A PDF version of this retention schedule, including full version history, is held in the EDRM retention schedule folder.
See an explanation of the 6+ Rule and all other standard disposition codes.
Meetings
MAR 01.01 Preparing business for strategic consideration and making a record of discussion, debate and resolution
Disposition: PERM
Example(s): Minutes of Corporate Management Team, Corporate Governance Group, Information Governance Group
Rationale: Common Practice
MAR 01.02 Preparing business for operational consideration and making a record of discussion, debate, and resolution
Disposition: 6+
Example(s): Minutes of meetings: team; cross-departmental; staff welfare; health and safety; multi-agency meetings if a partner organisation bears the duty of making a record. Informal notes on collaborative discussions.
Rationale: Compliance requirement: Health and Safety at Work etc Act 1974, where matters of health and safety are discussed
MAR 01.04 Providing support for senior management. For reports submitted to strategic meetings, see MAR 01.01. For advice prepared for elected members, see MEM 1.01
Disposition: 6+
Example(s): Briefing note prepared for advice of senior manager, director correspondence
Rationale: Common Practice
MAR 01.06 Engaging with the public to discuss matters of community interest, and making a record of discussion, debate and resolution
Disposition: 6+
Example(s): Public forum/meeting minutes
Rationale: Business need
MAR 01.09 Deciding operational matters in partnership with external bodies, where Derbyshire County Council bears the duty of making a record of discussion, debate and resolution
Disposition: ACTION+15
Example(s):
Rationale: Business need
MAR 01.11 Assessing and registering corporately-owned or high-level departmental risks and making a record of actions taken to manage them.
For risks managed by a department or team, retain in line with associated records. For example, for risks managed in a project, see MAR 03.07
Disposition: PERM
Example(s): Information asset registers, risk assessments, risk treatment plans
Rationale: Business need
Statutory returns
MAR 02.01 Preparing information to be passed onto central government as part of statutory requirements
Disposition: 6+
Example(s): Statutory returns to central government
Rationale: Common Practice
Policy, procedure, strategy and structure
MAR 03.02 Finalisation of policies, procedures, strategies and structures
Disposition: PERM
Example(s): Approved major revisions to policy, procedure, strategy, structure chart, retention schedule
Rationale: Common Practice
MAR 03.03 Reviewing, accrediting and redesigning services, plans, policies, or procedures
Disposition: 6+
Example(s): Consultation/survey results, process diagrams, option appraisals, organisational accreditations or inspections, development of retention schedules. Authorising changes to core data systems. Excludes very minor or low-impact changes (transient: D<1)
Rationale: Common Practice
MAR 03.07 Managing significant organisational projects.
Any project may be presumed closed if the project record remains unaltered for 3 years. Projects of historic significance may be offered to Derbyshire Record Office for permanent retention
Disposition: CASE+6 (closure point: Closure of project)
Example(s):
Rationale: Common Practice
Data management
MAR 04.01 Disposal of records
Disposition: ACTION+15
Example(s):
Rationale: Common Practice
MAR 04.02 Routine access to information requests, other information rights requests.
Within Children's Services, data subject access requests (SARs) are treated as an integral part of the individual's case file. See the children's services retention schedule
Disposition: 6+
Example(s): Requests, replies and reviews under Freedom of Information Act 2000, Data Protection Act 2018, Environmental Information Regulations 2004.
Rationale: Common Practice
MAR 04.04 Management of personal data processing systems
Disposition: CASE+6 (closure point: Cessation of system, process or individual event)
Example(s): Data Protection Impact Assessments, privacy notices, data sharing agreements, photograph consent forms
Rationale: Compliance requirement: Limitation Act 1980
MAR 04.07 Transient data.
For examples of transient data, see standard operating procedures for retention schedules
Disposition: D<1
Example(s):
Rationale: Common Practice
Enquiries, complaints and communications
MAR 05.01 Summary management of enquiries, compliments and complaints
Disposition: PERM
Example(s): Complaints register; enquiry or submission resulting in significant policy change
Rationale: Common Practice
MAR 05.03 Enquiries, submissions, compliments and complaints.
Where the submission results in significant policy change, see MAR 5.1
Disposition: 6+
Example(s):
Rationale: Common Practice
MAR 05.05 Issuing routine communications to council staff and clients.
Offer to Derbyshire Record office if of enduring historic interest
Disposition: 6+
Example(s): Staff newsletters, practice bulletins
Rationale: Common Practice
Quality and performance management
MAR 06.01 Monitoring or reviewing the quality, efficiency, or performance of services
Disposition: 6+
Example(s):
Rationale: Common Practice
Event management
MAR 10.01 Management of public events or ceremonies
Disposition: PERM
Example(s): Photographic record of ceremonial/civic events hosted by the council; programme of events; record of royal visits
Rationale: Common Practice
MAR 10.02 Preparation for public events or ceremonies
Disposition: 6+
Example(s): Correspondence, minutes
Rationale: Common Practice