Records Retention and Disposal Schedule. Waste Management
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1 Records Retention and Disposal Schedule Waste Management
2 Version control Version Author Policy Approved By Approval Date Publication Date Review Due V 1.0 Information Governance Unit Philip Jones, Head of Information Governance June 2012 June 2012 June 2013 Information Rights Staffordshire County Council asserts its right to be identified as the author of this Retention Policy and Schedule, and a statement to this effect must be clearly displayed when reproducing all or any part this document. Disclaimer This Policy and Schedule reflect the record keeping requirements of Staffordshire County Council. Staffordshire County Council accepts no liability if this Retention Schedule is used by individuals or organisations outside of the Authority.
3 Understanding Retention and Disposal Schedules Business Classification: Describes the business functions, activities and processes that records support Scope Notes: Further define the business function, activity or process that records support Retention Trigger / Closure Procedure: Defines the event that triggers the start of the retention period and/or procedure Retention Period: Specifies the length of time records must be kept following the retention trigger event Disposal Action: Specifies disposal action following end of retention period Authority: Identifies the legal, regulatory or business reasons that records need to be created, received and kept (even if requirements are not explicitly stated)
4 Contents Business Classification Page Public Services Provision 1 Waste Management 1 Site & Facility Design & Construction 1 Waste Disposal & Minimisation Planning 1 Waste Disposal Facilities Management 1 Disposal Facilities Management 1 Household Recycling Centre Management 1 Landfill Site Management 1 Active Site Management 1 Closed Site Management 1 Recycling & Disposal Credit & Payment Schemes Administration 1 Recycling Credit Scheme Administration 1 Waste Disposal Payments Administration 1
5 Contents Business Classification Page Index
6 Business Classification Scope Notes Retention Trigger (event triggering start of retention period) / Public Services Provision Waste Management Public service functions Retention Period Disposal Action (following end of retention period) Authority Management of waste disposal, waste minimisation & recycling Including: Site & facility design, construction & improvement, waste disposal & minimisation planning, operational management of disposal facilities, household recycling centres & active & closed landfill sites & disposal & recycling credit scheme administration Excluding: Tendering, contract management, financial transactions & grant payments, planning application process & waste minimisation & recycling promotion (Communications Management) Site & Facility Design & Construction Design & construction of waste management sites & facilities Including: Development of new sites & improvement of existing sites & facilities Excluding: Planning application process Waste Disposal & Minimisation Planning Development of waste minimisation & disposal strategies Waste Disposal Facilities Management Disposal Facilities Management Household Recycling Centre Management Landfill Site Management Management of waste disposal facilities Including: Disposal facilities for difficult & special wastes Management of third party household waste recycling centres Close records at end of SCC ownership / interest Retention period starts from Date Created Management of waste disposal & recycling facilities & landfill sites Management of active & closed landfill sites Close records after end of contract defects period (depending on value of contract under-h&/underseal seal) Close records after end of contract defects period (depending on value of contract under-h&/underseal seal) Retain records 12 years after Retain records 6 years from Date Created Retain records 6 / 12 years after Retain records 6 / 12 years after Destroy Limitation Act 1980 Destroy Limitation Act 1980 Destroy Limitation Act 1980 Destroy Limitation Act 1980 Active Site Management Management of active landfill sites Close records at end of SCC ownership / interest Closed Site Management Management of active landfill sites Close records at end of SCC ownership / interest Recycling & Disposal Credit & Payment Schemes Administration Recycling Credit Scheme Administration Administration of recycling credit scheme Excluding: Financial transactions Waste Disposal Payments Administration Administration of waste disposal payments scheme Excluding: Financial transactions Close records at end of current financial year Close records at end of current financial year Retain records 30 years after Retain records 6 years after Administration of recycling credit & waste disposal payment schemes Excluding: Financial transactions Retain records 6 years after Retain records 6 years after Destroy Destroy Destroy Destroy SCC Business Need SCC Business Need SCC Business Need SCC Business Need Page 1
7 Index Business Classification Page Active Site Management 1 Closed Site Management 1 Disposal Facilities Management 1 Household Recycling Centre Management 1 Landfill Site Management 1 Public Services Provision 1 Recycling & Disposal Credit & Payment Schemes Administration 1 Recycling Credit Scheme Administration 1 Site & Facility Design & Construction 1 Waste Disposal & Minimisation Planning 1 Waste Disposal Facilities Management 1 Waste Disposal Payments Administration 1 Waste Management 1
8 Index Business Classification Page
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