Retention of Documents Policy - Macclesfield Town Council

Home » Your Council » Governing Documents » Retention of Documents Policy

Document Version Control
Version No.	Date	Changes made by	Comment
2		HW	Adopted by Full Council meeting 8.10.18
2.01	Dec 2018	HW	Reissued
2.02	Feb 2019		Adopted by Full Council meeting 4.2.19 Agenda item 9.3
2.03	Apr 2020	HW	Updated with volunteer records
3.00	Jun 2020		Adopted by Full Council meeting 15.6.20 Agenda item 10.4
3.01	Nov 2021	HW	Reviewed and updated to reflect DPA, retention of audio/video recordings and unsuccessful tenders/quotes
4.00	Dec 2021		Replaced references from EU GDPR to Data Protection Act 2018/UK GDPR as approved at Full Council 06/12/21 Amendments at 3.01 approved at Full Council 06/12/21

toc goes in here

1 Introduction

1.1 Macclesfield Town Council is obliged to maintain and retain documentation for a number of purposes, including audit, tax liabilities and in the event of legal disputes and proceedings. Subject to those reasons, papers and records may be destroyed if they are no longer of use or relevance.

1.2 Both the Freedom of Information Act 2000 (FOIA) and the UK GDPR require public bodies to manage information and its access in particular ways.

2 Strategic approach to record management

2.1 Macclesfield Town Council’s policy on record management will enable the Council to:

Comply with the relevant legislation and codes of practice,
Create authentic, reliable and useable records,
Support the Council’s business functions, including asset management,
Document the Council’s decisions and activities,
Reduce storage costs,
Facilitate the paperless office,
Enable the efficient and accurate retrieval of information,
Dispose correctly of records no longer required.

2.2 The Town Clerk will be responsible for record management. All initial queries should be made to the Town Clerk.

2.3 The DPO may undertake regular reviews of this policy to verify that it is in effective operation and advise of any changes for ongoing improvement.

3 Staff responsibility

3.1 All staff are obliged to:

Keep accurate records in an organised and accessible form,
Keep records for only as long as necessary,
Document actions and decisions in records,
Document reasons for the disposal of records,
Ensure all records created by the Town Council are relevant, complete and accurate, without any unsubstantiated or subjective commentary, and protected against unauthorised addition, deletion, alteration, use or concealment.

4 Periods of retention

4.1 The minimum periods for which various types of records must be kept are set out in the Retention Schedule at Annex A. These reflect statutory requirements, codes of practice and recommendations published by professional and other bodies. In the absence of any guidance, it will be the responsibility of the Town Clerk to determine a suitable retention period.

4.2 At the end of the retention period, the record must be assessed to determine whether it should be retained for a further period. This is particularly relevant where the record has been the subject of a request for access to information under the Data Protection Act (DPA) or the Freedom of Information Act (FOIA). This is the case even where access to information has been refused, as the record should be retained until the end of the period in which an appeal can be lodged or the appeals procedure exhausted.

5 Record disposal

5.1 Records designated for disposal must be securely disposed of to preserve confidentiality. No record is to be disposed of without the approval of the Town Clerk, reasons must be given for disposal, and a note made of which records are destroyed with their date of destruction.

Annex A

A1 Council

A1.1 Member Administration
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
A1.1.1	Register of Members addresses	Management	Date of next election + 2 years	Secure Disposal	Yes	Not protectively marked
A1.1.2	Allowance information (tax & NI)	Income Tax (Pay As You Earn) Regulations 2003, reg 97	Not less than 3 years after the end of the tax year to which they relate	Secure disposal	Yes	Confidential
A1.1.3	DBS checks	Management	Current year + 3 years (life of a DBS check)	Secure disposal	Yes	Confidential
A1.1.4	Record of meeting attendance	Local Government Act 1972, Sch 12 para 40	Date of next election + 2 years	Secure Disposal	Yes	Not protectively marked

A1.2 Register of Interests
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
A1.2.1	Register of Members interests, register of gifts and hospitality and register of third-party transactions	Localism Act 2011 Section 29	Date of next election + 6 years	Secure Disposal	Yes	Not protectively marked

