Records Retention and Disposal Schedule
Property Management
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.
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
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
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
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
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
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
Contents
Business Classification
Page
Maintenance Servicing & Inspection Scheduling
14
Maintenance Servicing & Repair
14
Vehicle Accident Reporting
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
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
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
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
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
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
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
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
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
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
*
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
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
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
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
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