• No results found

Records Retention and Disposal Schedule. Property Management

N/A
N/A
Protected

Academic year: 2021

Share "Records Retention and Disposal Schedule. Property Management"

Copied!
29
0
0

Loading.... (view fulltext now)

Full text

(1)

Records Retention and Disposal Schedule

Property Management

(2)

Version control

Version Author

Policy Approved By

Approval Date

Publication Date Review Due

V 1.0

Information Governance Unit

Philip Jones, Head of

Information Governance

26/03/2012

April 2012

March 2013

Information Rights

Staffordshire County Council asserts its right to be identified as the author of this Retention Policy and Schedule, and a statement to this

effect must be clearly displayed when reproducing all or any part this document.

Disclaimer

This Policy and Schedule reflect the record keeping requirements of Staffordshire County Council. Staffordshire County Council accepts

no liability if this Retention Schedule is used by individuals or organisations outside of the Authority.

(3)

Understanding Retention and Disposal Schedules

Business Classification:

Describes the business functions, activities and processes that records support

Scope Notes: Further

define the business function, activity or process that records support

Disposal Action:

Specifies disposal action following end of retention period

Authority: Identifies

the legal, regulatory or business reasons that records need to be created, received and kept (even if

requirements are not explicitly stated)

Retention Trigger / Closure Procedure:

Defines the event that triggers the start of the retention period and/or closure procedure

Retention Period:

Specifies the length of time records must be kept following the retention trigger event

(4)

Contents

Business Classification

Page

Corporate Governance

1

Property Management

1

Equipment Management

1

Defects Reporting

1

Equipment Transport & Use Administration

1

Equipment Inspection Testing & Maintenance Scheduling

1

Equipment Inspection Testing Maintenance & Repair

1

Equipment Storage Administration

1

Facilities Management

1

Car Parking Administration

1

Catering Provision

1

Lettings Administration

1

Enquiries Processing

2

Event Planning

2

Venue & Resources Booking Administration

2

Licensing & Registration Administration

2

Alcohol Sales & Entertainment Licence Application

2

Marriage & Civil Partnership Premises Registration

2

Security Management

2

Land Management

2

Access Permission (Events & Activities) Administration

2

Advice Provision

2

Alien & Invasive Species Control & Management

3

Animal Pest Control

3

Bye Law Enforcement

3

Commons Management

3

Game Animal Management

3

Casualty Management

3

Cull Management

3

(5)

Contents

Business Classification

Page

Population Monitoring

3

Land Maintenance & Improvement

3

Maintenance & Improvement Operations

3

Maintenance & Improvement Programme Management

3

Works Scheduling

4

Land Management Planning

4

Site Management Planning

4

Strategic Land Management Planning

4

Plant & Wild Animal Disease Control & Management

4

Contingency Planning

4

Monitoring

4

Outbreak & Incident Management

4

Livestock Management

4

Animal Disease Prevention & Disease Treatment

4

Animal Medicines Administration

5

Disease Testing Certification

5

Notifiable Disease Monitoring & Reporting

5

Preventative Treatment Scheduling

5

Treatment Administration

5

Livestock Breeding

5

Animal Registration Administration

5

Breeding Programme Administration

5

Breeding & Pedigree Records Administration

5

Livestock Cull & Casualty Disposal

5

Livestock Movement Administration

5

Premises Management

6

Archived Drawings & Plans

6

Building & Plant Maintenance

6

Building Maintenance

6

(6)

Contents

Business Classification

Page

Conservation & Restoration

6

Fault Reporting & Service Request Processing

6

Maintenance Scheduling

6

Plant Maintenance

6

Design & Construction

7

Design

7

Health & Safety File Compilation & Maintenance

7

Programme Management

7

Energy Management

7

Energy Audit

7

Energy Performance Advice Provision

7

Energy Performance Certification

7

Energy Use Monitoring

7

Heating System Control

7

Sustainable Energy Generation Planning

7

Grounds Maintenance

8

Grounds Maintenance

8

Works Scheduling

8

Planning Application Preparation

8

Premises Inspection & Testing

8

Air Conditioning System Inspection & Testing

8

Air Quality Monitoring

8

Asbestos Testing & Remediation

8

Asbestos Remediation

8

Asbestos Surveying & Testing

8

Boiler Inspection & Testing

8

Catering Equipment Inspection & Testing

8

Controlled Access Inspection

8

Disabled Bathing Equipment Inspection & Testing

9

(7)

Contents

Business Classification

Page

Fire Detection & Alarm System Inspection & Testing

9

Fire Safety Equipment Inspection & Testing

9

Fixed Electrical Installation Inspection & Testing

9

Fume Extraction Equipment Inspection & Testing

9

Gas Appliance Inspection & Testing

9

Gas Systems Inspections & Testing

9

Generator Inspection & Testing

9

Glass & Glazing Inspection

10

Inspection & Testing Scheduling

10

Intruder Detection & Alarm System Inspection & Testing

10

Lift Inspection & Testing

10

Lightening Conductor Inspection

10

Nurse Call Systems Inspection & Testing

10

Premises Access Audit

10

Premises Condition Assessment

10

Premises Safety Inspection

10

Radon Gas Testing & Remediation

10

Radon Gas Inspection & Monitoring

10

Radon Gas Remediation

11

Reservoir & Water Bodies Inspection

11

Site Safety Inspection

11

Structural Assessment

11

Swimming Pool Plant Inspection & Testing

11

Tree Safety Inspection

11

Water Hygiene Inspection & Testing

11

Water Systems Inspection & Testing

11

Water Testing

11

Premises & Land Portfolio Management

11

Access Agreements Administration

12

(8)

