Accountancy

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Annual financial statements	The process that consolidates financial transactions on an annual basis	Current year plus 6 years	Destroy	Paper and electronic	National Audit Office
Budget files and working papers	The process of developing local authority’s annual budget eg draft budgets, draft estimates etc	Current year plus 6 years	Destroy	Paper and electronic	North Devon Council
Budget	Budget variations, reporting actual versus planned revenue and expenditure	Current year plus 6 years	Destroy	Paper and electronic	North Devon Council
Financial statements prepared for management	Consolidated monthly and quarterly reports, statements	Current year plus 6 years	Destroy	Paper and electronic
Bank reconciliation statements		Current year plus 6 years	Destroy	Paper and electronic	Value Added Tax Act 1994

Asset Management

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Asset disposal certificates/records	This information is held as evidence that we have disposed of our Information Technology (IT) assets with an accredited provider and that each asset can be accounted for	Retained permanently currently only used for hardware assets	Retain in authority	Paper	Common practice
Information and Communications Technology (ICT) asset management - Including licences	A spreadsheet used to inform our replacement programme	Retained permanently	Retained for period the assets are held	Electronic	Common practice
Public Sector Geospatial Agreement (PSGA)	This licence allows us access to Ordnance Survey maps, who acts as the national mapping agency for Great Britain.	Replaced every 10 years. Has to go to tender due to value, but it is always with them as no-one else does it.	Updated when new releases provided	Electronic	Industry standard
Active Directory	Is a database that keeps track of all the user accounts and passwords, all stored in one location improving our security	Retained until the user leaves the employment of North Devon Council and/or Line manager approves deletion.	Live database continually kept up to date	Electronic	Industry standard

Building Control

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Contraventions	Records of unauthorised building works and Building Regulation enforcement	7 years	Destroy	Database and DMS system	North Devon Council
Building Regulation applications deposited including Local Authority, Competent Persons and Approved Inspector applications	The process of approving building applications, and maintenance of legal register	15 years after construction completed	Destroy	Database and DMS system retaining property details for searches	Building Control Performance Standards
Dangerous Structures	Records of all reported dangerous structures, demolition notices and actions taken	7 years	Destroy	Database and DMS system	North Devon Council
Quotation Register	Register of quotations for Building Control work and details of the quotes	5 years	Destroy	Electronic	North Devon Council

CCTV

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
CCTV footage	CCTV footage from public surveillance system in Barnstaple and Ilfracombe	28 days	Automatically overwritten	CCTV footage	NDC CCTV Operations Policy / ICO Data Protection Code of Practice for Surveillance Cameras and Personal Information
CCTV footage	CCTV footage required for evidential purposes	Up to 90 days	Overwritten	CCTV Footage	NDC CCTV Operations Policy / ICO Data Protection Code of Practice for Surveillance Cameras and Personal Information

Cemeteries & Crematoria

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Plans and Registers	Registers that record burials and the Exclusive Rights of Burial that are purchased. Grave locations are recorded on cemetery plans which are in board format	Permanent	Permanent	Paper and electronic	Statute/Law
Interment Notices and Memorial Application Notices	Application forms for burial/memorialisation	Permanent	Permanent	Paper	Service requirement
Cremation Register	A register of all cremations carried out at this crematorium	Permanent	Permanent	Paper and electronic	Statute/Law
Statutory forms applying for cremation	All applications forms/paperwork in relation to cremation of a person	15 years	Confidential waste disposal	Paper	Statute/Law
Audited accounts	Invoices, receipts, order books etc	6 years	Confidential waste disposal	Paper	Service requirement
Memorial applications, index card record of all cremations	Record of memorials	Permanent	Permanent	Paper and card	Service requirement
Cremated Remains Register from elsewhere	Register of cremated remains from other crematoria placed here	Permanent	Permanent	Paper and electronic	Statute/Law
Cremation emission reports	Reports of emissions monitoring	6 years	Confidential waste disposal	Paper	The Environmental Permitting (England and Wales) Regulations 2010
Foetal Remains Register	Register of all cremations of pre 24-week gestation babies	Permanent	Permanent	Paper and electronic	Treated same as registered deaths
Forms applying for cremation of foetal remains	All applications forms/paperwork in relation to cremation of a baby(ies) less than 24 weeks gestation	15 years	Confidential waste disposal	Paper	Treated same as registered deaths

Chief Executive

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Honours and submissions eg honours nomination form, covering documentation, letters of support, referral for comment from lord lieutenant	The process of preparing honours submission	5 years after last action	Destroy	Paper	North Devon Council

Communications

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Complaint files	All information received on complaints, comments and suggestions, including LGSCO investigations	3 years	Destroy	Electronic - Pentana Old paper files	North Devon Council
Press statements and media releases	Statements issued to the press, and notices to press about forthcoming events	6 years from closure	Destroy	Electronic	Common practice
Publications	Published work of local authority	Destroy after administrative use is concluded. One copy to archive	Destroy, one copy to archive (for reference)	Paper and electronic	Common practice
Photographs	Photographs of landscapes and crowd scenes, taken for possible use in publication	Permanent	Held on Communications Team Drive	Electronic	North Devon Council
Photographs and video	'Posed' photographs and video taken for possible use in publications/marketing material (where written or verbal consent was necessary)	2 years	Destroy	Electronic	North Devon Council
Consent forms	Completed consent forms, relating to photographs taken for use in publications/marketing. Includes parent/guardian consent for children. Records kept in structured file format	Recommended 1 to 2 years depending on purpose photo was taken/consented for	Destroy	Electronic	North Devon Council
Insite	Staff updates/news	2 years	Destroy	Electronic	North Devon Council
Granicus	Electronic newsletters and email updates	2 years	Destroy	Electronic	North Devon Council

Community Safety

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Housing, Vulnerable Persons & Community Safety	Multi-agency fortnightly hub - supported accommodation	Last 12 months	Destroy	Electronic	Best practice
Community Protection - Community Safety Partnership	Policies, data sharing protocols, procedures and budgets	Last 3 years	Destroy	Electronic	Best practice
Community Protection - Places of Safety	Ministry of Housing, Communities and Local Government (MHCLG) funded project to facilitate delivery of domestic violence services	Last 7 years	Destroy	Electronic	Financial
Community Protection - Safeguarding	Reviewing referrals made to the Team to ensure safeguarding procedures followed	3 years following last action	Destroy	Electronic	Best practice

Corporate

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Corporate planning and reporting	Senior Management Team (SMT) minutes	Destroy paper after 3 years paper, permanent electronic	Destroy paper, permanent electronic	Paper and electronic	Common practice

Corporate Management

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Community Consultation	Consulting on the development of significant policies	Permanent. However results published on the Council's website will be removed after 6 years. After this period a copy can be obtained by emailing consultation@northdevon.gov.uk.	Permanent.	Paper and electronic.	Common practice. NDC/Local Government Act 1972 requires agenda and minutes to be destroyed after 6 years and some consultations will feed into the Council's decision making process
Community Consultation	Consulting on the development of projects	Permanent. However results published on the Council's website will be removed after 6 years. After this period a copy can be obtained by emailing consultation@northdevon.gov.uk.	Permanent	Paper and electronic	Common practice. NDC/Local Government Act 1972 requires agenda and minutes to be destroyed after 6 years and some consultations will feed into the Council's decision making process
Community Consultation	Information on Locality and Communities (including Parish Plans)	Permanent	Permanent	Paper and electronic	North Devon Council
Grants	Applications, funding agreements, audit reports. Includes Councillor Grants, Communities Together Fund (formerly Town and Parish Fund) and Strategic Grants	6 years after grant is offered	Destroy	Paper and electronic	Common Practice

Customer Services

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Enquiries and requests	General enquiries and requests for Service received in Customer Services, via telephone and email	All data held within our Customer Relationship Management system (CRM) Firmstep is auto deleted after 3 years.	3 years	Electronic - Firmstep	North Devon Council
Management Agreements	Agreements with other bodies on shared use of building, Town Councils etc	Currently Permanent. Review later to see if possible to destroy these documents after period of time	Permanent (to be reviewed)	Paper form	North Devon Council

