A combined Place department retention schedule is available as a PDF in the EDRM Retention Schedules folder.
See an explanation of the 6+ Rule and all other standard disposition codes.
Stock management
LEIS 01.01: Selection stock for acquisition
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
LEIS 01.02: Ordering library stock
Disposition: 6+
Example(s):
Rationale: Financial regulations
Location: Library management system
LEIS 01.03: Maintaining stock catalogues
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
LEIS 01.04: Arranging, displaying, and promoting stock
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Service areas
LEIS 01.05: Managing the circulation of stock
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
LEIS 01.06-07: Numbers not used
Formerly referred to 'stock servicing' records.
LEIS 01.08: Confirming the acquisition of stock
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
Membership administration and management
LEIS 02.01: Administering membership based public services
Disposition: 6+ (inactive memberships)
Terminated membership: D<1
Example(s):
- Library membership details
Rationale: Business requirement
Location: Library management system
LEIS 02.02: Administering the suspension of library members
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
Loans administration
LEIS 03.01: Administering uncharged stock loads
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
LEIS 03.02: Administering charged stock loans
Disposition: 6+
Example(s):
Rationale: Common financial practice
Location: Library management system
LEIS 03.03: Administering overdue charges
Disposition: 6+
Example(s):
Rationale: Common financial practice
Location: Library management system
LEIS 03.04: Investigating non-returned items
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
LEIS 03.05: Number not used
Formerly: The process of recovering debt
Disposition: Destroy 6 years from the conclusion of recovery action
Example(s): None given
Rationale: Common financial practice
LEIS 03.06: Administering public lending rights
Disposition: 6+
Example(s): None given
Rationale: Business requirement
Location: Library management system
LEIS 03.07: Processing requests
Disposition: 6+
Example(s): None given
Rationale: Business requirement
Location: Library management system
LEIS 03.08: Administering inter-library loans
Disposition: 6+
Example(s):
Rationale: Common financial practice
Location: Library management system
LEIS 03.09: Administration of community managed libraries
Disposition: 6+
Example(s):
- Record of services provided by organisations
Rationale: Business requirement
Location: To be maintained by CML service providers
Information communication technology (ICT) access administration
These retention periods apply only to administration records of ICT systems offered to council service users. For advice covering records of administration more broadly, see Management and Administration retention guidelines. For advice covering ICT records, see ICT Services retention schedule.
LEIS 04.01: Administering registration to use ICT equipment
Disposition: 6+
Example(s):
- Registration data for guest account (not library members)
Rationale: Business requirement
Location: Service areas / electronic
LEIS 04.02: Number not used
LEIS 04.03: Monitoring public access ICT use
Disposition: 6+
Example(s):
Rationale: Serious Crime Act 2015, part 2
Location: Audit services
LEIS 04.04: Investigating and enforcing responses to ICT misuse
Disposition: CASE+6 (closure point: conclusion of investigation or enforcement action)
Example(s):
Rationale: Serious Crime Act 2015, part 2
Location: Audit services
Home library service and mobile libraries
LEIS 05.01: Assessing home reader service provision
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Service areas
LEIS 05.02: Administering service provision
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Service areas
LEIS 05.03: Administering mobile service routes
Disposition: 6+
Example(s): None given
Rationale: Business requirement
Location: Service areas
Reader development and events management
LEIS 06.01: Developing, administering, and delivering library and archive outreach and activity programmes
Disposition: 6+
Example(s):
- Reader development events, creative writing groups, children's event publicity, community engagement and arts event files
Rationale: Business requirement
Location: Service areas
LEIS 06.02: Number not used
Formerly: Reader / writer groups (see LEIS 06.01)
Reprographics and income generation