Contents

Business Classification

Page

Licensing Administration

12

Wayleaves Administration

12

Adverse Possession Claims Administration

12

Compensation Payments Administration

12

Covenant Release & Variation

12

Mortgages Management

12

Premises & Land Acquisition

12

Compulsory Purchase Administration

12

Freehold Acquisition

12

Leasehold Acquisition

12

Premises & Land Disposal

12

Freehold Disposal

12

Leasehold Disposal

12

Premises Rating Negotiation

12

Premises Review

13

Premises & Land Valuation

13

Tenancies Management

13

Lease Granting

13

Rent Review

13

Tenancy Renewal Administration

13

Tenancy Surrender & Termination Administration

13

Vehicle Fleet Management

13

Driver Management

13

Driver Log Maintenance & Inspection

13

Driving Licence Inspection

13

Tachograph Inspection & Monitoring

13

Vehicle & Plant Management

13

Vehicle Equipment & Plant Inspection Maintenance Servicing Repair

13

Defects Reporting

14

(9)

Contents

Business Classification

Page

Maintenance Servicing & Inspection Scheduling

14

Maintenance Servicing & Repair

14

Vehicle Accident Reporting

14

(10)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Corporate Governance

Property Management

Equipment Management

Defects Reporting Notification of defects relating to portable

equipment: Excluding fixed equipment, systems & plant

Close records at disposal of equipment

Retain records for 6 years after Date Closed

Destroy Limitation Act 1980 (unless in addition legislation or regulations relate to specific types of equipment)

Equipment Transport & Use Administration

Administration of equipment transport & use Close records at disposal of equipment

Retain records for 6 years after Date Closed

Destroy Limitation Act 1980 (unless in addition legislation or regulations relate to specific types of equipment)

Equipment Inspection Testing & Maintenance Scheduling

Inspection, testing & maintenance scheduling: Excluding fixed equipment, systems & plant

Close records at disposal of equipment

Retain records for 6 years after Date Closed

Destroy Limitation Act 1980 (unless in addition legislation or regulations relate to specific types of equipment)

Equipment Inspection Testing Maintenance & Repair

Inspection, testing, maintenance & repair of portable equipment Excluding fixed equipment, systems & plant

Close records at disposal of equipment

Retain records for 6 years after Date Closed

Destroy Limitation Act 1980 (unless in addition legislation or regulations relate to specific types of equipment)

Equipment Storage Administration Administration of portable equipment storage Close records at disposal of equipment

Retain records for 6 years after Date Closed

Destroy Limitation Act 1980 (unless in addition legislation or regulations relate to specific types of equipment)

Facilities Management

Car Parking Administration Administration of staff & visitor car parking *

Catering Provision Administration of event catering Retention period starts from Date Created

Retain records 3 Months after Date Created

Destroy Food Safety Act 1990

Lettings Administration

Corporate governance, management, business administration and support functions that enable SCC to fulfil its public service functions

Management of property owned, leased or managed by SCC, or for which SCC is responsible Including: Equipment (portable), facilities land, livestock, planning application preparation, premises & fixed plant & systems, premises & land portfolio & vehicle fleet

Management of equipment (portable) (including furniture) Including: Inspection, testing, maintenance & repair, use & transport of equipment: Excluding fixed equipment, systems & plant & inventories of equipment

Management of SCC facilities Including: Staff & visitor car parking administration, venue letting administration & licence application Excluding: Equipment & premises management

Administration of letting of SCC venues for meetings & events Including: Enquiries, venue & resources booking administration, catering provision & event planning Excluding: Course & event content & attendee booking administration & risk assessment

(11)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Enquiries Processing Processing of SCC venue letting & resource availability enquiries for meetings & events

Retention period starts from Date Created

Retain records for 1 year from Date Created

Destroy Business Need

Event Planning Planning for events taking place at SCC venues Excluding: Event content

Close records at end of event

Retain records for 6 years after Date Closed

Destroy Business Need

Venue & Resources Booking Administration

Administration of SCC venue & resources bookings Close records at end of event

Retain records for 6 years after Date Closed

Destroy Business Need

Licensing & Registration Administration

Alcohol Sales & Entertainment Licence Application

Administration of alcohol licences applications required for venues & events

Close records at licence surrender or withdrawal

Retain records for 1 year after Date Closed

Destroy Licensing Act 2003, Licensing Act (Premises Licenses and Club Premises Certificates) Regulations 2005, Licensing Act (Permitted Temporary Activities) (Notices) Regulations 2005

Marriage & Civil Partnership Premises Registration

Application to licence SCC premises to be used for weddings & civil partnership ceremonies

Permanent retention starts from Date Created

Retain records permanently

DO NOT DESTROY Marriage Act 1994, Marriages and Civil Partnership (Approved premises) Regulations 2005

