnings | Oral, written and final warnings | As stated in warning | Destroy | Paper and electronic | North Devon Council Disciplinary or grievance policy and procedure, Retention Guidelines for Local Authorities 6.7 |
Disciplinary and grievances investigations where proved - children | Warnings involving children | Kept on file permanently | Permanent retention | Paper and electronic | Retention Guidelines for Local Authorities 6.7 |
Disciplinary and grievances investigations where unfounded | Notes of disciplinary proceedings and guidance investigations where unfounded | Destroy after the discipline or grievance has been unfounded (ie after the process including appeals has been completed) | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.8 |
Equal Employment Opportunities | Destroyed 5 years after action | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.9 | |
Human Resources reportable injuries, diseases and dangerous occurrences | To report all injuries, diseases and dangerous occurrences to Health and Safety Executive (HSE) | 3 years from closure, except for accidents relating to children. Data must be kept until the child is 21 | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) |
Working Time Directive Opt Out Forms | 2 years from date of record | Destroy | Paper forms | Working Time Regulations 1998 (s1 1998/1833) | |
Process to assess the level of risk | 6 years from date of last record | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) | |
Work Assessments | 6 years from date of record | Destroy | Paper forms | Chartered Institute of Personnel and Development (CIPD) | |
Occupational Health records | 40 years from date of last entry | Destroy | Paper and electronic | Common practice, Management of Health and Safety at Work Regulations | |
Substances Hazardous to Health (Control of Substances Hazardous to Health (COSHH) regulations 2002) | Paper copies, letters | 40 years from date of last entry | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) |
Substances Hazardous to Health - Records of Tests | 40 years from date of last entry | Destroy | Paper forms | Chartered Institute of Personnel and Development (CIPD) recommendation |
Human Resources
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Budget | Financial paperwork | Current year plus 6 years | Destroy | Paper and electronic | North Devon Council |
Policy Files | Development policy for human resource activities | 6 years after policy superseded | Update | Electronic | North Devon Council |
Trade Union Liaison - routine matters | Notes of meetings of workforce matters (Union, Human Resources meetings) | 6 years from date of meeting | Destroy | Electronic | Retention Guidelines for Local Authorities 6.6 - Common Practice |
Trade Union Liaison Strategy | Strategy, generic agreements, awards, negotiations and disputes | 10 years after ceasing to be effective | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) recommendation |
Statutory posts appointment | Documents relating to appointment of employees to statutory posts (Returning Officer, Monitoring Officer, S151 Officer) | Permanently | Permanent retention | Paper and electronic | Retention Guidelines for Local Authorities 6.22 |
Chief Executive file | Chief Executive personnel file | Permanently | Permanent retention | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) recommendation |
Individual staff files and staff records | Individual staff records, including references, job applications, job description, contract details, training records, changes / starter/ leaver forms | 6 Years after employment ceases | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) recommendation and Retention Guidelines for Local Authorities 6.2 |
Recruitment files (unsuccessful candidates) | Unsuccessful application forms, interview notes and shortlisting | Minimum of 6 months after recruitment is finished | Destroy | Paper and electronic | North Devon Council |
References sent by Council - employee | References sent to eg letting agents, building societies, prospective employers | 6 years from date of reference | Destroy | Paper and electronic | North Devon Council |
Monitoring Performance | Probationary reports, performance appraisal | 5 years after action completed | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.12 and common practice |
Time system | Time records for all staff | 2 Years after action completed | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) recommendation |
Statutory Maternity Pay, Leave | Correspondence relating to, including; correspondence, MATB1 form etc | 6 years after end of the tax year to which they relate | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) recommendation |
Statutory Sick Pay | Sickness declaration forms, medical certificates, related correspondence | 6 Years after employment ceases | Destroy | Paper and electronic | The Statutory Sick Pay (General) Regulations 1982 and Chartered Institute of Personnel and Development (CIPD) recommendation |
Statutory Adoption Pay, Leave | Correspondence; Matching certificate etc | 6 years after end of the tax year to which they relate | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) |
Statutory Paternity Pay, Leave | Correspondence; SC3 form etc | 6 years after end of the tax year to which they relate | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) |
Statutory Parental Leave | Leave dates requested, manager's responses, dates leave taken | 18 years from the birth of the child | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) |
