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Place retention schedule

Version 7.1, adopted June 2021, expires end Aug 2022. Comprising: Environment and Infrastructure (ENVS) and Emergency Planning (EP). 

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.

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):

  • Vehicle usage records

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Disposition: Destroy 1 year from superseded or updated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):

  • Waste transfer notes

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):

  • Local Transport Plan

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):

  • County signs files

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):

  • Traffic counts

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):

  • Board management papers

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):

  • COMAH notifications

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):

  • Incident log sheets

Rationale: Business requirement

Location: Service area