Democracy

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Committee Administration (eg Agendas and Background papers, Committee Reports, Summary of the part of the meeting from which public access was excluded)	The process of administering the democratic processes of the council	6 Years	Destroy paper and delete electronic copy	Paper and electronic	Local Government Act 1972/North Devon Council
Minute Books	The process of recording the democratic processes of the council	Permanent	Permanent - future review to archive electronically after 6 years	Paper - review in future (possible electronic archive storage)	Local Government Act 1972
Committee Administrator's notes of meeting/draft minutes	As per class of record	Until confirmation of minutes	Destroy	Paper	Common practice
Register of Interests - Members	As per class of record	1 year after vacation of office	Destroy	Paper	Local Government Act 2000/North Devon Council/Standards Board for England
Register of Gifts and Hospitality - Members	As per class of record	1 year after vacation of office	Destroy	Paper	Local Government Act 2000/North Devon Council/Standards Board for England
Register of Notice of Financial and Other Interests - Members	As per class of record	1 year after vacation of office	Destroy	Paper and Electronic	Local Government Act 2000/North Devon Council/Standards Board for England
Register of Notice of Financial and Other Interests - Parish Councillors	As per class of record	1 year after vacation of office	Destroy	Paper and electronic	Local Government Act 2000/ North Devon Council/Standards Board for England
Register of Interests - Officers	As per class of record	Destroy 6 years from termination of employment	Destroy	Paper and electronic	Retention Guidelines for Local Authorities
Register of Gifts and Hospitality - Officers	As per class of record	Destroy 6 years from termination of employment	Destroy	Paper and electronic	Retention Guidelines for Local Authorities
General Correspondence and Management Operational Files	As per class of record	5 years after administrative use has ended	Destroy		Common practice
Committee	Declarations of Acceptance of Office	Indefinite	Archive	Paper	Common practice
Committee	Members Allowances	Current year plus 4 years	Destroy paper	Paper and electronic - published on website	Common practice
Committee	Notices of Motion pursuant to Part 4, Council Procedure Rules, Paragraph 11	Current year plus 4 years	Destroy	Paper	Common practice
Committee	Questions asked pursuant to Part 4, Council Procedure Rules, Paragraphs 8 and 9	Current year plus 4 years	Destroy	Paper	Common practice
Committee	Questions asked by Members pursuant to Part 4, Council Procedure Rules, Paragraph 10	6 years as published as part of the agenda and minutes	Destroy	Paper	Local Government Act 1972
Statutory Register	Register of Urgent Decisions of the Executive	6 years	Destroy paper and electronic	Paper and electronic	North Devon Council
Statutory Register	Register of Petitions (Council)	Current year plus 4 years paper, permanent electronic	Destroy paper, permanent electronic	Paper and electronic	North Devon Council
Delegations to Officers	Register of Delegations made to Officers by Manager/Committee	Until superseded/updated	Destroy	Paper	North Devon Council
Constitution and Standing Orders	Up-to-date version of the Constitution and previous version that amendments have been made to	Paper (current copy amendments) 5 years. Electronic copy overwritten when amendment made	Destroy paper, electronic overwritten	Paper and electronic	North Devon Council
Attendance Register	Register of Member Attendance at meetings	6 years	Destroy	Paper and electronic - published on website as part of minutes of Council and Committee meetings	North Devon Council
Parish Councils and Parish Clerks	Addresses and contact details	Until superseded/updated	Destroy	Paper and electronic	North Devon Council
Political Groups	Nomination Forms	Life of Council (4 years)	Destroy	Paper	North Devon Council
Tenders	Register of Tenders	Current book plus most recent book. Destroy next old book if more than 5 years old	Destroy	Paper	North Devon Council
Equality impact assessments	The Council is legally required to demonstrate that equality considerations have been taken into account as part of our decision making processes and policies.	6 years	Destroy	Electronic	NDC/LGA 1972 Act which stipulates that agenda, reports and minutes to be destroyed after 6 years
Audio recordings of formal Council and committee meetings	Audio recordings produced of formal Council and committee meetings which are published with the agenda and minutes for each meeting	6 years	Destroy records on our webpages	Electronic	NDC/Local Government Act 1972 requires agenda and minutes to be destroyed after 6 years

Economic Development

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Record of Site Investigations	Results of survey and drilling on site	Review after 10 years before archive	Permanent	Paper and electronic	West Somerset (Staffordshire County Council)
Grant Funding	Funding records	7 Years	Destroy	Paper and electronic
Economic Development Project Development	Management records	12 years after project maintenance period (or 4 years if not used as part of project)	Review	Paper and electronic	West Somerset (Staffordshire County Council)
Records of Contact	Provision of economic information, support and advice to clients and businesses	7 Years	Destroy	Paper and electronic	Limitation Act 1980
Economic Data	The process of capturing, monitoring and reporting against Economic Data	3 years after last action unless otherwise specified (eg ABI data was instant destruction)	Destroy	Electronic	Local Government Act 1972
Regeneration	The process of developing, monitoring and reporting against regeneration policies and initiatives	7 years after last action	Review	Paper and electronic	Local Government Act 1972
Town Centre Management	The process of managing the town centre	5 years after last action	Review	Paper and electronic	Local Government Act 1972

Electoral Services

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Register of Electors	As per class of record	Up to 15 Years	Confidentially Destroy	Paper for current register. Others electronic	Representation of the People Act 1983
Election Documents	As per class of record	12 Months after election date	Confidentially Destroy	Paper	Representation of the People Act 1983
Election Expenses	As per class of record	2 years from Election. Parish Elections 1 year	Confidentially Destroy	Paper	Representation of the People Act 1983
Household Enquiry Forms/Invitation to Register Forms. QEA	As per class of record	Current register plus 1 month	Confidentially Destroy	Paper and scanned, electronic	Representation of the People Act 1983; People Regulations 1986
Ballot Papers	As per class of record	12 Months after election	Confidentially Destroy	Paper	Local Elections (Principal Areas) Rules 1986 and Local Elections (Parishes and Communities) Rules 1986. Parliamentary Election Rules
Declarations of Results (Local Government Elections)	Consolidated returns of votes received	Permanent	Not applicable	Paper and scanned, electronic	Statutory
Land Charges	Local Land Charges Registers	Indefinite	Archive		Common practice
Land Charges	Requisitions for Searches and Enquiries	1 month	Destroy	Electronic	Common practice