Security Management

Security Management Management of security of premises & sites *

Land Management

Access Permission (Events & Activities) Administration

Administration of access rights for events & activities taking place on land owned or administered by SCC Excluding: Easements, Wayleaves, Licences & Commoners Rights

Close records at end of permission period

Retain records for 6 years after Date Closed

Destroy Business Need

Advice Provision Provision of land management advice Retention period starts from Date Created

Retain records for 12 years from Date Created

Destroy Limitation Act 1980 Management of security of premises & sites

Management of land Including: Land management planning, maintenance & improvement, administration of access permissions (Excluding: easements, wayleaves, licences & common rights), provision of land management advice, control & management of alien & invasive species, animal pest control, game animal management, plant & animal disease control, Bye Law enforcement, commons management (Excluding: registration & land searches), administration of environmental consents Excluding: premises sites & grounds

Administration of licence applications required for venues & events

(12)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Alien & Invasive Species Control & Management

Management & control of alien & invasive species of plants & animals

Close records at end of monitoring period , or when SCC no longer owns or leases land/premises

Retain records for 12 years after Date Closed

Destroy / Transfer to Staffordshire Record Office (Transfer subject to SRO survey & assessment) / Destroy if not selected by SRO for transfer

Business Need

Animal Pest Control Control of animal pests Close records at end of control activity monitoring period

Retain records for 12 years after Date Closed

Destroy / Transfer to Staffordshire Records Office

Business Need

Bye Law Enforcement Enforcement of Bye Laws relating to land Close records at

resolution of enforcement action

Retain records for 6 years after Date Closed

Destroy Business need, Relevant Bye Law(s)

Commons Management Management of commons Excluding: Registration & land searches

Close records at end of ownership, lease or responsibility for function

Retain records for 12 years after Date Closed

Destroy / Transfer to new owner / lessee

Business need

Game Animal Management

Casualty Management Management of game animal casualties Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy *

Cull Management Management of game animal culling Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy *

Game Sales License Application Application for game sales licence(s) Close records at expiry of licence

Retain records for 6 years after Date Closed

Destroy *

Population Monitoring Monitoring of game animal populations Retention period starts from Date Created

Retain records for 12 years from Date Created

Destroy Business Need

Land Maintenance & Improvement

Maintenance & Improvement Operations Carrying out of maintenance & improvement works Close records at end of ownership or lease, or end of life of implemented improvement

Retain records for 0 years from Date Closed

Destroy / Transfer to new owner

Business need

Maintenance & Improvement Programme Management

Management of programme(s) of land maintenance & improvement schemes

Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy SCC Financial Regulations Management of game animals Including: Population monitoring, management of casualties & culling & games sales licence application Excluding: Management of farmed animals (livestock)

Maintenance & improvement of land Including: Programme management, work scheduling & maintenance & improvement operations Excluding: Premises & plant maintenance, financial & contract management

(13)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Works Scheduling Scheduling of maintenance works Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy Business need

Land Management Planning

Site Management Planning Planning for the management of specific sites Close records when SCC no longer owns / responsible for land

Retain records for 0 years after Date Closed

Destroy / Transfer to new authority / owner

Business need

Strategic Land Management Planning Planning of the strategic management of land Close records when SCC no longer owns / responsible for land / responsible for function

Retain records for 0 years after Date Closed

Destroy / Transfer to new authority / owner

Business need

Plant & Wild Animal Disease Control & Management

Contingency Planning Contingency planning in the event that outbreaks or incidents of plant or animal disease occurs

Close records when superseded

Retain records for 6 years after Date Closed

Destroy / Transfer to Staffordshire Record Office (Transfer subject to SRO survey & assessment) / Destroy if not selected by SRO for transfer

Business need

Monitoring Monitoring for incidents, outbreaks or spread of plant & wild animal diseases

Close records at the end of routine monitoring period or end of specific outbreak or incident monitoring period

Retain records for 6 years after Date Closed

Destroy / Transfer to new authority &/or Transfer to Staffordshire Record Office (Transfer subject to SRO survey & assessment) / Destroy if not selected by SRO for transfer

Business need

Outbreak & Incident Management Management of incidents & outbreaks of plant & wild animal diseases

Close records at the end of routine monitoring period or end of specific outbreak or incident monitoring period

Retain records for 6 years after Date Closed

Destroy / Transfer to new authority &/or Transfer to Staffordshire Record Office (Transfer subject to SRO survey & assessment) / Destroy if not selected by SRO for transfer

Business need

Livestock Management

Animal Disease Prevention & Disease Treatment

Planning of the strategic management of land & management of specific sites

Control & management of plant & animal diseases not affecting public health & safety Including: Contingency planning, monitoring, & outbreak & incident management Excluding: Notifiable diseases in livestock animals constituting or potentially constituting a civil emergency or public health & safety risk

Management of livestock animals Including: Disease prevention & treatment, breeding & movement on & off premises

Prevention & treatment of disease in livestock animals Including: Administration relating to the storage & use of animal medicines, treatment administration, treatment scheduling, management of notifiable diseases & disease testing certification

(14)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Animal Medicines Administration Administration relating to the storage & use of animal medicines

Retention period starts from Last Action Date or last entry in register

Retain records for 3 years from Last Action Date or date of last entry in register