Disclosure and Barring Service (DBS) Checks | Details received from the Disclosure and Barring Service regarding possible previous convictions (relates to recruitment of specific posts) | 6 months | Destroy | Paper and electronic | North Devon Council |
Disclosure Scotland (Basic Checks) | Basic checks undertaken - use of ICT and relevant software | 6 years after employment ceases | Destroy | Paper and electronic | North Devon Council |
Training and Development Records | Routine training administration, files, venue, costs, content, attendees, feedback (excluding health and safety training and children related training) | Electronic 6 years after employment ceases, paper destroy after 3 years | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.17 (routine staff training processes) |
Training (proof of completion) | Certificates, exam results, awards | 6 years after employment ceases | Destroy | Paper | North Devon Council |
Training (concerning children) | Work experience records, school risk assessments, letters to students | 35 years after training completed | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.18, common practice |
Training (occupational health and safety) | Training registers | 50 years after training completed | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.19 |
Authority Training Materials | Training materials, slides, handouts | As deemed appropriate by Human Resources staff for future reference | Destroy | Paper and electronic | North Devon Council |
Disciplinary and grievances investigations where proved notes | Notes of proceedings and grievance investigations where proved | 6 years from termination of employment | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.4 and CIPD recommendation |
Disciplinary and grievances investigations where proved warnings | Oral, written and final warnings | As stated in warning | Destroy | Paper and electronic | North Devon Council Disciplinary or grievance policy and procedure, Retention Guidelines for Local Authorities 6.7 |
Disciplinary and grievances investigations where proved - children | Warnings involving children | Kept on file permanently | Permanent retention | Paper and electronic | Retention Guidelines for Local Authorities 6.7 |
Disciplinary and grievances investigations where unfounded | Notes of disciplinary proceedings and guidance investigations where unfounded | Destroy after the discipline or grievance has been unfounded (ie after the process including appeals has been completed) | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.8 |
Equal Employment Opportunities | Destroyed 5 years after action | Destroy | Paper and electronic | Retention Guidelines for Local Authorities 6.9 | |
Human Resources reportable injuries, diseases and dangerous occurrences | To report all injuries, diseases and dangerous occurrences to Health and Safety Executive (HSE) | 3 years from closure, except for accidents relating to children. Data must be kept until the child is 21 | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) |
Working Time Directive Opt Out Forms | 2 years from date of record | Destroy | Paper forms | Working Time Regulations 1998 (s1 1998/1833) | |
Process to assess the level of risk | 6 years from date of last record | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) | |
Work Assessments | 6 years from date of record | Destroy | Paper forms | Chartered Institute of Personnel and Development (CIPD) | |
Occupational Health records | 40 years from date of last entry | Destroy | Paper and electronic | Common practice, Management of Health and Safety at Work Regulations | |
Substances Hazardous to Health (Control of Substances Hazardous to Health (COSHH) regulations 2002) | Paper copies, letters | 40 years from date of last entry | Destroy | Paper and electronic | Chartered Institute of Personnel and Development (CIPD) |
Substances Hazardous to Health - Records of Tests | 40 years from date of last entry | Destroy | Paper forms | Chartered Institute of Personnel and Development (CIPD) recommendation |
ICT
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Records of ICT training and development for all staff | Records demonstrate skills held in-house | Destroyed following staff departure | Retain for period of employment | Paper and electronic | Common practice |
Collective Database | Holding information on staff, members that feed our intranet | Retained until deleted by users or services | Live database continually kept up to date | Electronic | Common practice |
Pentana a performance management system | This systems holds council actions, performance indicators, risks and feedback | 6 years for feedback. All other data is retained permanently | Feedback team to ensure deletions occurs on an annual basis | Externally hosted web based system | Ombudsman guidance for feedback |
Google Analytics | Tool to track and report on website traffic. Just stats, no personal data. | 2 years | Not our servers, on Google. | Electronic | Good practice |
Helpdesk Service Logs | Helpdesk Service Log noting issues and incidents reported by our customers, information used to identify further underlying problems | Currently retained permanently | Retain in authority | On a system | Common practice |
Systems Documentation | Documentation that sets out the various elements, configuration, ownership, rules | Permanent | Retained permanently- until system decommissioned. | Paper and electronic | Common practice |