A1.3 Corporate gifts
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
A1.3.1	Records relating to receipt of gifts	Management	Financial year of receipt + 8 years	Secure disposal	Yes	Not protectively marked

A1.4 Code of Conduct
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
A1.4.1	Records relating to Members Code of Conduct	Localism Act 2011 Section 28	Date of code of conduct + 6 years	Secure Disposal	No	Not protectively marked
A1.4.2	Records relating to the investigation of complaints about breaches of the Members Code of Conduct	Localism Act 2011 Section 28	Date investigation completed + 1 year	Secure Disposal	Yes	Confidential

A1.5 Member Training
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
A1.5.1	Records relating to the creation and management of Member induction and Member training	Management	Current year + 6 years	Secure Disposal	Yes	Not protectively marked

A1.6 Constitution
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
A1.6.1	Macclesfield Town Council Constitution (policies & procedures)	Management	Until superseded	Disposal	No	Not protectively marked
A1.6.2	Previous versions of Macclesfield Town Council Constitution policies	Management	Until superseded	Disposal	No	Not protectively marked

A1.7 Meetings
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
A1.7.1	Meeting schedule	Management	4 years	Disposal	No	Not protectively marked
A1.7.2	Agendas and reports for Full Council	Management	Date of meeting + 8 years	Disposal	No	Not protectively marked
A1.7.3	Agendas and reports for committee meetings	Management	Date of meeting + 8 years	Disposal	No	Not protectively marked
A1.7.4	Agendas and reports for Working Groups	Management	Date of meeting + 8 years	Disposal	No	Not protectively marked
A1.7.5	Draft minutes	Management	Until formal minutes signed	Disposal	No	Not protectively marked
A1.7.6	Signed minutes	Local Government Local Act 1972 Sch 12 para 41	Permanent	Not applicable	No	Not protectively marked	Personnel minutes are confidential
A1.7.7	Audio recordings of meetings	Management	Permanent	Disposal (secure if contains PII)	Yes	Personnel meetings are confidential	Personnel meetings are confidential
A1.7.8	Video recordings of meetings	Management	Permanent	Disposal	Yes	Personnel meetings are confidential	Personnel meetings are confidential
A1.7.9	Minute taking notes	Management	Until minutes are approved	Disposal (secure if contain PII)	No	Not protectively marked	Personnel minutes are confidential

B1 Accounting

B1.1 Budget
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
B1.1.1	Budget setting calculations	HMRC – Compliance Handbook Manual CH15400	Financial year + 6 years	Disposal	No	Not protectively marked
B1.1.2	Approved budgets	HMRC – Compliance Handbook Manual CH15400	Financial year + 6 years	Disposal	No	Not protectively marked
B1.1.3	Budget monitoring	HMRC – Compliance Handbook Manual CH15400	Financial year + 6 years	Disposal	No	Not protectively marked
B1.1.4	Cashbook & account book reconciliations	HMRC – Compliance Handbook Manual CH15400	Financial year + 6 years	Disposal	No	Not protectively marked

B1.2 Expenditure
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
B1.2.1	Paid invoices	HMRC – Compliance Handbook Manual CH15400	Financial year + 6 years	Disposal	Yes	Not protectively marked	Inc. remittance slips

B1.3 Income
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
B1.3.1	Paying in books/slips	HMRC – Compliance Handbook Manual CH15400	Financial year + 6 years	Secure disposal	Yes	Not protectively marked
B1.3.2	Cash receipt book	HMRC – Compliance Handbook Manual CH15400	Financial year + 6 years	Secure disposal	Yes	Not protectively marked

B1.4 Payroll
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
B1.4.1	Payroll records	HMRC – Compliance Handbook Manual CH15400	Financial year + 6 years	Secure disposal	Yes	Confidential
B1.4.2	Payroll forms	Management	Financial year + 6 months after employment ended	Secure disposal	Yes	Confidential

B1.5 Pensions
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
B1.5.1	Records relating to staff pension contributions	The Retirement Benefits Schemes (Information Powers) Regulations 1995 s.15	End of scheme + 6 years	Secure disposal	Yes	Confidential

