Records Retention and Disposal Schedule. Property Management

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1 Records Retention and Disposal Schedule Property 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 26/03/2012 April 2012 March 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 closure 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 Corporate Governance 1 Property Management 1 Equipment Management 1 Defects Reporting 1 Equipment Transport & Use Administration 1 Equipment Inspection Testing & Maintenance Scheduling 1 Equipment Inspection Testing Maintenance & Repair 1 Equipment Storage Administration 1 Facilities Management 1 Car Parking Administration 1 Catering Provision 1 Lettings Administration 1 Enquiries Processing 2 Event Planning 2 Venue & Resources Booking Administration 2 Licensing & Registration Administration 2 Alcohol Sales & Entertainment Licence Application 2 Marriage & Civil Partnership Premises Registration 2 Security Management 2 Land Management 2 Access Permission (Events & Activities) Administration 2 Advice Provision 2 Alien & Invasive Species Control & Management 3 Animal Pest Control 3 Bye Law Enforcement 3 Commons Management 3 Game Animal Management 3 Casualty Management 3 Cull Management 3 Game Sales License Application 3

5 Contents Business Classification Page Population Monitoring 3 Land Maintenance & Improvement 3 Maintenance & Improvement Operations 3 Maintenance & Improvement Programme Management 3 Works Scheduling 4 Land Management Planning 4 Site Management Planning 4 Strategic Land Management Planning 4 Plant & Wild Animal Disease Control & Management 4 Contingency Planning 4 Monitoring 4 Outbreak & Incident Management 4 Livestock Management 4 Animal Disease Prevention & Disease Treatment 4 Animal Medicines Administration 5 Disease Testing Certification 5 Notifiable Disease Monitoring & Reporting 5 Preventative Treatment Scheduling 5 Treatment Administration 5 Livestock Breeding 5 Animal Registration Administration 5 Breeding Programme Administration 5 Breeding & Pedigree Records Administration 5 Livestock Cull & Casualty Disposal 5 Livestock Movement Administration 5 Premises Management 6 Archived Drawings & Plans 6 Building & Plant Maintenance 6 Building Maintenance 6 Roof & Window Maintenance 6

6 Contents Business Classification Page Conservation & Restoration 6 Fault Reporting & Service Request Processing 6 Maintenance Scheduling 6 Plant Maintenance 6 Design & Construction 7 Design 7 Health & Safety File Compilation & Maintenance 7 Programme Management 7 Energy Management 7 Energy Audit 7 Energy Performance Advice Provision 7 Energy Performance Certification 7 Energy Use Monitoring 7 Heating System Control 7 Sustainable Energy Generation Planning 7 Grounds Maintenance 8 Grounds Maintenance 8 Works Scheduling 8 Planning Application Preparation 8 Premises Inspection & Testing 8 Air Conditioning System Inspection & Testing 8 Air Quality Monitoring 8 Asbestos Testing & Remediation 8 Asbestos Remediation 8 Asbestos Surveying & Testing 8 Boiler Inspection & Testing 8 Catering Equipment Inspection & Testing 8 Controlled Access Inspection 8 Disabled Bathing Equipment Inspection & Testing 9 Emergency Lighting Inspection & Testing 9

7 Contents Business Classification Page Fire Detection & Alarm System Inspection & Testing 9 Fire Safety Equipment Inspection & Testing 9 Fixed Electrical Installation Inspection & Testing 9 Fume Extraction Equipment Inspection & Testing 9 Gas Appliance Inspection & Testing 9 Gas Systems Inspections & Testing 9 Generator Inspection & Testing 9 Glass & Glazing Inspection 10 Inspection & Testing Scheduling 10 Intruder Detection & Alarm System Inspection & Testing 10 Lift Inspection & Testing 10 Lightening Conductor Inspection 10 Nurse Call Systems Inspection & Testing 10 Premises Access Audit 10 Premises Condition Assessment 10 Premises Safety Inspection 10 Radon Gas Testing & Remediation 10 Radon Gas Inspection & Monitoring 10 Radon Gas Remediation 11 Reservoir & Water Bodies Inspection 11 Site Safety Inspection 11 Structural Assessment 11 Swimming Pool Plant Inspection & Testing 11 Tree Safety Inspection 11 Water Hygiene Inspection & Testing 11 Water Systems Inspection & Testing 11 Water Testing 11 Premises & Land Portfolio Management 11 Access Agreements Administration 12 Easements Administration 12

8 Contents Business Classification Page Licensing Administration 12 Wayleaves Administration 12 Adverse Possession Claims Administration 12 Compensation Payments Administration 12 Covenant Release & Variation 12 Mortgages Management 12 Premises & Land Acquisition 12 Compulsory Purchase Administration 12 Freehold Acquisition 12 Leasehold Acquisition 12 Premises & Land Disposal 12 Freehold Disposal 12 Leasehold Disposal 12 Premises Rating Negotiation 12 Premises Review 13 Premises & Land Valuation 13 Tenancies Management 13 Lease Granting 13 Rent Review 13 Tenancy Renewal Administration 13 Tenancy Surrender & Termination Administration 13 Vehicle Fleet Management 13 Driver Management 13 Driver Log Maintenance & Inspection 13 Driving Licence Inspection 13 Tachograph Inspection & Monitoring 13 Vehicle & Plant Management 13 Vehicle Equipment & Plant Inspection Maintenance Servicing Repair 13 Defects Reporting 14 Inspection & Testing 14

