Retention and disposal schedules - Procurement retention schedule

Advising

Contract standing orders

• Description: Contract register
• Retention period: Permanent
• Action: Retain
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Council requirements

• Retention period: 12 years
• Action: Delete
• Reasoning: Limitation Act 1980 (Section 8)
• Personal data: Yes
• Special category data: No

Internal training and communication

• Description: Training materials, e-learning, presentations, communication, guidance
• Retention period: 3 years
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Procurement manual

• Description: Manuals, guidance, process diagrams
• Retention period: 3 years
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Schools requirements

• Retention period: 12 years
• Action: Delete
• Reasoning: Limitation Act 1980 (Section 8)
• Personal data: Yes
• Special category data: No

Templates and guidance

• Description: Templates for procurement
• Retention period: 2 years
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Collaborating

External organisations

• Retention period: 12 years
• Action: Delete
• Reasoning: Limitation Act 1980 (Section 8)
• Personal data: Yes
• Special category data: No

Framework providers

• Description: Suppliers contact details, frameworks available to the council
• Retention period: 6 years
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Shared services

• Description: Events, meetings, resources
• Retention period: 12 years
• Action: Delete
• Reasoning: Limitation Act 1980 (Section 8)
• Personal data: Yes
• Special category data: No

Contracting

Contract management

• Retention period: 12 years
• Action: Delete
• Reasoning: Limitation Act 1980 (Section 8)
• Personal data: Yes
• Special category data: No

Legislation and regulation

External advice

• Retention period: 6 years
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Guidance

• Description: National guidance, procurement legislation, contact details for subject matter experts
• Retention period: 6 years
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Legislation

• Description: National guidance, procurement legislation, contact details for subject matter experts
• Retention period: Permanent
• Action: Retain
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Planning and strategy

Business plans

• Retention period: 3 years
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Procurement strategy

• Retention period: 3 years
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Procuring

Council procurements

• Retention period: 12 years
• Action: Delete
• Reasoning: Limitation Act 1980 (Section 8)
• Personal data: Yes
• Special category data: No

School procurements

• Retention period: 12 years
• Action: Delete
• Reasoning: Limitation Act 1980 (Section 8)
• Personal data: Yes
• Special category data: No

Reporting

Expenditure analysis

• Retention period: 6 years
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Monitoring compliance

• Retention period: 6 years
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Transparency

• Retention period: 6 years
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No