Transcription
Corporate Policy Record Retention andManagement[Type the abstract of the document here. The abstract is typically a short summary of the contents of the document.Type the abstract of the document here. The abstract is typically a short summary of the contents of the document.]
Cambridge City CouncilCorporate Policy on DocumentRetention and Records ManagementAny printed copy of this document is only valid on the day it was printed. Beyond that date pleaserefer to the original held on the 3C Information Governance Team intranet pages to ensure thatyou are working from the latest version.Date of this Policy: 10/01/2018Date of next revision: 18Summary of ChangesChanges markedFirst issuePrepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 1 of 69Date:10/01/2018
1.Introduction1.1Cambridge City Council recognises that its records are an important public asset, and are a keyresource to effective operation and to accountability. Like any asset, they require carefulmanagement and this policy sets out the Council’s responsibilities and activities in regard to themanagement/retention of its records.1.2The effective management of records in all formats depends as much on their efficient disposal aswell as their long-term preservation. Records disposal policies are essential for effective recordsmanagement. As a local authority we must be consistent in the way we handle and dispose of ourinformation. These guidelines will assist the Council in meeting local needs whilst providing aconsistent approach to record keeping across Government.1.3In providing services to the public, if we cannot undertake the effective management of their recordsand information particularly keeping them organised and accessible for as long as they are needed(but no longer), then it will be hard to sustain public trust in our services.1.4These guidelines are also extremely important in the context of Freedom of Information andcompliance with Data protection Legislation which enforces transparency and accountabilityregarding the manner in which we process personal data and specifically requires the Council toinform how long personal data will be held for. The public expect equality of openness andavailability across the government sector, and stakeholders will expect that their interests are beingsafeguarded. These guidelines are instrumental in achieving these aims.1.5These guidelines have evolved through two stages:a)b)The Records Management Society of Great Britain for local authorities draft retention guidance.The Local Government Association retention guidance where stated.1.6Unless otherwise stated the retention periods refer to financial years.2.Scope of the Guidelines2.1The guidelines have been issued to support Officers and Members in the areas of recordsmanagement, records retention, and compliance with Data Protection legislation (General DataProtection Regulations and the Data Protection Act 2018, Freedom of Information Act and the LocalGovernment Act.2.2They are intended to cover all records and information from creation through to either theirdestruction or retention for historical or research purposes.2.3Backup copies on alternative media (e.g. server, microfilm or paper) should be destroyed, inaccordance with these guidelines. This is to ensure compliance with The General Data ProtectionRegulation and the Data Protection Act 2018 and Freedom of Information Act legislationrequirements.3.Objectives of the Retention GuidelinesPrepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 2 of 69Date:10/01/2018
3.1a)b)c)d)The objectives of these guidelines are to:Assist in identifying records that may be worth preserving permanently.Prevent the premature destruction of records that need to be retained for a specified period to satisfylegal, financial and other requirements of public administration.Provide consistency for the destruction of records not required permanently after specified periods.Improve records management practices within the authority.4.Transfer of Records to Archival Storage4.1Records identified as ‘permanent’ should be marked ‘Archive’.4.2If you wish to transfer permanent records to an archive please contact the Information GovernanceTeam.5.5.1LitigationWhere litigation is possible, the records and information that might be required should not beamended or disposed of until the possibility of litigation has been removed.6.Destruction of Records6.1A Record and Document Disposal Register of destroyed records will be maintained. Enough detailwill be recorded to identify which records have been destroyed. It is not sufficient to indicate that aquantity of records have been destroyed on a certain date. Enough details should be retained toidentify which records have been destroyed. Please contact the information Governance Team toobtain a disposal form to complete and return. The Information Governance Manager will haveoverall responsibility for the register of destroyed records.6.2Records should be destroyed using the appropriate method, either shredding for paper or deletionfor electronic records.6.3Documents held on the Electronic Document Management System and main back office systemsare currently subject to national discussion to enable archiving of data and records.6.4For records not covered by the guidelines contact the Information Governance Team for furtheradvice.Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 3 of 69Date:10/01/2018
