Retention schedule

1 year retention period 

• All records relating to information held about properties or land currently available to let within the area.
• Information on residential and commercial land and property which is available for purchase or for rent in the local area – from creation of record.
• All records relating to the creation and management of business awards.
• All records relating to advice and information for visitors on attractions in the local area. This will include descriptions, opening hours, admission prices and how to get there.
• All records relating to internal room bookings where no recharge is made.
• All records relating to the provision of an internal graphic design service where no recharge is made – from creation of record.
• Information about the location and opening hours of council offices. May also include information about public meetings and the availability of civic officials for queries.
• All record relating to the resident feedback on social media.

2 year retention period 

• All records relating to the valuation of property.

3 year retention period

• All records relating to the publication of the latest news and public information relevant to the local area.
• All records relating to the inspection and monitoring of air handling units.
• All records relating to the creation and management of media and publicity protocols.
• All records relating to the management of reception facilities.
• All records relating to the development of film and television within the local authority.
• All records relating to the management of internal procedures and facilities involved in the delivery of services not covered elsewhere in the schedule.
• All records relating to responses made by councils to external consultations.

4 year retention period 

• All records relating to links between local people, local organisations and decision makers.

6 year retention period

• Client records relating to disabled facilities' grants.
• All records relating to the creation and implementation of land use proposals.
• All records relating to advice, grants and assistance are available to businesses in taking forward tourism marketing, publicity, and promotional activity to encourage visitors to the local area.
• All records relating to the monitoring and management of derelict properties.
• All records relating to the provision of an estates management service for land and property in the area.
• Records relating to processes to support consultations concerning service delivery.
• All records relating to financial support provided for commercial property development.
• All records relating to internal room bookings where a recharge is made.
• All records relating to designs or adaptations intended to ensure access to and use of public buildings by people with disabilities.
• All records relating to the management on air handling units in properties owned by the Council.
• All records relating to the provision of catering services to staff (including food hygiene checks).
• All records relating to the provision of facilities for staff.
• All records relating to building acquisition.
• All records relating to the completion of property valuations.
• Records relating to the management of council properties which are owned or leased by the Council but which have not been built by the Council – from end of council use of building.
• Surveys of buildings owned by local authorities - from disposal of building.
• All records relating to the provision of an internal graphic design service where a recharge is made - from creation of record.
• All records relating to the use of external graphic design services - from creation of record.
• All records relating to planned maintenance on council land and property.
• All records relating to the refurbishment of buildings owned by the local authority.
• All records relating to the responsive maintenance of properties owned by the local authority.
• All records relating to unplanned repairs to premises or facilities equipment.
• All records relating to the provision and maintenance of all car parking facilities attached to Council buildings.
• All records relating to the provision and maintenance of water supplies in council offices.
• All records relating to the management of equipment used by the facilities function.
• All records relating to the purchase of consumables for local authorities.
• All records relating to facilities management services provided to local authorities.
• All records relating to the management of service level agreements for buildings owned by local authorities.
• All records relating to the provision of security in local authority buildings.
• Case files relating to grant of easement to the client.
• Case files relating to leases/tenancy agreements/licences to be granted to the client.
• Case files relating to Legal Charges (other than charges under section 22 of the Health & Social Services & Social Security Adjudications Act 1983).
• All records relating to the disposal of publicly owned land and property.
• Case files relating to Deed Of Release/Rectification/Variation By Client.

7 year retention period 

• ​​​​​​​Display Energy Certificates.

10 year retention period

• All records relating to the development of tourism opportunities.

12 year retention period

• All records relating to the recovery of land.

15 year retention period 

• All records relating to the feasibility of the design and construction of buildings.
• All records relating to the certification of buildings (not listed buildings) - from date of completion.
• All records relating to the design and construction of buildings (not listed buildings) – from date of completion of building.

40 year retention period 

• Asbestos Register.
• Risk Assessments (relating to hazardous substances) – from closure date.

Permanent retention period 

• All records relating to the certification of buildings (listed and significant).
• All records relating to the design and construction of buildings (listed buildings).

Other rentention periods 

• All records relating to the creation and publication of official publications about the council and the surrounding area – when publication goes out of print.
• All records relating to compulsory purchase orders and compulsory acquisition of property - date ownership of the land ceases.