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Dorset Council is required by the Code of Practice issued under Section 46 of the Freedom of Information Act 2000 to have written rules on what to keep and when to destroy information – organised in a retention schedule. In a minority of cases, records are transferred to Dorset History Centre at the end of their retention period, where they form part of the council’s corporate memory.
All information Dorset Council creates or receives has value. Records are a subset of council information in any format that can be used as evidence, to prove that something happened or that a decision was taken.
The retention schedule lists the records created by Dorset Council and the minimum amount of time they must be kept before destruction or transfer to Dorset History Centre.
At the moment the retention schedule does not apply to all systems and storage locations we have. We have started a Records Management Project to tackle this and will update the retention schedule accordingly.
Please note: individual Information Asset Owners are not named because these activities are carried out across the organisation.
COVID-19 response - keep indefinitely to comply with the terms of the public inquiry, then review for transfer to Dorset History Centre (ref MCA1)
More details about the retention:
Audit – retain for 6 years after end of audit, investigation or legal action (ref MCA2)
More details about the retention:
Regulation of Investigatory Powers Act processing authorisations – retain for 6 years after date last modified (ref MCA3)
More details about the retention:
CCTV recording – retain for 31 days after recording (ref MCA4)
More details about the retention:
Publications – retain indefinitely until superseded, offer a copy of external publications to Dorset History Centre (ref MCA5)
More details about the retention:
Complaints processing – retain for 3 years after date last modified (ref MCA6)
More details about the retention:
Correspondence and feedback – retain for 3 years after date last modified (ref MCA7)
More details about the retention:
Performance reporting – retain for 6 years after date last modified (ref MCA8)
More details about the retention:
Financial planning – retain for 6 years after date last modified (ref MCA9)
More details about the retention:
Recruitment administration (for unsuccessful candidates) – retain for 1 year after recruitment decision (ref MCA10)
More details about the retention:
Flexible working requests – retain for 18 months years after date of last appeal (ref MCA11)
More details about the retention:
Performance monitoring and appraisals – retain for 6 years after date last modified (ref MCA12)
More details about the retention:
References – retain for 6 years after date last modified (ref MCA13)
More details about the retention:
Driving at Work risk assessment – retain for 3 years after date last modified (ref MCA14)
More details about the retention:
Tender processing - unsuccessful tenders – retain for 1 year after contract award (ref MCA15)
More details about the retention:
Tender processing - successful tenders, contract under signature – retain for 6 years after last action on the contract (ref MCA16)
More details about the retention:
Tender processing - successful tenders, contract under seal – retain for 12 years after last action on the contract (ref MCA17)
More details about the retention:
Contract management - contract under signature – retain for 6 years after last action on the contract (ref MCA18)
More details about the retention:
Contract management - contract under seal – retain for 12 years after last action on the contract (ref MCA19)
More details about the retention:
Risk assessments – retain for 6 years after superseded (ref MCA20)
More details about the retention:
Reports – retain for 6 years after date last modified (ref MCA21)
More details about the retention:
Corporate meetings – keep permanently, transfer to Dorset History Centre once administrative use over (ref MCA22)
More details about the retention:
Team meetings – retain for 6 years after date last modified, consider transferring significant subjects to Dorset History Centre (ref MCA23)
More details about the retention:
Business planning – retain for 6 years after date last modified, consider transferring significant subjects to Dorset History Centre (ref MCA24)
More details about the retention:
Policies and procedures – retain for 3 years after superseded, consider transferring significant subjects to Dorset History Centre (ref MCA25)
More details about the retention:
Minor projects – retain for 6 years after last action on the project (ref MCA26)
More details about the retention:
Major projects – retain for 6 years after last action on the project, transfer significant projects to Dorset History Centre (ref MCA27)
More details about the retention:
Note: Retention of externally funded programmes may be defined by the funding programme
Training delivery – Materials created for training courses (ref MCA28)
More details about the retention:
Adults contact, referrals and unsuccessful requests for care services and funding – retain for 2 years after date of rejection (ref ASC1)
More details about the retention:
Adults client contact problems (missing persons) – retain for 2 years after reported missing (ref ASC2)
More details about the retention:
‘Shared Lives’ adult placement carers - carer is not approved; or withdraws; or is approved, but no adult is placed – retain for 5 years after last contact or date of death (ref ASC3)
More details about the retention:
Service user financial affairs – retain for 6 years after last contact with client (ref ASC4)
More details about the retention:
Direct payments administration – retain for 6 years after date of last payment (ref ASC5)
More details about the retention:
Specialist registers – retain for 6 years after date of removal from register or date of death (ref ASC6)
More details about the retention:
Accommodation support – retain for 6 years after no longer in receipt of accommodation services (ref ASC7)
More details about the retention:
Adults commissioning – retain for 6 years after superseded (ref ASC8)
More details about the retention:
Adult care case management – services provided – retain for 8 years after no longer in receipt of services (ref ASC9)
More details about the retention:
Adult care – involvement only – retain for 8 years after no longer in receipt of services (ref ASC10)
More details about the retention:
Adult care – advocacy – retain for 8 years after no longer in receipt of services (ref ASC11)
More details about the retention:
MAPPA and HRDA (High Risk Domestic Abuse) was MARAC – retain for 8 years after closure or last contact (ref ASC12)
More details about the retention:
Adult safeguarding case management – retain for 10 years after closure except where cases of ongoing litigation (ref ASC13)
More details about the retention:
Mental health, Deprivation of Liberty Protection Safeguards and substance misuse case management – retain for 20 years after no longer in receipt of services, or 10 years after death (ref ASC14)
More details about the retention:
Mental health, Deprivation of Liberty Protection Safeguards and substance misuse – involvement only – retain for 20 years after no longer in receipt of services, or 10 years after death (ref ASC15)
More details about the retention:
Mental health, Deprivation of Liberty Protection Safeguards and substance misuse – advocacy – retain for 20 years after no longer in receipt of services, or 10 years after death (ref ASC16)
More details about the retention:
‘Shared Lives’ adult placement carers - carer approved and an adult is placed – retain for 25 years after last contact or date of death (ref ASC17)
More details about the retention:
General archive enquiries – retain for 3 years after date last modified (ref AR1)
More details about the retention:
Confidential access enquiries – retain for 6 years after date last modified (ref AR2)
More details about the retention:
Volunteer management – retain for 6 years after person ceases to be a volunteer (ref AR3)
More details about the retention:
Portable Antiquities and treasure reporting – retain permanently (ref AR4)
More details about the retention:
Dorset Historic Environment Record – retain permanently (ref AR5)
More details about the retention:
Monitoring statistics – retain permanently (ref AR6)
More details about the retention:
Repository environmental management – retain permanently (ref AR7)
More details about the retention:
Collections management – retain permanently (ref AR8)
More details about the retention:
Consultations and surveys – retain permanently (ref AR9)
More details about the retention:
Records storage Management – retain permanently (ref AR10)
More details about the retention:
Facilities management – retain for 6 years after date last modified (ref AP1)
More details about the retention:
Planned property maintenance – retain for 6 years after date last modified (ref AP2)
More details about the retention:
Responsive property maintenance – retain for 6 years after date last modified (ref AP3)
More details about the retention:
Sustainability management – retain for 6 years after date last modified; offer to Dorset History Centre (ref AP4)
More details about the retention:
Fire precaution log books – retain for 6 years after date last modified (ref AP5)
More details about the retention:
Legionella and water checks – retain for 6 years after date last modified (ref AP6)
More details about the retention:
Fire certificates – retain for 6 years after expiry of certificate (ref AP7)
More details about the retention:
Electrical certificates – retain for 6 years after replacement of electrical installation (ref AP8)
More details about the retention:
Premises design and construction supervision – retain for 15 years after date of completion of building (ref AP9)
More details about the retention:
Property disposal – retain for 15 years after all obligations are concluded (ref AP10)
More details about the retention:
Asbestos management – retain for 40 years after completion of works (ref AP11)
More details about the retention:
Property acquisition – retain indefinitely until DC no longer responsible for premises, site or structure, then retain for 12 years and then destroy (ref AP12)
More details about the retention:
Fire risk assessment – retain until superseded (ref AP13)
More details about the retention:
Fire alarm and emergency lighting testing – retain until superseded twice (ref AP14)
More details about the retention:
Property files and farm management – retain indefinitely until DC no longer responsible for premises, site or structure, then offer to Dorset History Centre (ref AP15)
More details about the retention:
Flood risk management – retain indefinitely until superseded, then transfer to Dorset History Centre (ref AP16)
More details about the retention:
Engineering schemes – retain permanently, offer to Dorset History Centre (ref AP17)
More details about the retention:
Coastal erosion monitoring – retain permanently, offer to Dorset History Centre (ref AP18)
More details about the retention:
Flood incident case records – retain permanently, offer to Dorset History Centre (ref AP19)
More details about the retention:
Access to information – retain for 3 years after case closure (ref A1)
More details about the retention:
Data incident response - investigated internally – retain for 3 years after date last modified (ref A2)
More details about the retention:
Regulation of Investigatory Powers Act processing prosecution originals – retain for 3 years after inspection (ref A3)
More details about the retention:
Complaints management - formal – retain for 3 years after closure (ref A4)
More details about the retention:
Emergency planning and response – minor incident – retain for 6 years after date last modified (ref A5)
More details about the retention:
Data incident response - reported to ICO – retain for 6 years after date last modified (ref A6)
More details about the retention:
Complaints management - involving a regulator or ombudsman – retain for 6 years after date case closed (ref A7)
More details about the retention:
Complaints management - Children's – retain for 75 years after date of birth (ref A8)
More details about the retention:
Emergency planning and response – major incident – retain permanently, offer to Dorset History Centre (ref A9)
More details about the retention:
General Information Compliance Advice – retain for 3 years after date last modified (ref A10)
More details about the retention:
Fraud and Protected Disclosures – retain for 6 years after case closure (ref A11)
More details about the retention:
Police and Crime Panel – retain for 3 years after date modified (ref A12)
More details about the retention:
Law Enforcement Personal Information Requests – retain for 6 years after date modified (ref A13)
More details about the retention:
General correspondence and bereavement support – retain for 1 year after date last modified (ref B1)
More details about the retention:
Crematoria regulation – retain for 15 years after date created or the date of the cremation (whichever is later) (ref B2)
More details about the retention:
Burial and cremation records – retain permanently (ref B3)
More details about the retention:
Building Control applications - complete – retain for 15 years after the completion certificate is issued (ref BC1)
More details about the retention:
Building Control inspections – retain for 15 years after completion certificate issued (ref BC2)
More details about the retention:
Building Control applications – retain indefinitely until the building work has finished on site and we are requested to undertake a completion inspection (ref BC3)
More details about the retention:
Foster carer supervision and support - unsuccessful applicants – retain for 3 years after date of application withdrawal or refusal (ref C1)
More details about the retention:
Children's contact with no service provided – retain for 6 years after date last modified (ref C2)
More details about the retention:
Adoption and special guardianship finance – retain for 6 years after meeting (ref C3)
More details about the retention:
Independent visitors for Looked After Children – retain for 6 years after date of last contact with the independent visitor (ref C4)
More details about the retention:
