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Home Information security Confidential information Records retention schedules Corporate Property

Corporate Property retention schedule

Version 5.1, adopted June 2021, expires end Aug 2021. 

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 1.01: Ensuring the regular management and maintenance of council property

Disposition: 7 years from last action

Examples:

  • Cleaning data sheets
  • Service level agreements

Rationale: Limitations Act 1980

Location: EDRM, shared network drives, paper files

PROP 1.02: 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 1.06 and Health and Safety retention schedule)

Disposition: 7 years from last action

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 1.03: Undertaking refurbishment and improvements of council properties

Disposition: Destroy after 12 years following expiry of the life of the building

Examples:

  • Risk assessments
  • Quote packs
  • Design drawings

Rationale: Limitations Act 1980

Location: EDRM, shared network drives, paper files

PROP 1.04: Number not used

Formerly: The process of scheduling and planning maintenance works (3 years from closure)

PROP 1.05: Number not used

Formerly: The process of ensuring the safety and statutory compliance of council property (see PROP 1.02)

Disposition: Destroy after 12 years

Examples:

  • Servicing and testing certificates
  • Inspection logs

Rationale: Limitations Act 1980

PROP 1.06: The routine monitoring of radiation levels to ensure safety of council property

Disposition: Destroy 12 years from last action

Examples:

  • Radon readings

Rationale: Ionising Radiation regulations

Location: EDRM, Asset Manager.net, shared network drives, paper files

Property acquisition and disposal

PROP 2.01: Acquiring council property

Disposition: Destroy 12 years from completion

Example:

  • Option appraisal

Rationale: Limitations Act 1980

Location: EDRM, Asset Manager.net, shared network drives, paper files

PROP 2.02: Negotiating land purchases

Disposition: Destroy 12 years from completion

Examples:

  • Negotiation correspondence
  • Completion notices

Rationale: Limitations Act 1980

Location: EDRM, Asset Manager.net, shared network drives, paper files

PROP 2.03: Leasing council property

Disposition: After lease is terminated, destroy six years from end of financial year

Examples:

  • Lease agreements
  • Lease renewals
  • Lease negotiation correspondence

Rationale: Limitations Act 1980

Location: EDRM, Asset Manager.net, shared network drives, paper files

PROP 2.04: Valuing property

Disposition: Destroy 12 years from closure

Example:

  • Asset valuations

Rationale: Limitations Act 1980

Location: EDRM, Asset Manager.net, shared network drives, paper files

PROP 2.05: Resolving claims arising from property acquisitions

Disposition: After closure, destroy six years from end of financial year

Example:

  • Correspondence

Rationale: Limitations Act 1980

Location: EDRM, Asset Manager.net, shared network drives, paper files

PROP 2.06: Disposing of council property

Disposition: Destroy 12 years from date of disposal

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 3.01: Managing access to council property

Disposition: After closure, destroy 6 years from end of financial year

Examples:

  • Access agreements

Rationale: Limitations Act 1980

Location: EDRM, Asset Manager.net, shared network drives, paper files

PROP 3.02: Surveying council properties

Disposition: Destroy 12 years from closure

Examples:

  • Condition surveys
  • Floor plans
  • Surveys

Rationale: Limitations Act 1980

Location: EDRM, Asset Manager.net, shared network drives, paper files

PROP 3.03: Managing the distribution and allocation of council properties

Disposition: After closure, destroy 6 years from end of financial year

Examples:

  • Equality impact assessments
  • Business case

Rationale: Equality Act 2010

Location: EDRM, Asset Manager.net, shared network drives, paper files

PROP 3.04: Managing the energy usage relating to council properties

Disposition: Destroy 10 years from closure

Examples:

  • Correspondence regarding use of utilities

Rationale: The Energy Performance of Buildings Regulations 2012

Location: EDRM, Systemslink, shared network drives, paper files

PROP 3.05: Disposing of council equipment

Disposition: After disposal, destroy 6 years from end of financial year

Examples:

  • Record of sale
  • Record of disposal

Rationale: Limitations Act 1980

Location: EDRM, shared network drives, paper files

PROP 3.06: Managing council facilities (e.g. cleaning and caretaking, grounds maintenance)

Disposition: After closure, destroy 6 years from end of financial year

Examples:

  • Specifications and schedules
  • Method statements

Rationale: Limitations Act 1980

Location: EDRM, shared network drives, paper files

PROP 3.07: Checking the feasibility of council properties

Disposition: After completion, destroy 6 years from end of financial year

Examples:

  • Feasibility requests
  • Feasibility reports

Rationale: Business requirement

Location: EDRM, shared network drives, paper files

PROP 3.08: Number not used

Formerly: The process of reaching internal agreements concerning council property (6 years from closure)

PROP 3.09: Maintaining land and property ownership records

Disposition: Permanent - transfer to Derbyshire Record Office at end of lifecycle

Examples:

  • Ownership records
  • Property tenure records
  • Site and location plans

Rationale: Business requirement

Location: GIS, Paper plans, Asset Manager.net

PROP 3.10: Managing the provision of council property services

Disposition: After closure, destroy 6 years from end of financial year

Examples:

  • Business case

Rationale: Business requirement

Location: EDRM, Shared network drives

PROP 3.11: Number not used

Formerly: The process of managing a property review and replacement programme (Review 6 years from closure)

PROP 3.12: Developing inventories for properties and assets, excluding ICT equipment.

Disposition: After closure, destroy 6 years from end of financial year

Examples:

  • Equipment inventories

Rationale: Business requirement

Location: EDRM, Shared network drives

PROP 3.13: 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 3.14: Managing and responding to queries regarding ownership of land

Disposition: After closure, destroy 6 years from end of financial year

Examples:

  • Ownership correspondence
  • Land ownership plans

Rationale: Business requirement

PROP 3.15: 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 MA.2.5.1, LEIS.12.06, LEIS.12.07)

Disposition: Destroy on closure (e.g. 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 4.01: Number not used

Formerly: The process of managing the development and renovation of an existing council property (6 years from sale of building)

PROP 4.02: Improving properties for council clients (e.g. Disability Facilities Grant clients)

Disposition: After closure, destroy 7 years from end of financial year

Examples:

  • Costing estimates
  • Work plans and designs

Rationale: Chronically Sick and Disabled Persons Act 1970

Location: EDRM, Shared network drives, paper files

PROP 4.03: Number not used

Formerly: The process of developing properties for external organisations (7 years from closure)

PROP 4.04: Number not used

Formerly: The process of raising a work order relating to property development and renovation (7 years from closure)

PROP 4.05: Designing and developing new and replacement properties for the Council and external clients

Disposition: Destroy after 12 years following expiry of the life of the 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 5.01: Administering leased property

Disposition: After end of lease, destroy 6 years from end of financial year

Examples:

  • Completed agreements
  • Heads of terms
  • Plans
  • Termination notices

Rationale: The Limitations Act 1980

Location: EDRM, Asset Manager.net, shared network drives, paper files