Programme design, specification and research data | Pre-work carried out looking into feasibility of new systems | 5 years | Destroyed after programme life plus 5 years | Paper and electronic | Common practice |
Street Naming and Numbering | Request and notifications from businesses and individuals for street name changes | 3 years | Destroyed after superseded or last action | Electronic | Common practice |
Local Land and Property Gazetteer | BS7666 Gazetteer holding data on all addresses and land in BS7666 format, feeds into the National Land and Property Gazetteer | Live database with current information retained permanently | Live database continually kept up to date | Electronic | Industry standard |
Ilfracombe Harbour
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Complaints | Complainants personnel details and content of complaint | Current year plus 5 years | Destroy | Paper and electronic | North Devon Council |
Finance | Financial paperwork | Current year plus 2 to 6 years dependant on type | Destroy | Paper and electronic | North Devon Council |
Moorings - Mooring Application/Waiting List | Applicants personnel details and boats details | Until mooring is allocated upto a maximum of 5 years | Destroy | Paper and electronic | North Devon Council |
Moorings - Mooring Licence | Licence holders personnel details and boat details | On renewal of Licence or Mooring being given back. | Destroy | Paper and electronic | North Devon Council |
Operations | Policies, plans and procedures for conduct of Harbour operations | Current version only | Destroy | Paper and electronic | North Devon Council |
Shipping | Accounts, licences, investigations, correspondence with shipping companies operating within Harbour limits | Accounts current year plus 3 years, licences current only, investigations current year plus 5 years | Destroy | Paper and electronic | North Devon Council |
Port Marine Safety Code | Policies, plans and procedures to maintain compliance with Port Marine Safety Code (PMSC) | Current version only | Destroy | Paper and electronic | North Devon Council |
Emergency Planning | Policies, plans and procedures for conduct of emergency response | To be reviewed as per schedule | Permanent - to be archived (under review) | Paper and electronic | Civil Contingencies Act 2004 |
Security | Harbour Security Plan | As per International Ship and Port Facility Security Code (ISPS) convention. Current version only. | Destroy | Paper and electronic | International Maritime Organisation (IMO) / Maritime and Coastguard Agency (MCA) |
Procurement/Purchasing | Invoices and orders for all Harbour revenue | Current year plus 3 years | Destroy | Paper and electronic | North Devon Council |
Events | Annual public events | Current year plus 3 years | Destroy | Paper and electronic | North Devon Council |
Harbour Dues/Mooring Fees | Receipts/Invoices pertaining to boats | Current year plus 3 years | Destroy | Paper and electronic | North Devon Council |
Legal Services
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
General advice not leading to legal proceedings | The process of providing legal advice on a point of law, but not leading to court proceedings | 6 years from closure | Review / Destroy | Paper and electronic | North Devon Council |
Contracts (ordinary) | Signed contract document, including, where applicable: complete schedules (including contract specification and the successful tender document) and formal contract variation and extension documents | 6 years from expiry of contract | Destroy | Paper and electronic | Limitation Act 1980, UK-EU Trade and Co-operation Agreement |
Contracts (sealed) | Sealed contract document, including, where applicable: complete schedules (including contract specification and the successful tender document) and formal contract variation and extension documents | 12 years from expiry of contract | Destroy | Paper and electronic | Limitation Act 1980 |
Agreements | Agreements between organisations (including memorandums of understanding and grant/funding agreements) | 6 years after agreement expires, 10 years after agreement expires if providing state aid or 12 years after agreement expires if sealed | Destroy | Paper and electronic | Limitation Act 1980, Council Regulation (EC) No 659/1999 |
Data Protection | Correspondence in relation to Data Subject Requests | 3 years | Destroy | Paper and electronic | Information Commissioner's Office (ICO) Guidance |
Data Protection | Paperwork in relation to data breaches | 2 years, unless regulatory action taken. If regulatory action retain and review at 6 years | Destroy | Paper and electronic | Information Commissioner's Office (ICO) Guidance |
Data Protection | Correspondence in relation to requests for the disclosure of information pursuant to an exemption | 6 years from last correspondence | Destroy | Electronic | Information Commissioner's Office (ICO) Guidance / Limitation Act 1980 |
Freedom of Information (FOI) / Environmental Information Regulations (EIR) | Policies; Procedures; Retention and Disposal Schedules | 3 Years after procedures have been superseded | Review and destroy | North Devon Council | |
Freedom of Information (FOI) / Environmental Information Regulations (EIR) | Correspondence in relation to information requests under Freedom of Information Act 2000 and Environmental Information Regulations 2004 | 2 years from the date of issue of the final response | Destroy | Electronic | North Devon Council |