Environmental Health

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Regulatory Services - Environmental Protection	Anti-social behaviour (ASB) escalation records in Assure	Last 3 years following last action	Destroy	Electronic	Best practice
Regulatory Services - Environmental Protection	Abandoned vehicles	Current year plus 7 years	Destroy	Electronic	Driver and Vehicle Licensing Agency (DVLA)
Regulatory Services - Environmental Protection	Contaminated Land requests for service and maintenance of the Register	Current year plus 7 years	Destroy	Electronic	Best practice
Regulatory Services - Environmental Protection	Requests for service relating to dogs, including dog fouling, signage, dog bin provision, education/promotion, stray dogs, FPN's.	Reactive complaint workload current plus last 2 years. Stray Dogs/FPN’s - last 7 years due to financial implications (also enforcement where case history can provide supporting evidence).	Destroy	Electronic	Best practice
Regulatory Services - Environmental Protection	Requests for service	Current year plus 7 years	Destroy	Electronic	Best practice and financial
Regulatory Services - Environmental Protection	Fixed penalties	Current year plus 7 years	Destroy	Electronic	Financial
Regulatory Services - Environmental Protection	Public health funerals	Current year plus 7 years	Destroy	Electronic	Financial
Regulatory Services - Environmental Protection	Local Authority Pollution Control	Last 7 years following expiry of the permit	Destroy	Electronic	Best practice
Regulatory Services - Environmental Protection	Notices - enforcement	Last 7 years following expiry of the Notice	Destroy	Electronic	Best practice and financial
Regulatory Services - Environmental Protection	Prosecutions	Last 7 years following conclusion of proceedings	Destroy	Electronic	Best practice and financial
Regulatory Services - Environmental Protection	Private Water Supplies	Life of the supply -7 years from non-use of the supply	Destroy	Electronic	Best practice and financial
Regulatory Services - Environmental Protection	Water Sampling requests for service	Current year plus 2 years following completion	Destroy	Electronic	Best practice
Regulatory Services - Food	Approved Premises – manufacturing/handling/distribution	7 years following closure of the premises	Destroy	Paper and electronic	Food Standards Agency (FSA)
Regulatory Services - Food	Requests for service	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Food	Food Sampling	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Food	Food Safety Premises Inspections	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Food	Food Premises Registration	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Food	Infectious Disease (food handlers)	7 years food premises following closure, current plus 2 years non-food	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Food	Notices - enforcement	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Food	Prosecutions	7 years following closure of the premises	Destroy	Electronic	Food Standards Agency (FSA)
Regulatory Services - Health and Safety	Accidents and investigation	7 years following closure of the premises	Destroy	Electronic	Best practice
Regulatory Services - Health and Safety	Health and Safety Premises Inspections	7 years following closure of the premises	Destroy	Electronic	Best practice
Regulatory Services - Health and Safety	Water Sampling at HSW Premises – eg swimming pools	7 years following closure of the premises	Destroy	Electronic	Best practice
Regulatory Services - Health and Safety	Notices - enforcement	7 years following closure of the premises	Destroy	Electronic	Best practice and financial
Regulatory Services - Health and Safety	Prosecutions	7 years following closure of the premises	Destroy	Electronic	Best practice and financial
Regulatory Services - Housing Standards	Residential Caravan Site Licensing	Life of the site plus 2 years	Destroy	Paper and electronic	Best practice
Regulatory Services - Housing Standards	Empty Homes	7 years after no longer in the private rented sector	Destroy	Paper and electronic	Best practice and financial
Regulatory Services - Housing Standards	Home Energy Conservation Act	Last 7 years	Destroy	Electronic	Best practice
Regulatory Services - Housing Standards	Housing Health and Safety Rating System Inspections	3 years after premises no longer in the private rented sector	Destroy	Electronic	Best practice
Regulatory Services - Housing Standards	Houses in Multiple Occupation (HMO) Inspections	2 years after the premises ceases to be an HMO	Destroy	Electronic	Best practice
Regulatory Services - Housing Standards	Requests for service	Last 2 years, although for a House in Multiple Occupation (HMO) 2 years after the premises ceases to be an HMO	Destroy	Electronic	Best practice
Regulatory Services - Housing Standards	Houses in Multiple Occupation (HMO) Licensing	2 years after the premises ceases to be an HMO	Destroy	Electronic	Best practice
Regulatory Services - Housing Standards	Notices - enforcement	7 years after the premises ceases to be a House of Multiple Occupation (HMO)/in the private rented sector	Destroy	Electronic	Best practice and financial
Regulatory Services - Housing Standards	Prosecutions	7 years after the premises ceases to be a House of Multiple Occupation (HMO)/in the private rented sector	Destroy	Electronic	Best practice and financial
Regulatory Services - Housing Standards	Selective Houses in Multiple Occupation (HMO) Licensing	2 years after the premises ceases to be an HMO	Destroy	Electronic	Best practice
Community Protection - Emergency Planning	Disaster/Emergency plans	Last 3 years	Destroy	Electronic	Best practice
Community Protection - Emergency Planning	Emergency Plan Testing	Last 3 years	Destroy	Electronic	Best practice
Community Protection - Emergency Planning	Major Incident	Last 3 years	Destroy	Electronic	Best practice
Community Protection - Emergency Planning	Minor Incident	Last 3 years	Destroy	Electronic	Best practice
Community Protection - Business Continuity	Policies/procedures across North Devon Council	Last 3 years	Destroy	Electronic	Best practice
General	Compliments and thank you’s	Current plus 3 years	Destroy	Electronic	Best practice and reporting
General	Contracts – ICT and person-based	Lifetime of contract plus 7 years	Destroy	Electronic	Financial
General	Delegated Authorities	Current year plus 3 years (card) and laminated sheet	Destroy	Electronic	Best practice
General	Environmental Information Regulations (EIR)	Last 2 years	Destroy	Electronic	Legal
General	Freedom of Information (FOI)	Last 2 years	Destroy	Electronic	Legal
General	Formal complaints	Last 7 years	Destroy	Electronic	Corporate
General	Policy	Last 2 years following update	Destroy	Electronic	Best practice
General	Customer Satisfaction	Current year plus 3 years	Destroy	Electronic	Reporting
General	Statutory Registers	Where paper, 2 years since last action/closure. Electronic direct feed to website, not applicable – ever changing data	Destroy	Electronic	As per individual service area – reflects ‘live’ data only
General	Statistical Returns	Current year plus 3 years	Destroy	Electronic	Reporting
Home Adaptations, Improvements & Energy Efficiency’	ECO flex assistance	7 years	Destroy	Electronic	NDC
Home Adaptations, Improvements & Energy Efficiency	Grants – discretionary and mandatory, such as Disabled Facilities Grants (DFGs)	DFG’s nil approval grant – 10 years for owner occupiers and 5 years for others	Destroy	Electronic	Best practice

Exchequer

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Paying-in books		Current year plus 6 years	Destroy	Paper	Statute of Limitation Act 1980
External funding records		6 years after end of project	Destroy	Paper and electronic	Statute of Limitation Act 1980
Debt Recovery	Accounts Overdue Report; Write-offs (includes Housing Options rents etc)	Current year plus 6 years	Destroy	Paper, electronic and disc	North Devon Council
Reports	Cancellation Reports; Daily Cash Tabulation; End of Reminder Sequence Report; Instalment Report; List of Reminder Letters Sent	Current year plus 1 year	Destroy	Paper and electronic	North Devon Council
Cash Process	Direct Debit Mandates	Last payment plus 1 year	Destroy	Paper	Best practice
Invoice Process	New Accounts; Control Files; Reconciliations	Current year plus 6 years	Destroy	Paper, electronic and disc	North Devon Council
Cash Process	Cash Books; Periodic Receipts Listing; Suspense Accounts; Refunds Report	Current year plus 6 years	Destroy	Paper, electronic and disc	Statute of Limitation Act 1980
Mortgages	Includes payment details, suspense accounts, balance TABs, control files, daily cash lists, new accounts, debt recovery, permanent debts and write-off files	Last payment plus 6 years if signed Last payment plus 12 years if sealed	Destroy	Paper and electronic	Statute of Limitation Act 1980
Correspondence	Correspondence files	Current year plus 2 years	Destroy	Paper	North Devon Council
Accountable processes relating to payment of employees	Payroll reports, pension payroll, National Insurance schedule of payments, Superannuation reports and adjustments, Financial Reports	Current year plus 6 years	Destroy	Paper and electronic	Statutory. Taxes Management Act 1970. Income and Corporation Taxes Act 1988. Audit Commission Act 1998
Claim files	eg car allowance, mileage, car loans, subsistence, part-time fee claims, overtime, bonus sheets	Current year plus 6 years	Destroy	Paper and electronic	Statutory. Taxes Management Act 1970. Income and Corporation Taxes Act 1988. Audit Commission Act 1998
Correspondence files	eg. changes and new starts, staff returns.	Leavers, current year plus 6 years. Kept while employee still employed. Pensions up to 13 years	Destroy	Paper and electronic	Audit
Pay awards	Pay awards, sickness records, absence returns, payroll maternity payment	Current year plus 6 years	Destroy	Paper and electronic	Audit
Tax forms	Including P6, P60, P11, P11D, P45 and Tax Code Notifications	Current year plus 6 years	Destroy	Paper	Taxes Management Act 1970
Non accountable processes relating to payment of employees	Summary employee pay reports	Destroy after administrative use is concluded	Destroy	Paper	North Devon Council
Pensions	Personal records	Permanent (transfer to archive after administrative use concluded)	Destroy	Paper	Best practice
Salary run	Copy payslips	Current year plus 6 years	Destroy	Electronic	North Devon Council
Voluntary Deductions	Union subs, car loan repayments etc	Current year plus 6 years	Destroy	Paper	North Devon Council
BACS Payments	Monthly Listing/Amendment Reports	Current year plus 6 years	Destroy	Paper	North Devon Council
Salary run	Amendment Reports	Destroy after administrative use is concluded	Destroy	Paper	North Devon Council
Payment Process	Original creditor invoices; Copy Invoices	Current year plus 6 years	Destroy	Paper, electronic and disc	Statute of Limitation Act 1980
Petty Cash	Impress documentation	Current year plus 2 years	Destroy	Paper	North Devon Council
HMRC Documentation	Construction Industry Scheme	Current year plus 6 years	Destroy	Paper and electronic	North Devon Council
Payment Process	BACS/cheque payments listing, contract register, new suppliers details/verification; periodic payments, cash books	Current year plus 6 years	Destroy	Paper and electronic for cash books	North Devon Council
Payment Process	Bank Statements; Cheques, ie cancelled, paid and ‘stubs'	Current year plus 2 years	Destroy	Paper	North Devon Council
Payment Process	Signatory Lists	Destroy after administrative use is concluded	Destroy	Paper	North Devon Council
VAT returns and assessments	The process of reclaiming VAT back from Customs and Excise	Current year plus 6 years	Destroy	Paper and electronic	National Audit Office VAT Act 1994
VAT records		Current year plus 6 years	Destroy	Paper and electronic	North Devon Council
Includes precepts, car loan reconciliation files		3 years	Destroy	Paper and electronic	North Devon Council
Investment records	eg treasury management loan/borrowing books, CHAPS payments, statistics, monthly valuations	2 years after investments liquidated or matured	Destroy	Paper and electronic	North Devon Council
Summary management of loans	Loans register	Destroy 12 years after loan has been repaid	Destroy	Paper and electronic	Statute of Limitation Act 1980
HMRC Documentation	Returns under Section 963 ITA 2007 Tax Deducted From Interest Payments	Current year plus 6 years	Destroy	Paper and electronic	North Devon Council
Travelling on Council Business	Insurance and legal documents verified	Current year plus 6 years	Destroy	Paper and electronic	North Devon Council
Ledger Records	Journals, reconciliation and other year-end working papers	Current year plus 6 years	Destroy	Paper	North Devon Council
Creditors and Debtors Financial Systems Audit	Authorised Users Lists	Destroy after administrative use is concluded	Destroy	Paper / System	North Devon Council
The activity of borrowing money to enable a local authority to perform its functions and exercise its powers	Loan files	Destroy 7 years after the loan has been repaid	Destroy	Paper and electronic	North Devon Council
Insurance register	Insurance register. Summary management of insurance arrangements	Permanent (transfer to archive after administrative use concluded)	Permanent	Paper	Best practice
Insurance policies	The process of insuring and renewing insurance policies. Insurance policies	Destroy 7 years after the terms of the policy have expired	Destroy	Paper	Common practice
Accidents/Incidents	Accident and incident reports and related correspondence	Current year plus 6 years	Destroy	Paper and electronic, disc	Statute of Limitation Act 1980. Latent damage Act 1986
Insurance claims	Claims Register, claim files, settlement of claims	7 years from claim settlement of 6 years from 18th birthday (whichever is later)	Destroy	Paper and electronic, disc	Statute of Limitation Act 1980. Workmans Compensation Act
Employers Liability Certificates		Current year plus 40 years	Destroy	Paper and electronic	Employers Liability (Compulsory Insurance) Regulations 1998

