Retention schedule

Staffordshire County Council is required by the Lord Chancellor’s Code of Practice on the Management of Records issued under Section 46 of the Freedom of Information Act 2000 to have and to implement a records retention and disposal schedule.

Contents

Retention and disposal policies - Leisure and culture

Collections access management

  • Retention: Retain records 6 years after date created
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Administration public access to library, museum and archive collections and resources, provision of outreach services, research services Excluding member and reader administration Excluding reader and membership administration, and library loans administration

Collection acquisition

  • Retention: Retain survey and unsuccessful bid records 6 years after decision not to acquire or bid outcome / Retain acquisition records during lifetime of deposit or ownership
  • Disposal: Destroy / Transfer records to new owner or depositor
  • Authority: SCC business need
  • Scope: Surveying, assessment and acquisition of archive, museum and art items or collections, legal transfer of ownership and loan agreements Excluding  financial transaction records

Collections and stock management

  • Retention: Retain records until disposal of item or collection / Retain until disposal of library stock item
  • Disposal: Return to depositor or transfer to new owner or responsible body / Destroy
  • Authority: SCC business need
  • Scope: Archive, artwork and museum collection cataloguing, conservation, restoration, display, loan, de‐accessioning and disposal records and library stock management records

Reader, membership and loans administration

  • Retention: Retain records 1 years after end of membership, account inactive or loan returned
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Administration of library membership, archive service reader cards, library loans and requests