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 - Transport and infrastructure

Highway Asset Management

  • Retention: Retain records 15 years after end of life of structure or asset no longer part of highway
  • Disposal: Destroy or transfer to new authority
  • 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: Traffic and asset data management, dispute resolution

Highway adoption and dedication

  • Retention: Retain records until SCC no longer responsible for function
  • Disposal: Transfer to new authority
  • Authority: SCC business need
  • Scope: Administration of developer agreements (Highways Act 1980 s38 and Staffordshire Act s7 agreements), Adoption of road by SCC (as Highway Authority), dedication of land as public highway

Highway maintenance

  • Retention: Retain records 6 years after date created
  • Disposal: Destroy
  • Authority: Based on a 6-year period in which an action can be brought in the case of negligence under Limitation Act 1980 s.14A or in the case of a simple contract under Limitation Act 1980 s.5
  • Scope: Processing of fault reports and requests for service, safety and condition inspection, maintenance works scheduling and maintenance operations

Highway scheme delivery 

  • Retention: Retain records 15 years after scheme completion / Retain as built records until SCC no longer responsible for premises, site or structure
  • Disposal: Destroy / Transfer to new authority
  • 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: Delivery of highway schemes including programme management, scheme brief development, site investigations and feasibility study, public consultation, scheme design, scheme delivery planning and monitoring Excluding procurement and contract management, and ongoing asset management

Highway work regulation 

  • Retention: Retain records 6 years after expiry of permit or licence, or from change to, or removal of, licenced structure
  • Disposal: Destroy
  • Authority: Based on a 6-year period in which an action can be brought in the case of negligence under Limitation Act 1980 s.14A
  • Scope: Regulation and co-ordination of works on the highway including licensing and issue of permits for access crossings, cattle grids, cellars and openings, cranes and booms, excavation, licensing of amenities and facilities, tree planting, fencing, minor local improvements, private apparatus and structures, skip and deposit, temporary traffic signals and Inspection of sites and third party works on or affecting the highway

Passenger transport provision

  • Retention: Retain records 6 years after date created
  • Disposal: Destroy
  • Authority: Based on a 6-year period in which an action can be brought in the case of negligence under Limitation Act 1980 s.14A or in the case of a simple contract under Limitation Act 1980 s.5
  • Scope: Public transport provision of community, voluntary and provision of public, school, special needs and social care transport provision Including route planning, capacity management and scheduling Excluding procurement, contract management and complaint investigation

Rights of way network management 

  • Retention: Retain records until SCC no longer responsible For function
  • Disposal: Transfer to new accountable body
  • Authority: SCC business need
  • Scope: Created, establishment, modification or extinguishment of rights of way, licensing of structures and permissive paths including landowner declarations (Highways Act 1980 s 31)

Traffic management

  • Retention: Retain records 6 years after date created
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Abnormal load management, congestion management, traffic incident management excluding Civil contingency planning and response

Traffic regulation

  • Retention: Retain temporary TROs 6 years after extinguishment or expiry of order. Retain permanent TRO’s 100 years after extinguishment or expiry of order
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Traffic Regulation Orders (TROs) including temporary orders