B1.6 Banking
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
B1.6.1	Bank statements	HMRC – Compliance Handbook Manual CH15400	Financial year + 6 years	Secure disposal	Yes	Not protectively marked
B1.6.2	Cheque stubs	HMRC – Compliance Handbook Manual CH15400	Financial year + 6 years	Secure disposal	Yes	Not protectively marked

B1.7 Investment Management
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
B1.7.1	Investment records	Audit, Management	Permanent	Secure disposal	No	Not protectively marked

B1.8 Annual accounts
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
B1.8.1	All records relating to the closedown of annual accounts	Audit, Management	Permanent	n/a	No	Not protectively marked

B1.9 VAT
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
B1.9.1	VAT records	HMRC – Compliance Handbook Manual CH15400	Financial year + 6 years	Secure disposal	No	Not protectively marked

C1 Staff administration

C1.1 Absence
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
C1.1.1	Annual leave records	Limitation Act 1980 s.5	Financial year + 6 years	Secure disposal	Yes	Confidential
C1.1.2	Unpaid leave	Limitation Act 1980 s.5	Financial year + 6 years	Secure disposal	Yes	Confidential
C1.1.3	Parental leave	Limitation Act 1980 s.5	5 years from birth/adoption or 18 years if the child receives disability allowance	Secure disposal	Yes	Confidential
C1.1.4	Maternity/paternity leave	The Statutory Maternity Pay (General) Regulations 1986 s.26	Financial year + 3 years	Secure disposal	Yes	Confidential
C1.1.5	Sickness records	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
C1.1.6	Statutory sick pay (SSP) records	The Statutory Sick Pay (General) Regulations 1982, reg 13	3 years after the end of each tax year	Secure disposal	Yes	Confidential
C1.1.7	Medical certificates	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential

C1.2 Disciplinary matters
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
C1.2.1	Written warning	Management	Date of warning + 6 months	Secure disposal	Yes	Confidential
C1.2.2	Disciplinary records	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential

C1.3 Occupational Health
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
C1.3.1	Work place assessment records	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
C1.3.2	Health & safety training records	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential

C1.4 Personnel information
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
C1.4.1	Records relating to employment history	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
C1.4.2	References received	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
C1.4.3	Application & CV for successful candidates	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
C1.4.4	Application & CV for unsuccessful candidates	ICO Employment Practices Code para 1.7	6 months from date role filled or vacancy closed	Secure disposal	Yes	Confidential
C1.4.5	Interview notes	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
C1.4.6	Appraisal documentation (inc. probationary interviews, promotions & demotions)	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
C1.4.7	Next of kin information	Management	Termination of employment	Secure disposal	Yes	Confidential
C1.4.8	Timesheets	The Working Time Regulations 1998, Part II	2 years from the date on which they were made	Secure disposal	Yes	Confidential
C1.4.9	Induction records	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
C1.4.10	Employment contracts	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
C1.4.11	Copies of identification documents	Immigration (Restrictions on Employment) Order 200, s.6	2 years after employment ceases	Secure disposal	Yes	Confidential
C1.4.12	Job descriptions	Management	Until superseded	Secure disposal	No	Confidential
C1.4.13	DBS checks	Management	Current year + 3 years (life of a DBS check)	Secure disposal	Yes	Confidential
C1.4.14	Right to work checks	Right to work checks (Home Office)	2 years after employment ceases	Secure disposal	Yes	Confidential
C1.4.15	Salary information (tax & NI)	Income Tax (Pay As You Earn) Regulations 2003, reg 97	Not less than 3 years after the end of the tax year to which they relate	Secure disposal	Yes	Confidential
C1.4.16	Records concerning a temporary worker	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
C1.4.17	Redundancy records	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential

C1.5 Training
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
C1.5.1	Training records	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
C1.5.2	Training certificates	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Not protectively marked
C1.5.3	Training evaluation	Management	Termination of employment	Secure disposal	Yes	Not protectively marked

C1.6 Health and Safety
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
C1.6.1	Accident reports	The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995	3 years from date of accident	Secure disposal	Yes	Confidential