Finance

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Statutory returns	Process of preparing information to be passed on to central government as part of statutory requirements	Current year plus 6 years	Destroy		North Devon Council

Housing

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Budget	Financial paperwork	Current year plus 6 years	Destroy	Paper and electronic	North Devon Council
Policy Files	Development policy for human resource activities	6 years after policy superseded	Update	Electronic	North Devon Council
Trade Union Liaison - routine matters	Notes of meetings of workforce matters (Union, Human Resources meetings)	6 years from date of meeting	Destroy	Electronic	Retention Guidelines for Local Authorities 6.6 - Common Practice
Trade Union Liaison Strategy	Strategy, generic agreements, awards, negotiations and disputes	10 years after ceasing to be effective	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD) recommendation
Statutory posts appointment	Documents relating to appointment of employees to statutory posts (Returning Officer, Monitoring Officer, S151 Officer)	Permanently	Permanent retention	Paper and electronic	Retention Guidelines for Local Authorities 6.22
Chief Executive file	Chief Executive personnel file	Permanently	Permanent retention	Paper and electronic	Chartered Institute of Personnel and Development (CIPD) recommendation
Individual staff files and staff records	Individual staff records, including references, job applications, job description, contract details, training records, changes / starter/ leaver forms	6 Years after employment ceases	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD) recommendation and Retention Guidelines for Local Authorities 6.2
Recruitment files (unsuccessful candidates)	Unsuccessful application forms, interview notes and shortlisting	Minimum of 6 months after recruitment is finished	Destroy	Paper and electronic	North Devon Council
References sent by Council - employee	References sent to eg letting agents, building societies, prospective employers	6 years from date of reference	Destroy	Paper and electronic	North Devon Council
Monitoring Performance	Probationary reports, performance appraisal	5 years after action completed	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.12 and common practice
Time system	Time records for all staff	2 Years after action completed	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD) recommendation
Statutory Maternity Pay, Leave	Correspondence relating to, including; correspondence, MATB1 form etc	6 years after end of the tax year to which they relate	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD) recommendation
Statutory Sick Pay	Sickness declaration forms, medical certificates, related correspondence	6 Years after employment ceases	Destroy	Paper and electronic	The Statutory Sick Pay (General) Regulations 1982 and Chartered Institute of Personnel and Development (CIPD) recommendation
Statutory Adoption Pay, Leave	Correspondence; Matching certificate etc	6 years after end of the tax year to which they relate	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Statutory Paternity Pay, Leave	Correspondence; SC3 form etc	6 years after end of the tax year to which they relate	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Statutory Parental Leave	Leave dates requested, manager's responses, dates leave taken	18 years from the birth of the child	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Disclosure and Barring Service (DBS) Checks	Details received from the Disclosure and Barring Service regarding possible previous convictions (relates to recruitment of specific posts)	6 months	Destroy	Paper and electronic	North Devon Council
Disclosure Scotland (Basic Checks)	Basic checks undertaken - use of ICT and relevant software	6 years after employment ceases	Destroy	Paper and electronic	North Devon Council
Training and Development Records	Routine training administration, files, venue, costs, content, attendees, feedback (excluding health and safety training and children related training)	Electronic 6 years after employment ceases, paper destroy after 3 years	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.17 (routine staff training processes)
Training (proof of completion)	Certificates, exam results, awards	6 years after employment ceases	Destroy	Paper	North Devon Council
Training (concerning children)	Work experience records, school risk assessments, letters to students	35 years after training completed	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.18, common practice
Training (occupational health and safety)	Training registers	50 years after training completed	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.19
Authority Training Materials	Training materials, slides, handouts	As deemed appropriate by Human Resources staff for future reference	Destroy	Paper and electronic	North Devon Council
Disciplinary and grievances investigations where proved notes	Notes of proceedings and grievance investigations where proved	6 years from termination of employment	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.4 and CIPD recommendation
Disciplinary and grievances investigations where proved warnings	Oral, written and final warnings	As stated in warning	Destroy	Paper and electronic	North Devon Council Disciplinary or grievance policy and procedure, Retention Guidelines for Local Authorities 6.7
Disciplinary and grievances investigations where proved - children	Warnings involving children	Kept on file permanently	Permanent retention	Paper and electronic	Retention Guidelines for Local Authorities 6.7
Disciplinary and grievances investigations where unfounded	Notes of disciplinary proceedings and guidance investigations where unfounded	Destroy after the discipline or grievance has been unfounded (ie after the process including appeals has been completed)	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.8
Equal Employment Opportunities		Destroyed 5 years after action	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.9
Human Resources reportable injuries, diseases and dangerous occurrences	To report all injuries, diseases and dangerous occurrences to Health and Safety Executive (HSE)	3 years from closure, except for accidents relating to children. Data must be kept until the child is 21	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Working Time Directive Opt Out Forms		2 years from date of record	Destroy	Paper forms	Working Time Regulations 1998 (s1 1998/1833)
Process to assess the level of risk		6 years from date of last record	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Work Assessments		6 years from date of record	Destroy	Paper forms	Chartered Institute of Personnel and Development (CIPD)
Occupational Health records		40 years from date of last entry	Destroy	Paper and electronic	Common practice, Management of Health and Safety at Work Regulations
Substances Hazardous to Health (Control of Substances Hazardous to Health (COSHH) regulations 2002)	Paper copies, letters	40 years from date of last entry	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Substances Hazardous to Health - Records of Tests		40 years from date of last entry	Destroy	Paper forms	Chartered Institute of Personnel and Development (CIPD) recommendation