Destroy Animals, Meat & Products (Examination for residues and maximum residue limits) Regulations 1991

Disease Testing Certification Testing & certification of animals as being free from specific diseases e.g. sheep scrapie

Close / Transfer records at date removed from farm

Retain records for 0 years from Date Closed

Destroy / Transfer to new owner

Rare Breeds Survival Trust requirement

Notifiable Disease Monitoring & Reporting

Monitoring & reporting of notifiable animal diseases Excluding: Management of disease outbreaks

Close records at the end of routine monitoring period or end of specific outbreak or incident monitoring period

Retain records for 6 years after Date Closed

Destroy / Transfer to new authority &/or Transfer to Staffordshire Record Office (Transfer subject to SRO survey & assessment) / Destroy if not selected by SRO for transfer

Animal Diseases Control (interim measures) (England) Order 2002

Preventative Treatment Scheduling Scheduling of preventative treatments Close records when schedule superseded

Retain records for 6 years from Date Closed

Business need

Treatment Administration Administration of treatment Retention period starts from Last Action Date or last entry in register

Retain records for 3 years from Last Action Date or date of last entry in register

Destroy Animals, Meat & Products (Examination for residues and maximum residue limits) Regulations 1991

Livestock Breeding

Animal Registration Administration Registration of animal births & deaths Transfer records at date removed from farm

Retain records for O years from retention trigger event

Transfer *

Breeding Programme Administration Development & administration of planned breeding programme(s)

Close records at date programme superseded

Retain records for 1 year from Date Closed

Destroy Business need

Breeding & Pedigree Records Administration

Administration of breeding & pedigree records Transfer records at date of removal from farm

Retain records for O years from retention trigger event

Transfer Business need

Livestock Cull & Casualty Disposal Disposal of dead animals following casualty or cull Retention period starts from Date Created

Retain records for 10 years from Date Created

Destroy Welfare of Animals (Transport) Order 1997, Animal Diseases Control (interim measures) (England) Order 2002

Livestock Movement Administration

Administration of livestock breeding programme Including: Administration of breeding programmes, breeding, livestock animal birth registration & pedigree records administration

Notification & authorisation of livestock animal movements on & off premises

(15)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Livestock Movement Administration Notification & authorisation of livestock animal movements on & off premises

Close records at date of removed from farm

Retain records for 10 years from Date Closed

Destroy Welfare of Animals (Transport) Order 1997, Animal Diseases Control (interim measures) (England) Order 2002, Pigs (Records, Identification & Movement) Order 1995

Premises Management

Archived Drawings & Plans Non-standard descriptor - Property Plans,

drawings, maps etc. Intended to provide description for scanned 'archive' documents supporting a range of premises management activities. Note: NOT to be used for ongoing storage of plans, drawings & maps which should normally be associated with the function/activity they support.

Close records at end of ownership, lease or building

Retain records for 40 years from Date Closed

Destroy Control of Substances Hazardous to Health Regulations 2002

Building & Plant Maintenance

Building Maintenance Maintenance of buildings & minor works Excluding: Design & construction projects, maintenance of windows, roofs, fixed plant & grounds

Close records when work completed (on receipt of completion certificate)

Retain records for 6 years from Date Closed

Destroy Limitation Act 1980

Roof & Window Maintenance Maintenance of windows & roofs Excluding: Major building projects, financial & contract management

Close records when work completed (on receipt of completion certificate)

Retain records for 15 years from Date Closed

Destroy Limitation Act 1980 based on contract defects guarantee period

Conservation & Restoration Conservation & restoration of historic premises Transfer records at end of SCC ownership / lease

Retain records for O years from retention trigger event

Transfer to new owner Business need

Fault Reporting & Service Request Processing

Reporting of & responding to fault reports & service requests for premises maintenance & minor works

Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy Limitation Act 1980

Maintenance Scheduling Programming, scheduling of maintenance works Including: monitoring & review

Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy Business need

Plant Maintenance Maintenance, servicing & repair of fixed plant & systems Excluding: Portable equipment, financial & contract management

Close records at removal / disposal of plant

Retain records for 6 years from Date Closed

Destroy Limitation Act 1980

Management of premises & sites including: Design & construction, premises inspection, testing & maintenance, building & plant maintenance, energy management, facilities management, grounds maintenance, property portfolio management

Maintenance of buildings, fixed plant & systems Including: Fault reporting & service requests, scheduling of maintenance works, building maintenance, roof & window maintenance, plant maintenance, conservation & restoration Excluding: Maintenance of grounds & portable equipment, financial & contract

management

(16)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Design & Construction

Design Design of property construction & improvements Close records after date of decision not to proceed with / to cancel project, or close at end of contract defects period

(implemented projects with signed contracts). Or, Apply 15 year retention hold at end of contract defects period (implemented projects with sealed contracts). And Transfer required documents to premises Health & Safety File

Retain records for 6 years from Date Closed for cancelled projects & projects with signed contracts & 15 Years from Date Closed for projects with sealed contracts

Destroy / Transfer Construction (Design and Management)

Regulations 1994

Health & Safety File Compilation & Maintenance

Compilation & maintenance of statutory health & safety file documentation

Close records at end of ownership, lease or life of building

Retain records for 0 years from Date Closed

Destroy / Transfer to new owner

Construction Design and Management)