9 Contents Business Classification Page Maintenance Servicing & Inspection Scheduling 14 Maintenance Servicing & Repair 14 Vehicle Accident Reporting 14 Index

10 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Corporate Governance Property Management Corporate governance, management, business administration and support functions that enable SCC to fulfil its public service functions Management of property owned, leased or managed by SCC, or for which SCC is responsible Including: Equipment (portable), facilities land, livestock, planning application preparation, premises & fixed plant & systems, premises & land portfolio & vehicle fleet Equipment Management Defects Reporting Equipment Transport & Use Administration Equipment Inspection Testing & Maintenance Scheduling Equipment Inspection Testing Maintenance & Repair Notification of defects relating to portable equipment: Excluding fixed equipment, systems & plant Administration of equipment transport & use Inspection, testing & maintenance scheduling: Excluding fixed equipment, systems & plant Inspection, testing, maintenance & repair of portable equipment Excluding fixed equipment, systems & plant Close records at disposal of equipment Close records at disposal of equipment Close records at disposal of equipment Close records at disposal of equipment Equipment Storage Administration Administration of portable equipment storage Close records at disposal of equipment Facilities Management Management of equipment (portable) (including furniture) Including: Inspection, testing, maintenance & repair, use & transport of equipment: Excluding fixed equipment, systems & plant & inventories of equipment Car Parking Administration Administration of staff & visitor car parking * Catering Provision Administration of event catering Retention period starts Retain records for 6 years Destroy Limitation Act 1980 after Date Closed (unless in addition legislation or regulations relate to specific types of equipment) Retain records for 6 years after Date Closed Retain records for 6 years after Date Closed Retain records for 6 years after Date Closed Retain records for 6 years after Date Closed Retain records 3 Months after Date Created Destroy Limitation Act 1980 (unless in addition legislation or regulations relate to specific types of equipment) Destroy Limitation Act 1980 (unless in addition legislation or regulations relate to specific types of equipment) Destroy Limitation Act 1980 (unless in addition legislation or regulations relate to specific types of equipment) Destroy Limitation Act 1980 (unless in addition legislation or regulations relate to specific types of equipment) Management of SCC facilities Including: Staff & visitor car parking administration, venue letting administration & licence application Excluding: Equipment & premises management Destroy Food Safety Act 1990 Lettings Administration Administration of letting of SCC venues for meetings & events Including: Enquiries, venue & resources booking administration, catering provision & event planning Excluding: Course & event content & attendee booking administration & risk assessment Page 1

11 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Enquiries Processing Event Planning Venue & Resources Booking Administration Licensing & Registration Administration Alcohol Sales & Entertainment Licence Application Processing of SCC venue letting & resource Retention period starts availability enquiries for meetings & events Planning for events taking place at SCC venues Close records at end of Excluding: Event content event Administration of SCC venue & resources bookings Close records at end of event Administration of licence applications required for venues & events Administration of alcohol licences applications required for venues & events Close records at licence surrender or withdrawal Retain records for 1 year Destroy Retain records for 6 years Destroy after Date Closed Retain records for 6 years Destroy after Date Closed Retain records for 1 year after Date Closed Business Need Business Need Business Need Destroy Licensing Act 2003, Licensing Act (Premises Licenses and Club Premises Certificates) Regulations 2005, Licensing Act (Permitted Temporary Activities) (Notices) Regulations 2005 Marriage & Civil Partnership Premises Registration Application to licence SCC premises to be used for weddings & civil partnership ceremonies Security Management Management of security of premises & sites Security Management Management of security of premises & sites * Land Management Access Permission (Events & Activities) Administration Administration of access rights for events & activities taking place on land owned or administered by SCC Excluding: Easements, Wayleaves, Licences & Commoners Rights Permanent retention starts Close records at end of permission period Advice Provision Provision of land management advice Retention period starts Retain records permanently Retain records for 6 years Destroy after Date Closed Retain records for 12 years DO NOT DESTROY Marriage Act 1994, Marriages and Civil Partnership (Approved premises) Regulations 2005 Management of land Including: Land management planning, maintenance & improvement, administration of access permissions (Excluding: easements, wayleaves, licences & common rights), provision of land management advice, control & management of alien & invasive species, animal pest control, game animal management, plant & animal disease control, Bye Law enforcement, commons management (Excluding: registration & land searches), administration of environmental consents Excluding: premises sites & grounds Business Need Destroy Limitation Act 1980 Page 2