Human Resources

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Budget	Financial paperwork	Current year plus 6 years	Destroy	Paper and electronic	North Devon Council
Policy Files	Development policy for human resource activities	6 years after policy superseded	Update	Electronic	North Devon Council
Trade Union Liaison - routine matters	Notes of meetings of workforce matters (Union, Human Resources meetings)	6 years from date of meeting	Destroy	Electronic	Retention Guidelines for Local Authorities 6.6 - Common Practice
Trade Union Liaison Strategy	Strategy, generic agreements, awards, negotiations and disputes	10 years after ceasing to be effective	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD) recommendation
Statutory posts appointment	Documents relating to appointment of employees to statutory posts (Returning Officer, Monitoring Officer, S151 Officer)	Permanently	Permanent retention	Paper and electronic	Retention Guidelines for Local Authorities 6.22
Chief Executive file	Chief Executive personnel file	Permanently	Permanent retention	Paper and electronic	Chartered Institute of Personnel and Development (CIPD) recommendation
Individual staff files and staff records	Individual staff records, including references, job applications, job description, contract details, training records, changes / starter/ leaver forms	6 Years after employment ceases	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD) recommendation and Retention Guidelines for Local Authorities 6.2
Recruitment files (unsuccessful candidates)	Unsuccessful application forms, interview notes and shortlisting	Minimum of 6 months after recruitment is finished	Destroy	Paper and electronic	North Devon Council
References sent by Council - employee	References sent to eg letting agents, building societies, prospective employers	6 years from date of reference	Destroy	Paper and electronic	North Devon Council
Monitoring Performance	Probationary reports, performance appraisal	5 years after action completed	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.12 and common practice
Time system	Time records for all staff	2 Years after action completed	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD) recommendation
Statutory Maternity Pay, Leave	Correspondence relating to, including; correspondence, MATB1 form etc	6 years after end of the tax year to which they relate	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD) recommendation
Statutory Sick Pay	Sickness declaration forms, medical certificates, related correspondence	6 Years after employment ceases	Destroy	Paper and electronic	The Statutory Sick Pay (General) Regulations 1982 and Chartered Institute of Personnel and Development (CIPD) recommendation
Statutory Adoption Pay, Leave	Correspondence; Matching certificate etc	6 years after end of the tax year to which they relate	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Statutory Paternity Pay, Leave	Correspondence; SC3 form etc	6 years after end of the tax year to which they relate	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Statutory Parental Leave	Leave dates requested, manager's responses, dates leave taken	18 years from the birth of the child	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Disclosure and Barring Service (DBS) Checks	Details received from the Disclosure and Barring Service regarding possible previous convictions (relates to recruitment of specific posts)	6 months	Destroy	Paper and electronic	North Devon Council
Disclosure Scotland (Basic Checks)	Basic checks undertaken - use of ICT and relevant software	6 years after employment ceases	Destroy	Paper and electronic	North Devon Council
Training and Development Records	Routine training administration, files, venue, costs, content, attendees, feedback (excluding health and safety training and children related training)	Electronic 6 years after employment ceases, paper destroy after 3 years	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.17 (routine staff training processes)
Training (proof of completion)	Certificates, exam results, awards	6 years after employment ceases	Destroy	Paper	North Devon Council
Training (concerning children)	Work experience records, school risk assessments, letters to students	35 years after training completed	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.18, common practice
Training (occupational health and safety)	Training registers	50 years after training completed	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.19
Authority Training Materials	Training materials, slides, handouts	As deemed appropriate by Human Resources staff for future reference	Destroy	Paper and electronic	North Devon Council
Disciplinary and grievances investigations where proved notes	Notes of proceedings and grievance investigations where proved	6 years from termination of employment	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.4 and CIPD recommendation
Disciplinary and grievances investigations where proved warnings	Oral, written and final warnings	As stated in warning	Destroy	Paper and electronic	North Devon Council Disciplinary or grievance policy and procedure, Retention Guidelines for Local Authorities 6.7
Disciplinary and grievances investigations where proved - children	Warnings involving children	Kept on file permanently	Permanent retention	Paper and electronic	Retention Guidelines for Local Authorities 6.7
Disciplinary and grievances investigations where unfounded	Notes of disciplinary proceedings and guidance investigations where unfounded	Destroy after the discipline or grievance has been unfounded (ie after the process including appeals has been completed)	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.8
Equal Employment Opportunities		Destroyed 5 years after action	Destroy	Paper and electronic	Retention Guidelines for Local Authorities 6.9
Human Resources reportable injuries, diseases and dangerous occurrences	To report all injuries, diseases and dangerous occurrences to Health and Safety Executive (HSE)	3 years from closure, except for accidents relating to children. Data must be kept until the child is 21	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Working Time Directive Opt Out Forms		2 years from date of record	Destroy	Paper forms	Working Time Regulations 1998 (s1 1998/1833)
Process to assess the level of risk		6 years from date of last record	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Work Assessments		6 years from date of record	Destroy	Paper forms	Chartered Institute of Personnel and Development (CIPD)
Occupational Health records		40 years from date of last entry	Destroy	Paper and electronic	Common practice, Management of Health and Safety at Work Regulations
Substances Hazardous to Health (Control of Substances Hazardous to Health (COSHH) regulations 2002)	Paper copies, letters	40 years from date of last entry	Destroy	Paper and electronic	Chartered Institute of Personnel and Development (CIPD)
Substances Hazardous to Health - Records of Tests		40 years from date of last entry	Destroy	Paper forms	Chartered Institute of Personnel and Development (CIPD) recommendation

ICT

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Records of ICT training and development for all staff	Records demonstrate skills held in-house	Destroyed following staff departure	Retain for period of employment	Paper and electronic	Common practice
Collective Database	Holding information on staff, members that feed our intranet	Retained until deleted by users or services	Live database continually kept up to date	Electronic	Common practice
Pentana a performance management system	This systems holds council actions, performance indicators, risks and feedback	6 years for feedback. All other data is retained permanently	Feedback team to ensure deletions occurs on an annual basis	Externally hosted web based system	Ombudsman guidance for feedback
Google Analytics	Tool to track and report on website traffic. Just stats, no personal data.	2 years	Not our servers, on Google.	Electronic	Good practice
Helpdesk Service Logs	Helpdesk Service Log noting issues and incidents reported by our customers, information used to identify further underlying problems	Currently retained permanently	Retain in authority	On a system	Common practice
Systems Documentation	Documentation that sets out the various elements, configuration, ownership, rules	Permanent	Retained permanently- until system decommissioned.	Paper and electronic	Common practice
Programme design, specification and research data	Pre-work carried out looking into feasibility of new systems	5 years	Destroyed after programme life plus 5 years	Paper and electronic	Common practice
Street Naming and Numbering	Request and notifications from businesses and individuals for street name changes	3 years	Destroyed after superseded or last action	Electronic	Common practice
Local Land and Property Gazetteer	BS7666 Gazetteer holding data on all addresses and land in BS7666 format, feeds into the National Land and Property Gazetteer	Live database with current information retained permanently	Live database continually kept up to date	Electronic	Industry standard

Ilfracombe Harbour

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Complaints	Complainants personnel details and content of complaint	Current year plus 5 years	Destroy	Paper and electronic	North Devon Council
Finance	Financial paperwork	Current year plus 2 to 6 years dependant on type	Destroy	Paper and electronic	North Devon Council
Moorings - Mooring Application/Waiting List	Applicants personnel details and boats details	Until mooring is allocated up to a maximum of 5 years	Destroy	Paper and electronic	North Devon Council
Moorings - Mooring Licence	Licence holders personnel details and boat details	On renewal of Licence or Mooring being given back.	Destroy	Paper and electronic	North Devon Council
Operations	Policies, plans and procedures for conduct of Harbour operations	Current version only	Destroy	Paper and electronic	North Devon Council
Shipping	Accounts, licences, investigations, correspondence with shipping companies operating within Harbour limits	Accounts current year plus 3 years, licences current only, investigations current year plus 5 years	Destroy	Paper and electronic	North Devon Council
Port Marine Safety Code	Policies, plans and procedures to maintain compliance with Port Marine Safety Code (PMSC)	Current version only	Destroy	Paper and electronic	North Devon Council
Emergency Planning	Policies, plans and procedures for conduct of emergency response	To be reviewed as per schedule	Permanent - to be archived (under review)	Paper and electronic	Civil Contingencies Act 2004
Security	Harbour Security Plan	As per International Ship and Port Facility Security Code (ISPS) convention. Current version only.	Destroy	Paper and electronic	International Maritime Organisation (IMO) / Maritime and Coastguard Agency (MCA)
Procurement/Purchasing	Invoices and orders for all Harbour revenue	Current year plus 3 years	Destroy	Paper and electronic	North Devon Council
Events	Annual public events	Current year plus 3 years	Destroy	Paper and electronic	North Devon Council
Harbour Dues/Mooring Fees	Receipts/Invoices pertaining to boats	Current year plus 3 years	Destroy	Paper and electronic	North Devon Council

