Retention and disposal schedules - Parks and countryside

Compliance

Legislation

• Retention period: 7 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Strategy

• Retention period: 15 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Policy

• Retention period: 7 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Procedures

• Retention period: 10 years
• Trigger date: Date last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Reports

• Retention period: 6 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Plans

• Retention period: 10 years
• Trigger date: Date last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Data

• Retention period: 6 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Library

• Retention period: 10 years
• Trigger date: Date last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Sites

Parks and countryside

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

Natural estate

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

Heritage

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

Private land

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

Biodiversity

Trees

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

Wildlife

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

Surveys

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

Habitats

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

Sustainability

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

Designated sites

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

Rights of way

Enforcement

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

Maps

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

Maintenance

• Retention period: 7 years
• Trigger date: Date created
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Orders

• Retention period: Permanent
• Trigger date: Permanent
• Action: Retain
• Reasoning: Historical preservation
• Personal data: No
• Special category data: No

Searches

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

Planning

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

Projects

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

Inspections

Trees

• Retention period: 20 years
• Trigger date: Date last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Play equipment

• Retention period: 21 years and 9 months
• Trigger date: Date created
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Vehicles and tools

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

Site properties

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

External

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

Works

Contracted

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

In-house

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

Major schemes

• Retention period: 20 years
• Trigger date: Date last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Planning

Specialist advice

• Retention period: 15 years
• Trigger date: Date last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Protected trees

• Retention period: Until order revoked
• Trigger date: Until order revoked
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Conservation areas

• Retention period: Until area revoked
• Trigger date: Until area revoked
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Public enquiries

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

New land

Suitable Alternative Natural Greenspaces (SANGs)

• Retention period: 12 years
• Trigger date: Date agreement ends
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Public open space

• Retention period: 12 years
• Trigger date: Date agreement ends
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Grants

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

Partnership

Parish and town

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

Volunteers

• Retention period: 4 years
• Trigger date: Date last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Organisations

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

Meetings

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

Events

• Retention period: 4 years
• Trigger date: Date last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Communications

Campaigns

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

Responses

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

Images

• Retention period: Permanent (images of people are deleted 2 years from date created)
• Trigger date: Permanent
• Action: Retain
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Consultations

• Retention period: Permanent
• Trigger date: Permanent
• Action: Retain
• Reasoning: Historical preservation
• Personal data: Yes
• Special category data: No

Estate management

Unauthorised use

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

Leases

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

Licences

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

Land sales

• Retention period: 6 years
• Trigger date: Date case closed
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Filming

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

Insurance

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

Ownership

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

Facilities

Pitches and courts

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

Play

• Retention period: 21 years and 9 months
• Trigger date: Date created
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Buildings

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

Hire agreements

• Retention period: 6 years
• Trigger date: Date equipment last used
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

The Look Out

Exhibition

• Retention period: 7 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Coffee shop

• Retention period: 7 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Gift shop

• Retention period: 7 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Bookings

• Retention period: 7 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: Yes

Procedures and training

• Retention period: 7 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Outdoor areas

• Retention period: 7 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Marketing

• Retention period: 7 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: Yes

Reception

• Retention period: 7 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Management

• Retention period: 7 years
• Trigger date: Date last modified
• Action: Review
• Reasoning: Business requirement
• Personal data: No
• Special category data: No