D1 Access to information

D1.1 Freedom of Information
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
D1.1.1	FOI requests	Management (standard practice)	Date of requests + 5 years	Secure disposal	Yes	Not protectively marked
D1.1.2	FOI responses	Management (standard practice)	Date of requests + 5 years	Secure disposal	Yes	Not protectively marked
D1.1.3	FOI records log	Management	8 years (2 council terms	Secure disposal	No	Not protectively marked

D1.2 Subject Access Requests (SAR)
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
D1.2.1	Subject access requests	Management	Date of request + 4 years	Secure disposal	Yes	Not protectively marked
D1.2.2	SAR responses	Management	Date of response + 4 years	Secure disposal	Yes	Not protectively marked
D1.2.3	SAR database	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked

E1 Communication

E1.1 Correspondence
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
E1.1.1	Members’ email	Management	End of service/resignation + 1 year	Disposal	Yes	Not protectively marked
E1.1.2	Officers’ email	Management	Duration of role + 1 year (exceptions detailed in scheme)	Disposal	Yes	Not protectively marked	Emails may be archived
E1.1.3	Messenger	Management	One month	Disposal	Yes	Not protectively marked
E1.1.4	Post	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
E1.1.5	Voice messages	Management	1 day	Secure disposal	Yes	Not protectively marked

E1.2 Publications
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
E1.2.1	Newsletters	Management	Permanent	Archive	No	Not protectively marked	Record of council service delivery
E1.2.2	Local People PR	Management	Permanent	Archive	No	Not protectively marked	Record of council service delivery
E1.2.3	Leaflets, flyers & posters	Management	Permanent	Archive	No	Not protectively marked	Record of council service delivery
E1.2.4	Website blogs	Management	4 years (1 council term)	Disposal	No	Not protectively marked

E1.3 Social media
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
E1.3.1	Twitter feeds	Management	Permanent	n/a	No	Not protectively marked	Feature of social media
E1.3.2	Facebook posts	Management	Permanent	n/a	No	Not protectively marked	Feature of social media
E1.3.3	Instagram	Management	Permanent	n/a	No	Not protectively marked	Feature of social media

E1.4 Annual reports
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
E1.4.1	Annual report	Management	Permanent	Archive	No	Not protectively marked	Record of council service delivery

E1.5 Transparency
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
E1.5.1	Council Expenditure	Local Government Transparency Code 2015	8 years (2 council terms)	Disposal	No	Not protectively marked
E1.5.2	Grants approved	Local Government Transparency Code 2015	8 years (2 council terms)	Disposal	No	Not protectively marked
E1.5.3	Fraud reporting	Local Government Transparency Code 2015	8 years (2 council terms)	Disposal	No	Not protectively marked
E1.5.4	Procurement	Local Government Transparency Code 2015	8 years (2 council terms)	Disposal	No	Not protectively marked

E2 Public contact

E2.1 Feedback
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
E2.1.1	Online form via MTC website	Management	n/a	n/a	Yes	Not protectively marked	Converted to email and not retained online

E2.2 Complaints
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
E2.2.1	Complaint	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
E2.2.2	Response	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked

E2.3 Enquiries
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
E2.3.1	Online form via MTC website	Management	n/a	n/a	Yes	Not protectively marked	Converted to email and not retained online

F1 Public Consultations

F1.1 Consultation surveys
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
F1.1.1	Paper surveys	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
F.1.1.2	Electronic surveys	Management	8 years (2 council terms)	Disposal	No	Not protectively marked

F1.2 Consultation responses
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
F1.2.1	Paper responses	Management	1 year from end of consultation	Secure disposal	No	Not protectively marked
F1.2.2	Online responses	Management	1 year from end of consultation	Secure disposal	No	Not protectively marked
F1.2.3	Collated response & associated reports	Management	8 years (2 council terms)	Disposal	No	Not protectively marked

G1 Asset Management

G1.1 Licences
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
G1.1.1	Licences associated with ICT hardware and software	Management	Date licence ends + 4 years	Secure disposal	No	Not protectively marked