Foster carer supervision and support - successful applicants – retain for 10* years after date of end of last placement (carer ceases to provide care) (ref C5)
More details about the retention:
Supported Lodgings providers – retain for 10 years after last placement (ref C6)
More details about the retention:
Residential homes management and administration – retain for 15 years after date created (ref C7)
More details about the retention:
Special guardianship approval - terminated without placement – retain for 25 years from file closure (ref C8)
More details about the retention:
Early help case management – retain for 25 years after date of birth (ref C9)
More details about the retention:
Children in need case management (unless Looked After, SEN, or Adopted - in which case other policies take precedence) – retain for 25 years after date of birth (ref C10)
More details about the retention:
Missing child – retain for 25 years after date of birth (ref C11)
More details about the retention:
Education support case management – retain for 25 years after date of birth (ref C12)
More details about the retention:
Young carers support – retain for 25 years after date of birth (ref C13)
More details about the retention:
Safeguarding (unless Looked After or Adopted - in which case other policies take precedence) – retain for 25 years after date of birth* (ref C14)
More details about the retention:
Youth offender supervision and support (unless Looked After) – retain for 25 years after date of birth (ref C15)
More details about the retention:
SEN assessment and support – retain for 32 years after date of birth (ref C16)
More details about the retention:
Supported Lodgings case management – retain for 75 years after date of birth (ref C17)
More details about the retention:
Looked After Children support – retain for 75 years after date of birth (ref C18)
More details about the retention:
Residential homes Children's case management – retain for 75 years after date of birth (ref C19)
More details about the retention:
Adoptions management – retain for 100 years after date of adoption order (ref C20)
More details about the retention:
Special guardianship orders – retain for 100 years after date of order (ref C21)
More details about the retention:
People posing a risk to children notifications – retain for 100 years from date of birth (ref C22)
More details about the retention:
Countryside visitor centres – retain for 6 years after date last modified (ref CC1)
More details about the retention:
Countryside sites and nature reserves – retain for 6 years after date last modified (ref CC2)
More details about the retention:
Health and activity events management – retain for 6 years after date last modified (ref CC3)
More details about the retention:
Rights of way maintenance – retain for 6 years after date last modified (ref CC4)
More details about the retention:
Verge maintenance – retain for 6 years after date last modified (ref CC5)
More details about the retention:
Heathland management – retain for 6 years after date last modified (ref CC6)
More details about the retention:
Gypsy and traveller liaison – retain for 6 years after date last modified (ref CC7)
More details about the retention:
Woodland and countryside grants (except where retention set by funder) – retain for 6 years after funding completed (ref CC8)
More details about the retention:
Countryside management – retain for 6 years after date of last action on individual projects (ref CC9)
More details about the retention:
Health and activity referrals – retain for 6 years after last contact with client (ref CC10)
More details about the retention:
Countryside volunteers – retain for 6 years after person ceases to be a volunteer (ref CC11)
More details about the retention:
Tree management – retain permanently (ref CC12)
More details about the retention:
Rights of way infrastructure maintenance – retain permanently (ref CC13)
More details about the retention:
Recycling advice – retain for 1 year after date last modified (ref CWS1)
More details about the retention:
Assisted collections applications – retain for 2 years after date last modified (ref CWS2)
More details about the retention:
Bulky waste applications – retain for 3 years after date last modified (ref CWS3)
More details about the retention:
Household waste collections – retain for 3 years after date last modified (ref CWS4)
More details about the retention:
Household garden waste – retain for 3 years after date last modified (ref CWS5)
More details about the retention:
Food waste recycling – retain for 6 years after date last modified (ref CWS6)
More details about the retention:
Clinical waste – retain for 6 years after date last modified (ref CWS7)
More details about the retention:
Commercial waste – retain for 6 years after date last modified (ref CWS8)
More details about the retention:
Street cleaning – retain for 6 years after date last modified (ref CWS9)
More details about the retention:
Vehicle and fleet maintenance – retain for 6 years after disposal of vehicle (ref CWS10)
More details about the retention:
Closed landfill records – retain indefinitely for the life of the site (ref CWS11)
More details about the retention:
Waste building and refurbishment projects – retain indefinitely until DC no longer responsible for premises, site or structure, then offer to Dorset History Centre (ref CWS12)
More details about the retention:
Photos and photo consent forms – retain for 3 years after date last modified (ref CE1)
More details about the retention:
Communications management and marketing – retain for 6 years after date last modified (ref CE2)
More details about the retention:
Consultation and engagement – retain for 6 years after date last modified (ref CE3)
More details about the retention:
Tree works notices – retain for 5 years after expiry of notice (ref C1)
More details about the retention:
Tree Preservation Order management – retain indefinitely for the life of the order (ref C2)
More details about the retention:
Conservation area management – retain permanently, offer to Dorset History Centre (ref C3)
More details about the retention:
Listed building and historic site support – retain permanently for the life of the site or building (ref C4)
More details about the retention:
Call recordings – retain for 12 months after date created (ref CS1)
More details about the retention:
Electoral system support – retain for 1 year after date of election (ref DE1)
More details about the retention:
Members - exec member portfolio case work – retain for 3 years after closure (ref DE2)
More details about the retention:
Civic offices support – retain for 6 years after date last modified (ref DE3)
Member support – retain for 6 years after date last modified (ref DE4)
More details about the retention:
Records pertaining to the discharging of any function of a local authority – retain for 6 years after date last modified (ref DE5)
Petitions – retain for 6 years after date of the petition (ref DE6)
More details about the retention:
Audio-visual recording of Council Chamber meetings – retain permanently, offer to Dorset History Centre (ref DE7)
More details about the retention:
Constitution – retain permanently, after 6 years transfer to Dorset History Centre (ref DE8)
