See an explanation of the 6+ Rule and all other standard disposition codes.
Transport management
ENVS 1.01: acquisition and disposal of vehicles through lease or purchase
Disposition: Destroy 7 years from the disposal of vehicle
Example(s):
- Leases
- Contracts
- Quotes
- Approvals
Rationale: Common practice
Location: Fleet HQ
Electronic Fleet Management System
ENVS 1.02: managing the allocation and maintenance of vehicles
Disposition: Destroy 7 years from the disposal of vehicle
Example(s):
- Approvals of drivers
- Allocations for authorisations for vehicles
- Maintenance records
- Vehicle log books
Rationale: Common practice
Location: Service area, Fleet HQ, Electronic Fleet Management System
ENVS 1.03: recording vehicle usage
Disposition: Destroy 3 years from the disposal of vehicle
Example(s):
Rationale: Common practice
Location: Fleet HQ, Electronic VMS, Telematics system, Apex
ENVS 1.04: recording drivers usage
Disposition: Destroy 15 months from closure
Example(s):
- Drivers hours log books
- Defect report log books
Rationale: Common practice
Location: Fleet HQ, Electronic FTA portal
ENVS 1.05: recording Heavy Goods Vehicle (HGV) operators and licences
Disposition: Destroy 1 year from superseded or updated
Example(s):
- HGV Operators Files
- HGV Licences Information
Rationale: Common practice
Location: Fleet HQ, Electronic Operators Licensing Portal
Administration and enforcement
ENVS 2.01: administering and enforcing bye-laws
Disposition: Destroy 6 years from closure
Example(s):
- Permits / licences
- Infringement notices (parking)
Rationale: Common practice
Location: Service areas
Waste management
ENVS 3.01: managing sites used for the disposal of waste within the authority
Disposition: Permanent. Offer to Derbyshire Record Office
Example(s):
- Waste disposal inspections
- Waste management files
- Waste plans
- Waste site plans
Location: Service area
ENVS 3.02: transferring waste
Disposition: Destroy 3 years from transfer
Example(s):
Rationale: The Waste (England and Wales) Regulations 2014
Location: Service area
ENVS 3.03: maintaining a register of disposal and recycling of waste
Disposition: Destroy 6 years from closure of site
Example(s):
- Register of recycling of consumable waste
Rationale: The Waste (England and Wales) Regulations 2014
Location: Service area
ENVS 3.04: reducing waste
Disposition: Destroy 6 years from closure
Examples:
- Waste strategy and promotion activities
Rationale: Common practice
Location: Service area
Planning and land use
ENVS 4.01: The creation of Structure Plans
Disposition: Permanent. Offer to Derbyshire Record Office
Example(s):
- Minerals Development Plan
- Waste Development Plan
- Supplementary minerals and waste planning documents
- Consultations
Further information: Applies to legacy records only. At time of issue, structure plans are not being produced
Location: service area
ENVS 4.02: recording information on historical buildings, monuments, and ecology at specific sites
Disposition: Permanent. Offer to Derbyshire Record Office
Examples: none given
Rationale: Common practice
Location: Service area
ENVS 4.03: recording information on habitats and species
Disposition: Transfer 10 years from closure (to Local Ecological Records Centre)
Example(s):
- Habitat surveys
- Species records
- Protected species
- Ecological register
Rationale: Common practice
Location: Service area
ENVS 4.04: establishing planning scheme controls and providing for them to be amended
Disposition: Permanent. Offer to Derbyshire Record Office
Example(s):
- Successful waste planning applications
- Successful mineral planning applications
- Amendments to Definitive Map
- Application for mineral extraction
- Land use surveys
- Minerals Plan
- Waste Plan
- Local Plan alterations
- Schedule of representations
Rationale: Common practice
Location: Service area
ENVS 4.05: receiving, considering and responding to submissions and objections to planning schemes and amendments
Disposition: Destroy 15 years from decision
Example(s):
- Waste Planning Application consultation
- Mineral Planning Application consultation
- Objections
- Enquiries
- Archaeological advice / conditions
Rationale: Building Control Performance Standards (Offer controversial /high profile schemes to Derbyshire Record Office)
