Retention and disposal schedules Adult social care retention schedule

Published: 14 January 2025

Adult community team

Contact records

  • Description: Contacts received by email, telephone or other communication method
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Referral records

  • Description: Referrals received or made
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Care and support plans

  • Description: Records relating to assessment of needs
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Financial assessments

  • Description: Records relating to assessment of budget and finances
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Review records

  • Description: Records relating to the review of a Care and Support Plan
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Safeguarding

  • Description: Records relating to the safeguarding of vulnerable adults
  • Retention period: 6 years from date of last contact
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Blue badges

  • Description: Records relating to clients issued with a disabled driver permit
  • Retention period: 2 years from date of expiry
  • Action: Delete
  • Reasoning:
  • Personal data: Yes
  • Special category data: Yes

Waymead and Bracknell Day Service

Staff records (Waymead and Bracknell Day Service)

  • Description: Personnel files, training records, supervision notes, recruitment documents for successful candidates
  • Retention period: 7 years
  • Trigger date: Date employee leaves
  • Action: Delete
  • Reasoning: Supports employment, safeguarding and liability requirements
  • Personal data: Yes
  • Special category data: Yes

Team meeting notes and minutes

  • Description: Formal or informal team meeting records, action logs, agendas
  • Retention period: 7 years
  • Trigger date: Date of meeting
  • Action: Delete
  • Reasoning: Provides audit trail and supports operational management
  • Personal data: Yes
  • Special category data: Yes

Finance information

  • Description: Invoices, receipts, expenses, budget records, petty cash, financial approvals
  • Retention period: 7 years
  • Trigger date: End of financial year
  • Action: Delete
  • Reasoning: Reflects local authority financial governance standards
  • Personal data: Yes
  • Special category data: Yes

Recruitment records (unsuccessful candidates)

  • Description: Application forms, interview notes, scoring sheets, CVs
  • Retention period: 6 months
  • Trigger date: From date candidate informed of outcome
  • Action: Delete
  • Reasoning: To ensure that we have evidence in the case of any discrimination cases
  • Personal data: Yes
  • Special category data: Yes

Guest records – following death

  • Description: Care files, assessments, risk assessments, support plans, daily notes, incident records, correspondence
  • Retention period: 7 years
  • Trigger date: From date of death
  • Action: Delete
  • Reasoning: Ensures compliance with safeguarding and legal retention expectations
  • Personal data: Yes
  • Special category data: Yes

Guest records – following end of support

  • Description: Care files, assessments, risk assessments, support plans, daily notes, incident records, correspondence
  • Retention period: 7 years
  • Trigger date: From date support ends
  • Action: Delete
  • Reasoning: Ensures compliance with safeguarding and legal retention expectations
  • Personal data: Yes
  • Special category data: Yes

Intermediate care service

Referral records

  • Description: Referrals received or made
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Reablement plans

  • Description: Records relating to reablement planning
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Reablement monitoring

  • Description: Records relating to the monitoring of a reablement plan
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Reablement review

  • Description: Records relating to the review of a reablement plan
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Care and support plans

  • Description: Records relating to assessment of needs
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Ordinary residence

  • Description: Records relating to determining ordinary residence
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Financial assessments

  • Description: Records relating to assessment of budget and finances
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Equipment

  • Description: Records relating to equipment provided under the Care Act
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Review records

  • Description: Records relating to the review of a Care and Support Plan
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Safeguarding

  • Description: Records relating to the safeguarding of vulnerable adults
  • Retention period: 6 years from date of last contact
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Carers

Contact records

  • Description: Contacts received by email, telephone or other communication method
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Referral records

  • Description: Referrals received or made
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Care and support plans

  • Description: Records relating to assessment of needs
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Financial assessments

  • Description: Records relating to assessment of budget and finances
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Review records

  • Description: Records relating to the review of a Care and Support Plan
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Transition records

  • Description: Records relating to transition of carers to Adult Care and Support
  • Retention period: 6 years from end of receipt of service
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Safeguarding

  • Description: Records relating to the safeguarding of vulnerable adults
  • Retention period: 6 years from date of last contact
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Learning disabilities and autism

Referral records

Transition records

  • Description: Records relating to clients in transition to adult social care
  • Retention period: 20 years from date of last contact (or 7 years if deceased)
  • Action: Delete
  • Reasoning: NHS England Records Management Code of Practice
  • Personal data: Yes
  • Special category data: Yes

Ordinary residence

  • Description: Records relating to determining ordinary residence
  • Retention period: 20 years from date of last contact (or 7 years if deceased)
  • Action: Delete
  • Reasoning: NHS England Records Management Code of Practice
  • Personal data: Yes
  • Special category data: Yes

Eligibility records

  • Description: Records relating to eligibility for access to care
  • Retention period: 20 years from date of last contact (or 7 years if deceased)
  • Action: Delete
  • Reasoning: NHS England Records Management Code of Practice
  • Personal data: Yes
  • Special category data: Yes

Care and support plans

  • Description: Records relating to assessment of needs
  • Retention period: 20 years from date of last contact (or 7 years if deceased)
  • Action: Delete
  • Reasoning: NHS England Records Management Code of Practice
  • Personal data: Yes
  • Special category data: Yes

Financial assessments

  • Description: Records relating to assessment of budget and finances
  • Retention period: 20 years from date of last contact (or 7 years if deceased)
  • Action: Delete
  • Reasoning: NHS England Records Management Code of Practice
  • Personal data: Yes
  • Special category data: Yes

Review records

  • Description: Records relating to the review of a Care and Support Plan
  • Retention period: 20 years from date of last contact (or 7 years if deceased)
  • Action: Delete
  • Reasoning: NHS England Records Management Code of Practice
  • Personal data: Yes
  • Special category data: Yes

Breakthrough

  • Description: Records relating to the Breakthrough supported employment service in Bracknell Forest
  • Retention period: 10 years from date last modified
  • Action: Delete
  • Reasoning: NHS England Records Management Code of Practice
  • Personal data: Yes
  • Special category data: Yes

Community mental health team and community mental health team for older adults

Contact records

Referral records

Care and support plans

Ordinary residence 

Financial assessments

Review records

Deprivation of Liberty Safeguards (DOLS)

Client records

  • Description: Records created by the DOL service
  • Retention period: 6 years from date of last contact
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Drug and alcohol team

Client records

  • Description: Records relating to clients receiving services from the drug and alcohol team
  • Retention period: 6 years from date of last contact
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Safeguarding

  • Description: Records relating to the safeguarding of vulnerable adults
  • Retention period: 6 years from date of last contact
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Continuing health care

Applications

  • Description: Records relating to applications for continuing health care
  • Retention period: 6 years from date case closed
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Appeals

  • Description: Records relating to appeals around continuing health care
  • Retention period: 6 years from date case closed
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Emergency duty service

Operational records

  • Description: Records relating to the operation of the emergency duty service
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Policy and procedure

Policies

  • Description: Policy relating to adult social care
  • Retention period: 10 years from date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Procedures

  • Description: Procedure relating to adult social care
  • Retention period: 10 years from date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No