Regulations 1994 Programme Management Management of the programme of premises design

& construction schemes

Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy SCC Financial Regulations

Energy Management

Energy Audit Auditing of premise's energy usage. Retention period starts from Date Created

Retain records for 7 years from Date Created

Destroy Business need *

Energy Performance Advice Provision Provision of advice about premises energy performance

Retention period starts from Date Created

Retain records for 7 years from Date Created

Destroy Business need *

Energy Performance Certification Certification of premises energy performance Close records when certificate superseded

Retain records for 1 year from Date Closed

Destroy Business need *

Energy Use Monitoring Monitoring of premises energy use Retention period starts from Date Created

Retain records for 7 years from Date Created

Destroy Business need *

Heating System Control Control of premises' heating systems Close records when subsequent audit completed

Retain records for 1 year from Date Closed

Destroy Business need

Sustainable Energy Generation Planning Planning of sustainable/renewable energy generation for premises

*

Property design, construction, improvement & structural maintenance Including: programme management, design, supervision & compilation & maintenance of statutory health & safety file documentation Excluding: Financial & contract management

Management of energy Including: Heating system control, energy use monitoring, energy audits, energy performance advice, energy performance certification & sustainable energy generation planning

(17)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Grounds Maintenance

Grounds Maintenance Grounds maintenance operations Excluding: Land management, financial & contract management

Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy Limitation Act 1980

Works Scheduling Scheduling of grounds maintenance works Retention period starts from Date Created

Retain records for 2 years from Date Created

Destroy Business need

Planning Application Preparation

Planning Application Preparation Preparation & submission of planning applications for development or construction of SCC & supported organisation properties Excluding: Mineral & waste planning decision process & consultation on applications made to other planning authorities

Close records at end of planning process for rejected applications, or at end of ownership, lease or building for successful applications

Retain records for 6 years from Date Closed

Destroy Town and Country Planning Act 1990

Premises Inspection & Testing

Air Conditioning System Inspection & Testing

Inspection & testing of air conditioning systems Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Air Quality Monitoring Monitoring of air quality Retention period starts at Date Created

Retain records for 40 years from Date Closed

Destroy Control of Substances Hazardous to Health Regulations 2002

Asbestos Testing & Remediation

Asbestos Remediation Planning & implementation of asbestos remediation measures

Close records at end of ownership, lease, or life of building

Retain records for 40 years from Date Closed

Destroy / Transfer to new owner

Control of Substances Hazardous to Health Regulations 2002 Asbestos Surveying & Testing Surveying & testing for asbestos Close records at end of

ownership, lease, or life of building

Retain records for 40 years from Date Closed

Destroy / Transfer to new owner

Control of Substances Hazardous to Health Regulations 2002 Boiler Inspection & Testing Inspection & testing of boilers Close records when

equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Catering Equipment Inspection & Testing Inspection & testing of catering equipment Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Controlled Access Inspection Inspection of controlled accesses Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Maintenance of premises grounds Including: Works scheduling & maintenance operations Excluding: Land management, financial & contract management

Preparation & submission of planning applications for development or construction of SCC & supported organisation properties Excluding: Mineral & waste planning decision process & consultation on applications made to other planning authorities

Inspection, testing & monitoring of premises, systems, fixed plant & fixed equipment in/on SCC premises, or premises for which SCC is responsible Including: Asbestos & radon gas remediation measures Excluding: Portable equipment

Surveying & testing for asbestos & planning & implementation of remediation measures

(18)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Disabled Bathing Equipment Inspection & Testing

Inspection & testing of disabled bathing equipment Close records Close records at end of ownership or lease of premises, or removal of fixed equipment

Retain records for 6 years from Date Closed

Destroy Lifting Operations and Lifting Equipment Regulations 1998, Health and Safety at Work Act 1974, Workplace (Health and Safety and Welfare) Regulations 1992, Provision and Use of Work Equipment Regulations 1998

Emergency Lighting Inspection & Testing Inspection & testing of emergency lighting Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Fire Detection & Alarm System Inspection & Testing

Inspection & testing of fire detection & alarm systems

Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Fire Safety Equipment Inspection & Testing

Inspection & testing of fire safety equipment Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Fixed Electrical Installation Inspection & Testing

Inspection & testing of fixed electrical installations Close records Close records when superseded

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

Electricity at Work Act 1989, Health and Safety at Work Act 1974, Work Place Regulations 1992, Provision and Use of Work Equipment Regulations 1998 Fume Extraction Equipment Inspection &

Testing

Inspection & testing of fume extraction equipment Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Gas Appliance Inspection & Testing Inspection & testing of gas appliances Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Gas Systems Inspections & Testing Inspection & testing of gas systems Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Generator Inspection & Testing Inspection & testing of generators Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

(19)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Glass & Glazing Inspection Inspection of glass, glazing & associated fixtures/fittings & works

Close records at end of ownership or lease, life of building, or removal / replacement of glazing units

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

Health and Safety at Work Act 1974, Workplace (Health and Safety and Welfare) Regulations 1992 Inspection & Testing Scheduling Scheduling of inspections & testing Retention period starts

from Date Created

Retain records for 6 years from Date Created

Destroy Limitation Act 1980

Intruder Detection & Alarm System Inspection & Testing

Inspection & testing of intruder detection & alarm systems

Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Lift Inspection & Testing Inspection & testing of lifts Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Lightening Conductor Inspection Inspection of lightening conductors Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Nurse Call Systems Inspection & Testing Inspection & testing of nurse call systems Close records when equipment/system decommissioned