7.Standard Operating Procedure (SOP)7.1There are some records that do not need to be kept at all; StandardOperating Procedure defines types of records which staff may routinelydestroy in the normal course of business. However, the retention anddisposal schedule must still contain reference and instructions referringto them.7.2SOP usually applies to information that is duplicated, unimportant oronly of short-term facilitative value. Unimportant records or informationinclude:‘with compliments’ slipscatalogues and trade journalstelephone message slipsnon-acceptance of invitationsrequests for stock information such as maps, plans or advertising materialout-of-date distribution listsduplicate copies (see para: 7.3)a)b)c)d)e)f)g)7.3Duplicated and superseded material such as stationery, manuals, drafts, forms, address books andreference copies of annual reports may be destroyed as being unimportant.7.4Electronic copies of documents where a hard copy has been printed and filed, are included asunimportant.7.5This does not apply to records or information that could be used as evidence (para 5.1 refers). If youare in doubt about what information might be required then consult the legal section.8.8.1Reviewing the ScheduleThese guidelines prescribe minimum and permanent retention periods. The guidance will bereviewed at regular intervals. Additional records may be identified for inclusion within theseguidelines at any time.9.Format of Records (electronic, paper, microfiche)9.1Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 4 of 69Date:10/01/2018
Record retention policies were primarily created to define retention periods for paper records.However as more of the Council business is performed electronically there is a need to define theretention periods of electronic records. These record retention guidelines are relevant to recordswhich are electronic, paper or records which have been transferred to another format such asmicrofiche.10.10.1TerminologyResponsible Officer10.1.1 Information Asset Owners will be responsible for ensuring information assets are held in accordancewith the retention guidelines and the register of destroyed records is completed for their area ofresponsibility. If the Information Asset Owner nomination changes the current owner should informthe Information Governance Manager of the change. Each Head of Service will identify thisInformation Asset Owner(s) and publicise their identity to their staff. Staff will contact this officer ifthey have any concerns or queries about the guidance.10.2CY10.2.1 Current (financial) year.10.3P/M10.3.1 Prime or Management documentation - Prime documents must always be backed up and retainedfor statutory Internal Audit/ External Audit reasons.10.3.2 A prime document is one which, if lost or destroyed, would cause considerable damage to theAuthority.Examples include: Original documents with signaturesLegal authorisations10.3.3 Duplicates are not prime documents.10.3.4 Management documents should, in general, be kept for the current year plus two financial years.10.4 Closure10.4.1 Destroy 'x' years from closure. A record/file is closed when it ceases to be active. After closure, nonew papers/information should be added to the record. Triggers for closure of a file include: reaching an unmanageable sizecovering a period of 'x' years or moreno records added for 'x' period of timeno action taken after 'x' period of time10.5 Closure period10.5.1 A specified period of time during which the record is subject to restrictions on provision of access tostaff and/or the public may be dictated by statutory requirements or by the authority’s policy. Anyclosure period should comply with current legislation on access to local government information Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 1 of 69Date:10/01/2018
