This document contains the types of records you are likely to find in your Service.
Copy the information audit tool of Bradweb/FOI/ Preparing for FOI and then cut and paste any types of records likely to be in your section into the record type and description columns– the first level terms do not necessarily refer to departments – so many services may find things of use in say, customer services or consumer protection or financial management.
The Information Audit tool already contains some common types of records that most services will have. The following pages may have some of more specialised types of records you hold.
First Level Terms
Cemeteries and Crematoria
Consumer Protection......
Corporate Management......
Council Land and Buildings......
Customer Service......
Democracy......
Council and committee meetings......
Planning and Building Control......
Economic Development......
Education and Learning......
Pupil file......
Emergency Services......
Financial Management
Health & Safety
Housing......
Human Resources
Information and Communication Technology......
Information Management......
Legal Services......
Leisure Facilities and Cultural Services......
Partnerships and Commercial Activities......
Plant, Equipment and Stores......
Procurement
Project Management......
Public Relations......
Registration and Coroners......
Risk Management and Insurance......
Social Care......
Transport and Highways......
Waste Management......
Cemeteries and Crematoria
Record Type / Description of Record TypeBookings / Documentation related to booking made for a cremation, interment or monument erection
Planned Maintenance / Program of maintenance to cemeteries and crematoria over the next maintenance period
Register – Burial / Register and plan of plot ownership and occupation, and ownership and interment of ashes
Register – Commemoration / Register and plan of headstones/shrubs and ownership
Register – Crematorium / Register of cremations and register and plan or ownership and interment of ashes
Responsive Maintenance / Emergency or unplanned maintenance to cemeteries and crematoria
Service details and guidance / Public contact details, access to and explanation of this service
Consumer Protection
Activities relating to the regulation, notification, prosecution and penalties involved in council's regulatory role. This area includes areas of Environmental health and Trading standards.
Record Type / Description of Record TypeCampaigns / General information aimed at the public on consumer protection related issues
Case <organisation name> / Case file. This area will identify the organisation that environmental health or trading standards department is looking at. See below for sublevels underneath case file.
Licensing <name of licence> / Process of and documentation relating to issuing of licences in accordance with legislation
Third level;
- Animal Boarding Establishment License
- Butchers Licenses
- Dangerous Wild Animals License
- Hoarding License
- Pet Shop Licenses
- Public Entertainment Licenses
- Riding Establishment Licenses
- Skip Licensing
- Zoo License
- Street Collections & Lotteries
- Liquor Licensing
- Cemetery licensing
- Crematoria licensing
Notifications / Process of notification of an infringement and corrective action required
Pest Control / The provision of a pest control service to domestic and commercial premises
Prosecutions / Process of prosecution on a infringement
Register - <Name of Register> /
- Entertainment, drinks
- sex establishments
- Licence Premises
- Food Premises
Service details and guidance / Public contact details, access to and explanation of this service
Case file <organisation name>
Metadata required at this level will be determined later.
Level three
Enforcement - / Enforcement of legislation in this areaExample fourth level:
- Dangerous and wild animals
- Weights and measures
- Health and safety at work
Inspection - / The provision of a inspection service or the inspection carried out under legislation.
fourth level
- Hygiene
Investigations / Process of investigation of a possible infringement in this area
fourth level:
- Nuisances
Monitoring / The process of monitoring various aspects within this area:
fourth level:
- Pollution
- weights and measure
- Food hygiene
- Swimming pools
- Product safety
- Infectious diseases
- Responsive
- Nuisances
Corporate Management
The application of broad systematic planning to define the corporate mission and determine methods of council operation. Includes the evaluation of strategies for service delivery and development of directions for future operations. Includes the amendment of legislation that provides the legislative basis for the council.
Record Type / Description of Record TypeAudit – internal / The internal activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the organisation in a specified period
Inspection / Documentation relating to the external inspections received by the authority in relation to corporate or service specific performance management
Audit – External / The external activities (usually carried out by district audit) associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the organisation in a specified period
Business planning / Information related to planning a business operation or service
Business case / Information related to identifying a need or requirement for a business or service process
Legislation / Records relating to formal consultation and council submissions on draft legislation, amendments and review of legislation concerning the operations and functions of the council, such as the Local Government Act and regulations.
Also includes where the specific legislation’s held
Service details and guidance / Public contact details, access to and explanation of this service
Meetings / Includes projects, cross departmental, units, management, partnerships etc
Performance Management / Records of reviews of services or business units to assess effectiveness and recommend improvements
Strategy and Planning / Includes the proccess and final version of the councils strategic plans
Level 3
- Structure plan
- Land use
- Community
- Cultural strategy etc
Policies and procedures / Records of decisions, determinations and precedents that establish council strategic and corporate management policies, major business and high level operational policies, including register of policies recording establishment and replacement of policies
Records of the development of administrative and operational policy, including decisions and determinations
Procedures / Records relating to the formulation and implementation of procedures
Quality Management / Information relating to specific quality initiatives such as ISO 9000
Service level agreements / Information relating to agreements made between separate internal units or teams on a contractual basis
Officer Representation / Officer representation on external bodies. Other areas non delegated powers
CouncilLand and Buildings
The acquisition, development, maintenance, use and disposal of all land, facilities and premises owned, leased or otherwise occupied by council. This does not include properties utilised or maintained for the purpose of providing council housing.
Record Type / Description of Record TypeAccessibility / Documentation relating to accessibility arrangements, DDA etc
Register /
- Asbestos
- Assets
Acquisition / Documentation relating to the process of acquiring land, property, or other bequests
Asset Registration / List of assets belonging to this authority (land and property)
Certification / Copies of statutory certificates and licenses (fire, liquor, etc) required by this authority for its land or premises
Condition survey / Surveying of land or property condition for fitness of purpose
Construction / Documentation associated with construction following planning approval and including building regulation approval
Design / Documentation associated with the design and planning approval process
Disposal / Documentation relating to the process of disposal of land or property belonging to this authority
Energy Management / Monitoring energy and water use and planning for greater efficiency
Facilities Management / Managing building services of council land and property (excluding council housing) (including signage relating to council properties and land)
Feasibility / Research and information on future needs or requirements for a specific council asset or property, site appraisal, viability and location
Refurbishment / Upgrading the facilities, safety or access of a council building or land asset
Leasing – In / Process of leasing a council property or land asset from an individual or organisation (including leases held by the organisation)
Leasing – Out / Process of leasing a council property or land asset to an individual or organisation (including leases held by the organisation)
Maps & Directions / Public maps and directions to council property or land assets
Proof of Ownership / Deeds
Planned Maintenance / Documentation relating to the planned maintenance of council buildings or land assets
Land & Property History / Documentation relating to the history, alterations to and previous uses of council land and property
Responsive Maintenance / Documentation relating to the unplanned maintenance of council buildings or land assets
Reviews / Documentation relating to the review of land and property assets
Room bookings / Database of room bookings and associated facilities
Valuations / Documentation relating to properties or land assets owned by the council or to be acquired
Traveller sites / Documentation relating to the process of registering, designating and maintaining traveller sites
Service details and guidance / Public contact details, access to and explanation of this service
Customer Service
The functions associated with the planning, monitoring and evaluation of services provided to customers by the organisation. In particular, integrated service provision at shop front locations and the introduction of new types of customer services such as electronic trading facilities.
Record Type / Description of Record TypeComplaints / Formal complaints received and response to the complaint
Compliments and Comments / Compliments and comments and response received and response to them
Customer profile / Information provided by an individual or organisation that includes personal preferences
Fault Reporting / Customer (public) reporting of faults relating to council services
Service details and guidance / Public contact details, access to and explanation of this service
Forms Bank / Forms for completion by the customers to access a service of the council
Contact details - Phone book / Employee contact details
Democracy
Activities relating to the election of council representatives; the boundaries of the council districts and wards; and the general democratic process. Includes specific election processes and results of council elections.
Record Type / Description of Record TypeConstitution / The constitution of the council
Council and Committees Meetings – / Agendas, meetings and minutes relating to full council decision making processes. See below for further break down in this area,
Delegations / The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action
Elections / The activities carried out in the process of electing representatives at parish, district, county, parliamentary and European constituency level
Electoral Register / The list of people registered to vote includes full and
Emparishment / The process in creating a new civil parish council
Forward Plan / The list of items to be considered by the cabinet over the next 4 months
Honours Submissions / The submissions and details of individuals considered for honours
Independent remuneration panel
Members details / Details of your local representative of the council
Register of Interests / Members’ disclosure of any involvement in organisations and income received from other bodies, which may affect their actions as council members
Representation / Listing of members and others representing the council on external bodies. Official delegation to represent councils interests
Service details and guidance / Public contact details, access to and explanation of this service
Statutory appointments / List of statutory appointments of the council. Including the statutory appointment process.
Ward names, numbers and boundaries / Ward names, numbers and boundaries
Council and committee meetings
Level 3
Public representationScrutiny panel - Open / Scrutiny panel - Restricted
Full council - Open / Full council - Restricted
Member panels - Open / Member panels - Restricted
Cabinet - Open / Cabinet - Restricted
Planning and Building Control
Council regulation and approval of building and development applications for land use and properties.
Level 2
Record Type / Description of Record TypeHeritage Listing / The consolidated listing of heritage buildings and sites
Housing Development / Documentation related to social housing development
Planning Register / The consolidated listing of planning applications, enforcement and trees received by the council
Property file <property name, address & Geographic reference> / This area will identify the geographical area. See below for sublevels underneath Property file.
Service details and guidance / Public contact details, access to and explanation of this service
Sites and Monuments / The protected ancient and historical sites within the local area
Property file <property name, address & Geographic reference>
Metadata for this area will be determined at a latter stage
Level 3
Record Type / Description of Record TypeBuilding inspection / The documentation relating to building inspections process
Conditions / Documentation in relation to any conditions placed on planning applications. Includes archaeology, ecology and traffic management, but excludes S106.
Enforcement / The documentation in relation to the non-compliance with planning regulations, decisions and building standards
Environmental assessment / Environmental impact assessment and statements in relation to major developments
Heritage Listed / The specific listing process and information of a building or tree for heritage purposes.
Planning appeals / Documentation relating to the appeals against planning decisions
Planning Applications - / The documentation associated with applications for permission consents or approval required under, Town and Country Planning act 1990
Planning consultation / The documentation associated with the consultation with interested parties. Including statutory notices, external comments and objections
Planning decision / Documentation relating to planning application approval or rejection and notification
Planning obligations / Documentation relating to the Section 106 process
Pre application discussion
Preservation orders / Urban and rural preservation orders, including conservation areas, historic landscapes, tree preservation orders, and hedgerow preservation orders
Sites and Monuments / The protected ancient and historical sites at a specific location/area
Planning Applications
Level 4
Building / Mineral developmentListed tree
Discharge of conditions / Lawful use development
Listed building / Telecommunications
Change of use / Waste development
Economic Development
Activities relating to improving the local economy through encouragement of industry, employment, tourism, regional development and trade.
Level 2
Record Type / Description of Record TypeBusiness Development / Information about activities designed to develop and encourage business development in the local area. Including externally funded projects and sustainability
Business directory / Listing of businesses trading within the local area. Only organisations that have requested inclusion included
Campaigns / General information aimed at the public on economic development related issues
Community safety / Activities designed to reduce the impact and fear of crime
Economic data / The collection and management of the economic and social data about the local area
Film and television Development / To promote Hertfordshire as a location and centre of excellence for the film and broadcasting industries
International Relations / Encouraging relations with people from other countries and cultures to support the development of the local area
Regeneration / Information relating to revitalising a specific area or community
Regional development / Participation in regional activities
Rural Development / Information relating to reducing disadvantage and increasing access in rural areas
Service details and guidance / Public contact details, access to and explanation of this service
Tourism development / The information relating to the development of tourism
Town centre management / Information relating to the management of business community in the town centres
Voluntary Sector development / The information relating to the encouragement of the voluntary sector activity
Workforce support / Information about actives to support continued employment in the area
Education and Learning
Activities relating to the provision and support for education and learning in Hertfordshire.
Level 2
Record Type / Description of Record TypeAdmissions / The process of admitting students to schools
Careers guidance
Curriculum Development / Helping schools and teachers develop the curriculum within schools
Employment skills / The process of developing the workforce skill
Exclusions / Permanent or temporary exclusion from school – a pupil is
Life long learning / Learning for all ages including non school, college or university settings
Music services / Music tuition provided for individuals or groups within schools or music centres
Pupl file <Name, UPN> / This area will identify the individual pupils. See below for sublevels underneath Pupil file.
Out of schools projects
Outdoor education
School Governors / A school is governed by a body like the board of a limited company – information, services and assistance for school governors
School Meals / Summary information for providing meals topupils within schools
School performance / The results an individual schools has achieved, classified by school – Key Stage 2 SATs results for primary schools and GCSE/A level results for Secondary schools
Service details and guidance / Information about the service we provide and how to use them/get help from us
Training / For teachers or staff
Pupil file <Name, UPN>
Metadata in this area will be determined at a later stage
Level 2
Record Type / Description of Record TypeAdvice / Help given to assist an individual student
Student information / Brief student profiles, name address, assessments
School Meals / Meals provided for pupils within schools
Appeals / A process to question a decision or allocation which has been given
Special educational needs / A child who has a need which has resulted in their educational progress being impaired
Attendance and truancy / Children not attending school
Educational psychology / Assessing children for special educational needs and assisting children who may need counselling as a result of an incident
Hospital and home tuition / Tuition for sick children and pregnant schoolgirls in the home or a hospital environment
Emergency Services