Freedom of Information (FOI) / Environmental Information Regulations (EIR) | List of readily accessible information available to the public | Keep for 2 years after replaced by new Information Commissioner's Office (ICO) scheme | Destroy | Electronic | North Devon Council |
Land matters | Changing ownership of land or property: Freehold sale/purchase (for title purpose) - File | 18 years | Destroy | Paper and electronic | Law Society Guidance |
Land matters | Leasing land or property (over 7 years) | 18 years | Destroy File / Review Lease | Paper and electronic | Law Society Guidance |
Land matters | Leasing land or property (short leasehold) | Life of lease plus 12 years | Destroy File / Review Lease | Paper and electronic | Law Society Guidance |
Land matters | Private Sector Leases (PSLs) - Original Document | Leases for individual properties retained until 12 years from expiry of final lease | Destroy | Paper and electronic | North Devon Council |
Land matters | Private Sector Leases (PSLs) - File | Life of lease plus 12 years | Destroy | Paper and electronic | Law Society Guidance |
Land matters | Licences for land - File | 6 years from end of licence period | Destroy | Paper and electronic | Law Society Guidance |
Title deeds | Title deeds relating to property owned or leased by the Council - Original Document | Transfer to new freeholder on sale | Permanent preservation | Paper and electronic | |
Title deeds | Land Certificates and Official Copies of Register - Original Documents | Destruction on sale of whole or receipt of up-to-date copies | Destroy | Paper and electronic | Land Registry Guidance |
Litigation | The process of managing, undertaking or defending for or against litigation on behalf of the local authority (civil, criminal, debt recovery) / Enforcement / Public Inquiries | Review 6 years from close of case | Review / Destroy | Paper and electronic | Statutory Limitation Act 1980 |
Lawful Development Certificates | Lawful Development Certificates - File | 6 years from date of decision | Destroy | Paper and electronic | Limitation Act 1980 |
Section 106 Agreements | Agreements restricting the use of land and placing obligations on developer and future owners - Original Document | Permanent | Permanent retention | Paper and electronic | North Devon Council |
Section 106 Agreements | Agreements restricting the use of land and placing obligations on developer and future owners - File | 12 years from completion | Destroy | Paper and electronic | Limitation Act 1980 |
Planning Enforcement | Enforcement Notices / Stop Notices / s215 Town and Country Planning Act 1990 (site clearing) / Breach of Condition Notice / Related Working Papers and Evidence | 6 years from conclusion of the enforcement action | Destroy | Paper and electronic | North Devon Council |
Tree Preservation Orders | Tree Preservation Orders (TPOs) - File | 12 years after agreement expires if sealed | 12 years after agreement expires if sealed | Paper and electronic | Limitation Act 1980 |
Footpath Stopping Up or Diversion Orders | Stopping up or diversion of existing footpaths - File | 6 years from date of confirmation | Destroy | Paper and electronic | North Devon Council |
Footpath Stopping Up or Diversion Orders | Confirmed Order stopping up or diverting existing footpaths - Original Document | Permanent unless replaced by subsequent Order or legislation | Permanent retention | Paper and electronic | North Devon Council |
Working files and papers | General matters | 6 years after agreement expires, or 12 years after agreement expires if sealed | Destroy | Paper and electronic | Limitation Act 1980 |
Monitoring Officer | General files and papers | 4 years from conclusion | Destroy | Paper and electronic | North Devon Council |
Land matters | Licences for land - Original Document | 25 years from end of licence period | Destroy | Paper and electronic | North Devon Council |
Land matters | Wayleaves - File | 6 years | Destroy | Paper and electronic | North Devon Council |
Land matters | Wayleaves - Original Document | Destruction on sale of whole or receipt of up-to-date copies | Destroy | Paper and electronic | North Devon Council |
Tree Preservation Orders | Tree Preservation Orders (TPOs) - Original Documents | Permanent | Destroy | Paper and electronic | North Devon Council |
Data Protection | Data Protection Impact Assessments (DPIA) - Central copies | 6 years | Destroy | Paper and electronic | North Devon Council |
Leisure
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Facility Contract Files | Legal documents, Health and Safety Files | Various - some can be destroyed 6 years post contract expiry. Although some agreements are for longer periods | Destroy | Paper and electronic | Limitation Act 1980, Public Contracts Regulations 2009, North Devon Council |
Project Contract Files | Legal documents | Various - Some can be destroyed 6 years post contract expiry. Although some agreements are for longer periods | Destroy | Paper and electronic | Limitation Act 1980, Public Contracts Regulations 2009, North Devon Council |
Contract Monitoring | Correspondence, PIs | Destroy 6 years post contract expiry | Destroy | Paper and electronic | Limitation Act 1980 |
Finance Files | Destroy 6 years post project/work/grant expiry | Destroy | Paper and electronic | Financial | |
Facility Contract Files | Legal documents | Destroy 6 years post contract expiry | Destroy | Paper files and electronic | Limitation Act 1980 |
Event Files | Oceanfest | Reviewed annually and destroyed | Destroy | Paper and electronic | North Devon Council |
Open Space Consultation | Responses to planning consultation and supplementary correspondence | Review annually and destroy completed sites | Destroy | Paper and electronic | Consent and legal agreement issued |
Open Space Projects | S106 funded project files | Review annually and destroy 6 years post completion | Paper and electronic | Financial | |
Rate Relief | Sports Rate Relief applications | Destroy after 6 years - financial data | Destroy | Paper and electronic | Financial |
Licensing
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Regulatory Services - Licensing | Animal Licences such as cat and dog boarding, pet shops, riding establishments | 6 years following licence expiry | Destroy | Electronic | Best practice |
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 - Licensing | Pleasure Boat/Boatman’s Licence | Current year plus 2 following expiry of the licence | 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 - Licensing | Charitable Collections – House-to-House and Street Collection | Current year plus 2 following expiry of the licence | Destroy | Electronic | Best practice |
Regulatory Services - Licensing | Enhanced Disclosure – ‘fitness’ - taxi drivers | Determination of the licence – then destroyed | Destroy | Paper | Best practice |
Regulatory Services - Licensing | Gambling | 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 - Licensing | Licensing Premises and Vehicle Inspections | Current year plus 2 following expiry of the licence | Destroy | Electronic | Best practice |
Regulatory Services - Licensing | Prosecutions | 7 years following conclusion of proceedings | Destroy | Electronic | Best practice |
Regulatory Services - Licensing | Requests for service | Current year plus 2 following expiry of the licence | Destroy | Electronic | Best practice |
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) |
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 | Scrap Metal Site and Collector Licences | Current year plus 2 following expiry of the licence | Destroy | Electronic | Best practice |
Regulatory Services - Licensing | Sex Establishments | Current year plus 2 following expiry of the licence | Destroy | Electronic | Best Practice |
Regulatory Services - Licensing | Skin Piercing – Persons and Premises | Permanent retention | 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 |
Regulatory Services - Licensing | Safety Advisory Groups (SAGs) | Last 3 years | Destroy | Electronic | Best practice |
Museum
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Accession Register | Bound volume describing museum collections, signed Entry Forms and associated MODES database | Permanent - key provenance data for museum collections | Retain | Bound volumes and forms in locked cabinet or safe, MODES database with variable access for collections staff and volunteers | Museum Accreditation requirements, Spectrum data standard |
Object entry and loan records | Entry forms and loan agreements | Permanent - key provenance data for museum collections | Retain | Paper files | Museum Accreditation requirements, Spectrum data standard |
Volunteer and work experience records | Application forms, references, medical records, training records and emergency contact details | 6 years after volunteering ceases - basic records retained permanently for those with access to collections / systems | Destroy | Paper files in locked cabinet and secure spreadsheet | In line with HR policies for staff |
Copyright and ownership records for non-physical and digital assets | Permission forms for use of images, oral histories etc | Permanent - key provenance data for museum digital collections | Retain | Paper | Museum Accreditation requirements, Spectrum data standard |
Archaeological finds reports and other research | Primary reports of historical data forming part of North Devon's historical record | Research / permanent | Retain | Paper or electronic | Common practice |
Feedback forms and visitor evaluation data | Anonymous feedback forms with postcode data | Review annually and destroy | Destroy | Paper and electronic | Common practice |
Research contact information | Research contacts relating to museum collections (object records) | Review annually and destroy | Destroy | Electronic and paper files, staff access only | Museum Accreditation requirements, Spectrum data standard |
Project records | Legal documents with external funders and monitoring reports | Depends on funder - eg 10 years for HLF, permanent if for object acquisitions | Destroy/retain | Paper and electronic | Agreements with funders |
Marketing list | Email and postal addresses for visitors who have opted in to receive information about activities and events at the museum | New list collected with specific opt-in, to be deleted on request | Destroy/retain | Electronic | Consent given |
Correspondence | General correspondence not forming part of collections records | Review annually and destroy | Destroy | Paper and electronic | North Devon Council |
Parking
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Permits | Car Parks | 2 years | Destroy | Electronic on Permitsmarti System | North Devon Council |
Staff Parking (work based) | Permits for essential and business use | 2 years | Destroy | Electronic on Permitsmarti System | North Devon council |
Special Permits | Temporary parking for Auditors, Highway Inspectors etc | 2 years | Destroy | Electronic on Permitsmarti | Common practice |
Season Tickets | Annual and Temporary (Summer only) | 2 years | Destroy | Electronic on Permitsmarti System | Common practice |
Payment Records | Receipts, invoices etc | 6 Years | Destroy | Electronic and paper | See Finance R and D for payments |
General Administration Files | Letters, files relating to car parks | 2 years from settlement of any complaint | Destroy | Paper, electronic, emails | Common practice |
Penalty Charge Notices (PCNs) | Copies of PCN's, supporting photographic evidence, correspondence, transfer to bailiffs etc | 7 Years | Destroy | Electronic on Imperial 360 system | Limitation Act 1980 |
Parking
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Permits | Car Parks | 2 years | Destroy | Electronic on Permitsmarti System | North Devon Council |
Staff Parking (work based) | Permits for essential and business use | 2 years | Destroy | Electronic on Permitsmarti System | North Devon council |
Special Permits | Temporary parking for Auditors, Highway Inspectors etc | 2 years | Destroy | Electronic on Permitsmarti | Common practice |
Season Tickets | Annual and Temporary (Summer only) | 2 years | Destroy | Electronic on Permitsmarti System | Common practice |
Payment Records | Receipts, invoices etc | 6 Years | Destroy | Electronic and paper | See Finance R and D for payments |
General Administration Files | Letters, files relating to car parks | 2 years from settlement of any complaint | Destroy | Paper, electronic, emails | Common practice |
Penalty Charge Notices (PCNs) | Copies of PCN's, supporting photographic evidence, correspondence, transfer to bailiffs etc | 7 Years | Destroy | Electronic on Imperial 360 system | Limitation Act 1980 |
Parks
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Management of Parks Estates (eg parks and play areas) | Project specifications, Plans, Installation manuals, Certificates of approval | Retain for life of estate | Destroy | Paper and electronic | Common practice |
Maintenance of Council Parks Property (using other Contractors) | Work orders, response maintenance | Destroy 1 years after last action | Destroy | Paper destroy, electronic (invoices, orders held on Finance system) | North Devon Council |
Suppliers' documents | Miscellaneous - delivery documents, equipment safety check reports | 1 Year | Destroy | Common Practice | |
Play Area Inspection Report | Daily Monitoring records and Inspection Reports | 21 Years | Destroy | Paper & Electronic | Common practice |
Tree Survey | Tree Reports and Inspections | Life of tree | Destroy | Paper and electronic | Common practice |
Maintenance and operational manuals | Cemetery machinery manuals and play equipment manuals | Destroy when machinery or equipment is removed | Destroy | Paper and electronic | North Devon Council |
Parks Volunteer Groups | Volunteer Email addresses | Contact Emails - keep whilst group remains active | Destroy | Electronic | North Devon Council |
Planning
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Preplanning application discussion and assessment | 6 Years | Destroy | Paper and electronic | North Devon Council | |
Consultation re planning applications with neighbouring authorities and Environmental scoping and screening of planning proposals | 6 Years from planning decision | Destroy | Paper and electronic | Staffordshire County Council | |
Planning Scheme Development and Amendment eg Structure Plan, Local Plan, Town Centre plans, Local Development Framework | The activity of developing a vision and strategic directions regarding existing and future land use within the Local Authority and the development of local and town centre plans to ensure the implementation of the Structure Plan | Transfer to place of deposit after administrative use is concluded | Permanent | Paper and electronic | North Devon Council |
Consultation Documents eg Consultation documents and replies, Inquiries and objections made by members of public, Public Inquiry documents | The activity of consultation to gain approval for the Structure Plan or Local Plans | Transfer to place of deposit after administrative use is concluded. Once document superseded review made as to whether to dispose of background information | Permanent | Electronic | North Devon Council |
Historical information eg Sites and Monuments records, Ecological records, Species records, Historically listed buildings, Definitive map, Commons registration | The activity of recording information on historical buildings, monuments and ecology at a specific site | Transfer to place of deposit after administrative use is concluded | Permanent | Paper and electronic | Planning (listed buildings and conservation area) Act 1990 |
Planning Applications eg Planning application files and plans, correspondence relating to any objections, hearing papers, planning application register | The process of controlling development of areas through applications for planning permission | Permanent - All planning application files are now scanned and saved electronically (old files used to be microfiched) | Permanent | Paper copies (only destroyed when scanned onto CD Rom), then saved electronically | Town and Country Planning Act 1990 |
Enforcement | Control of unauthorised development | 4 years from closure of file | Destroy | Paper and electronic | North Devon Council |