12 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Alien & Invasive Species Control & Management Management & control of alien & invasive species of plants & animals Close records at end of monitoring period, or when SCC no longer owns or leases land/premises Animal Pest Control Control of animal pests Close records at end of control activity monitoring period Bye Law Enforcement Enforcement of Bye Laws relating to land Close records at resolution of enforcement action Commons Management Game Animal Management Management of commons Excluding: Registration & land searches Close records at end of ownership, lease or responsibility for function Casualty Management Management of game animal casualties Retention period starts Retain records for 12 years after Date Closed Retain records for 12 years after Date Closed Retain records for 6 years after Date Closed Retain records for 12 years after Date Closed Destroy / Transfer to Staffordshire Record Office (Transfer subject to SRO survey & assessment) / Destroy if not selected by SRO for transfer Destroy / Transfer to Staffordshire Records Office Destroy Destroy / Transfer to new owner / lessee Retain records for 6 years Destroy * Business Need Business Need, Relevant Bye Law(s) Management of game animals Including: Population monitoring, management of casualties & culling & games sales licence application Excluding: Management of farmed animals (livestock) Cull Management Management of game animal culling Retention period starts Retain records for 6 years Destroy * Game Sales License Application Application for game sales licence(s) Close records at expiry of Retain records for 6 years Destroy * licence after Date Closed Population Monitoring Monitoring of game animal populations Retention period starts Retain records for 12 years Destroy Business Need Land Maintenance & Improvement Maintenance & improvement of land Including: Programme management, work scheduling & maintenance & improvement operations Excluding: Premises & plant maintenance, financial & contract management Maintenance & Improvement Operations Carrying out of maintenance & improvement works Close records at end of Retain records for 0 years Destroy / Transfer to new ownership or lease, or end of life of implemented improvement owner Maintenance & Improvement Programme Management Management of programme(s) of land maintenance & improvement schemes Retention period starts Retain records for 6 years Destroy SCC Financial Regulations Page 3

13 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Works Scheduling Scheduling of maintenance works Retention period starts Retain records for 6 years Destroy Land Management Planning Planning of the strategic management of land & management of specific sites Site Management Planning Planning for the management of specific sites Close records when SCC no longer owns / responsible for land Strategic Land Management Planning Planning of the strategic management of land Close records when SCC no longer owns / responsible for land / responsible for function Plant & Wild Animal Disease Control & Management Contingency Planning Monitoring Outbreak & Incident Management Livestock Management Animal Disease Prevention & Disease Treatment Contingency planning in the event that outbreaks or incidents of plant or animal disease occurs Monitoring for incidents, outbreaks or spread of plant & wild animal diseases Management of incidents & outbreaks of plant & wild animal diseases Close records when superseded Close records at the end of routine monitoring period or end of specific outbreak or incident monitoring period Close records at the end of routine monitoring period or end of specific outbreak or incident monitoring period Retain records for 0 years Destroy / Transfer to new after Date Closed authority / owner Retain records for 0 years Destroy / Transfer to new after Date Closed authority / owner Retain records for 6 years Destroy / Transfer to after Date Closed Staffordshire Record Office (Transfer subject to SRO survey & assessment) / Destroy if not selected by SRO for transfer Retain records for 6 years after Date Closed Retain records for 6 years after Date Closed Destroy / Transfer to new authority &/or Transfer to Staffordshire Record Office (Transfer subject to SRO survey & assessment) / Destroy if not selected by SRO for transfer Destroy / Transfer to new authority &/or Transfer to Staffordshire Record Office (Transfer subject to SRO survey & assessment) / Destroy if not selected by SRO for transfer Control & management of plant & animal diseases not affecting public health & safety Including: Contingency planning, monitoring, & outbreak & incident management Excluding: Notifiable diseases in livestock animals constituting or potentially constituting a civil emergency or public health & safety risk Management of livestock animals Including: Disease prevention & treatment, breeding & movement on & off premises Prevention & treatment of disease in livestock animals Including: Administration relating to the storage & use of animal medicines, treatment administration, treatment scheduling, management of notifiable diseases & disease testing certification Page 4

