Retention of Documents Policy
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 |
|
Feb 2023 |
LS/NM |
A1.7.9 To change to ‘Dictaphone taking recordings for minutes’ from ‘Minute taking notes’. |
Contents
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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 |
|
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 |
|
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 |
|
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 |
|
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 |
|
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 |
|
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 |
Dictaphone recordings for minute taking |
Management |
Until minutes are approved |
Disposal (secure if contain PII) |
No |
Not protectively marked |
Personnel minutes are confidential |
B1 Accounting
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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 |
|
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 |
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 |
|
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 |
|
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 |
|
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 |
|
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 |
|
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 |
|
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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 |
|
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 |
|
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 |
|
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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 |
|
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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 |
|
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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 |
|
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
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 |
|
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 |
|
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 |
|
Management |
Permanent |
n/a |
No |
Not protectively marked |
Feature of social media |
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 |
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
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 |
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 |
|
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
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 |
|
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
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 |
|
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
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 |
|
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
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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 |
|
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 |
|
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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/3rd 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 |
|
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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/3rd 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 |
|
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 |
|
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
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 |
|
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
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
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 |
|
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
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 |
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
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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 |
|
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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 |
|
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 |
|
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 3rd parties |
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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 |
|
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 |
|
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
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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 |
|
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
Ref | Description | Statutory Provision/Reason | Retention Period | Action at end of retention | Contains Personal Data | Indicative protective marking | Notes |
---|---|---|---|---|---|---|---|
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
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
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 |
|
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 |
|
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 |
|