A pdf version of this retention schedule, including full version history, is held in the EDRM Retention Schedules folder.
See an explanation of the 6+ Rule and all other standard disposition codes.
Maintenance of council property
PROP 01.01: Ensuring the regular management and maintenance of council property
Disposition: 6+
Examples:
- Cleaning data sheets
- Service level agreements
Rationale: Limitations Act 1980
Location: EDRM, shared network drives, paper files
PROP 01.02: Management of property maintenance to ensure safety and statutory compliance. Includes: security and fire alarms and utility supplies. Excludes: ICT infrastructure (see ICT retention schedule); radon records (PROP 01.06 and Health and Safety retention schedule)
Disposition: 6+
Example:
- Equipment service logs
- Servicing and testing certificates
- Inspection logs
Rationale: Limitations Act 1980
Location: EDRM, Asset Manager.net, shared network drives, paper files
PROP 01.03: Undertaking refurbishment and improvements of council properties
Disposition: Case+25 (closure point: disposal of building)
Examples:
- Risk assessments
- Quote packs
- Design drawings
Rationale: Limitations Act 1980
Location: EDRM, shared network drives, paper files
PROP 01.04: Number not used
Formerly: The process of scheduling and planning maintenance works 6+
PROP 01.05: Number not used
Formerly: The process of ensuring the safety and statutory compliance of council property (see PROP 01.02)
Disposition: Action +15
Examples:
- Servicing and testing certificates
- Inspection logs
Rationale: Limitations Act 1980
PROP 01.06: The routine monitoring of radiation levels to ensure safety of council property
Disposition: Action +15
Examples:
Rationale: Ionising Radiation regulations
Location: EDRM, Asset Manager.net, shared network drives, paper files
Property acquisition and disposal
PROP 02.01: Acquiring council property
Disposition: Action +15
Example:
Rationale: Limitations Act 1980
Location: EDRM, Asset Manager.net, shared network drives, paper files
PROP 02.02: Negotiating land purchases
Disposition: Action +15
Examples:
- Negotiation correspondence
- Completion notices
Rationale: Limitations Act 1980
Location: EDRM, Asset Manager.net, shared network drives, paper files
PROP 02.03: Leasing council property
Disposition: Terms +6
Examples:
- Lease agreements
- Lease renewals
- Lease negotiation correspondence
Rationale: Limitations Act 1980
Location: EDRM, Asset Manager.net, shared network drives, paper files
PROP 02.04: Valuing property
Disposition: Action +15
Example:
Rationale: Limitations Act 1980
Location: EDRM, Asset Manager.net, shared network drives, paper files
PROP 02.05: Resolving claims arising from property acquisitions
Disposition: Case+6 (closure point: completion of acquisition)
Example:
Rationale: Limitations Act 1980
Location: EDRM, Asset Manager.net, shared network drives, paper files
PROP 02.06: Disposing of council property
Disposition: Case+25 (closure point: disposal of building)
Examples:
- Tender documents,
- Correspondence with bidders
- Heads of Terms
Rationale: Limitations Act 1980
Location: EDRM, Asset Manager.net, shared network drives, paper files
Property and land management
PROP 03.01: Managing access to council property
Disposition: 6+
Examples:
Rationale: Limitations Act 1980
Location: EDRM, Asset Manager.net, shared network drives, paper files
PROP 03.02: Surveying council properties
Disposition: Case+25 (closure point: disposal of building)
Examples:
- Condition surveys
- Floor plans
- Surveys
Rationale: Limitations Act 1980
Location: EDRM, Asset Manager.net, shared network drives, paper files
PROP 03.03: Managing the distribution and allocation of council properties
Disposition: 6+
Examples:
- Equality impact assessments
- Business case
Rationale: Equality Act 2010
Location: EDRM, Asset Manager.net, shared network drives, paper files
PROP 03.04: Managing the energy usage relating to council properties
Disposition: Action+15
Examples:
- Correspondence regarding use of utilities
Rationale: The Energy Performance of Buildings Regulations 2012
Location: EDRM, Systemslink, shared network drives, paper files
PROP 03.05: Disposing of council equipment
Disposition: Case+6 (closure point: disposal of equipment)
Examples:
- Record of sale
- Record of disposal
- May include sale or disposal of unclaimed property for which the council has assumed responsibility. Logs of lost property successfully returned to owner to be treated as transient data D<1.
