Retention and disposal schedules Insurance and risk management

Insurance processing claims

All claims

  • Description: Including claims for minors
  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Claims reports

  • Reports

  • Description: Claimant name, address, accident date, location, nature of damage/injury, payment information
  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Stop loss monitoring

  • Description: Claimant name, address, accident date, location, nature of damage/injury, payment information
  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Freedom of Information requests

  • Description: Claimant name, address, accident date, location, nature of damage/injury, payment information
  • Retention period: 3 years
  • Trigger date: Date created
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Insurance renewals

Renewals and retendering

  • Description: Reports from insurers/brokers, insurance premium information, tendering reports, evaluation, minutes of meetings, premium invoices. Copies of signed contract documents
  • Retention period: 10 years
  • Trigger date: Policy expires
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Schedules and policies

  • Description: Insurance schedules, policy wordings, premium invoices
  • Retention period: 10 years
  • Trigger date: Policy expires
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Public liability and other liability schedules and policies

  • Description: Insurance schedules, policy wordings, premium invoices
  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Insurers and brokers

  • Description: Minutes of meetings, reports from brokers, broker fee invoices, tendering and contract renewal reports. Correspondence with insurers and brokers.
  • Retention period: 10 years
  • Trigger date: Contract expires
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Insurance classes

Property

  • Description: Lists of properties and values, details of security of buildings, lease agreements, lease renewal documentation, premium information. Correspondence with insurers. and brokers
  • Retention period: 10 years
  • Trigger date: Policy expires
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Liability

  • Description: Medical information, personal employee and client information, policy schedules, policy wordings, premium information. Correspondence with insurers and brokers.
  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Motor

  • Description: Vehicle details, values, policy schedules, policy wordings, premium information
  • Retention period: 10 years
  • Trigger date: Policy expires
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Engineering

  • Description: Inspection location information, machinery, plant, lift and other equipment information location and inspection reports. Policy schedules, policy wordings, correspondence with insurers and brokers, premium information.
  • Retention period: 10 years
  • Trigger date: Policy expires
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Schools

  • Description: Lists of properties and values, premium information, policy schedules and wordings. Premium calculation information. Correspondence with schools, insurers and brokers.
  • Retention period: 10 years
  • Trigger date: Contract expires
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Supply

  • Description: Lists of schools, premium information, details of claims including medical information, sick notes, details of absence, claim payments. Insurance schedules and policy wordings.
  • Retention period: Retain while this scheme remains active
  • Trigger date: Retain while this scheme remains active
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Downshire homes

  • Description: Lists of properties and values, premium information, policy schedules and wordings. Premium calculation information. Correspondence with insurers and brokers. Reports from insurers/brokers, insurance premium information, tendering reports, evaluation, minutes of meetings, premium invoices.
  • Retention period: 10 years
  • Trigger date: Policy expires
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Historic insurance policies

  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Loss control surveys

  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Claims software

Contract renewals and retendering

  • Description: Tendering reports, evaluation, minutes of meetings, contract invoices. Award reports, contract documents.
  • Retention period: 3 years
  • Trigger date: Contract expires
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 8)
  • Personal data: Yes
  • Special category data: No

Upgrades

  • Description: Tendering reports, evaluation, minutes of meetings, contract invoices. Award reports, contract documents.
  • Retention period: 3 years
  • Trigger date: Contract expires
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 8)
  • Personal data: Yes
  • Special category data: No

Guidance and policy

Insurance manual

  • Description: Current and historic versions of manual
  • Retention period: 10 years
  • Trigger date: Date superseded
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Insurance forums

Berkshire Insurance Officers Group

  • Description: Minutes of meetings, correspondence with members
  • Retention period: 3 years
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Risk management

Strategic risk register

  • Description: Quarterly versions of the Strategic Risk Register and supporting documentation
  • Retention period: 6 years
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Departmental risk management

  • Description: Quarterly versions of the Departmental Risk Register and supporting documentation
  • Retention period: 6 years
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Reporting

  • Description: Reports on risk management to Strategic Risk Management Group, Corporate Management Team, Department Management Teams and Governance and Audit Committee
  • Retention period: 6 years
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Strategic Risk Management Group

  • Description: Agendas, minutes
  • Retention period: 6 years
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Strategy and toolkit

  • Description: Drafts and final of Risk Management Strategy and Risk Management Toolkit
  • Retention period: 6 years
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Other risk registers

  • Description: Other risk registers as required, for example transformation, town centre
  • Retention period: 6 years
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Risk management guidance

  • Description: National central government guidance, ALARM documents
  • Retention period: 10 years
  • Trigger date: Date superseded
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No