More details about the retention:
Decision making (Council, Executive and Committees) – retain permanently, after 6 years transfer to Dorset History Centre (ref DE9)
More details about the retention:
Honours and awards – retain permanently, after administrative use over transfer to Dorset History Centre (ref DE10)
More details about the retention:
Electoral registers – retain permanently, after superseded transfer to Dorset History Centre (ref DE11)
More details about the retention:
Election results – retain permanently (ref DE12)
More details about the retention:
Planning application processing - third party records – retain for 6 years after date last modified (ref DM1)
More details about the retention:
Pre-planning application advice provision – retain for 10 years after date last modified (ref DM2)
More details about the retention:
Developer contributions – retain for 12 years after project completed (ref DM3)
More details about the retention:
Planning application processing – retain permanently (ref DM4)
More details about the retention:
Planning enforcement – retain permanently (ref DM5)
More details about the retention:
Driver assessment and driver training – retain for 3 years after date of course (ref DT1)
More details about the retention:
Passenger transport provision – retain for 6 years after date last modified (ref DT2)
More details about the retention:
Passenger transport planning and scheduling – retain for 6 years after date last modified (ref DT3)
More details about the retention:
Environmental management, protection and improvement advice provision – retain for 6 years after date last modified (ref EP1)
More details about the retention:
Air quality monitoring – retain for 6 years after date last modified (ref EP2)
More details about the retention:
Public health burials – retain for 6 years after date last modified (ref EP3)
More details about the retention:
Animal welfare licences – retain for 6 years after licence expiry (ref EP4)
More details about the retention:
Pollution and nuisance investigations – retain for 6 years after case closed (ref EP5)
More details about the retention:
Environmental enforcement – retain for 6 years after resolution or end of enforcement action (ref EP6)
More details about the retention:
Fly tipping investigations – retain for 6 years after case closed (ref EP7)
More details about the retention:
Dog wardens – retain for 6 years after date case closed or enforcement action resolved (ref EP8)
More details about the retention:
Animal welfare premises licences – retain for 8 years after licence expiry (ref EP9)
More details about the retention:
Private water supply monitoring – retain for 30 years after date last modified (ref EP10)
More details about the retention:
Environmental permitting – retain permanently (ref EP11)
More details about the retention:
Contaminated land monitoring – retain permanently (ref EP12)
More details about the retention:
Food safety inspections – retain for 6 years after date last modified (ref FSPH1)
More details about the retention:
External health and safety training – retain for 6 years after date last modified (ref FSPH2)
More details about the retention:
Food safety enforcement – retain for 6 years after date enforcement action completed (ref FSPH3)
More details about the retention:
Food business registration – retain for 6 years after expiry (ref FSPH4)
More details about the retention:
Food safety enforcement – retain for 6 years after date enforcement action completed (ref FSPH5)
More details about the retention:
Cooling tower and/or evaporative condenser notifications – retain for 6 years after case closed (ref FSPH6)
More details about the retention:
Health and safety regulation – retain for 6 years after case closed (ref FSPH7)
More details about the retention:
Health and safety inspection of health-related risks – retain for 6 years after date last modified (ref FSPH8)
More details about the retention:
Health and safety enforcement – retain for 10 years after date enforcement action completed (ref FSPH9)
More details about the retention:
Port and harbour facilities – retain for 6 years after date last modified (ref H1)
More details about the retention:
Cranage – retain for 6 years after date last modified (ref H2)
More details about the retention:
Boat launching and recovery – retain for 6 years after date last modified (ref H3)
More details about the retention:
Pilotage – retain for 6 years after date last modified (ref H4)
More details about the retention:
Marine storage lockers – retain for 6 years after date last modified (ref H5)
More details about the retention:
Towing for marine vessels – retain for 6 years after date last modified (ref H6)
More details about the retention:
Boat waste disposal – retain for 6 years after date last modified (ref H7)
More details about the retention:
Boat winter storage – retain for 6 years after date last modified (ref H8)
More details about the retention:
Marine docking beds – retain for 6 years after date last modified (ref H9)
More details about the retention:
Port consignment notification – retain for 6 years after date last modified (ref H10)
More details about the retention:
Lifebelts – retain for 6 years after date last modified (ref H11)
More details about the retention:
Pleasure boat licence processing – retain for 6 years after expiry (ref H12)
More details about the retention:
Boat registration – retain for 6 years after expiry (ref H13)
More details about the retention:
Port arrival notification – this information is dynamic and will be constantly updating (ref H14)
More details about the retention:
Marine weather data – this information is dynamic and will be constantly updating (ref H15)
More details about the retention:
Accident reporting – relating to adults – retain for 3 years after date of the last entry (ref HS1)
More details about the retention:
Internal health and safety advice provision – retain for 6 years after date last modified (ref HS2)
More details about the retention:
Accident reporting - relating to children and young adults – retain for 21 years after date of birth (ref HS3)
More details about the retention:
COSHH Risk Assessments – retain for 40 years after date created (ref HS4)
More details about the retention:
Risk assessment - where youngest 'participant' is 17 years old or younger – retain for 40 years after date of birth of youngest participant (ref HS5)
More details about the retention:
Hazardous substances control – retain for 100 years after date created (ref HS6)
More details about the retention:
Hazardous substances control - disposal or demolition involving hazardous substances – retain indefinitely until disposal or demolition or end of operations involving hazardous substances (ref HS7)
More details about the retention:
Housing register – retain for 6 years after date of application (ref HOU1)
More details about the retention:
Housing association nomination and registration – retain for 6 years after date last modified (ref HOU2)
More details about the retention:
Temporary accommodation to include private sector and Dorset Council-owned property agreements – retain for 6 years after date last modified (ref HOU3)
More details about the retention:
Private sector leasing debt recovery – retain for 6 years after date last modified (ref HOU4)
More details about the retention:
Empty residential properties – retain for 6 years after case closed (ref HOU5)
More details about the retention:
Affordable housing – retain for 6 years after date last modified (ref HOU6)
More details about the retention:
Private tenant advice – retain for 6 years after date last modified (ref HOU7)
More details about the retention:
Homelessness support – retain for 6 years after date of last contact (ref HOU8)
More details about the retention:
Houses in multiple occupation safety inspection – retain for 6 years after date of inspection (ref HOU9)
More details about the retention:
Houses in multiple occupation register – retain for 6 years after date registration expires (ref HOU10)
More details about the retention:
Private housing advice – retain for 6 years after date last modified (ref HOU11)
More details about the retention:
Housing enforcement – retain for 6 years after date enforcement action completed (ref HOU12)
More details about the retention:
Hostels and emergency accommodation – retain for 6 years after date last modified (ref HOU13)
More details about the retention:
Emergency accommodation debt recovery – retain for 6 years after date last modified (ref HOU14)
More details about the retention:
Housing and public health enforcement – retain for 6 years after date banning order ends (ref HOU15)
More details about the retention:
Community safety strategy and delivery – retain for 6 years after superseded (ref HOU16)
More details about the retention:
Housing grants – retain for 10 years after date of grant (ref HOU17)
More details about the retention:
MAPPA, HRDA (High Risk Domestic Abuse) and other notifications – retain for 6 months after status of an individual has expired or no further involvement anticipated (ref HOU18)
More details about the retention:
Charges on properties from enforcement action – retain indefinitely until such time as the property is sold and charge has been repaid (ref HOU19)
More details about the retention:
Disciplinary and grievance procedures administration – retain for 6 years after end of DC employment (ref HRA1)
More details about the retention:
Industrial relations management – retain for 10 years after date created or agreement ceases to be effective (ref HRA2)
More details about the retention:
Allegations of abuse made against teachers and other staff – retain for 10 years after date created or until retirement age, whichever is longer (ref HRA3)
More details about the retention:
Disciplinary and grievance procedures administration - unfounded – retain indefinitely until investigation complete (ref HRA4)
More details about the retention:
Pre-employment health screening – retain for 6 years after date last modified (ref HRO1)
More details about the retention:
Payroll administration – retain for 6 years after end of the financial year in which the records are created (ref HRO2)
More details about the retention:
Attendance and time recording – retain for 6 years after end of financial year in which records created (ref HRO3)
More details about the retention:
Leave administration – retain for 6 years after end of financial year in which records created (ref HRO4)
More details about the retention:
Sickness absence management – retain for 6 years after end of financial year in which records created (ref HRO5)
More details about the retention:
Personnel records – retain for 6 years after end of DC employment (ref HRO6)
More details about the retention:
Disclosure and Barring Service checking – retain for 6 years after termination of relevant contract (ref HRO7)
More details about the retention:
Occupational health assessment – retain for 6 years after date of last assessment (ref HRO8)
More details about the retention:
Personnel records - where employee worked with children or vulnerable adults – retain for 25 years after end of DC employment (ref HRO9)
More details about the retention:
Health surveillance and exposure monitoring - identifiable individuals – retain for 40 years after date of birth (ref HRO10)
More details about the retention:
Health surveillance and exposure monitoring - exposure to ionising radiation monitoring – retain for 40 years after date of the last entry or until 75th birthday, whichever is latest (ref HRO11)
More details about the retention:
Personnel Records - following termination of employment, for example early retirement, severance or death in service – retain for 100 years after date of birth (ref HRO12)
More details about the retention:
Skeleton HR record – retain for 100 years after date of birth (ref HRO13)
More details about the retention:
Disclosure and Barring Service disclosure reports – retain for 6 months after receipt (ref HRO14)
More details about the retention:
ICT operational data – retain for 2 years after date last modified (ref ICT1)
More details about the retention:
Infrastructure monitoring – retain for 6 years after date last modified (ref ICT2)
More details about the retention:
Licence management – retain for 6 years after expiry date (ref ICT3)
More details about the retention:
Software and hardware inventory – retain for 6 years after disposal (ref ICT4)
User identity and access control data – retain for 6 years after superseded (ref ICT5)
More details about the retention:
ICT operational plans, policies and procedures – retain for 6 years after superseded (ref ICT6)
More details about the retention:
Street naming and numbering – retain permanently (ref ICT7)
More details about the retention:
Promoting road safety awareness – retain for 6 years after date last modified (ref IA1)
More details about the retention:
Traffic management – retain for 6 years after date last modified (ref IA2)
More details about the retention:
Traffic control site files – retain for 6 years after signal is decommissioned (ref IA3)
More details about the retention:
Highway work regulation – retain for 6 years after expiry of permit or licence, or from change to, or removal of, licensed structure (ref IA4)
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Road adoption case management – retain for 7 years after project completion (ref IA5)
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Inspecting and maintaining street lighting and street furniture – retain for 7 years after completion (ref IA6)
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Road safety auditing – retain for 12 years after date last modified (ref IA7)
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Highway scheme delivery – retain for 15 years after scheme completion (ref IA8)
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Highway scheme As-Built records – retain indefinitely until DC no longer responsible for premises, site or structure (ref IA9)
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Highway asset management – retain indefinitely until end of life of structure or asset. If no longer part of highway, keep for 15 years and then destroy (ref IA10)
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Bridge management – retain permanently (ref IA11)
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Managing road openings – retain permanently (ref IA12)
