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Policy and research retention schedule

Version 1.6, adopted June 2021, expires end Mar 2023. 


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 1.1: Collecting information to support the council’s policy and research functions

Disposition: 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

MA 2.1.9: Administering partnership working with organisations

Disposition: Destroy 10 years from last amendment

Example(s):

  • Derbyshire Partnership Forum
  • Parish forums

Rationale: Business need

Locations: Shared drive / SharePoint

POL 1.3: Administering initiatives and organisations managed by the policy and research section

Disposition: Destroy 6 years from closure (or from termination of grant terms)

Example(s):

  • Community, Sports, Buildings, Voluntary and Community Priorities Grant Applications

Rationale: Limitations Act 1980

Includes: administering grants and projects which the council has been contracted to complete.

Excludes: European Social Fund grants (see FIN 1.05)

Locations: Shared drive / SharePoint

POL 1.4: Number not used

Formerly: The process of administering grants from the European Social Fund 2007-2013 Programme (Destroy on 31 Dec 2022)

See FIN 1.05

POL 1.5: Administering and responding to requests for policy / research information from officers and the public

Disposition: Review 10 years from closure of request

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

MA 2.6.1: Collecting information to support the council’s performance function

Disposition: Review 6 years after collection

Example(s):

  • APEX corporate performance management (raw data)

Rationale: Business need (linked to departmental service record level data)

Locations: APEX Secure server

MA 2.6.2: Generating performance data and analysing trends during performance management activity

Disposition: Destroy 2 years after decommission of APEX system

Example(s):

  • APEX corporate performance management (aggregated data, performance management dashboards and system reports).

Rationale: Business need

Locations: APEX Secure server

Citizen engagement

POL 2.1: Gathering responses during regular corporate consultation and engagement programmes

Disposition: 3 years from review

Example(s):

  • Citizens panel records: panel member contact details, demographic information, individual responses to consultations
  • Literacy programmes records

Rationale: Business need

Applies to engagement over a long or indefinite period. For event-driven consultations, see MA 2.3.4.

The scanned image is the copy of record. Paper originals may be destroyed once scanning is verified.

Locations: Shared drive / SharePoint

POL 2.2: Analysing trends noted during regular corporate consultation and engagement programmes

Disposition: 10 years from review

Example(s):

  • Summary data from Citizens Panel, Black Minority Ethnic (BME) Forum, literacy programmes, ethnographic research, etc

Rationale: Business need

Locations: Shared drive / SharePoint

MA 2.5.3: Comments, compliments and complaints

Disposition: Destroy 6 years from closure

Example(s):

  • Comment form
  • Email message
  • Letter

Rationale: Business requirement

Locations: Shared drive / SharePoint

POL 2.3: Taking photographs to support consultation and citizen engagement activities, and to provide evidence of such activities

Disposition: Destroy 10 years from end of use

Example(s): None given

Rationale: Business requirement

Locations: Shared drive / SharePoint

Administration

MA 2.1.6: Public consultation groups, such as the BME Forum

Destroy 10 years from last amendment. See also MA 2.1.7

MA 2.1.8: Staff welfare groups, such as the LGBT employee group minutes

Destroy 7 years from last amendment

MA 2.1.9: Partnerships, such as DPF meeting minutes and associated records

Destroy 10 years from last amendment (or destroy local copies after 3 years if the partner organisation bears secretarial responsibility, see MA 2.1.10)

MA 2.4.4: Information sharing agreements

Destroy 7 years from cessation of activity requiring the sharing of information