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 - Management

Business planning

  • Retention: Retain records 6 years after date created / Working papers and drafts to be retained for 1 year
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Business planning to achieve operational service delivery priorities based on corporate priority outcomes, and management of the county council's relationships. 

Communications management and marketing

  • Retention: Retain records 6 years after date created
  • Disposal: Destroy
  • Authority: SCC business need based on National Archives Guidance
  • Scope: Management of the council's engagement with both its external and internal audience including media monitoring and media relations management, marketing Excluding consultation and engagement,  events management

Complaints management 

  • Retention: Retain records 6 years after complaint resolution
  • Disposal: Destroy
  • Authority: Based on a 6-year timescale in which an action can be brought in the case of tort under Limitation Act 1980 s.2
  • Scope: Processing and investigation of, and response to complaints against SCC concerning decision-making, service provision or staff, including  statutory, ombudsman, and non‐statutory complaints processes and legal defence case preparation

Consultation and engagement

  • Retention: Retain records 6 years after date created
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Community and stakeholder consultation and engagement including surveys, questionnaires, display materials

Events management

  • Retention: Retain records 6 years after event
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Management of communications, marketing, engagement and training events to promote SCC, partner organisations, supported organisations and their services, and management of business events including development of programmes of events, event planning, delegate, event delivery and evaluation

Feedback processing

  • Retention: Retain records 2 years after date created
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Processing of customer feedback and comments Excluding complaints management processes

Performance monitoring and reporting

  • Retention: Retain records 6 years after date created
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Performance monitoring, bench marking, collection and analysis of performance data, reporting  to external agencies, partner organisations  and internally within SCC

Policy and procedures development

  • Retention: Retain records 6 years after superseded
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Development and review of county council corporate and operational policy, development and review of business processes.

Research and analysis 

  • Retention: Retain raw datasets until out of date and/or no longer required  / Retain processed data, analysis and interpretation 6 years from date processed or created
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Primary data collection, secondary source raw data, data processed for specific purposes, data analysis and interpretation

Strategic planning

  • Retention: Retain records 6 years after superseded  / Retain working papers and drafts for 1 year after strategy adoption
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Identification, development and planning to establish corporate strategic aims and objectives and priority outcomes

Transformation and change management 

  • Retention: Retain records 6 years after date created  / Retain working papers and drafts to be retained for 1 year after implementation completed
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Planning and management of change, oversight of major projects to achieve strategic aims and objectives and improve business delivery