14 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Animal Medicines Administration Administration relating to the storage & use of animal medicines Retention period starts from Last Action Date or last entry in register Retain records for 3 years Destroy from Last Action Date or date of last entry in register Animals, Meat & Products (Examination for residues and maximum residue limits) Regulations 1991 Disease Testing Certification Notifiable Disease Monitoring & Reporting Testing & certification of animals as being free from specific diseases e.g. sheep scrapie Monitoring & reporting of notifiable animal diseases Excluding: Management of disease outbreaks Close / Transfer records at date removed from farm Close records at the end of routine monitoring period or end of specific outbreak or incident monitoring period Preventative Treatment Scheduling Scheduling of preventative treatments Close records when schedule superseded Treatment Administration Administration of treatment Retention period starts from Last Action Date or last entry in register Retain records for 0 years Destroy / Transfer to new owner Rare Breeds Survival Trust requirement Retain records for 6 years Destroy / Transfer to new Animal Diseases Control after Date Closed authority &/or Transfer to (interim measures) Staffordshire Record (England) Order 2002 Office (Transfer subject to SRO survey & assessment) / Destroy if not selected by SRO for transfer Retain records for 6 years Retain records for 3 years Destroy from Last Action Date or date of last entry in register Animals, Meat & Products (Examination for residues and maximum residue limits) Regulations 1991 Livestock Breeding Animal Registration Administration Registration of animal births & deaths Transfer records at date removed from farm Breeding Programme Administration Breeding & Pedigree Records Administration Administration of livestock breeding programme Including: Administration of breeding programmes, breeding, livestock animal birth registration & pedigree records administration Development & administration of planned breeding programme(s) Administration of breeding & pedigree records Close records at date programme superseded Transfer records at date of removal from farm Livestock Cull & Casualty Disposal Disposal of dead animals following casualty or cull Retention period starts Retain records for O years from retention trigger event Transfer * Retain records for 1 year Destroy Retain records for O Transfer years from retention trigger event Retain records for 10 Destroy years Welfare of Animals (Transport) Order 1997, Animal Diseases Control (interim measures) (England) Order 2002 Livestock Movement Administration Notification & authorisation of livestock animal movements on & off premises Page 5

15 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Livestock Movement Administration Notification & authorisation of livestock animal movements on & off premises Close records at date of removed from farm Retain records for 10 years Destroy Welfare of Animals (Transport) Order 1997, Animal Diseases Control (interim measures) (England) Order 2002, Pigs (Records, Identification & Movement) Order 1995 Premises Management Archived Drawings & Plans Building & Plant Maintenance Building Maintenance Management of premises & sites including: Design & construction, premises inspection, testing & maintenance, building & plant maintenance, energy management, facilities management, grounds maintenance, property portfolio management Non-standard descriptor - Property Plans, Close records at end of drawings, maps etc. Intended to provide description ownership, lease or for scanned 'archive' documents supporting a range building of premises management activities. Note: NOT to be used for ongoing storage of plans, drawings & maps which should normally be associated with the function/activity they support. Maintenance of buildings & minor works Excluding: Design & construction projects, maintenance of windows, roofs, fixed plant & grounds Close records when work completed (on receipt of completion certificate) Retain records for 40 years Destroy Control of Substances Hazardous to Health Regulations 2002 Maintenance of buildings, fixed plant & systems Including: Fault reporting & service requests, scheduling of maintenance works, building maintenance, roof & window maintenance, plant maintenance, conservation & restoration Excluding: Maintenance of grounds & portable equipment, financial & contract management Retain records for 6 years Destroy Limitation Act 1980 Roof & Window Maintenance Maintenance of windows & roofs Excluding: Major building projects, financial & contract management Close records when work completed (on receipt of completion certificate) Retain records for 15 years Destroy Limitation Act 1980 based on contract defects guarantee period Conservation & Restoration Conservation & restoration of historic premises Transfer records at end Retain records for O of SCC ownership / lease years from retention trigger event Fault Reporting & Service Request Processing Reporting of & responding to fault reports & service requests for premises maintenance & minor works Retention period starts Retain records for 6 years Transfer to new owner Destroy Limitation Act 1980 Maintenance Scheduling Programming, scheduling of maintenance works Including: monitoring & review Retention period starts Retain records for 6 years Destroy Plant Maintenance Maintenance, servicing & repair of fixed plant & systems Excluding: Portable equipment, financial & contract management Close records at removal / disposal of plant Retain records for 6 years Destroy Limitation Act 1980 Page 6

16 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Design & Construction Property design, construction, improvement & structural maintenance Including: programme management, design, supervision & compilation & maintenance of statutory health & safety file documentation Excluding: Financial & contract management Design Design of property construction & improvements Close records after date Retain records for 6 years Destroy / Transfer of decision not to proceed for with / to cancel project, or cancelled projects & close at end of contract defects period (implemented projects with signed contracts). Or, Apply 15 year projects with signed contracts & 15 Years for projects with sealed contracts retention hold at end of contract defects period (implemented projects with sealed contracts). And Transfer required documents to premises Health & Safety File Construction (Design and Management) Regulations 1994 Health & Safety File Compilation & Maintenance Programme Management Compilation & maintenance of statutory health & safety file documentation Management of the programme of premises design & construction schemes Close records at end of ownership, lease or life of building Retention period starts Retain records for 0 years Destroy / Transfer to new owner Retain records for 6 years Destroy Construction Design and Management) Regulations 1994 SCC Financial Regulations Energy Management Management of energy Including: Heating system control, energy use monitoring, energy audits, energy performance advice, energy performance certification & sustainable energy generation planning Energy Audit Auditing of premise's energy usage. Retention period starts Retain records for 7 years Destroy * Energy Performance Advice Provision Provision of advice about premises energy performance Retention period starts Retain records for 7 years Destroy * Energy Performance Certification Certification of premises energy performance Close records when certificate superseded Energy Use Monitoring Monitoring of premises energy use Retention period starts Retain records for 1 year Destroy * Retain records for 7 years Destroy * Heating System Control Control of premises' heating systems Close records when subsequent audit completed Sustainable Energy Generation Planning Planning of sustainable/renewable energy * generation for premises Retain records for 1 year Destroy Page 7

