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 - Physical assets and property

Equipment management

  • Retention: Retain records 6 years after disposal of equipment, fixed plant or system
  • Disposal: Retain 6 years after disposal of equipment
  • Authority: Based on a 6-year timescale in which an action can be brought in the case of a simple contract under Limitation Act 1980 s.5   or negligence under  Limitation Act 1980 s.14A
  • Scope: Portable equipment, plant, fixed equipment and systems defects reporting and repair, routine inspection, testing, servicing and maintenance, transport and storage

Facilities management

  • Retention: Retain records 1 year after date created
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Visitors books and signing‐in sheets,  venue and resources enquiries and booking

Land access agreements and licensing

  • Retention: Retain records 6 years after expiry of agreement or licence
  • Disposal: Destroy
  • Authority: Based on a 6-year timescale in which an action can be brought in the case of a simple contract under Limitation Act 1980 s.5
  • Scope: Land and premises access rights giving and taking

Land and premises acquisition and disposal

  • Retention: Retain records 15 years after SCC ceases to own or lease site or premises
  • Disposal: Destroy
  • Authority: Based on a 15-year-long stop in which an action can be brought in the case latent damage under Limitation Act 1980 s.14b
  • Scope: Land and premises acquisition

Land management 

  • Retention: Retain records 12 years after SCC no longer responsible for site
  • Disposal: Transfer to new owner / organisation
  • Authority: SCC business need based on a 12-year timescale in which an action can be brought in the case of a land dispute under Limitation Act 1980 s.15
  • Scope: Management of access land, open spaces and common land including   Maintenance and improvement, pest and invasive species control, animal management, plant and wild animal disease control Excluding premises sites and management of environmental protection and improvement schemes

Land reclamation scheme management

  • Retention: Retain records 15 years after SCC no longer responsible for site
  • Disposal: Destroy
  • Authority: Based on a 15-year-long stop in which an action can be brought in the case latent damage under Limitation Act 1980 s.14b
  • Scope: Identification of potential sites suitable for reclamation to create economic and/or environmental sites, management of land reclamation schemes Excluding procurement, funding acquisition, outcome monitoring and reporting and tenancies management

Premises design and construction supervision

  • Retention: Retain records 15 years after completion / Retain as built records until SCC no longer responsible for premises, site or structure
  • Disposal: Destroy / Transfer to new owner or authority
  • Authority: SCC business need based on a 15-year-long stop in which an action can be brought in the case latent damage under Limitation Act 1980 s.14b
  • Scope: Building, site and fixed plant and systems design and construction including large scale / high value planned maintenance Excluding procurement

Vehicle and fleet maintenance

  • Retention: Retain records 6 years after disposal of vehicle
  • Disposal: Destroy
  • Authority: SCC business need based on maintaining records as contractual evidence based on Limitation Act 1980 s.5  or negligence under  Limitation Act 1980 s.14A
  • Scope: Vehicle and vehicle equipment defect reporting and repair, routine inspection, maintenance, servicing, statutory testing and taxing  Excluding financial transactions e.g. vehicle purchase and sales, contracts and leasing