Rationale: Limitations Act 1980
Location: EDRM, shared network drives, paper files
PROP 03.06: Managing council facilities (e.g. cleaning and caretaking, grounds maintenance)
Disposition: 6+
Examples:
- Specifications and schedules
- Method statements
Rationale: Limitations Act 1980
Location: EDRM, shared network drives, paper files
PROP 03.07: Checking the feasibility of council properties
Disposition: Action+ 15
Examples:
- Feasibility requests
- Feasibility reports
Rationale: Business requirement
Location: EDRM, shared network drives, paper files
PROP 03.08: Number not used
Formerly: The process of reaching internal agreements concerning council property (6 years from closure)
PROP 03.09: Maintaining land and property ownership records
Disposition: Permanent
Examples:
- Ownership records
- Property tenure records
- Site and location plans
Rationale: Business requirement
Location: GIS, Paper plans, Asset Manager.net
PROP 03.10: Managing the provision of council property services
Disposition: 6+
Examples:
Rationale: Business requirement
Location: EDRM, Shared network drives
PROP 03.11: Number not used
Formerly: The process of managing a property review and replacement programme (Review 6 years from closure)
PROP 03.12: Developing inventories for properties and assets, excluding ICT equipment.
Disposition: 6+
Examples:
Rationale: Business requirement
Location: EDRM, Shared network drives
PROP 03.13: The management of surveillance footage recorded for the safety and security of people and property, or for any other authorised purpose
Disposition: Destroy Closed Circuit Television (CCTV) footage after 30 days. If required as an enduring record, capture in an appropriate system and manage according to another DCC retention period.
Examples:
- Footage / images taken by: CCTV
- Body-worn camera
- Automatic Number Plate Recognition (ANPR)
Rationale:
- The Human Rights Act 1998
- Protection of Freedoms Act 2012
- Information Commissioner’s Office CCTV Code of Practice
Location: Monitoring systems
PROP 03.14: Managing and responding to queries regarding ownership of land
Disposition: 6+
Examples:
- Ownership correspondence
- Land ownership plans
Rationale: Business requirement
PROP 03.15: Maintaining records of visitors to Council properties. Excludes: Residential premises (see retention schedules for Children's Services and Adult Social Care and Health) and comments books (see LEIS.12.06, LEIS.12.07)
Disposition: Destroy on closure (for example, end of day / week)
Examples:
- Visitor books
- Sign-in sheets
Rationale: Health and Safety at Work Act 1974
Location, for example reception area in council property
Property development and renovation
PROP 04.01: Number not used
Formerly: The process of managing the development and renovation of an existing council property (6 years from sale of building)
PROP 04.02: Improving properties for council clients (for example, Disability Facilities Grant clients)
Disposition: 6+
Examples:
- Costing estimates
- Work plans and designs
Rationale: Chronically Sick and Disabled Persons Act 1970
Location: EDRM, Shared network drives, paper files
PROP 04.03: Number not used
Formerly: The process of developing properties for external organisations (7 years from closure)
PROP 04.04: Number not used
Formerly: The process of raising a work order relating to property development and renovation (7 years from closure)
PROP 04.05: Designing and developing new and replacement properties for the council and external clients
Disposition: Case+25 (closure point: disposal of building)
Examples:
- Costing estimates
- Work plans and designs
- Site surveys
- Work estimates
- Risk registers
Rationale: The Limitations Act 1980
Location: EDRM, shared network drives, paper files
Leasing and occupancy
PROP 05.01: Administering leased property
Disposition: Terms+6
Examples:
- Completed agreements
- Heads of terms
- Plans
- Termination notices
Rationale: The Limitations Act 1980
Location: EDRM, Asset Manager.net, shared network drives, paper files