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General legal enquiries – retain for 3 years after date last modified (ref LS1)
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Land and property enquiry processing – retain for 6 years after date last modified (ref LS2)
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Complaints / Ombudsman legal advice – retain for 6 years after date case closed (ref LS3)
More details about the retention:
Contracts and agreements - not executed as a deed – retain for 6 years after end of the contract period (ref LS4)
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Education prosecutions – retain for 6 years after date case closed (ref LS5)
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Land compensation – retain for 6 years after date case closed (ref LS6)
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Debt recovery – retain for 6 years after date case closed (ref LS7)
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Leases – retain for 12 years after the lease end date with vacant possession (ref LS8)
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Legal charges – retain for 12 years after date case closed (ref LS9)
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Easements – retain for 12 years after end of easement (ref LS10)
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Company or equivalent formation – retain for 6 years from the end of the financial year of creation (ref LS11)
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Litigation – general – retain for 7 years after date case closed (ref LS12)
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Litigation - adults – retain for 7 years after date case closed (ref LS13)
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Contracts and agreements - executed as a deed – retain for 12 years after end of the contract period (ref LS14)
More details about the retention:
Sale and purchase of land or property – retain for 12 years after closure (ref LS15)
More details about the retention:
Acquisitions and Compulsory Purchase Orders advice files – retain for 12 years after completion (ref LS16)
More details about the retention:
Planning appeal case files – retain for 12 years after date case closed (ref LS17)
More details about the retention:
Tree Preservation Order case files – retain for 12 years after date case closed (ref LS18)
More details about the retention:
Contracts and agreements - construction – retain for 15 years after end of the contract period (ref LS19)
More details about the retention:
Education appeals – retain for 25 years after date of birth (ref LS20)
More details about the retention:
Litigation - children – retain for 80 years after date case closed (ref LS21)
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Property deeds – retain indefinitely as long as the land/property is owned by DC (ref LS22)
More details about the retention:
Highway adoption and dedication – retain permanently (ref LS23)
More details about the retention:
Land Charges register – retain permanently, transfer to Dorset History Centre (ref LS25)
More details about the retention:
Common Land registers – retain permanently, transfer to Dorset History Centre (ref LS26)
More details about the retention:
Land Charges searches - retain for 7 years after date of search (ref LS27)
More details about the retention:
Sports facility membership – retain for 2 years after end of membership (ref Le1)
More details about the retention:
Leisure and social activities advice – retain for 6 years after date last modified (ref Le2)
More details about the retention:
Leisure and sport session registers – retain for 6 years after date last modified (ref Le3)
More details about the retention:
Leisure course applications – retain for 6 years after date last modified (ref Le4)
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Sports facility bookings – retain for 6 years after date last modified (ref Le5)
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Outdoor activity centres – retain for 6 years after date last modified (ref Le6)
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Field study centres – retain for 6 years after date last modified (ref Le7)
More details about the retention:
Artz+ Sportz+ Delivery – retain for 6 years after date last modified (ref Le8)
More details about the retention:
Sports development – retain for 6 years after date last modified (ref Le9)
More details about the retention:
Arts and culture development – retain for 6 years after date last modified (ref Le10)
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Leisure passes – retain for 6 years after expiry (ref Le11)
More details about the retention:
Sports grants – retain for 6 years after payments completed (ref Le12)
More details about the retention:
Sports membership direct debit mandates – retain while mandate is current, then destroy (ref Le13)
More details about the retention:
Library CCTV recordings – retain for 31 days after date created (ref Li1)
More details about the retention:
Library participation initiatives – retain for 3 months after conclusion of event (ref Li2)
More details about the retention:
Library time management – retain for 1 year after end of calendar year (ref Li3)
More details about the retention:
Library waste transfer notes – retain for 2 years after date last modified (ref Li4)
More details about the retention:
Libraries reader, membership and loans administration – no outstanding items or debt – retain for 2 years after end of membership (ref Li5)
More details about the retention:
Libraries reader, membership and loans administration – unreturned items or outstanding debt – retain for 2 years after end of the financial year in which the records are returned from the consortium system (ref Li6)
More details about the retention:
Library photos and photo consent forms – retain for 3 years after photograph taken (ref Li7)
More details about the retention:
Library accident reporting - where the person concerned is aged over 18 – retain for 3 years after date of the last entry (ref Li8)
More details about the retention:
Library contracts and agreements - not executed as a deed – retain for 6 years after end of the contract period (ref Li9)
More details about the retention:
Library property maintenance – retain for 6 years after date last modified (ref Li10)
More details about the retention:
Library access management – retain for 6 years after date last modified (ref Li11)
More details about the retention:
Library consultation and engagement – retain for 6 years after date last modified (ref Li12)
More details about the retention:
Library health and safety incident reporting – retain for 6 years after date last modified (ref Li13)
More details about the retention:
Library finance records – retain for 6 years after end of the financial year in which the records are created (ref Li14)
More details about the retention:
Library health and safety audits – retain for 6 years after superseded (ref Li15)
More details about the retention:
Library contracts and agreements - executed as a deed – retain for 12 years after end of the contract period (ref Li16)
More details about the retention:
Library accident reporting - where the person concerned is under 18 – retain for 21 years after date of birth (ref Li17)
More details about the retention:
Library volunteer management – keep up to date, destroy individual’s data once volunteer consent lapses or volunteer leaves (ref Li18)
More details about the retention:
Library public mailing lists – keep up to date, destroy individual’s data once consent withdrawn (ref Li19)
More details about the retention:
Library property files – retain indefinitely until DC no longer responsible for premises (ref Li20)
More details about the retention:
Literary items of merit – retain until no longer actively used, then transfer to Dorset History Centre (ref Li21)
More details about the retention:
CCTV footage – retain for 31 days after date created (ref LCS1)
More details about the retention:
Anti-social orders – retain for 3 years after date order ends (ref LCS2)
More details about the retention:
Hate crime reporting – retain for 5 years after date last modified (ref LCS3)
More details about the retention:
CCTV log book – retain for 6 years after date created (ref LCS4)
More details about the retention:
Alcohol and entertainment licences – retain for 6 years after expiry of licence (ref LCS5)
More details about the retention:
Licensing appeals and prosecutions – retain for 6 years after case closed (ref LCS6)
More details about the retention:
Other licencing and registration – retain for 6 years after date licence or registration expired or was revoked (ref LCS7)
More details about the retention:
Highway maintenance – retain for 6 years after date last modified (ref NO1)
More details about the retention:
Drainage maintenance – retain for 6 years after date last modified (ref NO2)
More details about the retention:
Hedges, trees and grass cutting – retain for 6 years after project completion (ref NO3)
More details about the retention:
Highways accident reporting - relating to adults – retain for 6 years after date of last entry (ref NO4)
More details about the retention:
Hedges, trees and vegetation maintenance – retain for 6 years after date last modified (ref NO5)
More details about the retention:
Private road opening and inspection details – retain for 6 years after date last modified (ref NO6)
More details about the retention:
Inspections of streets – retain for 6 years after date last modified (ref NO7)
More details about the retention:
Skip, scaffold and sitting out licences and files – retain for 6 years after expiry of licence (ref NO8)
More details about the retention:
Traffic regulation – retain for 6 years after extinguishment or expiry of order (ref NO9)
More details about the retention:
Sign supply and installation – retain for 12 years after project completion (ref NO10)
More details about the retention:
Parish files – retain for 12 years after last date on file (ref NO11)
More details about the retention:
Highway scheme delivery – retain for 15 years after scheme completion (ref NO12)
More details about the retention:
Highways accident reporting - where the person concerned is under 18 – retain for 24 years after date of birth (ref NO13)
More details about the retention:
Blue badge applications – retain for 1 years after expiry of the badge (ref P1)
More details about the retention:
Parking permits – retain for 6 years after date last modified (ref P2)
More details about the retention:
Parking enforcement – retain for 6 years after date last modified (ref P3)
More details about the retention:
Retention schedule to be confirmed.
Civil ceremony administration – retain for 6 months years after date of ceremony (ref R1)
More details about the retention:
List of appointed registration officers – retain for 1 year after retirement of officer (ref R2)
More details about the retention:
Counterfoils of certificates for birth, marriage, death and still birth – retain for 2 years after date of issue. retain for longer if they have not been subject to scrutiny during a stock audit by GRO (ref R3)
More details about the retention:
Forms of appointment of authorised persons under the Marriage Act 1898 or the Marriage Act 1950 – retain for 2 years after vacation of office (ref R4)
More details about the retention:
Registration office routine correspondence – retain for 3 years after end of administrative use (ref R5)
More details about the retention:
Marriage notices and civil partnerships – retain for 5 years after date of notice (ref R6)
More details about the retention:
Signed marriage schedules and documents – retain for 5 years after date of marriage (ref R7)
More details about the retention:
Venue licencing – retain for 6 years after expiry of licence (ref R8)
More details about the retention:
Birth, civil partnership, marriage and death registers – retain permanently (ref R9)
More details about the retention:
Valuation lists – retain for 5 years after the next list comes into effect
More details about the retention:
Liability order lists & summons complaint lists – retain for 2 years after the last case has been dealt with or written off
More details about the retention:
Correspondence (including notifications of changes in circumstances, change of address, etc) – retain the EDRM record for 6 years after last action; retain the paper copy for 1 month after scanning
More details about the retention:
Refund claim forms – retain the EDRM record for 2 years after end of the council tax year in which the refund was issued; retain the paper copies for 1 month after scanning
More details about the retention:
Surveys & reviews – retain the EDRM record for 2 years after end of the council tax year in which the survey/review was undertaken; retain the paper copies for 1 calendar month after scanning
More details about the retention:
System reports – retain Academy record for 15 months; retain EDRM record for 3 years
More details about the retention:
Computerised records – ceased accounts on Academy should be removed 10 years after the vacation date
More details about the retention:
Direct debit amendments – retain EDRM records for 2 years after year ends; retain paper copies for 1 calendar month after scanning
More details about the retention:
Bankruptcies and admin orders, etc – retain EDRM records for 2 years after the debt is paid or a declaration is made that no further dividends will be paid; retain paper copies for 1 calendar month after scanning
More details about the retention:
Applications for relief (NNDR) – retain EDRM record for 2 years after the ratepayer has ceased to be awarded relief; retain paper copies for 1 calendar month after scanning
More details about the retention:
Processes to record personal details and eligibility of those persons in receipt of Housing Benefit – name, address, income, capital and rent – retain records indefinitely for the life of the claim
More details about the retention:
Overpayment records – retain for 2 years after the debt is paid or written off
More details about the retention:
Submissions to the appeals service - benefit details – retain electronic records for 3 years and paper copies for 1 calendar month after scanning
More details about the retention:
System reports – retain Capita records for 15 months; retain EDRM records for 3 years