including the General Data Protection Regulation, Data Protection Act 2018 and Freedom ofInformation Act.10.6 Common Practice10.6.1 Standard practice followed by Local Authorities.10.7Last action10.7.1 Date of most recent amendment / addition / deletion of information.10.8Permanent10.8.1 Records which must be kept indefinitely, or for approximately 100 years, for legal and/oradministrative purposes, and/or are of enduring value for historical research purposes must be transferredto a suitable archive or place of deposit. When setting up an archive please consult the InformationManager.Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 2 of 69Date:10/01/2018
INDEXSection Personnel AdministrationEmployee/Industrial RelationsEqual EmploymentOccupational HealthRecruitmentStaff MonitoringStaff RetentionTerminationTraining DevelopmentStatutory Officer AppointmentSection 2Democratic Services2.1.2.2.2.3.2.4.2.52.62.7ElectionsCouncil & Committee MeetingsPartnership & Agency MeetingsPolitical Parties’ PapersByelawsLand ChargesLicensingSection 3Corporate Management3.13.23.33.43.53.6Management & AdministrationPolicy, Procedure & StrategyQuality & PerformanceEnquiries & ComplaintsPublic RelationsPromotionsSection 4Legal & Contracts4.14.24.34.44.54.6Case Files – All casesLitigationContracts and TenderingEvaluation of TenderAwarding of ContractsStock/PurchasingPrepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 3 of 69Date:10/01/2018
Section 5Financial 5.145.155.165.17AccountancyAssets RecordsBudgetsCashiers OfficeGeneral Income RecordsGeneral Payment RecordsInsuranceInvestmentsLoans/GrantsPayment of AccountsRevenue CollectionPayroll Records (Staff and Members)Sundry DebtorsBenefitsBenefit FraudRemote Access Terminal DataComputer Records FraudSection 6Information Management6.1Information ManagementSection 7Environmental Health7.17.27.37.47.57.6Accident RecordsEnvironmental ProtectionPublic HealthLitigationLicencesInspectionsSection 8General Public Service8.18.2Emergency PlanningMajor IncidentSection 9Health & Safety and ccident RecordsCompressed Air RecordsHealth RecordsInspections/ ExaminationsLog Book & Vehicle OwnershipPoliciesSafe System of WorkTrainingAsbestos RecordsRisk AssessmentsWasteWork TicketsPrepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 4 of 69Date:10/01/2018
Section 10Property and Building Records10.110.210.310.4Agreements / ArrangementsAsbestos RecordsConstructionAsset RecordsSection 11Planning and Land Use11.111.211.311.4Planning Policy & ImplementationPlanning and Building RegulationInfrastructure Management and MaintenanceMaintenanceSection 12.1112.12RegisterTemporary Accommodation and HomelessnessGeneral Payment RecordsFinancial Records Held on Case FilesHousing AllocationHousing FinanceHousing PolicyHousing ServicesHomelessness and PreventionHousing AdviceImprovements and RepairsMultiple Occupancy HomesSection 13Internal Audit13.1Internal AuditSection 14Call Centre14.1Call CentreSection 15Leisure15.115.215.315.415.515.6Application FormsSafetyFinanceBookingsDirect DebitStaffSection 16Cemeteries & Crematoria16.1Funerals and cremationsPrepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 5 of 69Date:10/01/2018
Section 17Assets17.1Assets and FacilitiesSection 18Complaints & Enquiries18.118.218.3Complaints and ComplimentsConsultationsData protection and freedom of informationSection 19Water Activities19.119.2Water ActivitiesInland WaterwaysPrepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 6 of 69Date:10/01/2018
SECTION 1 – HUMAN RESOURCES (HR)FUNCTION DESCRIPTIONRETENTION PERIOD1.11.1.1HR ADMINISTRATIONSummary management systems that allowthe monitoring & management of employeesin summary form. Note. The summaryinformation that this record class attempts tocapture is as follows: Name, Date of Birth,Date of Appointment, Work History Details,Position/Designation, Titles & Dates HeldLGAGUIDERETENTIONAPPLIEDPermanent.Transfer to Place of Depositafter administrative use isconcluded.Destroy 7 years from date oftermination of employment1.1.2The process of employing staff andadministration to ensure that entitlementsand obligations are in accordance withagreed employment requirements.(The selection of an individualfor an established position – 1year)ServiceID 1645Archived after employment isterminated. After archiveddestroy after 7 years.1.1.3Personnel file(Case files relating todisciplinary matters – close ofcase 6 years)ServiceID 974Personnel RecordsThe definitive record of personnel information will be retained by HR. It is understood that Managers will holdinformation relating to staff such as absence and appraisal documentation. This should be held for two years thenforwarded to HR to ensure a complete record is retained. If there is any question regarding information held thatrelates to staff members forward this to HR.1.1.4All other recordsPrepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesTermination 7 yearsPage 7 of 69ServiceID 977Date:10/01/2018
(Case files relating todisciplinary matters – 85years)(1058 Health Surveillanceforms – 40 years)(All records relating toindividuals who are maderedundant – 80 years)ServiceID 978ServiceID 979ServiceID 1770(All records relating to theadministration of parentalleave where the child isdisabled – date of birth of child18 years)(Bulk transfer files – date oflast contact 100 years)(Files relating to individualmembers of the pensionscheme (includingdependents) – date of lastcontact 100 years)All other files are 6 or less1.2EMPLOYEE/INDUSTRIAL RELATIONS1.2.1Identification & development of significantdirections concerning industrial matters.1.2.2Liaison processes of minor and routineindustrial matters.RETENTION PERIODLGAGUIDEAUTHORITY& NOTESPermanent.Transfer to Place of Depositafter administrative use isconcluded.Destroy 7 years afteradministrative use isconcluded.Kept on personnel file,destroyed 7 years after thetermination of employment.1.2.3Processing of disciplinary and grievancesinvestigations where proved.1.2.4Processing of disciplinary and grievanceinvestigations where unfounded.Destroy after the grievancehas been unfounded (i.e. afterthe process, includingappeals, has been completed).EQUAL EMPLOYMENTRETENTION PERIOD1.3Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared Services(Case files relating todisciplinary matters – close ofcase 6 years)Page 8 of 69ServiceID 974LGAGUIDERETENTIONAPPLIEDDate:10/01/2018
1.3.11.4The process of investigation and reportingon specific cases to ensure thatentitlements & obligations are in accordancewith agreed Equal EmploymentOpportunities guidelines policies.Destroy 5 years after actioncompleted.OCCUPATIONAL HEALTHRETENTION PERIODLGAGUIDERETENTIONAPPLIEDDestroy 40 years after lastaction.1.4.11.5The process of checking and ensuring thehealth of staff.(Health Referral files – date ofbirth 100 years)ServiceID 979RECRUITMENTRETENTION PERIODLGAGUIDEThe successful selection of an individual foran established position.Kept on Personnel File,destroy after 6 years oftermination of contract. See“Personal Administration” forletter of appointment forsuccessful candidates.RETENTIONAPPLIEDDestroy after 6 months1.5.1ServiceID 1645(The selection of an individualfor an established position – 1year)Unsuccessful Job Applications, interviewquestions.For successful applicants,CRB destroyed after 1 weekfrom receipt of disclosure(clear disclosure).1.5.2ServiceID 1646Criminal Records Bureau (CRB) Disclosure(1092 Criminal RecordsBureau/Disclosure and BarringService: Disclosure applicationforms – Date check completed6 months)1.6STAFF MONITORINGPrepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesRETENTION PERIODPage 9 of 69LGAGUIDERETENTIONAPPLIEDDate:10/01/2018
1.6.1Retained permanently whilstmember of staff is employed,archived after termination andafter archived destroy after 7years.Performance Appraisal(All records relating to staffperformance – Actioncompleted 6 years)ServiceID 973Destroy 2 years after actioncompleted. Monitored by eachdivision. Permanent onelectronic payroll system.1.6.2Process of monitoring staff leave andattendance.(All records relating to theadministration of StatutorySick Pay – Tax year to whichthe sick pay relates 3 years)ServiceID 979(1068 All records relating tothe administration of parentalleave where the child isdisabled – date of birth of child18 years)ServiceID 979(All records relating to theadministration of parentalleave where the child is notdisabled – date of birth of child6 years)1.71.7.11.8STAFF RETENTIONRETENTION PERIODFinancial RewardDestroy 7 years after actioncompleted.TERMINATIONRETENTION LIEDDestroy 7 years aftertermination of employment.1.8.11.9The process of termination of employmentthrough resignation, voluntary redundancy,dismissal and retirement.TRAINING DEVELOPMENTPrepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared Services(Casework: Disciplinary wherethe case results in dismissal –Year record created 6 years)ServiceID 974(All records relating toindividuals who are maderedundant – 80 years)ServiceID 978RETENTION PERIODLGAGUIDEPage 10 of 69RETENTIONAPPLIEDDate:10/01/2018
Permanent.1.9.1Routine staff training processes, notoccupational health and safety or childrenrelated.Transfer to Place of Depositafter administrative use isconcluded.ServiceID 1650(All records relating to trainingnot concerning children – Datetraining completed 3 years)Training (occupational health and safetytraining).Permanent.Individual course assessment recordsTransfer to Place of Depositafter administrative use isconcluded.1.9.2ServiceID 422(All records relating to healthand safety training provided toemployees by local authorities– date qualification expires 6years)1.9.31.1Training (proof of completion)Retained on personnel file see1.1.3STATUTORY OFFICER APPOINTMENTRETENTION PERIODLGAGUIDERETENTIONAPPLIEDPermanent. Recorded inCouncil minutes.ServiceID 3541.10.1Summary management systems that allowthe monitoring & management of statutoryofficers in summary form.1.10.2The process of administering employees toensure that entitlements & obligations are inaccordance with agreed employmentrequirements.1.10.3The appointment of an individual for astatutory position.(Principal copy minutes,agendas and reports relatingto decisions taken andrecommendations made bythe local authority and itscommittees and panels – dateof meeting 6 years)Personnel file see 1.1.3Permanent.Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesTransfer to Place of Depositafter administrative use isconcluded.Page 11 of 69Date:10/01/2018