Listed Building Applications | The process of approving applications, for all buildings that are listed or have other significance | Transfer to place of deposit after administrative use is concluded | Permanent | Paper and electronic | Planning (listed buildings and conservation area) Act 1990 |
Countryside and Outdoor Records eg Tree preservation orders , country parks and nature reserves development plans and correspondence, land purchase agreements | The process of maintaining the countryside and developing open spaces for public amenity | Permanent | Permanent | Paper and electronic | North Devon Council |
Statutory returns | Process of preparing information to be passed on to central government as part of statutory requirements | 6 years from closure | Destroy | Paper and electronic | North Devon Council |
Procurement
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
General Pre-Contract Advice | Emails notes written advice regarding procurement routes | 6 years after award of contract or non-proceeding | Destroy | Paper and electronic | North Devon Council |
Project/tender files | Include SQs, tender, terms and conditions, negotiations, minutes and monitoring of a successful contract | 6 years from award of contract | Destroy | Paper and electronic | Limitation Act 1980, UK-EU Trade and Co-operation Agreement |
Tender documents | Includes letter, tenders and supporting papers | 6 year from award contract start | Destroy | Paper and electronic | Limitation Act 1980, UK-EU Trade and Co-operation Agreement |
Property Services
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
Property and Land Management | Reports to management on overall property of Council. Including annual reports, register of leases | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Management of Council buildings and estate | Project specifications Plans, Installation manuals, Certificates of approval | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Maintenance of Council buildings and estate | Work orders, planned maintenance schedules, responsive maintenance | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Leasing and Occupancy | The process of managing leased property (eg Allotment Leases, Lease agreements, Rental expenditure authorities, Valuation queries, Applications for leases, licences and rental revision) | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Leasing and Occupancy | The process of managing the occupancy of property (requests for works, cleaning) | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Property Acquisition and disposals | Management of the acquisition process (by lease or purchase) for assets | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Property Acquisition and disposals | Management of the disposal process (by sale, transfer or write off) for assets | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Asset registers | Summary management reporting on the overall assets of the local authority | Delete 15 years after relevant event | Delete | Electronic on Technology Forge | Statute of Limitation Act 1980 |
Asset monitoring and maintenance | Process of reporting and reviewing assets status | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Electronic on Technology Forge | Statute of Limitation Act 1980 |
Facilities Management (eg cleaning; utilities, security, etc) | The process of maintaining assets | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Management Review Records and team performance monitoring | Minutes, trackers, etc | Delete 15 years after relevant event | Delete | Electronic | Statute of Limitation Act 1980 |
Tendered work | Individual Contract Files, Plans, Bills of Quantities, Specifications, Project Plans, etc | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Agreements with contractors and consultants | Contracts, correspondence, instructions, reports, certificates, minutes, etc | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Asset Management and Works | Bills of Quantity; Installation surveys (plant and services); maintenance contracts and related correspondence; diaries or logs; programme; schedules | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Drawings | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 | |
Maintenance and operational manuals | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 | |
Maintenance diaries or logs | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 | |
Meeting with contractors - agendas, minutes | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 | |
Plant and equipment condition surveys | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 | |
Surveys and inspections - reports - master set | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 | |
Surveys and inspections, valuations, reports and other copies | General estate management information | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then Destroy | Paper and electronic | Statute of Limitation Act 1980 |
Land Drainage | Inspections, notices, works, reports, grant funding, etc | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Coastal Protections | Surveys and inspections, strategy and policy documents, funding, EA related documents, etc | Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date | Archive and then destroy | Paper and electronic | Statute of Limitation Act 1980 |
Terrier Maps and Indexes - computerised | Valuation | Delete 15 years after relevant event | Delete | Electronic | Statute of Limitation Act 1980 |
