How long we keep records
| Type of Record | |
|---|---|
| Mental Health | Destroy 10 years after last contact or death |
| Safeguarding - Barred Cases | Destroy 3 years after death or 80 years after final entry on record - whichever is the earliest |
| Safeguarding - Non-barred Cases - High Priority | Destroy 30 years after final action on case |
| Safeguarding - Non-barred Cases - Medium Priority | Destroy 20 years after final action on case. |
| Safeguarding - Non-barred Cases - Low Priority (Level 3) | Destroy 10 years after final action on case |
| Safeguarding - Non-barred Cases - Low Priority (Level 2) | Destroy 5 years after final action on case. |
| Safeguarding - Non-barred Cases - Low Priority (Level 1) | Destroy 3 years after final action on case |
| Safeguarding - service users | Destroy 6 years after last contact or death |
| Day service provision | Destroy 6 years after last contact or death |
| Learning disability | Destroy 6 years after last contact or death |
| Physical disabilities | Destroy 6 years after last contact or death |
| Sensory disability | Destroy 6 years after last contact or death |
| Rehabilitation and discharge | Destroy 6 years after last contact or death |
| Occupational therapy | Destroy 6 years after last contact or death |
| Domiciliary Care | Destroy 3 years after last contact or death |
| Substance Misuse | Destroy 10 years after last contact or death |
| Provision of services | Destroy 7 years after last contact or death |
| Residential Homes - registers | Permanent. Offer to County Archives Service |
| Residential Homes - diaries | Destroy 25 years after end of year |
| Residential Homes – handover notes | Destroy 25 years after end of year |
| Residential Homes – Staff Rota | Destroy 25 years after end of year |
| Residential Homes – Staff Files | Destroy 6 years after termination |
| Timesheets | Destroy 6 years after end of year |
| Deputeeships | Destroy in accordance with category of service user e.g. Mental Health – Destroy 10 years after death or last contact |
| Finance - Fairer Charging, Collections | Destroy 6 years after last action |
| Blue Badge Licences | Destroy 2 years after issue |
| European Objective 1 and Interreg grant-funded Project Grants | For the 2000-2006 Programme, WEFO have confirmed 30th September 2017 as the latest retention date for these projects. |
European Convergence & Interreg grant -funded Project Files 2007-13 |
For the 2007-2013 Programme, the earliest, for each and every project, the original documentation can be destroyed is December 2024 |
| Rural Development Plan (RDP) grant-funded Project Files - 2007-13 programme | The earliest, for each and every project, the original documentation can be destroyed is December 2024 |
| Rural Development Plan (RDP) grant-funded Project Files 2014-2020 programme | The earliest, for each and every project, the original documentation can be destroyed is December 2030 |
| European Structural Investment Fund Programmes 2014-2020 | The earliest for each and every project, the original documentation can be destroyed is at least 3 years following closure of project. Retention date will be project specific as per approval letter/SLAs where Authority is not the lead beneficiary |
| Type of record | Retention periods |
|---|---|
| Additional Learning Needs | Destroy 21 years from closure |
| Adoption: Children’s Files | Destroy 100 years from adoption |
| Adoption: Adoptive Parents’ Files | Destroy 100 years from adoption |
| Adoption: Non approved prospective adopters | Destroy 10 years from closure |
| Child in Need | Destroy 10 years from closure |
| Educational and Child Psychology | Destroy 35 years from closure |
| Education Welfare | Destroy 21 years from closure |
| Fostering: Children’s Files | Destroy 75 years from 18th birthday |
| Fostering: Carers' Files | Destroy 35 years after last contact or death |
| Fostering: Non approved prospective foster carers | Destroy 10 years from closure |
| Learning Disabilities | Destroy 10 years from closure Transfer to Adult team if 18th birthday falls within retention period |
| Looked After | Destroy 75 years from 18th birthday |
| Physical Disabilities |
Destroy 10 years from closure |
| Safeguarding | Destroy 35 years from closure |
| Residential Homes (Looked After) | Permanent Offer to County Archives Service 35 years from closure |
| Residential Homes (Respite): Children's Files | Destroy 75 years from 18th birthday |
| Residential Homes (Respite) Homes' files e.g. Rotas, Handover |
Destroy 35 years from closure |
| Training Only if employee worked with children. |
Destroy 25 years after termination of employee |
| Youth Offending and Prevention | Destroy 25 years from date of birth |
| Staff Supervision Notes | Destroy 25 years from termination of employment |