17 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Grounds Maintenance Maintenance of premises grounds Including: Works scheduling & maintenance operations Excluding: Land management, financial & contract management Grounds Maintenance Grounds maintenance operations Excluding: Land management, financial & contract management Retention period starts Retain records for 6 years Destroy Limitation Act 1980 Works Scheduling Scheduling of grounds maintenance works Retention period starts Retain records for 2 years Destroy Planning Application Preparation Planning Application Preparation Premises Inspection & Testing Air Conditioning System Inspection & Testing Preparation & submission of planning applications Close records at end of for development or construction of SCC & planning process for supported organisation properties Excluding: rejected applications, or Mineral & waste planning decision process & at end of ownership, consultation on applications made to other planning lease or building for authorities successful applications Retain records for 6 years Destroy Town and Country Planning Act 1990 Inspection, testing & monitoring of premises, systems, fixed plant & fixed equipment in/on SCC premises, or premises for which SCC is responsible Including: Asbestos & radon gas remediation measures Excluding: Portable equipment Inspection & testing of air conditioning systems Close records when Retain records for 6 years Destroy / Transfer to new * equipment/system owner Air Quality Monitoring Monitoring of air quality Retention period starts at Date Created Asbestos Testing & Remediation Asbestos Remediation Preparation & submission of planning applications for development or construction of SCC & supported organisation properties Excluding: Mineral & waste planning decision process & consultation on applications made to other planning authorities Retain records for 40 years Surveying & testing for asbestos & planning & implementation of remediation measures Planning & implementation of asbestos remediation Close records at end of Retain records for 40 measures ownership, lease, or life years of building Asbestos Surveying & Testing Surveying & testing for asbestos Close records at end of ownership, lease, or life of building Boiler Inspection & Testing Inspection & testing of boilers Close records when equipment/system Catering Equipment Inspection & Testing Inspection & testing of catering equipment Close records when equipment/system Controlled Access Inspection Inspection of controlled accesses Close records when equipment/system Retain records for 40 years Destroy Destroy / Transfer to new owner Destroy / Transfer to new owner Retain records for 6 years Destroy / Transfer to new owner Retain records for 6 years Destroy / Transfer to new owner Retain records for 6 years Destroy / Transfer to new owner Control of Substances Hazardous to Health Regulations 2002 Control of Substances Hazardous to Health Regulations 2002 Control of Substances Hazardous to Health Regulations 2002 * * * Page 8

18 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Disabled Bathing Equipment Inspection & Testing Inspection & testing of disabled bathing equipment Close records Close records at end of ownership or lease of premises, or removal of fixed equipment Retain records for 6 years Destroy Lifting Operations and Lifting Equipment Regulations 1998, Health and Safety at Work Act 1974, Workplace (Health and Safety and Welfare) Regulations 1992, Provision and Use of Work Equipment Regulations 1998 Emergency Lighting Inspection & Testing Inspection & testing of emergency lighting Fire Detection & Alarm System Inspection & Testing Fire Safety Equipment Inspection & Testing Fixed Electrical Installation Inspection & Testing Fume Extraction Equipment Inspection & Testing Inspection & testing of fire detection & alarm systems Inspection & testing of fire safety equipment Inspection & testing of fixed electrical installations Inspection & testing of fume extraction equipment Gas Appliance Inspection & Testing Inspection & testing of gas appliances Close records when equipment/system Gas Systems Inspections & Testing Inspection & testing of gas systems Close records when equipment/system Generator Inspection & Testing Inspection & testing of generators Close records when equipment/system Close records when Retain records for 6 years Destroy / Transfer to new * equipment/system owner Close records when Retain records for 6 years Destroy / Transfer to new * equipment/system owner Close records when Retain records for 6 years Destroy / Transfer to new * equipment/system owner Close records Close Retain records for 6 years Destroy / Transfer to new Electricity at Work Act records when superseded owner 1989, Health and Safety at Work Act 1974, Work Place Regulations 1992, Provision and Use of Work Equipment Regulations 1998 Close records when Retain records for 6 years Destroy / Transfer to new * equipment/system owner Retain records for 6 years Destroy / Transfer to new owner Retain records for 6 years Destroy / Transfer to new owner Retain records for 6 years Destroy / Transfer to new owner * * * Page 9