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Premises Access Audit Audit of premises accessibility Close records Close records when superseded

Retain records for 6 years from Date Closed

Destroy *

Premises Condition Assessment Condition assessment of premises Retention period starts from Date Created

Retain records for 21 years from Date Created

Destroy *

Premises Safety Inspection Premises safety inspection Close records Close records when superseded

Retain records for 6 years from Date Closed

Destroy Management of Health and Safety at Work Regulations 1999

Radon Gas Testing & Remediation

Radon Gas Inspection & Monitoring Surveying, testing for, & monitoring of radon gas Close records at end of ownership, lease, or life of building

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

Ionising Radiation Regulations 1999, Health and Safety at Work Act 1974, Workplace (Health and Safety and Welfare) Regulations 1992 Surveying & testing for radon gas & planning & implementation of remediation measures

(20)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Radon Gas Remediation Planning & implementation of radon gas remediation measures

Close records or transfer to new owner at end of ownership, lease, or life of building

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

Ionising Radiation Regulations 1999, Health and Safety at Work Act 1974, Workplace (Health and Safety and Welfare) Regulations 1992

Reservoir & Water Bodies Inspection Inspection of reservoirs & water bodies Close records when site inspection certificate superseded or SCC no longer responsible for site as inspection authority

Retain records for 15 years after Date Closed

Destroy / Transfer to new owner

Reservoirs Act 1975, Flood & Water Management Act 2010

Site Safety Inspection Site safety inspection Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy Management of Health and Safety at Work Regulations 1999, Limitation Act 1980 Structural Assessment Premises structural assessment Close records or transfer

to new owner at end of ownership, lease, or life of building

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Swimming Pool Plant Inspection & Testing

Inspection & testing of swimming pool plant Close records Close records at end of ownership or lease of premises, or removal of fixed equipment

Retain records for 6 years from Date Closed

Destroy *

Tree Safety Inspection Safety inspection of trees Close records at end of ownership or lease of land on which trees are situated, or removal of tree

Retain records for 6 years from Date Closed

Destroy / Transfer to new owner

*

Water Hygiene Inspection & Testing

Water Systems Inspection & Testing Inspection & testing of water systems Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy *

Water Testing Testing of water Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy *

Premises & Land Portfolio

Management

Inspection & testing of water & water systems

Management of premises & land portfolio Including: Premises review, acquisition & disposal, covenant release & variation, access agreements administration, premises rating negotiation, premises & land valuation, mortgages management, compensation payments administration, adverse possession claims & management of tenancies

(21)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Access Agreements Administration

Easements Administration Administration of easements providing entitlement or prohibiting third party to access land or premises

Close records at completion of property disposal unless their remaining benefit rights, or end of benefit rights

Retain records for 15 years from Date Closed

Destroy Business need

Licensing Administration Administration of licenses Excluding: licences relating to highways

Close records at expiry or surrender of licence

Retain records for 6 years from Date Closed

Destroy Business need

Wayleaves Administration Administration of wayleave access *

Adverse Possession Claims Administration

Adverse Possession Claims Administration

Administration of adverse possession claims *

Compensation Payments Administration

Compensation Payments Administration Administration of compensation payments Excluding: Financial Transactions

*

Covenant Release & Variation

Covenant Release & Variation Variation & release of covenants Close records at completion of property disposal unless their remaining benefit rights, or end of benefit rights

Retain records for 15 years from Date Closed

Destroy Business need

Mortgages Management

Mortgages Management Management of mortgages Close records at discharge of mortgage charge

Retain records for 6 years from Date Closed

Destroy *

Premises & Land Acquisition

Compulsory Purchase Administration Administration of compulsory purchase process Close records at purchase completion

Retain records for 15 years from Date Closed

Destroy *

Freehold Acquisition Acquisition of freehold property Close records at completion of disposal

Retain records for 15 years from Date Closed

Destroy *

Leasehold Acquisition Acquisition of property leasehold Close records at end, sale or transfer of lease

Retain records for 6 years from Date Closed

Destroy *

Premises & Land Disposal

Freehold Disposal Disposal of property freehold Close records at completion of disposal

Retain records for 15 years from Date Closed

Destroy *

Leasehold Disposal Disposal of property leasehold Close records at end, sale or transfer of lease

Retain records for 6 years from Date Closed

Destroy *

Premises Rating Negotiation

Administration of access agreements Including: Easements, wayleaves & licenses

Administration of adverse possession claims

Administration of compensation payments

Variation & release of covenants

Management of mortgages

Premises & land acquisition including purchase, transfer, donation, lease or rental Including: Compulsory purchase process

Disposal of property freehold & leasehold Including: sale under tenant's right to buy scheme

Negotiation of property rating

(22)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Premises Rating Negotiation Negotiation of property rating Close records at resolution of negotiations

Retain records for 12 years from Date Closed

Destroy *

Premises Review

Premises Review Review of property requirements Including: Property data collection & analysis, request processing & evaluation, user needs assessment, feasibility study, options appraisal,

