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

 

Contents

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 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

 

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 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

 

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 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

 

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 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

 

C1.5 Training
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

 

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 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

 

D1.2 Subject Access Requests (SAR)
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

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 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

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 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

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 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

K1.1 Mayoral Administration
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

 

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 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

 

K1.4 Civic Events
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

 

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 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

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 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

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 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

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 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

Q1.1 Insurance policies
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

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 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

U1.1 Grant records
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

V1.1 General records
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

 

V1.2 Mayor’s Cadet
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

 

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 3rd parties

V1.5 Town Crier
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

 

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 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

Y1.1 Weston Community Centre
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

 

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 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

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