A PDF version of this retention schedule, including full version history, is held in the EDRM Retention Schedules folder.
The rules expressed in this retention schedule relate to records in the Legal Services case management system. When a case comes to its end, it must be manually closed in the system. The act of closure triggers the start of the retention countdown, signified by the CASE+ prefix.
Where a case is closed but there are grounds for delaying destruction, the Legal Hold function should be used. A good example is a file nearing its destruction date that is needed for an ongoing Subject Access Request. Destructions suspended by legal hold should be reviewed regularly, to ensure that the reason for continued retention remains.
Where indicated, the finalised order/agreement/deed should be transferred to Modern Records for permanent retention, whatever the retention period of the associated case file. The Modern Records service may offer such documents for transfer to Derbyshire Record Office at an appropriate point in the information lifecycle.
Adult care
LS 01.01: Cabinet Reports
Disposition: PERM
LS 01.02: Contested Deputyship
Disposition: CASE+6
LS 01.03: COP Welfare
Disposition: CASE+6
LS 01.04: Inquest
Disposition: CASE+6
LS 01.05: Judicial Review
Disposition: CASE+6
LS 01.06: LGO
Disposition: CASE+6
LS 01.07: Mental Health Act
Disposition: CASE+6
LS 01.08: Adult Care - Re X
Disposition: CASE+6
LS 01.09: S21A
Disposition: CASE+6
LS 01.10: Tenancy application
Disposition: CASE+6
LS 01.11: General Advice
Disposition: CASE+6
LS 01.12: Ordinary residence disputes
Disposition: CASE+6
Child care
LS 02.01: Child Protection Judicial Review
Disposition: CASE+6
LS 02.02: Child Protection - PLO cases
Disposition: ACTION+100
LS 02.03: Adoption
Disposition: ACTION+100
LS 02.04: Child Protection
Disposition: ACTION+100
Examples: Deprivation Of Liberty order
LS 02.05: Discharge of Orders
Disposition: ACTION+100
LS 02.06: Secure Accommodation Proceedings S25
Disposition: ACTION+100
Corporate litigation
LS 03.01: Information Law (DP/FOI)
Disposition: CASE+6
LS 03.02: Requests for Information
Disposition: CASE+6
LS 03.03: Data Protection advice
Disposition: CASE+6
LS 03.04: Disciplinary/Grievance Cases
Disposition: CASE+6
LS 03.05: Employment Advice
Disposition: CASE+6
LS 03.06 Employment Tribunal Cases
Disposition: CASE+6
LS 03.07: Freedom of Information Advice
Disposition: CASE+6
LS 03.08: Provision of Amenities on Highways
Disposition: CASE+6
LS 03.09: Prosecutions
Disposition: CASE+6
Cases with an outstanding order (e.g. under the Proceeds Of Crime Act) should be marked with a Legal Hold to suspend destruction. This suspension must be lifted when no longer applicable.
LS 03.10: Settlement Agreements
Disposition: CASE+25 years
Debt
LS 04.01: Claims by the Council
Disposition: CASE+6
LS 04.02: Debt Claims
Disposition: CASE+6
LS 04.03: Debt Claims (deeds)
Disposition: TERMS+12
LS 04.04: Ex Gratia claims by Employees
Disposition: CASE+6
LS 04.05: Misc Common Law Matters
Disposition: CASE+6
Commercial property
LS 05.01: Commercial Lettings - Surrender
Disposition: CASE+6
Examples: surrender of lease, termination of tenancy
LS 05.02: Deferred Payments Agreements - Part III Accom Matters
Disposition: CASE+6
Examples: agreements, including HASSAs as legacy records
LS 05.03: Property Licences
Disposition: CASE+6
LS 05.04: Secure Grants
Disposition: CASE+6
Example(s): Grants for disabled people, grants for foster carers
LS 05.05: Leases/Licences/Tenancy Agreements-In
Lease/licence/agreement to be transferred to Modern Records (CTL)
Disposition: TERMS+12
LS 05.06: Leases/Licences/Tenancy Agreements-Out
Disposition: TERMS+12
Examples: lease of factory unit
Lease/licence/agreement to be transferred to Modern Records (CT)
LS 05.07: Easements
Disposition: ACTION+15
Agreements to be transferred to Modern Records (CA15: drainage; CA26: gas; CA52: right of way; CA185: boreholes)
LS 05.08: Minor Building Works Contracts
Disposition: TERMS+12
LS 05.09: Purchases
Disposition: ACTION+15
LS 05.10: Sales (General)
Disposition: ACTION+15
LS 05.11: Contracts for Goods or Services
Disposition: TERMS+6 (TERMS+12 if under seal)
LS 05.12: Dedication Agreements
Disposition: CASE+6