19 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Glass & Glazing Inspection Inspection of glass, glazing & associated fixtures/fittings & works Close records at end of ownership or lease, life of building, or removal / replacement of glazing units Inspection & Testing Scheduling Scheduling of inspections & testing Retention period starts Intruder Detection & Alarm System Inspection & Testing Inspection & testing of intruder detection & alarm systems Close records when equipment/system Lift Inspection & Testing Inspection & testing of lifts Close records when equipment/system Lightening Conductor Inspection Inspection of lightening conductors Close records when equipment/system Nurse Call Systems Inspection & Testing Inspection & testing of nurse call systems Close records when equipment/system Retain records for 6 years Destroy / Transfer to new owner Retain records for 6 years Health and Safety at Work Act 1974, Workplace (Health and Safety and Welfare) Regulations 1992 Destroy Limitation Act 1980 Retain records for 6 years Destroy / Transfer to new owner Retain records for 6 years Destroy / Transfer to new owner Retain records for 6 years Destroy / Transfer to new owner Retain records for 6 years Destroy / Transfer to new owner Premises Access Audit Audit of premises accessibility Close records Close Retain records for 6 years Destroy * records when superseded * * * * Premises Condition Assessment Condition assessment of premises Retention period starts Retain records for 21 years Destroy * Premises Safety Inspection Premises safety inspection Close records Close Retain records for 6 years Destroy records when superseded Radon Gas Testing & Remediation Surveying & testing for radon gas & planning & implementation of remediation measures Radon Gas Inspection & Monitoring Surveying, testing for, & monitoring of radon gas Close records at end of Retain records for 6 years Destroy / Transfer to new ownership, lease, or life of building owner Management of Health and Safety at Work Regulations 1999 Ionising Radiation Regulations 1999, Health and Safety at Work Act 1974, Workplace (Health and Safety and Welfare) Regulations 1992 Page 10

20 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Radon Gas Remediation Planning & implementation of radon gas remediation measures Close records or transfer to new owner at end of ownership, lease, or life of building Retain records for 6 years Destroy / Transfer to new owner Ionising Radiation Regulations 1999, Health and Safety at Work Act 1974, Workplace (Health and Safety and Welfare) Regulations 1992 Reservoir & Water Bodies Inspection Inspection of reservoirs & water bodies Close records when site inspection certificate superseded or SCC no longer responsible for site as inspection authority Retain records for 15 years after Date Closed Destroy / Transfer to new owner Reservoirs Act 1975, Flood & Water Management Act 2010 Site Safety Inspection Site safety inspection Retention period starts Structural Assessment Premises structural assessment Close records or transfer to new owner at end of ownership, lease, or life of building Swimming Pool Plant Inspection & Testing Inspection & testing of swimming pool plant Close records Close records at end of ownership or lease of premises, or removal of fixed equipment Tree Safety Inspection Safety inspection of trees Close records at end of ownership or lease of land on which trees are situated, or removal of tree Water Hygiene Inspection & Testing Inspection & testing of water & water systems Water Systems Inspection & Testing Inspection & testing of water systems Retention period starts Water Testing Testing of water Retention period starts Retain records for 6 years Destroy Retain records for 6 years Destroy / Transfer to new owner Retain records for 6 years Destroy * Retain records for 6 years Destroy / Transfer to new owner Retain records for 6 years Destroy * Retain records for 6 years Destroy * Management of Health and Safety at Work Regulations 1999, Limitation Act 1980 * * Premises & Land Portfolio Management Management of premises & land portfolio Including: Premises review, acquisition & disposal, covenant release & variation, access agreements administration, premises rating negotiation, premises & land valuation, mortgages management, compensation payments administration, adverse possession claims & management of tenancies Page 11

21 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Access Agreements Administration Easements Administration Administration of access agreements Including: Easements, wayleaves & licenses Administration of easements providing entitlement or prohibiting third party to access land or premises Close records at completion of property disposal unless their remaining benefit rights, or end of benefit rights Licensing Administration Administration of licenses Excluding: licences relating to highways Close records at expiry or surrender of licence Wayleaves Administration Administration of wayleave access * Adverse Possession Claims Administration of adverse possession claims Administration Adverse Possession Claims Administration of adverse possession claims * Administration Retain records for 15 years Compensation Payments Administration of compensation payments Administration Compensation Payments Administration Administration of compensation payments * Excluding: Financial Transactions Covenant Release & Variation Covenant Release & Variation Variation & release of covenants Variation & release of covenants Close records at completion of property disposal unless their remaining benefit rights, or end of benefit rights Mortgages Management Management of mortgages Mortgages Management Management of mortgages Close records at discharge of mortgage charge Premises & Land Acquisition Compulsory Purchase Administration Administration of compulsory purchase process Close records at purchase completion Freehold Acquisition Acquisition of freehold property Close records at completion of disposal Leasehold Acquisition Acquisition of property leasehold Close records at end, sale or transfer of lease Premises & Land Disposal Disposal of property freehold & leasehold Including: sale under tenant's right to buy scheme Freehold Disposal Disposal of property freehold Close records at completion of disposal Leasehold Disposal Disposal of property leasehold Close records at end, sale or transfer of lease Premises Rating Negotiation Negotiation of property rating Destroy Retain records for 6 years Destroy Retain records for 15 years Destroy Retain records for 6 years Destroy * Premises & land acquisition including purchase, transfer, donation, lease or rental Including: Compulsory purchase process Retain records for 15 years Destroy * Retain records for 15 Destroy * years Retain records for 6 years Destroy * Retain records for 15 years Retain records for 6 years Destroy * Destroy * Page 12