More details about the retention:
Computerised records – retain records indefinitely for the life of the claim
More details about the retention:
Investigation matching files (fraud), matching files with DWP information and fraud recording – if no fraud – retain for current year + 2 years
More details about the retention:
Investigation matching files (fraud), matching files with DWP information and fraud recording – if sanctions – adpens and cautions – retain for current year + 2 years
More details about the retention:
Investigation matching files (fraud), matching files with DWP information and fraud recording – if prosecutions – retain for 6 years
More details about the retention:
Fraud recording – as above
Note books, phone calls, personal visit logs – retain for 6 years
More details about the retention:
Surveillance tapes – if no fraud – retain for current year + 2 years
More details about the retention:
Surveillance tapes – if sanctions – retain for current year + 2 years
More details about the retention:
Surveillance tapes – if prosecutions – retain for 6 years
More details about the retention:
System reports – retain Academy records for 15 months; retain EDRM records for 3 years
More details about the retention:
Planning application consultation processing - comments on applications made to other authorities – retain for 6 years after consultation period (ref SP1)
More details about the retention:
Neighbourhood plan support – retain for 6 years after the plan expires (ref SP2)
More details about the retention:
Local plan consultation processing – retain indefinitely until Local Plan superseded and replacement adopted (ref SP3)
More details about the retention:
Local plan project files and evidence base – retain indefinitely until Local Plan superseded and replacement adopted, transfer one copy to Dorset History Centre (ref SP4)
More details about the retention:
Community Infrastructure Levy project files, evidence base and consultation responses – retain indefinitely until CIL charging schedule superseded and replacement charging schedule adopted (ref SP5)
More details about the retention:
Mineral and waste site inspection and monitoring – retain permanently (ref SP6)
More details about the retention:
Mineral and waste application processing – retain permanently (ref SP7)
More details about the retention:
Local plans and inspectors’ reports – retain permanently (ref SP8)
More details about the retention:
Community Infrastructure Levy charging schedules – retain permanently (ref SP9)
More details about the retention:
Rights of way network management – retain permanently (ref SP10)
More details about the retention:
Section 106 planning agreements – retain permanently – hard copies held by Legal Services (ref SP11)
More details about the retention:
Grant funding administration – retain for 6 years after date last modified (ref SF1)
More details about the retention:
Accounting and reporting – retain for 6 years after end of the financial year in which the records are created (ref SF2)
More details about the retention:
Banking administration – retain for 6 years after end of the financial year in which the records are created (ref SF3)
More details about the retention:
Budgets management – retain for 6 years after end of the financial year in which the records are created (ref SF4)
More details about the retention:
Charities and trusts administration – retain for 6 years after end of the financial year in which the records are created (ref SF5)
More details about the retention:
Financial planning – retain for 6 years after end of the planning period (ref SF6)
More details about the retention:
Income processing – retain for 6 years after end of the financial year in which the records are created (ref SF7)
More details about the retention:
Purchasing and payment processing – retain for 6 years after end of the financial year in which the records are created (ref SF8)
More details about the retention:
Taxes management – retain for 6 years after end of the financial year in which the records are created (ref SF9)
More details about the retention:
External funding acquisition – retain for 6 years after end of the funding period (ref SF10)
More details about the retention:
Loans and leasing administration – retain for 6 years after settlement of loan or end of lease period (ref SF11)
More details about the retention:
More details about the retention: Corporate Policy & Comp
Charities and trusts governance – retain permanently, after termination of the trust transfer to Dorset History Centre (ref SF12)
More details about the retention:
Sample, equipment and product testing – retain for 6 years after date last modified (ref TS1)
More details about the retention:
Safety registration and licensing – retain for 6 years after date last modified (ref TS2)
More details about the retention:
Trader approval schemes – retain for 6 years after date last modified (ref TS3)
More details about the retention:
Animal health and welfare inspection and monitoring – retain for 6 years after closure or change of use of site (ref TS4)
More details about the retention:
Fair trading inspection and monitoring – retain for 6 years after closure or change of use of site (ref TS5)
More details about the retention:
Weights and measures fees records – retain for 6 years after closure (ref TS6)
More details about the retention:
Animal feed registration – retain for 6 years after closure (ref TS7)
More details about the retention:
Trading Standards prosecution files – retain for 10 years after case closed (ref TS8)
More details about the retention:
Trading Standards officer diaries/LP 30 and notebooks – retain for 10 years after date last modified (ref TS9)
More details about the retention:
Petroleum and vapour recovery inspections – retain indefinitely while relevant (ref TS10)
More details about the retention:
Training provision – retain for 6 years after date last modified (ref TID1)
More details about the retention:
Information Asset Owner – Head of Organisational Development
Research and analysis - processed data, analysis and interpretation – retain for 6 years after date last modified (ref TID2)
More details about the retention:
Equality Impact Assessments (EqIA) – retain for 6 years after date last modified (ref TID3)
More details about the retention:
Grant funding administration and commissioning – retain for 6 years after payment completed (ref TID4)
More details about the retention:
Transformation and change management – retain for 6 years after date project completed, offer to Dorset History Centre (ref TID5)
More details about the retention:
Organisational development – retain for 6 years after superseded (ref TID6)
More details about the retention:
Staff training - individual training records – retain for 6 years after end of DC employment (ref TID7)
More details about the retention:
Research and analysis - raw datasets – retain indefinitely until out of date and/or no longer required (ref TID8)
More details about the retention:
Project support documentation – retain while relevant (ref TID9)
More details about the retention:
Website content – this information is dynamic and will be constantly updating (ref TID10)
More details about the retention: