Retention and disposal schedules Legal retention schedule

Land registration

Common land

  • Description: Register of Common Land
  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Commons Registration Act 1965
  • Personal data: Yes
  • Special category data: No

Conveyancing

  • Description: Letters, emails, attendance notes, memos, reports on title, advice notices. Work flow lists. Deeds. Legal transactions
  • Retention period: 3 years (Deeds and Report on Title are kept permanently)
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Deeds

  • Description: Spreadsheets, letters, emails, attendance notes. Deeds.
  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Land charges

  • Description: Case files relating to Legal Charges
  • Retention period: 6 years 
  • Trigger date: Date case closed
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Land compensation claims

  • Description: Case files relating to Part 1 Land Compensation Act 1973 Payments
  • Retention period: 6 years
  • Trigger date: Date case closed
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Leases and mortgages

  • Description: Spreadsheets, letters, emails, agreements, attendance notes. Deeds.
  • Retention period: 6 years
  • Trigger date: Date lease or mortgage ends
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Recovery of land

  • Description: Spreadsheets, letters, emails, attendance notes, Iken database. Deeds.
  • Retention period: 3 years (Deeds and Report on Title are kept permanently)
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Sale of property

  • Description: Spreadsheets, letters, emails, attendance notes, reports 
  • Retention period: 3 years (Deeds and Report on Title are kept permanently)
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Searches

  • Description: Council wide searches
  • Retention period: 5 years
  • Trigger date: Date last modified 
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Personal searches

  • Description: Searches carried out by Land Charges service
  • Retention period: 5 years
  • Trigger date: Date last modified 
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Reporting

  • Description: Letters, emails, reports
  • Retention period: 3 years
  • Trigger date: Date last modified 
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Litigation

Precedent case law

  • Description: Lexis Nexis
  • Retention period: 6 years
  • Trigger date: Date last modified 
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: No
  • Special category data: No

Criminal prosecutions

  • Description: Spreadsheets, letters, emails, attendance notes, Iken database
  • Retention period: 3 years
  • Trigger date: Date case closed
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Civil

  • Description: Spreadsheets, letters, emails, attendance notes, Iken database
  • Retention period: 6 years
  • Trigger date: Date last modified 
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Licensing

  • Description: Spreadsheets, letters, emails, attendance notes, Iken database
  • Retention period: 6 years
  • Trigger date: Date last modified 
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Commercial

  • Description: Spreadsheets, letters, emails, attendance notes, Iken database
  • Retention period: 6 years
  • Trigger date: Date last modified 
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Compensation claims

  • Description: Spreadsheets, letters, emails, attendance notes, Iken database
  • Retention period: 6 years
  • Trigger date: Date last modified 
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Debt recovery

  • Description: Spreadsheets, letters, emails, attendance notes, Iken database
  • Retention period: 6 years
  • Trigger date: Date case closed
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Sealed contracts

  • Description: Letters, emails, agreements, attendance notes
  • Retention period: 12 years
  • Trigger date: Date contract ends
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Contracts not under seal

  • Description: Letters, emails, agreements, attendance notes
  • Retention period: 6 years
  • Trigger date: Date contract ends
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Property transfers under deed

  • Description: Letters, emails, agreements, attendance notes
  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No
  • Description: Letters, emails, agreements, attendance notes
  • Retention period: 3 years
  • Trigger date: Date licence expires
  • Action: Delete
  • Reasoning: Copyright, Designs and Patents Act 1988
  • Personal data: Yes
  • Special category data: No

Engagement

Forums and groups

  • Description: Minutes, attendance notes
  • Retention period: 7 years
  • Trigger date: End of membership
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Procedures

  • Description: Emails, paper records attendance notes
  • Retention period: 6 years
  • Trigger date: Date last modified
  • Action: Review
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: No
  • Special category data: No

Guidance

  • Description: Emails, paper records for filing in Iken
  • Retention period: 6 years
  • Trigger date: Date last modified
  • Action: Review
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: No
  • Special category data: No

Supplier engagement

  • Description: Emails, letters, attendance notes, paper records for filing in Iken, agreements
  • Retention period: 6 years
  • Trigger date: Date contract ends
  • Action: Delete
  • Reasoning: Business Requirement
  • Personal data: Yes
  • Special category data: No

Statutory

Legislation

  • Description: Lexis Nexis
  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Business Requirement
  • Personal data: No
  • Special category data: No

Regulations

  • Description: Lexis Nexis
  • Retention period: Until superseded
  • Trigger date: Date superseded
  • Action: Delete
  • Reasoning: Business Requirement
  • Personal data: No
  • Special category data: No

Existing bye-laws

  • Description: Paper records
  • Retention period: 6 years
  • Trigger date: Date of expiration
  • Action: Delete
  • Reasoning: Business Requirement
  • Personal data: No
  • Special category data: No

New bye-laws

  • Description: Paper records
  • Retention period: 6 years
  • Trigger date: Date of expiration
  • Action: Delete
  • Reasoning: Business Requirement
  • Personal data: No
  • Special category data: No

Enforcement prosecution

Enforcement

  • Description: Spreadsheets, letters, emails, attendance notes, Iken database
  • Retention period: 6 years
  • Trigger date: Date case closed
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Internal advice

  • Description: Emails, letters, attendance notes
  • Retention period: 3 years
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Business Requirement
  • Personal data: Yes
  • Special category data: No