Destroy 2 years after date ofappointment. Permanentrecord in Council minutes1.10.4The process of selection of an individual fora statutory position.(All records relating to theselection process for StatutoryOfficers – date of appointment5 years)ServiceID 1646SECTION 2 – DEMOCRATIC PROCESSFUNCTION DESCRIPTIONRETENTION IONS FOR ELECTIONS2.1.1Summary certification of those eligible tovotePermanent. Archive afteradministrative use isconcluded.Destroy 12 months from closeof poll.2.1.2(All records relating to theadministration of the votingprocess for individual electionsincluding ballot papers – dateof election 6 months)VotingServiceID 362RESULTS OF ELECTIONSDestroy 12 months from dateof election.2.1.3Declaration of Results (Local Governmentelections)(All records to the creation andpublication of election results –date of election 6 months)ServiceID 721Destroy 12 months from dateof election.2.1.4Declaration of Results EuropeanParliamentary elections)ServiceID 721(All records to the creation andpublication of election results –date of election 6 months)MEMBER DECLARATIONSPrepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 12 of 69Date:10/01/2018
2.1.5Members Acceptance of OfficePermanent.Members Registrations of InterestDeclarations of all currentmembers retained. In theevent of a Members’resignation/retirement/ nonelection declarations arerequired to be retained for aperiod of 18 months.COUNCIL & COMMITTEE MEETINGSRETENTION PERIODThe process of preparing business forPermanent.Council consideration and making therecord of discussion, debate andresolutions.Transfer to Place of Depositafter 6 years.2.2.2Minute taking.Destroy after date ofconfirmation of the minutes.2.2.3Agenda and non confidential reportsconsidered by each Council, Cabinet,Committee and Panel meetingsCY 5 years2.2.4Background PapersCY 4 yearsPARTNERSHIP & AGENCY MEETINGSRETENTION NTIONAPPLIED2.2.12.3Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 13 of 69Date:10/01/2018
2.3.1The process of preparing business forpartnership and agencies consideration andmaking the record of discussion, debate andresolutions, where the local authority legallyowns the record.Permanent.Transfer to Place of Depositafter administrative use isconcluded.The process of preparing business for2.3.22.42.4.12.5External Committees consideration andmaking the record of discussion, debate andresolutions, where the local authority doesnot own the record.Destroy 1 year after lastaction.POLITICAL PARTIES’ PAPERSRETENTION PERIODThe process of undertaking representationof the local authority.CY 3 years.BYELAWSRETENTION EDPermanent.2.5.12.6Byelaws made by the CouncilTransfer to Place of Depositafter administrative use isconcluded.LAND CHARGESRETENTION PERIODPermanent.2.6.1Register of Local Land Charges searches2.6.2Copies of completed searches in LandCharges software not hard copy6 years from completionLICENSINGRETENTION PERIODLicensing Sub Committee hearingsCY 5 years2.72.7.1Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesScanned document stored inAnitePage 14 of 69Date:10/01/2018
SECTION 3 – CORPORATE MANAGEMENTFUNCTION DESCRIPTIONRETENTION PERIOD3.1MANAGEMENT & ADMINISTRATIONLGAGUIDERETENTIONAPPLIEDCorporate Planning and ReportingPermanent.Transfer to Place of Depositafter administrative use isconcluded.3.1.1ServiceID 1622The corporate planning and reportingactivities of Local Authorities.(All records relating to thedevelopment and monitoringof annual business plans Year records created untilsuperseded)Permanent.3.1.2Transfer to Place of Depositafter administrative use isconcluded.The process of preparing business forstrategic consideration and making therecord of discussion, debate andresolutions.ServiceID 1784(Recordings of meetings –date of meeting 4 years)Destroy 3 years from closure.3.1.3The process of preparing business forcross-departmental consideration andmaking the record of discussion, debate andresolutions.(All records relating to thedevelopment andimplementation of organisationrestructure - Date restructurecompleted 6 years)ServiceID 1626The process of preparing business for3.1.4Business Unit consideration and making therecord of discussion, debate andresolutions.Destroy 3 years from closure.Statutory Returns3.1.5The process of preparing information to bepassed on to central government as part ofstatutory requirements.Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesDestroy 7 years from closure.Page 15 of 69CommonPracticeDate:10/01/2018
