PUBLIC
Derbyshire County Council
Corporate Property
Retention Schedule
Derbyshire County Council: Corporate Property Retention Schedule.
DO NOT USE AFTER FEBRUARY 2016
PUBLIC
Derbyshire County Council: Corporate Property Retention Schedule.
DO NOT USE AFTER FEBRUARY 2016
Approval Sources and Ownership
Section Date
Detail
Version History
Version Date
1.00
2006
2.00
February
2014
Detail
First version
Second version – restructured and revised
2
Owner
Authorising Officer
Author
Alan Beastall
Andrew Rowan
Approval Officer
Alan Beastall
Jeremy Goacher
Derbyshire County Council: Corporate Property Retention Schedule.
DO NOT USE AFTER FEBRUARY 2016
PUBLIC
Introduction
The ongoing development of retention schedules is part of the commitment to good record keeping under the Authority’s Corporate
Records Management Policy. It provides consistent guidance on how long records within [name of department] should be retained.
In some situations the length of time the records are retained may vary due to the specific circumstances relating to the documents
concerned, in particular the integrity of records which pre-date this guidance cannot be assured. In addition to the time periods
specified, the Data Protection/Freedom of Information Officer and Corporate Records Manager will continue to liaise with and
advise colleagues in relation to their record keeping requirements.
Retention periods have been assigned after consideration of legal requirements, good practice guidance and the business needs of
the Department. The Schedule is designed to ensure that information is kept as long as necessary, whilst addressing compliance
with the Data Protection Act 1998.The retention periods within the schedule apply to information in all formats and should be
applied consistently regardless of whether the information is held manually or electronically. When storing information in electronic
format, only approved applications should be used to ensure long-term accessibility of information. Any records containing personal
data or confidential information (i.e. a record containing basic personal data, such as name, address, contact details, date of birth
or similar) should be disposed of in accordance with the Authority’s guidance on disposing of confidential waste (see Records
Disposal Policy: www.derbyshire.gov.uk/data). When retention periods for records have expired documents should be reviewed in
accordance with this guidance, with a view to disposal. If it is believed that there is justification to retain the data for longer, the
Departmental Data Protection/Freedom of Information Officer and Corporate Records Manager must be expressly involved in that
decision.
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Derbyshire County Council: Corporate Property Retention Schedule.
DO NOT USE AFTER FEBRUARY 2016
PUBLIC
Standard Operating Procedures
Some records do not need to be kept at all. Standard Operating Procedures (SOP) define all records which staff may routinely
destroy in the normal course of business. However, the retention/disposal schedule must still contain references and instructions
concerning them.
SOP usually applies to information that is duplicated, unimportant, or of only short term transactional or operational value.
Examples include:
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‘with compliments’ slips
catalogues and trade journals
reports from third parties circulated for information
journals of professional bodies or organisations
Telephone message slips
non-acceptance of invitations
trivial electronic mail messages or notes that are not related to Authority business
requests for standard information such as location maps, plans, contact details, opening hours or promotional material
out-of-date distribution lists/staff directories
minutes circulated for information
(Note, this is not an exhaustive list)
Duplicated and superseded material such as official stationery, manuals, drafts, forms, address books and reference copies of DCC
annual reports may be destroyed under SOP. Electronic copies of documents where a hard copy has been printed and filed, and
thermal paper facsimiles after making and filing a photocopy, are also covered by SOP and may be destroyed
SOP should not be applied to records or information that can be used as evidence– to prove that something happened or that a
decision was reached. Examples include: staff meeting minutes, public consultation papers or any record that has made a
significant contribution to the discussion of the business being conducted should be captured as a record and have a retention
period assigned.
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Derbyshire County Council: Corporate Property Retention Schedule.
DO NOT USE AFTER FEBRUARY 2016
PUBLIC
Glossary of Terms:
Closure: when a record ceases to be ‘current’ – this can be the when a set of minutes are formally agreed, or when a Help Desk
incident is formally closed. Many retention periods are triggered after the ‘closure’ of a record
Disposal: the processes associated with the end of a records lifecycle, they will typically include destruction of the records or
transfer of the records to Derbyshire Record Office for permanent preservation
Functional Description: the description of the function that the record serves (i.e. the functional description of a set of minutes is ‘the
process of preparing business…’)
Permanent: Retain the record permanently and transfer to Derbyshire Record Office
Record: the recorded evidence about an activity
Retention Action: the action regarding the retention of a record, these will be triggered by a particular event (i.e. the closure of a
record)
For further information regarding this retention schedule, orr records management generally, please contact the Council’s
Records Management Section at records.management@derbyshire.gov.uk or on ext. 39203
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PUBLIC
Derbyshire County Council: Corporate Property Retention Schedule.
DO NOT USE AFTER FEBRUARY 2016
Ref. No.
Functional Description
1
PROP
1.1
PROP
1.2
Retention Action
Examples of Records
Notes
Maintenance of council property
The process of ensuring the regular maintenance
of council property
7 years from last action
7 years from last action
The process of undertaken planned and
responsible maintenance of council property
PROP
1.3
The process of undertaking refurbishment of
council properties
7 years from completion
of works
PROP
1.4
2
The process of scheduling and planning
maintenance works
Property Acquisition and Disposal
3 years from closure
Business Requirement
PROP
2.1
The process of acquiring council property
Destroy 12 years from
closure
Limitations Act 1980
PROP
2.2
The process of negotiating land purchases
Destroy 12 years from
closure
Limitations Act 1980
PROP
2.3
The process of leasing council property
Destroy 6 years from
termination of lease
Limitations Act 1980
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PUBLIC
Derbyshire County Council: Corporate Property Retention Schedule.
DO NOT USE AFTER FEBRUARY 2016
Ref. No.
Functional Description
Retention Action
PROP
2.4
The process of valuing property
Destroy 12 years from
closure
Limitations Act 1980
PROP
2.5
The process of resolving claims arising from
property acquisitions
Destroy 6 years from
resolution
Limitations Act 1980
PROP
2.6
3
The process of disposing of council property
Property and land management
Destroy 12 years from
date of disposal
Limitations Act 1980
PROP
3.1
The process of managing access to council
property
Destroy 6 years from
closure
The Equalities Act 2010
PROP
3.2
The process of surveying council properties
Destroy 12 years from
closure
Limitations Act 1980
PROP
3.3
The process of managing the distribution and
allocation of council properties
Destroy 6 years from
closure
Business Requirement
PROP
3.4
The process of managing the energy usage
relating to council properties
Destroy 10 years from
closure
The Energy Performance of
Buildings Regulations 2012
PROP
3.5
The process of disposing of council equipment
Destroy 6 years from
date of disposal
Limitations Act 1980
PROP
3.6
The process of managing council facilities (i.e.
cleaners)
Destroy 6 years from
closure
Limitations Act 1980
PROP
3.7
The process of checking the feasibility of council
properties
Review 6 years from
closure
Business Requirement
7
Examples of Records
Notes
PUBLIC
Derbyshire County Council: Corporate Property Retention Schedule.
DO NOT USE AFTER FEBRUARY 2016
Ref. No.
Functional Description
Retention Action
PROP
3.8
The process of reaching internal agreements
concerning council property
Destroy 6 years from
closure
Limitations Act 1980
PROP
3.9
The process of developing and using maps and
providing directions
Destroy 2 years from
superseded
Business Requirement
PROP
3.10
The process of managing the provision of council
property services
Destroy 6 years from
closure
Business Requirement
PROP
3.11
The process of managing a property review and
replacement programme
Review 6 years from
closure
Business Requirement
PROP
3.12
The process of developing inventories for
properties and assets
Destroy 6 years from
closure
Business Requirement
PROP
3.13
The process of managing the security of council
properties
Destroy 6 years from
closure
Business Requirement
PROP
3.14
4
The process of managing and responding to
queries regarding ownership of land
Property Development and Renovation
Review 10 years from
closure
Countryside and Rights of Way
Act 2000
PROP
4.1
The process of managing the development and
renovation of an existing council property
Destroy 6 years from
sale of building
Business Requirement
PROP
4.2
The process of developing properties for council
clients
Destroy 7 years from
closure
Chronically Sick and Disabled
Persons Act
PROP
4.3
The process of developing properties for external
organisations
Destroy 7 years from
closure
The Limitations Act 1980
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Examples of Records
Notes
PUBLIC
Derbyshire County Council: Corporate Property Retention Schedule.
DO NOT USE AFTER FEBRUARY 2016
Ref. No.
Functional Description
Retention Action
PROP
4.4
The process of raising a work order relating to
property development and renovation
Destroy 7 years from
closure
Accounts and Audit Regulations
2003
PROP
4.5
5
The process of designing properties
Leasing and Occupancy
Destroy 12 years from
closure
The Limitations Act 1980
PROP
5.1
The process of administering leased property
Destroy 6 years from
end of lease
The Limitations Act 1980
9
Examples of Records
Notes