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Leisure and culture retention schedule

Version 3.0, adopted March 2022, expires end March 2024. 


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.

Stock management

LEIS 1.01: Selection stock for acquisition

Disposition: 6+

Example(s):

  • Stock acquisitions

Rationale: Business requirement

Location: Library management system

LEIS 1.02: Ordering library stock

Disposition: 6+

Example(s):

  • Orders

Rationale: Financial regulations

Location: Library management system

LEIS 1.03: Maintaining stock catalogues

Disposition: 6+

Example(s):

  • Catalogues

Rationale: Business requirement

Location: Library management system

LEIS 1.04: Arranging, displaying, and promoting stock

Disposition: 6+

Example(s):

  • Displays and promotions

Rationale: Business requirement

Location: Service areas

LEIS 1.05: Managing the circulation of stock

Disposition: 6+

Example(s):

  • Circulation lists

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):

  • Delivery notes

Rationale: Business requirement

Location: Library management system

Membership administration and management

LEIS 2.01: Administering library members

Disposition: 6+

Example(s):

  • Membership details

Rationale: Business requirement

Location: Library management system

LEIS 2.02: Administering the suspension of library members

Disposition: 6+

Example(s):

  • Investigations

Rationale: Business requirement

Location: Library management system

Loans administration

LEIS 3.01: Administering uncharged stock loads

Disposition: 6+

Example(s):

  • Loans

Rationale: Business requirement

Location: Library management system

LEIS 3.02: Administering charged stock loans

Disposition: 6+

Example(s):

  • Loans

Rationale: Common financial practice

Location: Library management system

LEIS 3.03: Administering overdue charges

Disposition: 6+

Example(s):

  • Overdue notices

Rationale: Common financial practice

Location: Library management system

LEIS 3.04: Investigating non-returned items

Disposition: 6+

Example(s):

  • Investigation notes

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):

  • Loan correspondence

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

Disposition: 6+

Example(s):

  • Bookings data

Rationale: Business requirement

Location: Service areas and individual libraries / electronic

LEIS 4.03: Monitoring public access ICT use

Disposition: 6+

Example(s):

  • Monitoring reports

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):

  • Investigation notes

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):

  • Usage statistics

Rationale: Business requirement

Location: Service areas

LEIS 5.02: Administering service provision

Disposition: 6+

Example(s):

  • Usage statistics

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):

  • Events and initiatives

Rationale: Business requirement

Location: Service areas

LEIS 6.02: Administering reader / writer groups

Disposition: 6+

Example(s):

  • Group notes
  • Book lists

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+

  • Copyright declarations

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):

  • Event publicity

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):

  • Document request slips

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