| Type of record | Retention periods |
|---|---|
| Emergency/Disaster plan | Permanent. Offer to County Archive Service |
| Test results for emergency/disaster plan | Destroy 10 years after closure |
| Major incidents, all activities whether emergency plan has been invoked or not | Permanent. Offer to County Archive Service |
| Minor incidents | Destroy 10 years after closure |
| Type of record | Retention periods |
|---|---|
| Maintenance of council property - Manuals | Review 7 years after last action |
| Maintenance of council property - School building files | Review every 7 years |
| Maintenance of council property - Maintenance | Review - 7 years after last action (Life of ownership plus 15 years) |
| Maintenance of council property - Case files | Review - 7 years after last action (Life of ownership plus 15 years) |
| Maintenance of council property - Refurbishment tenders and contracts | Review - 7 years after conclusion of transaction |
| Maintenance of council property - Responsive maintenance case files | Review - 7 years after last action (Life of ownership plus 15 years) |
| Property acquisition and disposal - Disposals and Acquisitions | Review - 12 years after all obligations/entitlements concluded |
| Property acquisition and disposal - Disposals - Sale or write-off of property. | Review - 15 years after obligations or entitlements are concluded - Offer material re major/significant properties to Archivist for review. |
| Leasing and Occupancy -Lease, valuation queries, applications | Review 15 years after the expiry of the lease |
| Leasing and Occupancy -Requests for works, cleaning etc | Review 7 years after the conclusion of the transaction that the record supports |
| Housing Provision - Stock monitoring records | Review 4 years after last action |
| Review of Assets Status - Inventories, stocktaking, surveys of usage | Review 5 years after administrative use is concluded |
| Asbestos Monitoring | Review 40 Years from last action |
| Type of record | Retention periods |
|---|---|
| Draft minutes | Destroy after date of confirmation of the minutes |
| County Council Minutes | Permanent |
| Partnership, Agency and External Meetings | Permanent |
| Partnership, Agency and External Meetings | Destroy 3 years after last action |
| Political Parties Papers | Destroy 3 years after last action |
| Declaration of Interests | Destroy 1 year after ceasing to be an elected member |
| Details of the public who attend and speak at Council meetings | Destroy 3 months after meeting |
| Enquiries made though Councillor enquiry system | Destroy 6 years after receipt of enquiry |
| Elected members and co-opted representatives' details | Destroy 6 years after ceasing to be an elected or co-opted member |
| Complaints | Destroy 6 years after last action |
| School Admissions Appeals | Destroy 1 year after decision |
| Type of record | Retention periods |
|---|---|
| Sustainable Development | Until superseded or revoked |
| Strategy | Until superseded then consider if important enough to archive |
| Regional Development | Drafts to be destroyed on approval of plan |
| Community Development | Permanent. Offer to County Archive Service |
| Marketing Voluntary Sector Development | Until superseded |
| Business Development – Business Associations | Destroy after 7 years |
| Business development – unsuccessful projects | Destroy after 5 years |
| European Objective 1 and Interreg grant-funded Project Grants | For the 2000-2006 Programme, WEFO have confirmed 30th September 2017 as the latest retention date for these projects. |
| European Convergence & Interreg grant -funded Project Files 2007-13 | For the 2007-2013 Programme, the earliest, for each and every project, the original documentation can be destroyed is December 2024 |
| Rural Development Plan (RDP) grant-funded Project Files - 2007-13 programme | The earliest, for each and every project, the original documentation can be destroyed is December 2024 |
| Rural Development Plan (RDP) grant-funded Project Files 2014-2020 programme | The earliest, for each and every project, the original documentation can be destroyed is December 2030 |
| European Structural Investment Fund Programmes 2014-2020 | The earliest for each and every project, the original documentation can be destroyed is at least 3 years following closure of project. Retention date will be project specific as per approval letter/SLAs where Authority is not the lead beneficiary |
| Type of record | Retention periods |
|---|---|
| Additional Learning Needs | Destroy 35 years from closure |
| Educational and Child Psychology | Destroy 35 years from closure |
| Education Welfare | Destroy 21 years from closure |
| School Base Counselling | Destroy 25 years from Date of Birth |