Location: Service areas
ENVS 4.06: maintaining the countryside and developing public spaces for public amenity
Disposition: Destroy 7 years from closure
Example(s):
- Tree Preservation Orders
- Country parks / nature reserves
Rationale: Common practice
Location: Service area
ENVS 4.07: regulating the planned use of land and buildings
Disposition: Destroy 15 years from closure
Examples: none given
Rationale: Common practice
Location: Service area
ENVS 4.08: approving building applications in relation to listed or other significant buildings
Disposition: Permanent. Offer to Derbyshire Record Office
Example(s):
- Building files
- Plans
- Specifications
- Correspondence
- Applications
- Permits / certificates
Rationale: Common practice
Location: Service area
ENVS 4.09: enforcing building or land regulations
Disposition: Destroy 15 years from end from compliance with enforcement notice
Rationale: Building Control Performance Standards
Location: Service area
ENVS 4.10: Managing the safety of disused industrial sites
Examples:
- Mine and quarry tip files
Rationale: Mines and Quarries (Tips) Act 1969
Location: Service area
Transport and infrastructure
EN VS 5.01: The activity of developing a vision and strategic direction regarding existing transport and infrastructure within the municipality
Disposition: Permanent. Offer to Derbyshire Record Office
Example(s):
Rationale: Common practice
Location: Service area
ENVS 5.02: The activity of recording location of highways, bridle paths, and rights of way
Disposition: Permanent. Offer to Derbyshire Record Office
Example(s):
- Definitive Map
- Correspondence concerning enquiries and disputes
Rationale: Common practice
Location: Service area
ENVS 5.03: The activity of establishing planning scheme control and providing for them to be amended and modified
Disposition: Permanent. Offer to Derbyshire Record Office
Example(s):
- Amendments to Definitive Map
- Road adoptions
Rationale: Common practice
Location: Service area
ENVS 5.04: receiving, considering and responding to submissions and objections to planning schemes and amendments
Disposition: Destroy 7 years from decision - but offer controversial/high profile schemes to Archivist
Example(s):
- Enquiries
- Consultation documents
- Objections and correspondence
Rationale: Common practice
Location: Service area
ENVS 5.05: enforcing infrastructure and transport regulations for permanent infrastructure features
Disposition: Destroy 50 years from end of enforcement notice
Example(s):
- Regulations relating to roads and highways
Rationale: Common practice
Location: Service area
ENVS 5.06: enforcing infrastructure and transport regulations for non-permanent infrastructure features
Disposition: Destroy 3 years from compliance with enforcement notice
Example(s):
- Road closure notices
- Parking permits
- Permits for skips / scaffolding
Rationale: Common practice
Location: Service area
ENVS 5.07: The activity of planning, and programming, the continued flow, diversion or reduction of traffic
Disposition: Destroy 7 years from closure
Example(s):
- Traffic orders
- Street lights
- Street load limits
- Street records
- Street signs records
- System implementation plans
- Traffic humps
- HGV applications
Rationale: Common practice
Location: Service area
ENVS 5.08: The activity of planning, designing, programming and constructing roads, street, bridges, and tunnels
Disposition: Permanent. Offer to Derbyshire Record Office
Example(s):
- DCC Standards
- British Standards
- Parliamentary Standards
- Canal reclamation schemes
- Land reclamation schemes
Rationale: Common practice
Location: Service area
ENVS 5.09: The activity of providing routine municipal services in relation to infrastructure within the authority
Disposition: Destroy 7 years from closure
Example(s):
- Street files
- Street records
- Hedge clippings
- Tree planting
- Numbering of houses
- Street load limits
- Street signs
- Bus shelters
- Applications to dig up pavements
- Advice / comments
- Rights of way
- Traffic calming measures
- Street lighting
Rationale: Common practice
Location: Service area
ENVS 5.10: The activity of monitoring municipal services in relation to the infrastructure within the authority.