Close records at

completion of subsequent review

Retain records for 6 years from Date Closed

Destroy Business need

Premises & Land Valuation

Premises & Land Valuation Valuation of premises & land Retention period starts from Date Created

Retain records for 10 years from Date Created

Destroy Business need

Tenancies Management

Lease Granting Granting leases Close records at end tenancy or surrender of lease

Retain records for 6 years from Date Closed

Destroy Limitation Act 1980

Rent Review Review of rent for premises & land leased to tenants

Close records at completion of review processes

Retain records for 15 years from Date Closed

Destroy Limitation Act 1980

Tenancy Renewal Administration Administration of tenancy renewal Close records at end of tenancy

Retain records for 6 years from Date Closed

Destroy *

Tenancy Surrender & Termination Administration

Administration of tenancy surrender & termination Close records at end of tenancy

Retain records for 6 years from Date Closed

Destroy *

Vehicle Fleet Management

Driver Management

Driver Log Maintenance & Inspection Maintenance & inspection of driver logs Retention period starts from Date Created

Retain records for 1 year from Date Created

Destroy Transport Act 1968, Drivers of Heavy Goods Vehicles (Keeping Records) Regulations 1987

Driving Licence Inspection Inspection of driving licences Retention period starts from Date Created

Retain records for 6 years from Date Created

Destroy Transport Act 1968, Drivers of Heavy Goods Vehicles (Keeping Records) Regulations 1987

Tachograph Inspection & Monitoring Inspection & monitoring of driver/vehicle tachographs

*

Vehicle & Plant Management

Vehicle Equipment & Plant Inspection Maintenance Servicing Repair

Review of property requirements Including: Property data collection & analysis, request processing & evaluation, user needs assessment, feasibility study,

Management of vehicle & plant fleet Including: Inspection, maintenance & servicing, & vehicle accident reporting

Maintenance & servicing of vehicles, vehicle equipment & plant Including: Maintenance, servicing & Inspection scheduling, inspection & testing, defects reporting, & maintenance, servicing & repair

Valuation of premises & land

Management of tenancies Including: Lease granting, tenancy renewal, surrender & termination, & rent review

Management of vehicle fleet Including: Management of vehicles & plant, & driver management Excluding: Transport provision, capacity management, scheduling & route planning, leasing, purchase & disposal

Management of vehicle & plant drivers Including: Driver log maintenance & inspection, driving licence inspection & tachograph monitoring

(23)

Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure

Retention Period Disposal Action (following end of retention period)

Authority

Defects Reporting Reporting of vehicle, vehicle equipment defects Close records at disposal of vehicle, plant &/ or equipment

Retain records for 6 years from Date Closed

Destroy Transport Act 1968, Limitation Act 1980

Inspection & Testing Inspection & testing of vehicles, vehicle equipment & plant

Close records at disposal of vehicle, plant &/ or equipment

Retain records for 6 years from Date Closed

Destroy Transport Act 1968, Limitation Act 1980

Maintenance Servicing & Inspection Scheduling

Scheduling of servicing Close records at disposal of vehicle, plant &/ or equipment

Retain records for 6 years from Date Closed

Destroy Transport Act 1968, Limitation Act 1980

Maintenance Servicing & Repair maintenance, servicing & repair of vehicles, vehicle equipment & plant

Close records at disposal of vehicle, plant &/ or equipment

Retain records for 6 years from Date Closed

Destroy Transport Act 1968, Limitation Act 1980

Vehicle Accident Reporting

Vehicle Accident Reporting Reporting of vehicle accidents Excluding: Any subsequent insurance claims

Close records when claim settled, repair completed, or decision no action required

Retain records for 6 years from Date Closed

Destroy Transport Act 1968, Limitation Act 1980 * Retention policy to be developed/agreed with responsible department(s) * Awaiting publication of external guidance / Responsible department(s) to agree retention period * Responsible department(s) to advise of specific legislation, regulations & code(s) of practice, or business need to create & retain records relevant to business activity

Reporting of vehicle accidents Excluding: Any subsequent insurance claims

(24)

Index

Business Classification

Page

Access Agreements Administration

12

Access Permission (Events & Activities) Administration

2

Adverse Possession Claims Administration

12

Advice Provision

2

Air Conditioning System Inspection & Testing

8

Air Quality Monitoring

8

Alcohol Sales & Entertainment Licence Application

2

Alien & Invasive Species Control & Management

3

Animal Disease Prevention & Disease Treatment

4

Animal Medicines Administration

5

Animal Pest Control

3

Animal Registration Administration

5

Archived Drawings & Plans

6

Asbestos Remediation

8

Asbestos Surveying & Testing

8

Asbestos Testing & Remediation

8

Boiler Inspection & Testing

8

Breeding & Pedigree Records Administration

5

Breeding Programme Administration

5

Building & Plant Maintenance

6

Building Maintenance

6

Bye Law Enforcement

3

Car Parking Administration

1

Casualty Management

3

Catering Equipment Inspection & Testing

8

Catering Provision

1

Commons Management

3

Compensation Payments Administration

12

Compulsory Purchase Administration

12

(25)