| Child Performance & Child Work permit applications | Destroy 2 years after entitlement lapses |
| Free School Meals | Destroy 6 years from closure |
| School Meal Payments | Destroy 3 years from closure |
| School Admissions | Destroy 3 years from admittance |
| School Uniform Grant | Destroy 6 years from closure |
| Pupil Development Grant | Destroy 6 years from closure |
| Provision of School Transport | Destroy 6 years after school/college transport ceases |
| Adult Education | Destroy 6 years from closure - seek authorisation from WG if project/programme is funded by WG |
| All other records | Information Management Toolkit for Schools (.pdf) |
| Type of record | Retention periods |
|---|---|
| Summary certification of those eligible to vote | Permanent. Offer to County Archive Service |
| Voting - Local elections only | Destroy 6 months from close of poll |
| Voting - All national elections such as Referendums, Parliamentary and National Assembly | Destroy 6 months from close of poll |
| Results – Declaration of results | Destroy 6 months from date of election |
| Election Expenses –Local, National and Referendum elections | Destroy 24 months from date of election |
| Election Expenses – Community | Destroy 12 months from date of election |
| Postal Vote Applications | Destroy when cancelled down by Elector or deceased |
| House Enquiry Forms | Scanned into system and destroyed post 1 Dec of each year when new register comes into force |
| Individual Electoral Registration Forms, including Anonymous registration forms, oversee elector forms, Declaration of Local connection | Scanned into system and destroyed once elector's registration has successfully been processed |
| Nomination Papers | Destroy 12 months from date of election |
| Type of record | Retention periods |
|---|---|
| Pensions | Destroy 6 years from date of last pension payment |
| Reporting | Permanent - Offer to County Archive Service |
| Reporting | Destroy when administrative use is concluded |
| Reporting | Destroy - Minimum of 3 years from date of last entry |
| Reporting | Destroy - Minimum of 3 years from date of last entry |
| Maintaining assets | Destroy - 7 years after last action |
| Loan Register | Permanent - Offer to County Archive Service |
| Borrowing | Destroy 7 years after the loan has been repaid |
| Budget | Destroy 2 years after administrative use is concluded |
| Budget - Annual | Permanent - Offer to County Archive Service |
| Budget - Drafts and Estimates | Destroy 2 years after budget is adopted |
| Capital monitoring | Destroy 6 years from EOY |
| Funding Bids | Destroy 7 years from EOY |
| Rail Warrants | Destroy 6 years from EOY |
| Bank and Credit Card Statements | Destroy 6 years from EOY |
| Petty Cash Claims | Destroy 3 years |
| Purchase Orders and payments | Destroy 6 years after the conclusion of the transaction |
| Receipts | Destroy 6 years |
| Sub-contractor payments | Destroy 6 years |
| Delivery Notes | Destroy 2 years from EOY |
| Creditor Revenue Invoices: Centrally processed | Destroy 3 years from EOY |
| Creditor Revenue Invoices: Processing devolved to services areas | Destroy 6 years from EOY |
| Capital Invoices | Destroy 6 years from EOY |
| Cheque Requests | Destroy 3 years from EOY |
| BACS Controls Totals | Destroy 2 years from EOY |
| Statements - phones | Destroy 2 years from EOY |
| Statements - postal remittance | Destroy 3 years from EOY |
| Internal recharging | Destroy 3 years from EOY |
| Income Monitoring | Destroy 3 years from EOY |
| NI Notification and input records | Destroy 2 years from termination of employee |
| Council Tax Property Valuations | Permanent - Offer to County Archive Service |
| Council Tax and Business Rates Property Correspondence | Destroy 7 years from EOY |
| Housing Benefits | Destroy 7 years from EOY |
| VAT Receipt Book | Destroy 6 years from EOY |
| Car & Telephone Allowance Returns to I.R. | Destroy 6 years from EOY |
| Mileage Claims | Destroy 3 years from EOY |
| Payroll | Destroy 7 years from EOY |
| Summary pay reports | Destroy after administrative use is concluded |
| Mortgages | Destroy 6 years after last payment |
| Right to Buy | Destroy 12 years after sale of house |
| Rent Payments | Destroy 7 years from EOY |
| Home Improvement Grants | Destroy 6 years after last payment for grants under £50 000, For grants over £50 000 destroy 12 years after last payment |
| Asset Register | Permanent - Offer to County Archive Service |
| Subsidiary asset registers | Destroy 7 years after the conclusion of the transaction |
| Review of Assets Status | Destroy 5 years after administrative use is concluded |
| Stores Tickets | Destroy 3 years after administrative use is concluded |
| Maintaining Assets | Destroy 7 years after last action |