Disposition: Destroy 10 years from closure
Example(s):
Rationale: Common practice
Location: Service area
ENVS 5.11: The activity of managing and taking actions regarding the wider maintenance of infrastructure within the authority
Disposition: Destroy 25 years from closure
Example(s):
- Winter maintenance service records
Rationale: Common practice
Location: Service area
ENVS 5.12: The activity of maintaining and repairing roads, bridges, bridle paths, rights of way, boundary walls, tunnels, reservoirs, dams and associated structures
Disposition: Permanent. Offer to Derbyshire Record Office
Example(s):
- Official publications setting standards / policies / procedures
- DCC standards / policies / procedures
- Canal reclamation schemes
- Land reclamation schemes
- Reservoir inspection records
Rationale: Construction and Design Management Regulations 2007, Reservoirs Act 2015
Location: Service area
ENVS 5.13: The activity of logging and recording traffic data
Disposition: Permanent. Offer to Derbyshire Record Office
Example(s):
Rationale: Common practice
Location: Service area
ENVS 5.14: The activity involved in the management and provision of public transport
Disposition: Destroy 3 years from closure
Example(s):
- Timetables and routes
- Maps
- Fares
- Customer and industry liaison
Rationale: Common practice
Location: Service area
Flood prevention
ENVS 6.01: collecting flood data
Disposition: Destroy 6 years from closure
Examples: None given
Rationale: Common practice
Location: Service area
ENVS 6.02: analysing flood data
Disposition: Permanent. Offer to Derbyshire Record Office
Rationale: Flood and Water Management Act 2010
Location: Service area
ENVS 6.03: maintaining a register of buildings and features with an impact on flood risk
Disposition: Permanent. Offer to Derbyshire Record Office
Examples: None given
Rationale: Flood and Water Management Act 2010
Location: Service area
ENVS 6.04: issuing guidance on flood prevention
Disposition: Destroy 6 years from closure
Examples: None given
Rationale: Common practice
Location: Service area
Derwent Valley Mills
ENVS 7.01: The activity, relating to the function and daily management of the Derwent Valley Mills, World Heritage Site.
Disposition: Destroy 10 years from closure
Examples: None given
Rationale: Business requirement
Location: Service area
ENVS 7.02: The management and decision making process of the running of the Derwent Valley Mills, World Heritage Site.
Disposition: Review 10 years from closure. Offer to Derbyshire Record Office
Example(s):
Rationale: Common Practice
Location: Service area
Economic regeneration
ENVS 8.01: The activity and management of economic regeneration activities
Disposition: Destroy 10 years from closure
Examples: None given
Rationale: Business requirement
Location: Service area
Highway laboratory
ENVS 9.01: The process and activity of undertaking and recording detailed laboratory test assessments and results
Disposition: Destroy 7 years from the date of assessment and finalisation of tests
Example(s):
- Documents concerning assessment and rest reports
Rationale: Business requirement
Location: Service area
Emergency planning
EP 1.01: preparing and maintaining emergency plans that support the response to a major incident in Derbyshire
Disposition: Destroy 6 years from end of plan issue
Example(s):
- Emergency Plan
- Hazardous site plans
- Support plans
Rationale: Business requirement
Location: Service area
EP 1.02: exercising plans and training personnel from a range of organisations that support the emergency response in Derbyshire to ensure plans are fit for purpose and personnel are sufficiently trained in their role
Disposition: Destroy 6 years from end of exercise/ training
Example(s):
- Exercise / training records
- Scenarios
- Lessons learnt
Rationale: Business requirement
Location: Service area
EP 1.03: Documentation that supports the delivery of statutory or regulatory compliance for a range of emergency planning related duties
Disposition: Destroy 6 years from cessation of statutory duty
Example(s):
Rationale: Business requirement
Location: Service area
EP 1.04: risk assessment that supports the development of community risk registers and prioritisation of emergency planning activity across Derbyshire
Disposition: Destroy 10 years from issue of risk register
Example(s):
- Individual risk assessments
- Community Risk Register
- Local risk assessment guidance
Rationale: Business requirement
Location: Service area
EP 1.05: maintaining partnerships and effective liaison across all organisations that support emergency planning and response in Derbyshire
Disposition: Destroy 10 years from closure
Example(s):
- Local Resilience Forum (LRF) Group notes, sub group notes
Rationale: Business requirement
Location: Service area
EP 1.06: recording actions, decisions and lessons learnt that co-ordinate and deliver the response to a major incident in Derbyshire
Disposition: Permanent. Offer to Derbyshire Record Office
Example(s):
- Incident log sheets
- Notes of strategic / tactical / recovery / debrief meetings
Rationale: Business requirement
Location: Service area
EP 1.07: recording actions, decisions and lessons learnt that co-ordinate and deliver the response to minor incidents in Derbyshire
Disposition: Destroy 6 years from date of incident
Example(s):
Rationale: Business requirement
Location: Service area