Revenues and Benefits
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
Housing Benefits | All Documents and information relating to Housing Benefit and Council Tax Reduction applications ie: application forms, supporting evidence documents and personal information from the forms etc | Paper keep for 3 months, electronic current year plus 6 years | Paper destroy, electronic delete | Paper and electronic (OPENRevenues and DIP and Workflow system) | Local Government Finance Act 1992, Statutory: Social Security (claims and information) (amendment) Regulations 2010. Limitations Act 1980 |
Benefits, Council Tax and National Non Domestic Rates | Revenues and Benefits Systems reports | Paper - Benefits current year plus 2 years, Council Tax current year plus 6 years / Electronic - current year plus 6 years | Paper destroy, electronic delete | Paper and electronic | |
Housing Benefits | DWP statistical information | Paper, current year plus 2 years, electronic, current year plus 6 years | Paper destroy, electronic delete | Paper and electronic | Audit |
Housing Benefits Overpayments | Housing Benefit overpayment documents | Paper keep for 3 months, electronic current year plus 6 years | Paper destroy, electronic delete | Paper and electronic | |
Housing Benefits Overpayments Council Tax and Non Domestic Rates | Recovery Actions - write off records | Paper current year plus 2 years, electronic current year plus 6 years | Paper destroy, electronic delete | Paper and electronic | |
Council Tax and National Non Domestic Rate | The activity of corresponding with tax payers and rate payers in relation to all matters including: Notices; Objection; Applications; Correspondence; Notifications | Paper keep for 3 months, electronic current year plus 6 years | Paper destroy, electronic delete | Paper and electronic (DIP and Workflow system) | Local Government Finance Regulations 1992 |
Council Tax and National Non Domestic Rate | Schedule of Liability Order for Council Tax and National Non Domestic Rate for recovery of non payment (name, address, amount owed) | Paper keep for 3 months, electronic current year plus 6 years | Paper destroy, electronic delete | Paper and electronic (DIP and Workflow system) | Local Government Finance Regulations 1992 |
Council Tax and National Non Domestic Rate | Valuation List and associated schedules | Paper keep for 3 months, electronic current year plus 6 years | Paper destroy, electronic delete | Paper and electronic | Local Government Finance Regulations 1992 |
Council Tax | The process of billing and collecting Council Tax | Current year plus 6 years | Delete records | Electronic (OPENRevenues) | Local Government Finance Regulations 1992 |
National Non Domestic Rate | The process of billing and collecting National Non Domestic Rate | Current year plus 6 years | Delete records | Electronic (OPENRevenues) | Local Government Finance Regulations 1992 |
Works and recycling
Class of Record | Detail | Retention Period | Action | Format | Authority for Guiding Retention |
---|---|---|---|---|---|
The process of arranging the collection/transportation of domestic and trade waste | Specifically: defect sheets, log books, weighbridge tickets | 3 Years after last action, or 12 months after last date in book | Destroy | Paper | Common practice |
The process of arranging the collection/transportation of domestic and trade waste | Specifically: waste transfer notes, duty of care notes, skips/bottle banks | 6 Years after last action | Destroy - could be reviewed in future for possible scanning/electronic capture | Paper and electronic | Common practice |
Documentation related to short term storage of waste at site | Inspections and permits | Permanent. Life of site | Archive | Paper | North Devon Council |
Process of managing use, type and amount of waste transferred to a specific site | Weighbridge tickets | 2 Years after last action | Destroy | Paper | North Devon Council |
Waste reduction - Composting and Recycling | Waste data flow information | Local government online document available permanently | Permanent | Electronic | Wastedataflow |
Waste Collection | Service Requests | Permanent | Permanently kept on customer service CRM | Electronic | North Devon Council |
Assisted Collections | Applications for an assisted collections site visit notes and/or photos and copies of internal emails relating to the application. | All records are held on waste management system. Operational Staff are not able to see this information only that the property is assisted. No paper records are kept. | All applications are stored electronic permanently against the property | Electronic | North Devon Council |
Vehicle documentation | MOTs, RPC Loler Certificates, Servicing records, inspection sheets, Defect sheets | 3 years from date of inspection | Destroy | Paper and electronic | Freight Transport Association (FTA) |
Lease agreements | Vehicles, Trackers, Photocopier | 6 years from expiration of lease | Destroy | North Devon Council | |
Insurance | Insurance claims following accidents (copy of original docs held by Exchequer) | Works and Recycling to destroy documents after 6 months. Exchequer 5 years after settlement. Hugh Symons backs up all insurance related info on CD permanently | Destroy documents, Permanent (CD) | Paper and electronic | North Devon Council |
Accidents | Incident Report Forms | 3 years | Destroy | Paper and electronic | North Devon Council |