| Maintaining Plant and Equipment | Destroy 7 years after sale or disposal |
| Asset Acquisition and Disposal | Destroy 6 years, if under £50 000 or 12 years if over £50 000, after all obligations/entitlements are concluded |
| Insurance policies and Correspondence | Destroy 12 years after the terms of the policy have expired |
| Insurance renewal | Destroy 5 years after the insurance policy has been renewed |
| Insurance Claims | Destroy 7 years after all obligations/entitlements are concluded (allowing for the claimant to reach 25 years of age |
| European Objective 1 and Interreg grant-funded Project Grants | For the 2000-2006 Programme, WEFO have confirmed 30th September 2017 as the latest retention date for these projects. |
| European Convergence & Interreg grant -funded Project Files 2007-13 | For the 2007-2013 Programme, the earliest, for each and every project, the original documentation can be destroyed is December 2024 |
| Rural Development Plan (RDP) grant-funded Project Files - 2007-13 programme | The earliest, for each and every project, the original documentation can be destroyed is December 2024 |
| Rural Development Plan (RDP) grant-funded Project Files 2014-2020 programme | The earliest, for each and every project, the original documentation can be destroyed is December 2030 |
| European Structural Investment Fund Programmes 2014-2020 | The earliest for each and every project, the original documentation can be destroyed is at least 3 years following closure of project. Retention date will be project specific as per approval letter/SLAs where Authority is not the lead beneficiary |
| Type of record | Retention periods |
|---|---|
| Ensuring health of staff - Health questionnaires,recommendations, restrictions | Destroy 75 years after DOB |
| Eye Testing for Display screen | Destroy 3 years after test |
| Equipment inspection | Destroy 6 Years from destruction of the equipment |
| General Monitoring | Destroy 3 Years from last action |
| Asbestos Monitoring | Destroy 40 Years from last action |
| Radon Monitoring | Destroy 50 Years from last action or at age 75 years whichever is the greater |
| Ensuring safe systems of work | Retain until superseded or process ceases +1 year |
| Risk assessment | Destroy 3 Years from last assessment |
| Accident books and reports - Adults | Destroy 5 Years from closure |
| Accident books and reports - Children | Destroy 25 Years from closure |
| Type of record | Retention periods |
|---|---|
| Registration of individuals housing applications | Permanent - Offer to County Archive Service |
| Unsuccessful applications | Destroy 5 years after closure |
| Management of the tenancy of an individual tenant | Destroy 12 years after termination of tenancy |
| Home Improvement Grants | Destroy 6 years after last payment for grants under £50 000, For grants over £50 000 destroy 12 years after last payment |
| Rent arrears | Destroy 7 years after closure |
| Right to buy | Destroy 12 years from termination of tenancy |
| Type of record | Retention periods |
|---|---|
| Training - not occupational health and safety or children related | Destroy 2 years after action completed |
| Training (concerning children) | Destroy 35 years after training completed, or last entry |
| Training (occupational health and safety training) | Destroy 50 years after training completed |
| Training (materials) | Destroy 1 year after course is superseded |
| Training (proof of completion) | Destroy 10 years after action completed |
| Type of record | Retention periods |
|---|---|
| Contracts/Tenders - Ordinary Contracts | Destroy 2 years after contract let or not proceeded with |
| Contracts/Tenders - Contracts Under Seal | Destroy 6 years after terms of contract have expired |
| Unsuccessful Tenders | Destroy 1 year after start of contract |
| Tender Issuing and Return | Destroy 1 year after start of contract |
| Conveyancing | Destroy 12 years after closure |
| Registration | Destroy 3 years after closure |
| LItigation | Destroy 15 years after last action |
| Advice on point of law | Destroy 3 years after last action - unless a major precedent, then offer to County Archive Service |
| Agreements | Destroy 6 years after agreement expires or is terminated |
| Tenancy Agreements | Destroy 6 years after agreement expires or is terminated |
| Tenancy Agreements | Destroy 12 years after agreement expires or is terminated |
| Type of record | Retention periods |
|---|---|
| Corporate plans; Strategy plans; Annual reports | Permanent. Offer to County Archive Service |
| Corporate Planning and Reporting - Team / unit business | Destroy 3 years from closure |
| Statutory returns | Destroy 7 years from closure |
| Policy, Procedures, Strategy and Structures - Final versions | Permanent. Offer to County Archive Service |