Index

Business Classification

Page

Contingency Planning

4

Controlled Access Inspection

8

Corporate Governance

1

Covenant Release & Variation

12

Cull Management

3

Defects Reporting

1

Defects Reporting

14

Design

7

Design & Construction

7

Disabled Bathing Equipment Inspection & Testing

9

Disease Testing Certification

5

Driver Log Maintenance & Inspection

13

Driver Management

13

Driving Licence Inspection

13

Easements Administration

12

Emergency Lighting Inspection & Testing

9

Energy Audit

7

Energy Management

7

Energy Performance Advice Provision

7

Energy Performance Certification

7

Energy Use Monitoring

7

Enquiries Processing

2

Equipment Inspection Testing & Maintenance Scheduling

1

Equipment Inspection Testing Maintenance & Repair

1

Equipment Management

1

Equipment Storage Administration

1

Equipment Transport & Use Administration

1

Event Planning

2

Facilities Management

1

(26)

Index

Business Classification

Page

Fire Detection & Alarm System Inspection & Testing

9

Fire Safety Equipment Inspection & Testing

9

Fixed Electrical Installation Inspection & Testing

9

Freehold Acquisition

12

Freehold Disposal

12

Fume Extraction Equipment Inspection & Testing

9

Game Animal Management

3

Game Sales License Application

3

Gas Appliance Inspection & Testing

9

Gas Systems Inspections & Testing

9

Generator Inspection & Testing

9

Glass & Glazing Inspection

10

Grounds Maintenance

8

Grounds Maintenance

8

Health & Safety File Compilation & Maintenance

7

Heating System Control

7

Inspection & Testing

14

Inspection & Testing Scheduling

10

Intruder Detection & Alarm System Inspection & Testing

10

Land Maintenance & Improvement

3

Land Management

2

Land Management Planning

4

Lease Granting

13

Leasehold Acquisition

12

Leasehold Disposal

12

Lettings Administration

1

Licensing & Registration Administration

2

Licensing Administration

12

Lift Inspection & Testing

10

(27)

Index

Business Classification

Page

Livestock Breeding

5

Livestock Cull & Casualty Disposal

5

Livestock Management

4

Livestock Movement Administration

5

Maintenance & Improvement Operations

3

Maintenance & Improvement Programme Management

3

Maintenance Scheduling

6

Maintenance Servicing & Inspection Scheduling

14

Maintenance Servicing & Repair

14

Marriage & Civil Partnership Premises Registration

2

Monitoring

4

Mortgages Management

12

Notifiable Disease Monitoring & Reporting

5

Nurse Call Systems Inspection & Testing

10

Outbreak & Incident Management

4

Planning Application Preparation

8

Plant & Wild Animal Disease Control & Management

4

Plant Maintenance

6

Population Monitoring

3

Premises & Land Acquisition

12

Premises & Land Disposal

12

Premises & Land Portfolio Management

11

Premises & Land Valuation

13

Premises Access Audit

10

Premises Condition Assessment

10

Premises Inspection & Testing

8

Premises Management

6

Premises Rating Negotiation

12

Premises Review

13

(28)

Index

Business Classification

Page

Preventative Treatment Scheduling

5

Programme Management

7

Property Management

1

Radon Gas Inspection & Monitoring

10

Radon Gas Remediation

11

Radon Gas Testing & Remediation

10

Rent Review

13

Reservoir & Water Bodies Inspection

11

Roof & Window Maintenance

6

Security Management

2

Site Management Planning

4

Site Safety Inspection

11

Strategic Land Management Planning

4

Structural Assessment

11

Sustainable Energy Generation Planning

7

Swimming Pool Plant Inspection & Testing

11

Tachograph Inspection & Monitoring

13

Tenancies Management

13

Tenancy Renewal Administration

13

Tenancy Surrender & Termination Administration

13

Treatment Administration

5

Tree Safety Inspection

11

Vehicle Equipment & Plant Inspection Maintenance Servicing Repair

13

Vehicle & Plant Management

13

Vehicle Accident Reporting

14

Vehicle Fleet Management

13

Venue & Resources Booking Administration

2

Water Hygiene Inspection & Testing

11

Water Systems Inspection & Testing

11

(29)

Index

Business Classification

Page

Wayleaves Administration

12

Works Scheduling

4

References

Related documents

Unlike the Due Process Clause, Justice Thomas found the Privileges or Immunities Clause to be more grounded in history and tradition, thereby offering the Court a guiding

The observed mid-infrared spectra and mid-/far-infrared SED shown in Figure 6 are reproduced by three components as discussed in the text: (1) starburst — M 82 spectrum (dashed

programs at: UMass Amherst UMass Medical University of London University of Washington Notre Dame University of Illinois University of Chicago Ohio State University Vanderbilt.

In his great balloon he sailed over the top of the world, hung over the "hole" that leads to the Earth's interior surface, descended, found

The Retention & Disposal Schedules have been issued as a guide to assist departments throughout the Council maintain good records management practices of all records created,

He again withdraws 25% of mixture of cola and again replaces with water and the process was repeated two more times till he finds 567 ml of pure cola left in the mixture... All

In addition to the RF generated using all available variables, RFs were generated using acoustically derived variables only (to explore how well the method

This review explores the process of dropping out and potential dropouts as the literature studies the primary question of this research: “What lessons are learned from portraits