22 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Premises Rating Negotiation Negotiation of property rating Close records at resolution of negotiations Retain records for 12 years Destroy * Premises Review Premises Review Review of property requirements Including: Property data collection & analysis, request processing & evaluation, user needs assessment, feasibility study, Review of property requirements Including: Close records at Retain records for 6 years Destroy Property data collection & analysis, request processing & evaluation, user needs assessment, completion of subsequent review feasibility study, options appraisal, Valuation of premises & land Premises & Land Valuation Premises & Land Valuation Valuation of premises & land Retention period starts Retain records for 10 years Destroy Tenancies Management Management of tenancies Including: Lease granting, tenancy renewal, surrender & termination, & rent review Lease Granting Granting leases Close records at end Retain records for 6 years Destroy Limitation Act 1980 tenancy or surrender of lease Rent Review Review of rent for premises & land leased to Close records at Retain records for 15 Destroy Limitation Act 1980 tenants completion of review processes years Tenancy Renewal Administration Administration of tenancy renewal Close records at end of Retain records for 6 years Destroy * Tenancy Surrender & Termination Administration Vehicle Fleet Management tenancy Administration of tenancy surrender & termination Close records at end of Retain records for 6 years Destroy * tenancy Management of vehicle fleet Including: Management of vehicles & plant, & driver management Excluding: Transport provision, capacity management, scheduling & route planning, leasing, purchase & disposal Management of vehicle & plant drivers Including: Driver log maintenance & inspection, driving licence inspection & tachograph monitoring Retain records for 1 year Driver Management Driver Log Maintenance & Inspection Maintenance & inspection of driver logs Retention period starts Driving Licence Inspection Inspection of driving licences Retention period starts Tachograph Inspection & Monitoring Vehicle & Plant Management Vehicle Equipment & Plant Inspection Maintenance Servicing Repair Retain records for 6 years Destroy Transport Act 1968, Drivers of Heavy Goods Vehicles (Keeping Records) Regulations 1987 Destroy Transport Act 1968, Drivers of Heavy Goods Vehicles (Keeping Records) Regulations 1987 Inspection & monitoring of driver/vehicle * tachographs Management of vehicle & plant fleet Including: Inspection, maintenance & servicing, & vehicle accident reporting Maintenance & servicing of vehicles, vehicle equipment & plant Including: Maintenance, servicing & Inspection scheduling, inspection & testing, defects reporting, & maintenance, servicing & repair Page 13

23 Business Classification Scope Notes Retention Trigger (event triggering the start of retention period) / Closure Procedure Retention Period Disposal Action (following end of retention period) Authority Defects Reporting Reporting of vehicle, vehicle equipment defects Close records at disposal of vehicle, plant &/ or equipment Inspection & Testing Maintenance Servicing & Inspection Scheduling Maintenance Servicing & Repair Vehicle Accident Reporting Vehicle Accident Reporting Inspection & testing of vehicles, vehicle equipment & plant Scheduling of servicing maintenance, servicing & repair of vehicles, vehicle equipment & plant Close records at disposal of vehicle, plant &/ or equipment Close records at disposal of vehicle, plant &/ or equipment Close records at disposal of vehicle, plant &/ or equipment Reporting of vehicle accidents Excluding: Any subsequent insurance claims Reporting of vehicle accidents Excluding: Any subsequent insurance claims Close records when claim settled, repair completed, or decision no action required Retain records for 6 years Destroy Transport Act 1968, Limitation Act 1980 Retain records for 6 years Destroy Transport Act 1968, Limitation Act 1980 Retain records for 6 years Destroy Transport Act 1968, Limitation Act 1980 Retain records for 6 years Destroy Transport Act 1968, Limitation Act 1980 Retain records for 6 years Destroy Transport Act 1968, Limitation Act 1980 * Retention policy to be developed/agreed with responsible department(s) * Awaiting publication of external guidance / Responsible department(s) to agree retention period * Responsible department(s) to advise of specific legislation, regulations & code(s) of practice, or business need to create & retain records relevant to business activity Page 14