| Policy, Procedures, Strategy and Structures - Monitoring and Review | Destroy 5 years from closure |
| Complaints - Register of complaints | Permanent. Offer to County Archive Service |
| Complaints - Responding to Complaints | Destroy 6 years from closure |
| Complaints - Reports resulting in a significant change to policy or procedures | Permanent. Offer to County Archive Service |
| Customer Services | Destroy 2 years from closure |
| Publications - Designing information for publication | Destroy 3 year from publication |
| Publications - All Publications | Permanent. Offer to County Archive Service |
| Media Relations - Media Engagement | Destroy 3 years from closure |
| Media Relations - Newspaper clippings; media reports | Permanent. Offer to County Archive Service |
| Marketing | Permanent. Offer to County Archive Service |
| Civic and Royal Events - Photographs; videos; sound | Permanent. Offer to County Archive Service |
| Civic and Royal Events - Organisation of events | Destroy 7 years after administrative use is concluded |
| Performance Management | Destroy 5 years from closure |
| Partnership, Agency and External Meetings | Permanent. Offer to County Archive Service |
| Public Consultation - Significant Policies | Destroy 5 years from closure |
| Public Consultation - Minor Policies | Destroy 1 year from closure |
| CCTV | Destroy 31 days and re-written |
| Type of record | Retention periods |
|---|---|
| Records containing superannuation information | Destroy 6 years from date of last pension payment |
| Terminated staff files - staff working with children | Review 25 years from termination |
| Terminated staff files - staff working with vulnerable adults | Review 6 years from termination |
| Terminated staff files - staff not working with children or vulnerable adults | Destroy 6 years from termination |
| Terminated staff files | See below for retention period for European Funded Programmes relating to staff not working with children or vulnerable adults. For staff working with children - Review 25 years from termination. For staff working with vulnerable adults - Review when project records are authorised to be destroyed. |
| Disciplinary and Capability - Oral warning | Destroy after 6 months |
| Disciplinary and Capability- Written warning | Destroy after 1 year |
| Disciplinary and Capability - Final warning | Destroy after 18 months |
| Disciplinary - Unfounded | Destroy immediately - except safeguarding issues |
| Grievances investigation - founded | The retention period relies on outcome of investigation, therefore refer to Disciplinary retentions. |
| Grievances investigation - unfounded | Destroy immediately |
| Equality - investigation and reporting | Destroy 5 years after action completed |
| Collective disputes | Offer to County Archive Service |
| Recruitment | Destroy 6 months year after recruitment |
| Performance and HPP - Probation reports and appraisals | Destroy 2 years after action completed, unless formal procedure is instigated |
| Leave - jury service, special leave and annual leave | Destroy 2 years after action completed |
| Statutory Absence - sickness, maternity, paternity and adoption | Destroy 6 years from termination |
| Attendance - Flexi sheets | Destroy after 6 months |
| Attendance - Timesheets | Destroy 6 years from EOY |
| Negotiations and Disputes concerning significant directions | Permanent.Offer to County Archive Service |
| Equal Pay Claims | Destroy 6 years after action completed |
| Routine training - not relating to children or occupational health and safety | Destroy 2 years after training completed |
| Training - concerning children | Destroy 35 years after training completed, or last entry |
| Training - occupational health and safety | Destroy 50 years after training completed, or last entry |
| Disclosure and Barring Service Checking | Destroy 6 months after receipt |
| Type of record | Retention periods |
|---|---|
| Systems Development & Support - Management of Systems | Destroy - 2 years after system no longer used |
| Systems Development & Support - Design and construction of systems. | Destroy - 2 years after system no longer used |
| Systems Development & Support -Development | Destroy - 2 years after system no longer used |
| Systems Development & Support - Implementation | Destroy - 2 years after system no longer used |
| Systems Development & Support - Integration and interfaces | Destroy - 2 years after system no longer used |
| Systems Development & Support - Maintenance | Destroy - 2 years after system no longer used |
| Systems Development & Support - Manuals | Destroy - 2 years after system no longer used |
| Council Website | Offer to County Archive Service |
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