Retention and disposal schedules Property retention schedule

Strategy

Asset manager plan

  • Description: Plans, reports, presentations, emails
  • Retention period: Until superseded
  • Trigger date: Date superseded
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Strategic meetings

  • Description: Asset management board (minutes and agendas, reports)
  • Retention period: 6 years
  • Trigger date: Date created
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Strategy reviews of property feasibility 

  • Description: Asset management working group (minutes and agendas, reports)
  • Retention period: 6 years
  • Trigger date: Date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Acquisition and disposal

Investment properties

  • Description: Instructions to Legal, reports - leases and legal documentation, Excel and Civica Databases
  • Retention period: 6 years
  • Trigger date: Disposal of property
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Operational properties

  • Description: Letters to tenants, instructions to Legal, reports, advertisement, leases and legal documentation, Excel and Civica Database, adverts on web and newspapers
  • Retention period: 6 years
  • Trigger date: Disposal of property
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Residential properties

  • Description: Letters to tenants, instructions to Legal, reports, leases and legal documentation, Excel and Civica Database
  • Retention period: 6 years
  • Trigger date: Disposal of property
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Downshire Homes properties

  • Description: Letters to agents, vendors, vendors solicitors and legal departments, Database (Excel and emails)
  • Retention period: 6 years (records kept permanently if not sold)
  • Trigger date: Disposal of property
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 12)
  • Personal data: Yes
  • Special category data: No

Property maintenance

Planned maintenance 

  • Description: 5 year cycle, survey report, programme agreed specification, tender documents, financial bids. All contract documentation. All correspondence relating to the contract. Service record spreadsheet (Excel). Service reports and test certificates. Payment certificates and invoices
  • Retention period: 6 years
  • Trigger date: Last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 12)
  • Personal data: Yes
  • Special category data: No

Refurbishment 

  • Description: Records relating to refurbishments of council owned buildings
  • Retention period: 60 years
  • Trigger date: Date created
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Responsive maintenance

  • Description: Requests for maintenance, work orders, customer satisfaction surveys
  • Retention period: 6 years
  • Trigger date: Last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 12)
  • Personal data: No
  • Special category data: No

Property and land management

Building surveys 

  • Description: Property condition surveys
  • Retention period: Until superseded
  • Trigger date: Date superseded
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 8)
  • Personal data: No
  • Special category data: No

Certification 

  • Description: Property certificates
  • Retention period: 6 years
  • Trigger date: Expiration of certificate
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: No
  • Special category data: No

Energy management 

  • Description: EPC certificates - all contract documentation, all correspondence relating to the contract. Service record spreadsheet (Excel), service reports and test certificates, payment certificates and invoices
  • Retention period: 10 years
  • Trigger date: Last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Health and safety

  • Description: Health and safety files
  • Retention period: Until superseded
  • Trigger date: Date superseded
  • Action: Delete
  • Reasoning: Construction Design and Management Regulations
  • Personal data: No
  • Special category data: No

Land and property history 

  • Description: Land and property files
  • Retention period: Permanent
  • Trigger date: Permanent
  • Action: Retain
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Management 

  • Description: Corporate asset management plans
  • Retention period: Until superseded
  • Trigger date: Date superseded
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Property services 

  • Description: All records relating to property services
  • Retention period: 12 years
  • Trigger date: Last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 8)
  • Personal data: No
  • Special category data: No

Valuations

  • Description: Land and property valuations
  • Retention period: 12 years
  • Trigger date: Last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 12)
  • Personal data: No
  • Special category data: No

Property use and development

Design and construction

  • Description: Property design and construction details
  • Retention period: 6 years
  • Trigger date: Last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Traveller sites

  • Description: Information regarding traveller sites
  • Retention period: 6 years
  • Trigger date: Last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Facilities management

Access control 

  • Description: New starter details, access requirements register, times entering and leaving, parking requests
  • Retention period: 6 years
  • Trigger date: Last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Facilities 

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

Buildings (Commercial Centre)

  • Description: Property file
  • Retention period: 6 years
  • Trigger date: Last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Buildings (Times Square)

  • Description: Property file
  • Retention period: 6 years
  • Trigger date: Last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Rotas

  • Description: Staff rotas
  • Retention period: 6 years
  • Trigger date: Last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Compliance

Property compliance

  • Description: Property files
  • Retention period: 60 years
  • Trigger date: Date created
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No