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.
Policy and research
POL 01.01: Collecting information to support the council's policy and research functions
Disposition: PERM. Review 10 years from closure, then offer to Derbyshire Record Office
Example(s):
Data collection to support work such as:
- APEX Corporate Performance Management
- Derbyshire Observatory
- Customer segmentation
- Profiling
- Production of policies, reports and briefings
- Thriving Communities
- Armed Forces Covenant
- Equalities and diversity
- Sustainability
- Boundary Review
Rationale: Business need
Locations: Shared drive / SharePoint
POL 01.03: Administering small to medium-sized grants
Disposition: TERMS +6
Example(s):
- Community, Sports, Buildings, Voluntary and Community Priorities Grant Applications
Rationale: Limitations Act 1980
Locations: Shared drive / SharePoint / Granicus CRM
POL 01.04: Administering large or exceptional grants
Disposition: CASE+6 (closure point: satisfaction of final reporting requirements)
Example(s): Major grant administration files
Rationale: Limitations Act 1980
Locations: Shared drive / SharePoint / Granicus CRM
POL 01.05: Administering and responding to requests for policy / research information from officers and the public
Disposition: ACTION+15
Example(s):
- Requests for copies of maps and reports, statistical analyses, reporting and mapping
- Contact lists for policy and research reports and bulletins
- Equality and diversity requests
Rationale: Business need (review linked to ten-yearly national census)
Locations: Shared drive / SharePoint
MAR 06.01: Managing performance and analysing trends
Disposition: 6+
Example(s):
- APEX corporate performance management (raw and aggregated data, performance management dashboards and system reports)
Rationale: Business need
Locations: APEX Secure server
Citizen engagement
POL 02.01: Gathering responses during regular corporate consultation and engagement programmes
Disposition: 6+
Example(s):
- Residents' survey records: contact details, demographic information, individual responses to consultations
- Literacy programmes records
Rationale: Business need
The scanned image is the copy of record. Paper originals may be destroyed once scanning is verified.
Locations: Shared drive / SharePoint
POL 02.02: Analysing trends noted during regular corporate consultation and engagement programmes
Disposition: ACTION+15
Example(s):
- Summary data from Residents' survey, Black Minority Ethnic (BME) Forum, literacy programmes, ethnographic research, etc
Rationale: Business need
Locations: Shared drive / SharePoint
MAR 05.03: Comments, compliments and complaints
Disposition: 6+
Example(s):
- Comment form
- Email message
- Letter
Rationale: Business requirement
Locations: Shared drive / SharePoint / Granicus CRM
POL 02.03: Taking photographs to support consultation and citizen engagement activities, and to provide evidence of such activities
Disposition: ACTION + 15
Rationale: Business requirement
Example(s): None given
Locations: Shared drive / SharePoint
Administration
MAR 01.06: Public consultation groups, such as the BME Forum minutes
Disposition: 6+
MAR 01.02: Staff welfare groups, such as the LGBT employee group minutes
Disposition: 6+
MAR 01.09: Partnerships, such as Derbyshire Partnership Forum meeting minutes and associated records
ACTION+15 (or 6+ if the partner organisation bears secretarial responsibility, see Management and Administration of Records retention schedule).
MAR 04.04: Information sharing agreements
Disposition: CASE+6 (closure point: cessation of the activity requiring sharing of information).