G1.2 Asset valuation
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
G1.2.1	Asset register	Management	Permanent	Disposal	No	Not protectively marked

H1 Information security

H1.1 IT security
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
H1.1.1	Breach log	Management	8 years (2 council terms)	Secure disposal	No	Not protectively marked
H1.1.2	Records pertaining to the breach	Management	8 years (2 council terms)	Secure disposal	No	Not protectively marked

H1.2 Personal data security
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
H1.2.1	Breach log	Management	8 years (2 council terms)	Secure disposal	No	Not protectively marked
H1.2.2	Records pertaining to the breach	Management	8 years (2 council terms)	Secure disposal	No	Not protectively marked

I1 Business continuity

I1.1 Incident recording
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
I1.1.1	Incident log	Management	8 years (2 council terms)	Secure disposal	No	Not protectively marked
I1.1.2	Records relating to the incident	Management	8 years (2 council terms)	Secure disposal	No	Not protectively marked

J1 Records Management

J1.1 Disposal records
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
J1.1.1	Records relating to the disposal of ICT equipment	Management	Date of disposal + 8 years	Disposal	No	Not protectively marked
J1.1.2	Certificates for paper shredding	Management	Date of certificate + 8 years	Disposal	No	Not protectively marked
J1.1.3	Records relating to the disposal of emails	Management	Date of record + 4 years	Disposal	No	Not protectively marked
J1.1.4	Records relating to the disposal of documents	Management	Date of record + 4 years	Disposal	No	Not protectively marked

K1 Civic Functions

K1.1 Mayoral Administration
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
K1.1.1	Disabilities/allergies	Management	End of post	Secure disposal	Yes	Confidential
K1.1.2	Mayoral protocol	Management	Permanent	n/a	Yes	Not protectively marked
K1.1.3	Web page	Management	Permanent	n/a	Yes	Not protectively marked
K1.1.4	Weekly reports	Management	Two years	Disposal	No	Not protectively marked
K1.1.5	Correspondence (e.g. thank you letters)	Management	Two years	Secure disposal	Yes	Not protectively marked
K1.1.6	Event risk assessments	Management	Date of the event + 4 years	Secure disposal	No	Not protectively marked

K1.2 Civic Engagements
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
K1.2.1	Invitations	Management	8 years (2 council terms)	Disposal	Yes	Not protectively marked
K1.2.2	Online request form via MTC website	Management	n/a	n/a	Yes	Not protectively marked	Converted to email and not retained online
K1.2.3	Booking forms	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
K1.2.4	Postal correspondence	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
K1.2.5	Electronic correspondence	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
K1.2.6	Checklist forms	Management	Duration of Mayor’s term	Disposal	No	Not protectively marked
K1.2.7	Civic Diary	Management	8 years (2 council terms)	n/a	Yes	Not protectively marked

K1.3 Charity Fundraising Events
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
K1.3.1	Invitations	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
K1.3.2	Booking forms	Management	Delivery of event	Secure disposal	Yes	Not protectively marked
K1.3.3	Promotion	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
K1.3.4	Correspondence with venue/3^rd parties	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
K1.3.5	Copies of third party PLI	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
K1.3.6	Guest lists & guest information	Management	Delivery of event	Secure disposal	Yes	Not protectively marked

K1.4 Civic Events
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
K1.4.1	Invitations	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
K1.4.2	RSVPs	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
K1.4.3	Promotion	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
K1.4.4	Programme/Oder of Service	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
K1.4.5	Correspondence with venue/3^rd parties	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
K1.4.6	Copies of third party PLI	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
K1.4.7	Guest lists & guest information	Management	Delivery of event	Secure disposal	Yes	Not protectively marked

K1.5 Christmas Cards
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
K1.5.1	Distribution list	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
K1.5.2	Address labels	Management	1 year	Secure disposal	Yes	Not protectively marked

K1.6 Civic Awards
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
K1.6.1	Promotion	Management	8 years (2 council terms)	Secure disposal	No	Not protectively marked
K1.6.2	Completed nominations	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
K1.6.3	Nomination summary	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
K1.6.4	PR following ceremony	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked

