Retention and disposal schedules Community and libraries retention schedule

Published: 13 January 2025

Libraries

All libraries

  • Retention period: 3 years after date last modified
  • Action: Delete
  • Reasoning: Data Protection Act 2018
  • Personal data: Yes
  • Special category data: No

Summer Reading Challenge

  • Description: Booking forms, register of attendants, ticket sales and photograph consent forms
  • Retention period: 3 years after date last modified
  • Action: Delete
  • Reasoning: Data Protection Act 2018
  • Personal data: Yes
  • Special category data: No

Activities

  • Description: Booking forms, register of attendants, ticket sales and photograph consent forms
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Data Protection Act 2018
  • Personal data: Yes
  • Special category data: No

Externally provided activities

  • Description: Booking forms, agent details, tickets
  • Retention period: 3 years after date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Resources

  • Description: Templates, instructions, guidance, other resource materials, quizzes, word searches
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Library management

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

Volunteering

  • Description: Expression of interest, agreements, DBS checks, DofE student, work experience - school contact, parental consent and references
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Library photos

  • Retention period: Permanent (review at 2 years)
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Guidance

Guidance

  • Description: leaflets, processes, procedures, guidance
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Manuals

  • Description: Staff manual
  • Retention period: Retain until superseded
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Reporting

Reports

  • Description: Reports and evidential information
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Data

  • Description: Open (borrower details) and usage access data
  • Retention period: 3 years after date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Community

Community centres

  • Description: Advice on management of centre, lease agreements and minutes of meetings
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Community centre advice

  • Description: Guidance, advice by email and letters, checklists and monitoring reports
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Community centre annual general meetings

  • Description: Annual general meeting minutes and annual accounts
  • Retention period: 6 years after date created
  • Action: Review for archive
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Community hubs

  • Description: Schedules of accommodation, draft plans, guidance and reports
  • Retention period: 10 years after date created
  • Action: Review for archive
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Volunteering

  • Description: Registers of volunteers, consent forms and contact lists
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Community events

  • Description: Correspondence, publicity materials and event plans
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Equalities

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

Armed forces

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

Community engagement

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

Community groups

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

Look Out Discovery Centre

School and group visits

  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15400
  • Personal data: Yes
  • Special category data: No

Birthday parties

  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15400
  • Personal data: Yes
  • Special category data: No

Exhibition management

  • Retention period: 6 years after date created
  • Action: Review for archive
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Catering

  • Retention period: 6 years after date contract terminated
  • Action: Review for archive
  • Reasoning: HMRC - Compliance Handbook Manual CH15400
  • Personal data: No
  • Special category data: No