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:
- performance management
- Derbyshire Observatory
- profiling, production of policies, reports and briefings
- Armed Forces Covenant
- equalities and diversity
- boundary review
SQL data is widely used across functions
Rationale: Business need
Locations: Shared drive / SharePoint
POL 01.03: Administering small to medium-sized grants (legacy data)
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 (legacy data)
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
- For equality and diversity requests see MAR 05.03
Rationale: Business need (review linked to ten-yearly national census)
Locations: Shared drive / SharePoint
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
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, ethnographic research
Rationale: Business need
Locations: Shared drive / SharePoint