24 Index Business Classification Page Access Agreements Administration 12 Access Permission (Events & Activities) Administration 2 Adverse Possession Claims Administration 12 Advice Provision 2 Air Conditioning System Inspection & Testing 8 Air Quality Monitoring 8 Alcohol Sales & Entertainment Licence Application 2 Alien & Invasive Species Control & Management 3 Animal Disease Prevention & Disease Treatment 4 Animal Medicines Administration 5 Animal Pest Control 3 Animal Registration Administration 5 Archived Drawings & Plans 6 Asbestos Remediation 8 Asbestos Surveying & Testing 8 Asbestos Testing & Remediation 8 Boiler Inspection & Testing 8 Breeding & Pedigree Records Administration 5 Breeding Programme Administration 5 Building & Plant Maintenance 6 Building Maintenance 6 Bye Law Enforcement 3 Car Parking Administration 1 Casualty Management 3 Catering Equipment Inspection & Testing 8 Catering Provision 1 Commons Management 3 Compensation Payments Administration 12 Compulsory Purchase Administration 12 Conservation & Restoration 6

25 Index Business Classification Page Contingency Planning 4 Controlled Access Inspection 8 Corporate Governance 1 Covenant Release & Variation 12 Cull Management 3 Defects Reporting 1 Defects Reporting 14 Design 7 Design & Construction 7 Disabled Bathing Equipment Inspection & Testing 9 Disease Testing Certification 5 Driver Log Maintenance & Inspection 13 Driver Management 13 Driving Licence Inspection 13 Easements Administration 12 Emergency Lighting Inspection & Testing 9 Energy Audit 7 Energy Management 7 Energy Performance Advice Provision 7 Energy Performance Certification 7 Energy Use Monitoring 7 Enquiries Processing 2 Equipment Inspection Testing & Maintenance Scheduling 1 Equipment Inspection Testing Maintenance & Repair 1 Equipment Management 1 Equipment Storage Administration 1 Equipment Transport & Use Administration 1 Event Planning 2 Facilities Management 1 Fault Reporting & Service Request Processing 6

26 Index Business Classification Page Fire Detection & Alarm System Inspection & Testing 9 Fire Safety Equipment Inspection & Testing 9 Fixed Electrical Installation Inspection & Testing 9 Freehold Acquisition 12 Freehold Disposal 12 Fume Extraction Equipment Inspection & Testing 9 Game Animal Management 3 Game Sales License Application 3 Gas Appliance Inspection & Testing 9 Gas Systems Inspections & Testing 9 Generator Inspection & Testing 9 Glass & Glazing Inspection 10 Grounds Maintenance 8 Grounds Maintenance 8 Health & Safety File Compilation & Maintenance 7 Heating System Control 7 Inspection & Testing 14 Inspection & Testing Scheduling 10 Intruder Detection & Alarm System Inspection & Testing 10 Land Maintenance & Improvement 3 Land Management 2 Land Management Planning 4 Lease Granting 13 Leasehold Acquisition 12 Leasehold Disposal 12 Lettings Administration 1 Licensing & Registration Administration 2 Licensing Administration 12 Lift Inspection & Testing 10 Lightening Conductor Inspection 10

27 Index Business Classification Page Livestock Breeding 5 Livestock Cull & Casualty Disposal 5 Livestock Management 4 Livestock Movement Administration 5 Maintenance & Improvement Operations 3 Maintenance & Improvement Programme Management 3 Maintenance Scheduling 6 Maintenance Servicing & Inspection Scheduling 14 Maintenance Servicing & Repair 14 Marriage & Civil Partnership Premises Registration 2 Monitoring 4 Mortgages Management 12 Notifiable Disease Monitoring & Reporting 5 Nurse Call Systems Inspection & Testing 10 Outbreak & Incident Management 4 Planning Application Preparation 8 Plant & Wild Animal Disease Control & Management 4 Plant Maintenance 6 Population Monitoring 3 Premises & Land Acquisition 12 Premises & Land Disposal 12 Premises & Land Portfolio Management 11 Premises & Land Valuation 13 Premises Access Audit 10 Premises Condition Assessment 10 Premises Inspection & Testing 8 Premises Management 6 Premises Rating Negotiation 12 Premises Review 13 Premises Safety Inspection 10

28 Index Business Classification Page Preventative Treatment Scheduling 5 Programme Management 7 Property Management 1 Radon Gas Inspection & Monitoring 10 Radon Gas Remediation 11 Radon Gas Testing & Remediation 10 Rent Review 13 Reservoir & Water Bodies Inspection 11 Roof & Window Maintenance 6 Security Management 2 Site Management Planning 4 Site Safety Inspection 11 Strategic Land Management Planning 4 Structural Assessment 11 Sustainable Energy Generation Planning 7 Swimming Pool Plant Inspection & Testing 11 Tachograph Inspection & Monitoring 13 Tenancies Management 13 Tenancy Renewal Administration 13 Tenancy Surrender & Termination Administration 13 Treatment Administration 5 Tree Safety Inspection 11 Vehicle Equipment & Plant Inspection Maintenance Servicing Repair 13 Vehicle & Plant Management 13 Vehicle Accident Reporting 14 Vehicle Fleet Management 13 Venue & Resources Booking Administration 2 Water Hygiene Inspection & Testing 11 Water Systems Inspection & Testing 11 Water Testing 11

29 Index Business Classification Page Wayleaves Administration 12 Works Scheduling 4 Works Scheduling 8

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