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 1.01: Selection stock for acquisition
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
LEIS 1.02: Ordering library stock
Disposition: 6+
Example(s):
Rationale: Financial regulations
Location: Library management system
LEIS 1.03: Maintaining stock catalogues
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
LEIS 1.04: Arranging, displaying, and promoting stock
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Service areas
LEIS 1.05: Managing the circulation of stock
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
LEIS 1.06-07: Numbers not used
Formerly referred to "stock servicing" records
LEIS 1.08: Confirming the acquisition of stock
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
Membership administration and management
LEIS 2.01: 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 2.02: Administering the suspension of library members
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
Loans administration
LEIS 3.01: Administering uncharged stock loads
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
LEIS 3.02: Administering charged stock loans
Disposition: 6+
Example(s):
Rationale: Common financial practice
Location: Library management system
LEIS 3.03: Administering overdue charges
Disposition: 6+
Example(s):
Rationale: Common financial practice
Location: Library management system
LEIS 3.04: Investigating non-returned items
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Library management system
LEIS 3.05: 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 3.06: Administering public lending rights
Disposition: 6+
Example(s): None given
Rationale: Business requirement
Location: Library management system
LEIS 3.07: Processing requests
Disposition: 6+
Example(s): None given
Rationale: Business requirement
Location: Library management system
LEIS 3.08: Administering inter-library loans
Disposition: 6+
Example(s):
Rationale: Common financial practice
Location: Library management system
LEIS 3.09: 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 4.01: 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 4.02: Number not used
LEIS 4.03: Monitoring public access ICT use
Disposition: 6+
Example(s):
Rationale: Serious Crime Act 2015, part 2
Location: Audit services
LEIS 4.04: 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 5.01: Assessing home reader service provision
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Service areas
LEIS 5.02: Administering service provision
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Service areas
LEIS 5.03: Administering mobile service routes
Disposition: 6+
Example(s): None given
Rationale: Business requirement
Location: Service areas
Reader development and events management
LEIS 6.01: Developing, administering, and delivering library and archive outreach and activity programmes
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Service areas
LEIS 6.02: Administering reader / writer groups
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Service areas
Reprographics and income generation
LEIS 7.01: Administering reprographics services
Disposition: 6+
Example(s): None given
Rationale: Limitations Act 1980
Location: Service areas
LEIS 7.02: Recording copyright declarations arising from reprographics services
Disposition: 6+
Rationale: Copyright, Designs and Patents Act 1988
Location: Service areas
LEIS 7.03: 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
Children's library services
LEIS 8.01: Developing reading for children
Disposition: 6+
Example(s):
Rationale: Business requirement
Location: Service areas
LEIS 8.02: Managing and administering the Schools Library Service
Disposition: 6+
Example(s): None given
Rationale: Business requirement;
Excludes acquisition management (see Museums Services section, LEIS 12.01)
Location: Service areas
Access and inclusion
LEIS 9.01: 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
Arts services
LEIS 11.01: Administering arts grants
Disposition: TERMS+6
Example(s):
- Small arts grant files
- Community art grant files
- Arts Festival grant files
Rationale: Common financial practice
Location: Service areas
LEIS 11.02: Managing and administering art related projects and events
Disposition: 6+
Example(s): None given
Rationale: Business requirement
Location: Service areas
LEIS 11.03: Mailing lists of artists etc
Disposition: 6+
Example(s):
- Writers mailing list
- Arts and health network
Rationale: Business requirement
Location: Service areas, network drive
Live record is routinely updated to maintain accuracy
LEIS 11.04: Artist details - content of Arts Derbyshire / Made in Derbyshire websites
Disposition: 6+
Example(s):
- Artists contact information
Rationale: Business requirement
Location: Service areas, content management system
Live record is routinely updated to maintain accuracy
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