LEIS 07.01: Administering reprographics services
Disposition: 6+
Example(s): None given
Rationale: Limitations Act 1980
Location: Service areas
LEIS 07.02: Recording copyright declarations arising from reprographics services
Disposition: 6+
Rationale: Copyright, Designs and Patents Act 1988
Location: Service areas
LEIS 07.03: Managing research requests
Covers all records generated
Disposition: 6+
Example(s):
- Communications from the public asking for assistance with research enquiries, order forms for paid research service, replies to requests
Rationale: Business requirement
Location: Service areas
LEIS 08.01-2: Numbers not used
Formerly: Children's library services:
- Developing reading for children (formerly LEIS 08.01): see LEIS 06.01
- School Library Service (formerly LEIS 08.02): see LEIS 06.01. For archival records of the service, see Derbyshire Record Office catalogue
Access and inclusion
LEIS 09.01: Promoting access and inclusion within leisure and culture services
Disposition: 6+
Example(s): None given
Rationale: Business requirement
Location: Service areas
Archives and local studies
For records of responses to research requests concerning archives and local studies collections - See 7.03
LEIS 10.01: Recording the acquisition and management of archives and local studies collections
Disposition: PERM
Example(s):
- Accession receipts, depositor correspondence, agreements with donors of images to Picture The Past, Conservation work (inc monitoring use in exhibitions and events)
Rationale: Business requirement
Location: Paper files, EDRM, Calm system
LEIS 10.02: Monitoring the environmental conditions of archive storage areas
Disposition: 6+
Example(s): None given
Rationale: Business requirement
Location: Service areas
LEIS 10.03: Tracking access to archival collections
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Service areas
LEIS 10.04: Number not used
Formerly: The process of managing user registration to access archives and local studies collections
LEIS 11.01-04: Numbers not used
Formerly: Administration of the Arts Service (funding withdrawn 2023). For archival records, see Derbyshire Record Office catalogue. Rules governing legacy records are as follows:
- Administration of grants (formerly LEIS 11.01): see FIN 01.03
- Arts projects and events (formerly LEIS 11.02): see LEIS 06.01
- Artists mailing list (formerly LEIS 11.03): delete, see MAR 04.07
- Web content (formerly LEIS 11.04): delete, see DIG 02.03
Museum services
For records of responses to research requests concerning museum collections - See 7.03
LEIS 12.01: Recording the acquisition and management of museum collections
Disposition: PERM
Example(s):
- Entry forms
- Accession registers
- Correspondence
- Valuations
- Records of significance to the institutional history of Buxton Museum and Art Gallery
Rationale: Business requirement
Location: Service areas
LEIS 12.02: Monitoring loans into and out of the museum
Disposition: PERM
Example(s):
- Loans agreements
- Entry / exit forms
- Correspondence
Rationale: Business requirement
Location: Service areas
LEIS 12.03: Monitoring the environmental conditions of museum galleries and storage areas
Disposition: 6+
Example(s): None given
Rationale: Business requirement
Location: Service areas
LEIS 12.04: Managing financial grants for museum related capital projects
Disposition: PERM
Example(s):
- Application forms
- Routine reports
- Publicity
- Evaluation
Rationale: Business requirement
Location: Service areas
LEIS 12.05: Managing financial grants for museum related revenue projects
Disposition: 6+
Example(s):
- Application forms
- Routine reports
- Publicity
- Evaluation
Rationale: Common financial practice
Location: Service areas
LEIS 12.06: Delivering a museum's exhibition programme
Disposition: 6+
Example(s):
- Artist agreement
- Exhibition lists
- Indemnity agreements
- Comments sheets
- Publicity
Location: Service areas
Note: comments books and other exhibition records may be classified under LEIS 12.01 if they have an enduring value to the history of the museum.
Rationale: Business requirement
LEIS 12.07: Delivering a museum events and activities programme
Disposition: 6+
Example(s):
- Agreements with organisers
- Comments sheets
- Publicity
Location: Service areas
Note: comments books and other events records may be classified under LEIS 12.02 if they have an enduring value to the history of the museum.
Rationale: Business requirement
LEIS 13.01 to 13.03: Numbers not used
Formerly referred to records of Derbyshire Sport.