L1 Events & projects

L1.1 Event planning & delivery
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
L1.1.1	Planning documentation (e.g. CEC event application, ESAG form, CEC road closure application, site plan)	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
L1.1.2	Risk assessments	Management	Date of the event + 4 years	Secure disposal	No	Not protectively marked
L1.1.3	Programme/Order of Service	Management	Permanent	Disposal	No	Not protectively marked	Record of council service delivery
L1.1.4	Third party risk assessments	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
L1.1.5	Service Level Agreements	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
L1.1.6	Business/resident info letters	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
L1.1.7	Copies of third party PLI	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
L1.1.8	Invitations	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
L1.1.9	Booking forms	Management	Delivery of event	Secure disposal	Yes	Not protectively marked
L1.1.10	Guest lists & guest information	Management	Delivery of event	Secure disposal	Yes	Not protectively marked

L1.2 Tree of Light
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
L1.2.1	Tree of light stars	Management	Festive period	Secure disposal	No	Not protectively marked	Stars hung on town centre Christmas tree

L2 Events & projects

L2.1 Projects
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
L2.1.1	Heritage trail	Management	Until superseded	Archive	No	Not protectively marked
L2.1.2	Cycle routes	Management	Until superseded	Archive	No	Not protectively marked
L2.1.3	Town Maps	Management	Until superseded	Archive	No	Not protectively marked
L2.1.4	Memorial Trail	Management	Until superseded	Archive	No	Not protectively marked
L2.1.5	Tunnicliffe Trail	Management	Until superseded	Archive	No	Not protectively marked

M1 Partnerships

M1.1 Service Level Agreements
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
M1.1.1	Signed Service Level Agreements	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked

N1 Audit

N1.1 Internal audit
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
N1.1.1	Audit report	Management	8 years (2 council terms	n/a	No	Not protectively marked

N1.2 External audit
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
N1.2.1	Audit submission	Management	Permanent	n/a	No	Not protectively marked
N1.2.2	Audit supporting documents	Management	Permanent	n/a	No	Not protectively marked
N1.2.3	Audit conclusion	Management	Permanent	n/a	No	Not protectively marked
N1.2.4	Audit certificate	Management	Permanent	n/a	No	Not protectively marked

O1 Media liaison

O1.1 Press releases & statements
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
O1.1.1	Press releases	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
O1.1.2	Press statements	Management	8 years (2 council terms)	Disposal	No	Not protectively marked

P1 Contracts/tenders

P1.1 Records of contracts & tenders
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
P1.1.1	Quotes	Management	3 years after tender awarded	Secure disposal	Yes	Not protectively marked
P1.1.2	Invitation to tender	Limitation Act 1980 s.5	6 years after end of contract	Disposal	No	Not protectively marked
P1.1.3	Unsuccessful tenders	Management	3 years after tender awarded	Secure disposal	Yes	Not protectively marked
P1.1.4	Successful tenders	Limitation Act 1980 s.5	6 years after tender awarded	Secure disposal	Yes	Not protectively marked
P1.1.5	Signed contracts	Limitation Act 1980 s.5	6 years after tender awarded	Secure disposal	Yes	Not protectively marked
P1.1.6	Contract/tender register	Management	Permanent	Archive	No	Not protectively marked

Q1 Insurance

Q1.1 Insurance policies
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
Q1.1.1	MTC Employer’s Liability and Public Liability Insurance policies	The Employers’ Liability (Compulsory Insurance) Regulations 1998	Date of expiry of policy + 40 years	Secure disposal	No	Not protectively marked
Q1.1.2	Claims made against MTC insurance policies – personal injury	Management	Case concluded + 4 years	Secure disposal	No	Not protectively marked
Q1.1.3	Register of insurance claims against MTC	Management	Permanent	Archive	No	Not protectively marked
Q1.1.4	Register of claims made by MTC (e.g. theft/fire)	Management	Permanent	Archive	No	Not protectively marked