Agreements to be transferred to Modern Records (CA89 – see CL15 for orders)
LS 05.13: Joint Contracts Tribunal (JCT) Contract
Disposition: TERMS+6 (TERMS+12 if under seal)
LS 05.14: Licences to assign/underlet, etc
Disposition: CASE+6
Agreements to be transferred to Modern Records (CA40)
LS 05.15: Major Projects
Disposition: ACTION+15
Example(s): Academy conversions, development, pension fund property
LS 05.16: Compulsory Purchase Orders
Orders to be transferred to Modern Records (CL59)
Disposition: ACTION+15
LS 05.17: Misc Property Matters
Disposition: CASE+6
Examples: conveyancing transaction
LS 05.18: Possession Proceedings-PP
Disposition: CASE+6
LS 05.19: Blight and Purchase Notices
Disposition: ACTION+15
LS 05.20: Compensation Claims part 1LCA
Disposition: CASE+6
LS 05.21: Joint Use Agreements
Disposition: CASE+6
Agreements to be transferred to Modern Records (CA120)
LS 05.22: Land Compensation Claims by Derbyshire County Council
Disposition: CASE+6
Education
LS 06.01: Education Appeals
Disposition: DOB+25
LS 06.02: Misc Education Advice
Disposition: DOB+25
LS 06.03: Special Needs Casework
Disposition: DOB+25
Environment, transport and infrastructure
LS 07.01: Highways Act S25 Creation Agreements
Disposition: CASE+6
Agreements to be transferred to Modern Records (CA145)
LS 07.02: Section 107 - Section 106 – OUT
Disposition: CASE+6
LS 07.03: Commons and Village Greens
Disposition: PERM
LS 07.04: Companies and Outside Bodies
Disposition: CASE+6
LS 07.05: Highway Act Stopping Up and Diversions (s. 118.119)
Disposition: CASE+6
LS 07.06: Highways Act – Deposited Maps (S31 (6))
Disposition: CASE+6
LS 07.07: Highways Act – Enforcement
Disposition: CASE+6
LS 07.08: Highways Cultivation Licences
Disposition: CASE+6. Agreements to be transferred to Modern Records (CA134)
LS 07.09: Highways Act – Stopping Up S116
Disposition: CASE+6
LS 07.10: Misc Highways Matters
Disposition: CASE+6
LS 07.11: Misc Planning Matters
Disposition: CASE+6
LS 07.12: Misc Countryside Matters
Disposition: CASE+6
LS 07.13: Misc Right of Way Matters
Disposition: CASE+6
LS 07.14: Misc Waste Disposal Matters
Disposition: CASE+6
LS 07.15: Highways Buildings and Improvement Lines
Disposition: CASE+25
LS 07.16: S56 Highway out of repair
Disposition: CASE+6
LS 07.17: Section 106 Agreements-In
Disposition: CASE+6; Agreements to be transferred to Modern Records (CA5)
LS 07.18: Section 106 Agreements-Out
Disposition: CASE+6. Agreements to be transferred to Modern Records (CA5)
LS 07.19: Section 278 Agreements
Disposition: CASE+6. Agreements to be transferred to Modern Records (CA131)
LS 07.20: Section 38 Agreements
Disposition: CASE+6; Agreements to be transferred to Modern Records (CA13)
LS 07.21: Side Road Orders
Disposition: CASE+6; Orders to be transferred to Modern Records (CL104)
LS 07.22: Street Lighting Agreements
Disposition: CASE+6; Agreements to be transferred to Modern Records (CA4)
LS 07.23: Town and Country Planning Act Diversions
Disposition: CASE+6
LS 07.24: Town and Country Planning Act – Enforcement
Disposition: CASE+6
LS 07.25: Town and Country Planning Act – Appeals
Disposition: CASE+6
LS 07.26: Traffic Regulation Orders
Disposition: CASE+6
See ENVS 05.07 and ENVS 05.09
LS 07.27: Wildlife & Countryside Act 1981 claims
Disposition: PERM
LS 07.28: Misc Transportation Matters
Disposition: CASE+6
LS 07.29: ICE Contracts under seal
Disposition: TERMS+12
LS 07.30: ICE Contracts not under seal
Disposition: TERMS+6
LS 07.31: IT Contracts under seal
Disposition: TERMS+12
LS 07.32: IT Contracts not under seal
Disposition: TERMS+6
LS 07.33: Bus Shelter Consents
Disposition: CASE+6
LS 07.34: Derbyshire Minerals Local Plan
Disposition: ACTION+15
Personal injury
LS 08.01: Portal - Employers Liability Claims
Disposition: CASE+6
LS 08.02: Criminal Injuries Compensation Claims (adults)
Disposition: CASE+6
LS 08.03: Criminal Injuries Compensation Claims (minors)
Disposition: DOB+25
LS 08.04: Woolf – Employers Liability
Disposition: CASE+6
LS 08.05: Woolf – Third Party Claims (adults)
Disposition: CASE+6
LS 08.06: Woolf – Third Party Claims (minors)
Disposition: DOB+25
Other Common Law
LS 09.01: Coronial matters
Disposition: CASE+6
LS 09.02: Data breach claims relating to adults
Disposition: CASE+6
LS 09.03: Data breach claims relating to minors
Disposition: DOB+25