Legal Services

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
General advice not leading to legal proceedings	The process of providing legal advice on a point of law, but not leading to court proceedings	6 years from closure	Review / Destroy	Paper and electronic	North Devon Council
Contracts (ordinary)	Signed contract document, including, where applicable: complete schedules (including contract specification and the successful tender document) and formal contract variation and extension documents	6 years from expiry of contract	Destroy	Paper and electronic	Limitation Act 1980, UK-EU Trade and Co-operation Agreement
Contracts (sealed)	Sealed contract document, including, where applicable: complete schedules (including contract specification and the successful tender document) and formal contract variation and extension documents	12 years from expiry of contract	Destroy	Paper and electronic	Limitation Act 1980
Agreements	Agreements between organisations (including memorandums of understanding and grant/funding agreements)	6 years after agreement expires, 10 years after agreement expires if providing state aid or 12 years after agreement expires if sealed	Destroy	Paper and electronic	Limitation Act 1980, Council Regulation (EC) No 659/1999
Data Protection	Correspondence in relation to Data Subject Requests	3 years	Destroy	Paper and electronic	Information Commissioner's Office (ICO) Guidance
Data Protection	Paperwork in relation to data breaches	2 years, unless regulatory action taken. If regulatory action retain and review at 6 years	Destroy	Paper and electronic	Information Commissioner's Office (ICO) Guidance
Data Protection	Correspondence in relation to requests for the disclosure of information pursuant to an exemption	6 years from last correspondence	Destroy	Electronic	Information Commissioner's Office (ICO) Guidance / Limitation Act 1980
Freedom of Information (FOI) / Environmental Information Regulations (EIR)	Policies; Procedures; Retention and Disposal Schedules	3 Years after procedures have been superseded	Review and destroy		North Devon Council
Freedom of Information (FOI) / Environmental Information Regulations (EIR)	Correspondence in relation to information requests under Freedom of Information Act 2000 and Environmental Information Regulations 2004	2 years from the date of issue of the final response	Destroy	Electronic	North Devon Council
Freedom of Information (FOI) / Environmental Information Regulations (EIR)	List of readily accessible information available to the public	Keep for 2 years after replaced by new Information Commissioner's Office (ICO) scheme	Destroy	Electronic	North Devon Council
Land matters	Changing ownership of land or property: Freehold sale/purchase (for title purpose) - File	18 years	Destroy	Paper and electronic	Law Society Guidance
Land matters	Leasing land or property (over 7 years)	18 years	Destroy File / Review Lease	Paper and electronic	Law Society Guidance
Land matters	Leasing land or property (short leasehold)	Life of lease plus 12 years	Destroy File / Review Lease	Paper and electronic	Law Society Guidance
Land matters	Private Sector Leases (PSLs) - Original Document	Leases for individual properties retained until 12 years from expiry of final lease	Destroy	Paper and electronic	North Devon Council
Land matters	Private Sector Leases (PSLs) - File	Life of lease plus 12 years	Destroy	Paper and electronic	Law Society Guidance
Land matters	Licences for land - File	6 years from end of licence period	Destroy	Paper and electronic	Law Society Guidance
Title deeds	Title deeds relating to property owned or leased by the Council - Original Document	Transfer to new freeholder on sale	Permanent preservation	Paper and electronic
Title deeds	Land Certificates and Official Copies of Register - Original Documents	Destruction on sale of whole or receipt of up-to-date copies	Destroy	Paper and electronic	Land Registry Guidance
Litigation	The process of managing, undertaking or defending for or against litigation on behalf of the local authority (civil, criminal, debt recovery) / Enforcement / Public Inquiries	Review 6 years from close of case	Review / Destroy	Paper and electronic	Statutory Limitation Act 1980
Lawful Development Certificates	Lawful Development Certificates - File	6 years from date of decision	Destroy	Paper and electronic	Limitation Act 1980
Section 106 Agreements	Agreements restricting the use of land and placing obligations on developer and future owners - Original Document	Permanent	Permanent retention	Paper and electronic	North Devon Council
Section 106 Agreements	Agreements restricting the use of land and placing obligations on developer and future owners - File	12 years from completion	Destroy	Paper and electronic	Limitation Act 1980
Planning Enforcement	Enforcement Notices / Stop Notices / s215 Town and Country Planning Act 1990 (site clearing) / Breach of Condition Notice / Related Working Papers and Evidence	6 years from conclusion of the enforcement action	Destroy	Paper and electronic	North Devon Council
Tree Preservation Orders	Tree Preservation Orders (TPOs) - File	12 years after agreement expires if sealed	12 years after agreement expires if sealed	Paper and electronic	Limitation Act 1980
Footpath Stopping Up or Diversion Orders	Stopping up or diversion of existing footpaths - File	6 years from date of confirmation	Destroy	Paper and electronic	North Devon Council
Footpath Stopping Up or Diversion Orders	Confirmed Order stopping up or diverting existing footpaths - Original Document	Permanent unless replaced by subsequent Order or legislation	Permanent retention	Paper and electronic	North Devon Council
Working files and papers	General matters	6 years after agreement expires, or 12 years after agreement expires if sealed	Destroy	Paper and electronic	Limitation Act 1980
Monitoring Officer	General files and papers	4 years from conclusion	Destroy	Paper and electronic	North Devon Council
Land matters	Licences for land - Original Document	25 years from end of licence period	Destroy	Paper and electronic	North Devon Council
Land matters	Wayleaves - File	6 years	Destroy	Paper and electronic	North Devon Council
Land matters	Wayleaves - Original Document	Destruction on sale of whole or receipt of up-to-date copies	Destroy	Paper and electronic	North Devon Council
Tree Preservation Orders	Tree Preservation Orders (TPOs) - Original Documents	Permanent	Destroy	Paper and electronic	North Devon Council
Data Protection	Data Protection Impact Assessments (DPIA) - Central copies	6 years	Destroy	Paper and electronic	North Devon Council

Leisure

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Facility Contract Files	Legal documents, Health and Safety Files	Various - some can be destroyed 6 years post contract expiry. Although some agreements are for longer periods	Destroy	Paper and electronic	Limitation Act 1980, Public Contracts Regulations 2009, North Devon Council
Project Contract Files	Legal documents	Various - Some can be destroyed 6 years post contract expiry. Although some agreements are for longer periods	Destroy	Paper and electronic	Limitation Act 1980, Public Contracts Regulations 2009, North Devon Council
Contract Monitoring	Correspondence, PIs	Destroy 6 years post contract expiry	Destroy	Paper and electronic	Limitation Act 1980
Finance Files		Destroy 6 years post project/work/grant expiry	Destroy	Paper and electronic	Financial
Facility Contract Files	Legal documents	Destroy 6 years post contract expiry	Destroy	Paper files and electronic	Limitation Act 1980
Event Files	Oceanfest	Reviewed annually and destroyed	Destroy	Paper and electronic	North Devon Council
Open Space Consultation	Responses to planning consultation and supplementary correspondence	Review annually and destroy completed sites	Destroy	Paper and electronic	Consent and legal agreement issued
Open Space Projects	S106 funded project files	Review annually and destroy 6 years post completion		Paper and electronic	Financial
Rate Relief	Sports Rate Relief applications	Destroy after 6 years - financial data	Destroy	Paper and electronic	Financial

Licensing

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Regulatory Services - Licensing	Animal Licences such as cat and dog boarding, pet shops, riding establishments	6 years following licence expiry	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Basic Disclosure – ‘fitness’ in connection with certain licences	Maximum 3 months or as soon as licence determined	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Pleasure Boat/Boatman’s Licence	Current year plus 2 following expiry of the licence	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Holiday Caravan Site Licensing	Current year plus 2 following expiry of the licence	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Charitable Collections – House-to-House and Street Collection	Current year plus 2 following expiry of the licence	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Enhanced Disclosure – ‘fitness’ - taxi drivers	Determination of the licence – then destroyed	Destroy	Paper	Best practice
Regulatory Services - Licensing	Gambling	Current year plus 2 following expiry of the licence	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Licensing Act 2003 – Premises, Club, Personal, Temporary Event Notices (TEN’s)	Current year plus 2 following expiry of the licence	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Licensing Premises and Vehicle Inspections	Current year plus 2 following expiry of the licence	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Prosecutions	7 years following conclusion of proceedings	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Requests for service	Current year plus 2 following expiry of the licence	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Driver and Vehicle Licensing Agency (DVLA) mandate – driving licence information/endorsements. New every 3 years	Mandatory 7 years	Destroy	Electronic	Driver and Vehicle Licensing Agency (DVLA)
Regulatory Services - Licensing	Common Law Police Disclosure	Retained only as long as necessary to determine the outcome of a Licence/Review	Destroy	Paper	Best practice
Regulatory Services - Licensing	Scrap Metal Site and Collector Licences	Current year plus 2 following expiry of the licence	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Sex Establishments	Current year plus 2 following expiry of the licence	Destroy	Electronic	Best Practice
Regulatory Services - Licensing	Skin Piercing – Persons and Premises	Permanent retention	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Taxi Licensing - drivers, operators and vehicles	Current year plus 2 following expiry of the licence	Destroy	Electronic	Best practice
Regulatory Services - Licensing	Safety Advisory Groups (SAGs)	Last 3 years	Destroy	Electronic	Best practice

Museum

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Accession Register	Bound volume describing museum collections, signed Entry Forms and associated MODES database	Permanent - key provenance data for museum collections	Retain	Bound volumes and forms in locked cabinet or safe, MODES database with variable access for collections staff and volunteers	Museum Accreditation requirements, Spectrum data standard
Object entry and loan records	Entry forms and loan agreements	Permanent - key provenance data for museum collections	Retain	Paper files	Museum Accreditation requirements, Spectrum data standard
Volunteer and work experience records	Application forms, references, medical records, training records and emergency contact details	6 years after volunteering ceases - basic records retained permanently for those with access to collections / systems	Destroy	Paper files in locked cabinet and secure spreadsheet	In line with HR policies for staff
Copyright and ownership records for non-physical and digital assets	Permission forms for use of images, oral histories etc	Permanent - key provenance data for museum digital collections	Retain	Paper	Museum Accreditation requirements, Spectrum data standard
Archaeological finds reports and other research	Primary reports of historical data forming part of North Devon's historical record	Research / permanent	Retain	Paper or electronic	Common practice
Feedback forms and visitor evaluation data	Anonymous feedback forms with postcode data	Review annually and destroy	Destroy	Paper and electronic	Common practice
Research contact information	Research contacts relating to museum collections (object records)	Review annually and destroy	Destroy	Electronic and paper files, staff access only	Museum Accreditation requirements, Spectrum data standard
Project records	Legal documents with external funders and monitoring reports	Depends on funder - eg 10 years for HLF, permanent if for object acquisitions	Destroy/retain	Paper and electronic	Agreements with funders
Marketing list	Email and postal addresses for visitors who have opted in to receive information about activities and events at the museum	New list collected with specific opt-in, to be deleted on request	Destroy/retain	Electronic	Consent given
Correspondence	General correspondence not forming part of collections records	Review annually and destroy	Destroy	Paper and electronic	North Devon Council

Parking

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Permits	Car Parks	2 years	Destroy	Electronic on Permitsmarti System	North Devon Council
Staff Parking (work based)	Permits for essential and business use	2 years	Destroy	Electronic on Permitsmarti System	North Devon council
Special Permits	Temporary parking for Auditors, Highway Inspectors etc	2 years	Destroy	Electronic on Permitsmarti	Common practice
Season Tickets	Annual and Temporary (Summer only)	2 years	Destroy	Electronic on Permitsmarti System	Common practice
Payment Records	Receipts, invoices etc	6 Years	Destroy	Electronic and paper	See Finance R and D for payments
General Administration Files	Letters, files relating to car parks	2 years from settlement of any complaint	Destroy	Paper, electronic, emails	Common practice
Penalty Charge Notices (PCNs)	Copies of PCN's, supporting photographic evidence, correspondence, transfer to bailiffs etc	7 Years	Destroy	Electronic on Imperial 360 system	Limitation Act 1980

Parking

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Permits	Car Parks	2 years	Destroy	Electronic on Permitsmarti System	North Devon Council
Staff Parking (work based)	Permits for essential and business use	2 years	Destroy	Electronic on Permitsmarti System	North Devon council
Special Permits	Temporary parking for Auditors, Highway Inspectors etc	2 years	Destroy	Electronic on Permitsmarti	Common practice
Season Tickets	Annual and Temporary (Summer only)	2 years	Destroy	Electronic on Permitsmarti System	Common practice
Payment Records	Receipts, invoices etc	6 Years	Destroy	Electronic and paper	See Finance R and D for payments
General Administration Files	Letters, files relating to car parks	2 years from settlement of any complaint	Destroy	Paper, electronic, emails	Common practice
Penalty Charge Notices (PCNs)	Copies of PCN's, supporting photographic evidence, correspondence, transfer to bailiffs etc	7 Years	Destroy	Electronic on Imperial 360 system	Limitation Act 1980

Parks

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Management of Parks Estates (eg parks and play areas)	Project specifications, Plans, Installation manuals, Certificates of approval	Retain for life of estate	Destroy	Paper and electronic	Common practice
Maintenance of Council Parks Property (using other Contractors)	Work orders, response maintenance	Destroy 1 years after last action	Destroy	Paper destroy, electronic (invoices, orders held on Finance system)	North Devon Council
Suppliers' documents	Miscellaneous - delivery documents, equipment safety check reports	1 Year	Destroy		Common Practice
Play Area Inspection Report	Daily Monitoring records and Inspection Reports	21 Years	Destroy	Paper & Electronic	Common practice
Tree Survey	Tree Reports and Inspections	Life of tree	Destroy	Paper and electronic	Common practice
Maintenance and operational manuals	Cemetery machinery manuals and play equipment manuals	Destroy when machinery or equipment is removed	Destroy	Paper and electronic	North Devon Council
Parks Volunteer Groups	Volunteer Email addresses	Contact Emails - keep whilst group remains active	Destroy	Electronic	North Devon Council

Planning

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Preplanning application discussion and assessment		6 Years	Destroy	Paper and electronic	North Devon Council
Consultation re planning applications with neighbouring authorities and Environmental scoping and screening of planning proposals		6 Years from planning decision	Destroy	Paper and electronic	Staffordshire County Council
Planning Scheme Development and Amendment eg Structure Plan, Local Plan, Town Centre plans, Local Development Framework	The activity of developing a vision and strategic directions regarding existing and future land use within the Local Authority and the development of local and town centre plans to ensure the implementation of the Structure Plan	Transfer to place of deposit after administrative use is concluded	Permanent	Paper and electronic	North Devon Council
Consultation Documents eg Consultation documents and replies, Inquiries and objections made by members of public, Public Inquiry documents	The activity of consultation to gain approval for the Structure Plan or Local Plans	Transfer to place of deposit after administrative use is concluded. Once document superseded review made as to whether to dispose of background information	Permanent	Electronic	North Devon Council
Historical information eg Sites and Monuments records, Ecological records, Species records, Historically listed buildings, Definitive map, Commons registration	The activity of recording information on historical buildings, monuments and ecology at a specific site	Transfer to place of deposit after administrative use is concluded	Permanent	Paper and electronic	Planning (listed buildings and conservation area) Act 1990
Planning Applications eg Planning application files and plans, correspondence relating to any objections, hearing papers, planning application register	The process of controlling development of areas through applications for planning permission	Permanent - All planning application files are now scanned and saved electronically (old files used to be microfiches)	Permanent	Paper copies (only destroyed when scanned onto CD Rom), then saved electronically	Town and Country Planning Act 1990
Enforcement	Control of unauthorised development	4 years from closure of file	Destroy	Paper and electronic	North Devon Council
Listed Building Applications	The process of approving applications, for all buildings that are listed or have other significance	Transfer to place of deposit after administrative use is concluded	Permanent	Paper and electronic	Planning (listed buildings and conservation area) Act 1990
Countryside and Outdoor Records eg Tree preservation orders , country parks and nature reserves development plans and correspondence, land purchase agreements	The process of maintaining the countryside and developing open spaces for public amenity	Permanent	Permanent	Paper and electronic	North Devon Council
Statutory returns	Process of preparing information to be passed on to central government as part of statutory requirements	6 years from closure	Destroy	Paper and electronic	North Devon Council

Procurement

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
General Pre-Contract Advice	Emails notes written advice regarding procurement routes	6 years after award of contract or non-proceeding	Destroy	Paper and electronic	North Devon Council
Project/tender files	Include SQs, tender, terms and conditions, negotiations, minutes and monitoring of a successful contract	6 years from award of contract	Destroy	Paper and electronic	Limitation Act 1980, UK-EU Trade and Co-operation Agreement
Tender documents	Includes letter, tenders and supporting papers	6 year from award contract start	Destroy	Paper and electronic	Limitation Act 1980, UK-EU Trade and Co-operation Agreement

Property Services

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Property and Land Management	Reports to management on overall property of Council. Including annual reports, register of leases	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Management of Council buildings and estate	Project specifications Plans, Installation manuals, Certificates of approval	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Maintenance of Council buildings and estate	Work orders, planned maintenance schedules, responsive maintenance	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Leasing and Occupancy	The process of managing leased property (eg Allotment Leases, Lease agreements, Rental expenditure authorities, Valuation queries, Applications for leases, licences and rental revision)	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Leasing and Occupancy	The process of managing the occupancy of property (requests for works, cleaning)	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Property Acquisition and disposals	Management of the acquisition process (by lease or purchase) for assets	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Property Acquisition and disposals	Management of the disposal process (by sale, transfer or write off) for assets	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Asset registers	Summary management reporting on the overall assets of the local authority	Delete 15 years after relevant event	Delete	Electronic on Technology Forge	Statute of Limitation Act 1980
Asset monitoring and maintenance	Process of reporting and reviewing assets status	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Electronic on Technology Forge	Statute of Limitation Act 1980
Facilities Management (eg cleaning; utilities, security, etc)	The process of maintaining assets	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Management Review Records and team performance monitoring	Minutes, trackers, etc	Delete 15 years after relevant event	Delete	Electronic	Statute of Limitation Act 1980
Tendered work	Individual Contract Files, Plans, Bills of Quantities, Specifications, Project Plans, etc	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Agreements with contractors and consultants	Contracts, correspondence, instructions, reports, certificates, minutes, etc	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Asset Management and Works	Bills of Quantity; Installation surveys (plant and services); maintenance contracts and related correspondence; diaries or logs; programme; schedules	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Drawings		Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Maintenance and operational manuals		Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Maintenance diaries or logs		Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Meeting with contractors - agendas, minutes		Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Plant and equipment condition surveys		Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Surveys and inspections - reports - master set		Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Surveys and inspections, valuations, reports and other copies	General estate management information	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then Destroy	Paper and electronic	Statute of Limitation Act 1980
Land Drainage	Inspections, notices, works, reports, grant funding, etc	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Coastal Protections	Surveys and inspections, strategy and policy documents, funding, EA related documents, etc	Remove to dead filing 12 months after file closure date. Destroy 15 years after file closure date	Archive and then destroy	Paper and electronic	Statute of Limitation Act 1980
Terrier Maps and Indexes - computerised	Valuation	Delete 15 years after relevant event	Delete	Electronic	Statute of Limitation Act 1980

Revenues and Benefits

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
Housing Benefits	All Documents and information relating to Housing Benefit and Council Tax Reduction applications ie: application forms, supporting evidence documents and personal information from the forms etc	Paper keep for 3 months, electronic current year plus 6 years	Paper destroy, electronic delete	Paper and electronic (OPENRevenues and DIP and Workflow system)	Local Government Finance Act 1992, Statutory: Social Security (claims and information) (amendment) Regulations 2010. Limitations Act 1980
Benefits, Council Tax and National Non Domestic Rates	Revenues and Benefits Systems reports	Paper - Benefits current year plus 2 years, Council Tax current year plus 6 years / Electronic - current year plus 6 years	Paper destroy, electronic delete	Paper and electronic
Housing Benefits	DWP statistical information	Paper, current year plus 2 years, electronic, current year plus 6 years	Paper destroy, electronic delete	Paper and electronic	Audit
Housing Benefits Overpayments	Housing Benefit overpayment documents	Paper keep for 3 months, electronic current year plus 6 years	Paper destroy, electronic delete	Paper and electronic
Housing Benefits Overpayments Council Tax and Non Domestic Rates	Recovery Actions - write off records	Paper current year plus 2 years, electronic current year plus 6 years	Paper destroy, electronic delete	Paper and electronic
Council Tax and National Non Domestic Rate	The activity of corresponding with tax payers and rate payers in relation to all matters including: Notices; Objection; Applications; Correspondence; Notifications	Paper keep for 3 months, electronic current year plus 6 years	Paper destroy, electronic delete	Paper and electronic (DIP and Workflow system)	Local Government Finance Regulations 1992
Council Tax and National Non Domestic Rate	Schedule of Liability Order for Council Tax and National Non Domestic Rate for recovery of non payment (name, address, amount owed)	Paper keep for 3 months, electronic current year plus 6 years	Paper destroy, electronic delete	Paper and electronic (DIP and Workflow system)	Local Government Finance Regulations 1992
Council Tax and National Non Domestic Rate	Valuation List and associated schedules	Paper keep for 3 months, electronic current year plus 6 years	Paper destroy, electronic delete	Paper and electronic	Local Government Finance Regulations 1992
Council Tax	The process of billing and collecting Council Tax	Current year plus 6 years	Delete records	Electronic (OPENRevenues)	Local Government Finance Regulations 1992
National Non Domestic Rate	The process of billing and collecting National Non Domestic Rate	Current year plus 6 years	Delete records	Electronic (OPENRevenues)	Local Government Finance Regulations 1992

Works and recycling

Class of Record	Detail	Retention Period	Action	Format	Authority for Guiding Retention
The process of arranging the collection/transportation of domestic and trade waste	Specifically: defect sheets, log books, weighbridge tickets	3 Years after last action, or 12 months after last date in book	Destroy	Paper	Common practice
The process of arranging the collection/transportation of domestic and trade waste	Specifically: waste transfer notes, duty of care notes, skips/bottle banks	6 Years after last action	Destroy - could be reviewed in future for possible scanning/electronic capture	Paper and electronic	Common practice
Documentation related to short term storage of waste at site	Inspections and permits	Permanent. Life of site	Archive	Paper	North Devon Council
Process of managing use, type and amount of waste transferred to a specific site	Weighbridge tickets	2 Years after last action	Destroy	Paper	North Devon Council
Waste reduction - Composting and Recycling	Waste data flow information	Local government online document available permanently	Permanent	Electronic	Wastedataflow
Waste Collection	Service Requests	Permanent	Permanently kept on customer service CRM	Electronic	North Devon Council
Assisted Collections	Applications for an assisted collections site visit notes and/or photos and copies of internal emails relating to the application.	All records are held on waste management system. Operational Staff are not able to see this information only that the property is assisted. No paper records are kept.	All applications are stored electronic permanently against the property	Electronic	North Devon Council
Vehicle documentation	MOTs, RPC Loler Certificates, Servicing records, inspection sheets, Defect sheets	3 years from date of inspection	Destroy	Paper and electronic	Freight Transport Association (FTA)
Lease agreements	Vehicles, Trackers, Photocopier	6 years from expiration of lease	Destroy		North Devon Council
Insurance	Insurance claims following accidents (copy of original docs held by Exchequer)	Works and Recycling to destroy documents after 6 months. Exchequer 5 years after settlement. Hugh Symons backs up all insurance related info on CD permanently	Destroy documents, Permanent (CD)	Paper and electronic	North Devon Council
Accidents	Incident Report Forms	3 years	Destroy	Paper and electronic	North Devon Council