3.2POLICY, PROCEDURE & STRATEGYRETENTION PERIODLGAGUIDERETENTIONAPPLIEDPermanent.Transfer to Place of Depositafter administrative use isconcluded.3.2.1Activities that develop policies, procedures,strategies and structures for LocalGovernment.(All records relating to thedevelopment of a communitystrategy – date strategyexpires 4 years)ServiceID 720(Asset Management Plan Year records created 6years)ServiceID 1662Destroy 5 years from closure.3.2.2The process of monitoring and reviewingstrategic plans, policies or procedure toassess their compliance with guidelines.(All records relating tocreation, implementation andmonitoring of a strategic planfor the council - Date planexpires 6 years)ServiceID 1622Destroy 6 years afteradministrative use isconcluded.3.2.3The management of detailed responses onCouncil actions, policy or procedure.(All records relating tocomplaints referred to theLocal GovernmentOmbudsman – date complaintresolved 10 years)The management of routine responses onDestroy 2 years afteradministrative use isconcluded.3.2.4Council actions, policy or procedure.ServiceID 353Public ConsultationDestroy 5 years from closure.3.2.5The process of consulting the public andstaff in the development of significantpolicies of the local authority.Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared Services(All records relating to thedevelopment andimplementation of byelawsand regulations - Date byelawexpired 6 years)Page 16 of 69ServiceID 1390Date:10/01/2018
3.2.63.3The process of consulting the public andstaff development of minor policies of thelocal authority.Destroy 1 year from closureQUALITY & PERFORMANCERETENTION PERIODLGAGUIDERETENTIONAPPLIEDDestroy 5 years from closure.ServiceID 16213.3.1The process of monitoring or reviewing thequality, efficiency or performance of a localauthority service or unit.3.3.2The process of assessing the quality,efficiency or performance of a local authorityservice or unit.Destroy 2 years from closure.ENQUIRIES & COMPLAINTSRETENTION PERIOD3.4(All records relating to auditscarried out internally orexternally - Date auditaccepted 6 ies and ComplaintsDestroy 6 years afteradministrative use isconcluded3.4.1The management of detailed responses oncouncil actions3.4.2The management of enquiries submissionand complaints, which result in significantchanges to policy or procedure.Destroy 6 years afteradministrative use isconcludedPUBLIC RELATIONSRETENTION PERIOD3.5(All records relating tocomplaints referred to theLocal GovernmentOmbudsman – date complaintresolved 10 years)ServiceID he process of designing setting informationfor publication.Destroy 3 years from lastaction.The published work of the local authority.Destroy after administrativeuse is concluded. Note Oneinitial print copy to go directlyto the archive.Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared ServicesPage 17 of 69Date:10/01/2018
Media Relations3.5.3Process of interaction with the media.Destroy 3 years from closure.Media publications concerning LocalPermanent.Authorities.Transfer to Place of Depositafter administrative use isconcluded.ServiceID 8223.5.4(All records relating to thecreation and management ofmedia and publicity protocols Date policy/protocol expires 3years)3.6PROMOTIONSRETENTION PERIODLGAGUIDERETENTIONAPPLIEDPermanent.Transfer to Place of Depositafter administrative use isconcluded.3.6.1The process of developing and promotion ofLocal Authority campaigns and events.(139 All records relating toadvice, grants and assistanceare available to businesses intaking forward tourismmarketing, publicity, andpromotional activity toencourage visitors to the localarea. - Year records created 6years)CommonPractice(711 All records relating tohealth and safety campaignscarried out by local authorities- Date of end of campaign 3years)Civil and Royal EventsDestroy 5 years from closure.3.6.2The recording of ceremonial events andcivic occasions.Transfer to Place of Depositafter administrative use isconcluded.(All records relating to themanagement of civic events –Creation of records 6 years)Prepared by: Jo BrooksInformation Governance Manager& Data Protection Officer 3C Shared S
Corporate Policy on Document Retention and Records Management . Any printed copy of this document is only valid on the day it was printed. Beyond that date please . with the retention guidelines and the register of destroyed records is completed for their area of responsibility. If the Information Asset Owner nomination changes the current .