R1 Photographs

R1.1 Members/Officers photographs
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
R1.1.1	Members (ward photos)	Management	Cessation of appointment	Secure disposal	Yes	Not protectively marked
R1.1.2	Members (PR & event photos)	Management	Permanent	Secure disposal	Yes	Not protectively marked	Record of council service delivery
R1.1.3	Officers (staff photo)	Management	Cessation of employment	Secure disposal	Yes	Not protectively marked
R1.1.4	Officers (PR & event photos)	Management	Permanent	Secure disposal	Yes	Not protectively marked	Record of council service delivery

R1.2 Event photographs
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
R1.2.1	Volunteers (official & engagement/events)	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked	e.g. Mayor’s Cadet, Chaplain
R1.2.2	Volunteers (Proof of ID/certification)	Management	Cessation of appointment	Secure disposal	Yes	Not protectively marked
R1.2.3	Civic events	Management	Permanent	Secure disposal	Yes	Not protectively marked	Record of civic year
R1.2.3	Community events	Management	Permanent	Secure disposal	Yes	Not protectively marked	Record of council service delivery
R1.2.4	Grant PR	Management	Permanent	Secure disposal	Yes	Not protectively marked	Record of council service delivery

S1 Consent forms

S1.1 Individuals consent to process their personal data
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
S1.1.1	Electronic	UK GDPR/DPA 2018	Permanent	n/a	Yes	Not protectively marked	Secure disposal if individual exercises their right to be forgotten
S1.1.2	Paper	UK GDPR/DPA 2018	Permanent	n/a	Yes	Not protectively marked	Secure disposal if individual exercises their right to be forgotten

T1 Whistleblowing

T1.1 Whistleblowing records
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
T1.1.1	Allegation	Management (standard practice)	Date of requests + 5 years	Secure disposal	Yes	Not protectively marked
T1.1.2	Correspondence with whistle blower	Management (standard practice)	Date of requests + 5 years	Secure disposal	Yes	Not protectively marked
T1.1.3	Investigative documentation	Management (standard practice)	Date of requests + 5 years	Secure disposal	Yes	Not protectively marked

U1 Grants

U1.1 Grant records
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
U1.1.1	Policy	Management	Until superseded	Disposal	No	Not protectively marked
U1.1.2	Small grant applications	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
U1.1.3	Large grant applications	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
U1.1.4	Application summary	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
U1.1.5	Grant offer letter	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
U1.1.6	Grant rejection letter	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
U1.1.7	Grant scheme feedback request	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
U1.1.8	Grant scheme feedback response	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked
U1.1.9	Grants committed log	Management	8 years (2 council terms)	Disposal	No	Not protectively marked

V1 Volunteers

V1.1 General records
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
V1.1.1	Interview form	Management	End of service + 6 years	Secure disposal	Yes	Confidential
V1.1.2	Registration form	Management	End of service + 6 years	Secure disposal	Yes	Confidential
V1.1.3	Role description and agreement	Management	End of service + 6 years	Secure disposal	Yes	Confidential
V1.1.4	Induction checklist	Management	End of service + 6 years	Secure disposal	Yes	Confidential
V1.1.5	Learning record	Management	End of service + 6 years	Secure disposal	Yes	Confidential
V1.1.6	ICT agreement form	Management	End of service + 6 years	Secure disposal	Yes	Confidential
V1.1.7	Equipment loan form	Management	End of service + 6 years	Secure disposal	Yes	Confidential
V1.1.8	Feedback form	Management	End of service + 6 years	Secure disposal	Yes	Confidential
V1.1.9	Expense form	Management	Financial year + 6 years	Secure disposal	Yes	Confidential

V1.2 Mayor’s Cadet
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
V1.2.1	Nomination	Management	8 years (2 council terms)	Secure disposal	Yes	Confidential
V1.2.2	Post acceptance (consent)	Management	8 years (2 council terms)	Secure disposal	Yes	Confidential
V1.2.3	Contact details	Management	4 years (1 council term)	Secure disposal	Yes	Confidential

V1.3 Mayor’s Chaplain
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
V1.3.1	Contact details	Management	4 years (1 council term)	Secure disposal	Yes	Confidential

V1.4 Mayoress/Consort
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
V1.4.1	Contact details	Management	4 years (1 council term)	Secure disposal	Yes	Confidential
V1.4.2	Disabilities/allergies	Management	End of post	Secure disposal	Yes	Confidential	Civic Officer may be required to share this information with 3^rd parties

V1.5 Town Crier
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
V1.5.1	Allowance information (tax & NI)	Income Tax (Pay As You Earn) Regulations 2003, reg 97	Not less than 3 years after the end of the tax year to which they relate	Secure disposal	Yes	Confidential
V1.5.2	DBS checks	Management	Current year + 3 years (life of a DBS check)	Secure disposal	Yes	Confidential
V1.5.3	Application & CV for successful candidates	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
V1.5.4	Application & CV for unsuccessful candidates	ICO Employment Practices Code para 1.7	6 months from date role filled	Secure disposal	Yes	Confidential
V1.5.5	Interview notes	Limitation Act 1980 s.5	6 years after employment ceases	Secure disposal	Yes	Confidential
V1.5.6	Contact details	Management	4 years (1 council term)	Secure disposal	Yes	Confidential

V1.6 Traffic Marshals
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
V1.6.1	Contact details	Management	4 years (1 council term)	Secure disposal	Yes	Confidential
V1.6.2	Traffic Management certificates	Management	8 years (2 council terms)	Secure disposal	Yes	Not protectively marked

V1.7 Working Group participants
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
V1.7.1	Contact details	Management	4 years (1 council term)	Secure disposal	Yes	Confidential

W1 Contacts

W1.1 Contact details
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
W1.1.1	Contacts spreadsheet	Management	Permanent	Secure disposal	Yes	Confidential	Reviewed annually for accuracy
W1.2.1	Key CEC Contacts spreadsheet	Management	Permanent	Secure disposal	Yes	Confidential	Reviewed annually for accuracy

X1 Competition

X1.1 Competition details & entries
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
X1.1.1	Competition details (purpose, guidelines, rules)	Management	8 years (2 council terms)	Disposal	No	Not protectively marked
X1.1.2	Entries	Management	End of competition	Secure disposal	Yes	Confidential
X1.1.3	Parental consent for publication (where applicable)	UK GDPR/DPA 2018	Permanent	n/a	Yes	Confidential

Y1 Buildings

Y1.1 Weston Community Centre
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
Y1.1.1	Deeds of Title	Management	Permanent	Disposal	No	Not protectively marked
Y1.1.2	Searches & Surveys	Management	Permanent	Disposal	No	Not protectively marked
Y1.1.3	Lease	Management	Permanent	Disposal	No	Not protectively marked

Y1.2 Town Centre Public Conveniences
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
Y1.2.1	Legal documentation	Management	Permanent	n/a	No	Not protectively marked

Z1 Allotments

Z1.1 Allotment records
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking
Z1.1.1	Records relating to allotment holder	Management	Tenure of plot	Secure disposal	Yes	Confidential
Z1.1.2	Legal documentation	Management	Permanent	n/a	No	Not protectively marked
Z1.1.3	Allotment policies	Management	Until superseded	Disposal	No	Not protectively marked

AA1 Services

AA1.1 Summer school
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
AA1.1.1	Summer school referrals	Management	Immediately following approval	Secure Disposal	Yes	Not protectively marked	Email to be deleted from Deleted Items and Trash folders

AB1 Generic

AB1.1 Manuals
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
AB1.1.1	Procedure manuals	Management	Until superseded	Disposal	No	Not protectively marked

AB1.2 IT support
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
AB1.2.1	Documentation on IT infrastructure	Management	Until superseded	Disposal	No	Not protectively marked
AB1.2.2	Documentation on IT support	Management	Until superseded	Disposal	No	Not protectively marked

AB1.3 Business Continuity
Ref	Description	Statutory Provision/Reason	Retention Period	Action at end of retention	Contains Personal Data	Indicative protective marking	Notes
AB1.3.1	Business Continuity plan	Management	Until superseded	Disposal	No	Not protectively marked
AB1.3.2	Business Continuity incident log	Management	8 years (2 council terms)	Disposal	No	Not protectively marked

Contents