Ref No / Class of Document
[Local Name] / Retention Period / Current Format / Corporate or Statutory Requirement / Notes/Access / P/M / Service Area / Directorate

Records Retention Schedule

Section 8 / Property and Land Management
8.1 / Property and Land Management
8.2 / Property Acquisition and Disposal
8.3 / Property Development and Renovation
8.4 / Leasing and Occupancy
8.5 / Housing Provision
8.6 / Transport Management

Document Ref: RRS01 Approved by ED for Corp.Services Date of effect 1 Aug 05 Contact: (See index) Date of last revision 28 July 05 Page 1

Ref No / Class of Document
[Local Name] / Retention Period / Current Format / Corporate or Statutory Requirement / Notes/Access / P/M / Service Area / Directorate
Section 8: Property and Land Management
8.1 / Property and Land Management
8.1.1 / Reports to Management regarding overall property of the LA including:
-Consolidated property and building annual reports
-Summary of leased property
-Summary of local authority’s owned property
-Site register
-Register of leases / Permanent / Corporate / Portfolio Management / Corporate Services
8.2 / Property acquisition and disposal
8.2.1 / Plans / Retain for life of property/ building + 12 years / Microfiche / Corporate / Offer material re major/ significant property for archivist to review / Portfolio Management / Corporate Services
8.2.2 / Management of the disposal (sale or write off) process for real property including the following documents:
-Legal documents relating to sale of property
-Particulars of sale documents
-Board of survey Tender documents
-Conditions of contracts / Destroy 15 years after all obligations/ entitlements are concluded / Microfiche / Corporate / Offer material re major/ significant property for archivist to review / Portfolio Management / Corporate Services
8.3 / Property Development and Renovation
8.3.1 / Management of buildings and estates of “special interest” Including:
-Project specifications and plans
-Installation manuals
-Certificates of approval / Permanent / Offer to archivist / Portfolio Management / Corporate Services
8.3.2 / Management of all other buildings and estates including:
-Project specifications and plans
-Installation manuals
-Certificates of approval / Retain for life of property or building / Portfolio Management / Corporate Services
8.3.3 / Action process involved in development and renovation of property including:
-Work orders
-Tender documents
-Conditions of contracts / Destroy 7 years after conclusion of transaction that the record supports / Portfolio Management / Corporate Services
8.4 / Leasing and Occupancy
8.4.1 / Managing leased property including:
-Lease agreements
-Rental expenditure authorities
-Rental expenditure authorities
-Valuation queries
-Applications for leases, licences and rental revision / Destroy 15 years after the expiry of the lease / Corporate / Portfolio Management / Corporate Services
8.4.2 / Managing the occupancy of property eg request for work, cleaning / Destroy 7 years after the conclusion of the transaction that the record support / Portfolio Management / Corporate Services
8.5 / Housing Residential homes
8.5.1 / Children’s/adults home registers / Permanent / Corporate / Community Services
8.5.2 / Admissions registers / Permanent / Corporate / Community Services
8.5.3 / Discharge registers / Permanent / Corporate / Community Services
8.5.4 / Documents relating to the operation of establishment eg diaries, rotas, daily logs and secure unit records / Destroy 25 years from closure of file / Corporate / Community Services
8.5.5 / Building Jobs / Public Buildings – Perpetuity
Others –
6 years / Paper / Statutory / P / Building Consultancy / Environmental Services
8.5.6 / Drawings / Perpetuity / Paper/ CD
Microfilm, AutoCAD / Statutory / M / Building Consultancy / Environmental Services
8.5.7 / Record of Health & safety arrangements / 6 Months / Computer/
CD / Statutory / P / Building Consultancy / Environmental Services
8.5.8 / Risk Assessment / 6 Months / Computer/
CD / Statutory / P / Building Consultancy / Environmental Services
8.5.9 / Architects Project records / 12 years for general correspondence.
Indefinitely for drawings / Paper form / Statutory / P / Building Consultancy / Environmental Services
8.5.10 / Improvement grants/ Works in default/ Community care Adaptations(CCA) / 6 years / Paper / SAP / Statutory / P / Building Consultancy / Environmental Services
8.5.11 / Block Survey Files / Until Superseded / Paper/ CD/ AutoCAD/ Project / Statutory / P / Building Consultancy / Environmental Services
8.5.12 / Right to Buy records/Building Consultancy / In perpetuity / Paper/
Network/
IWorld/
GPS / Statutory / P / Building Consultancy / Environmental Services
8.5.13 / Tenant Liaison/Building Consultancy / 7 years / Paper/
Computer / Statutory / P / Building Consultancy / Environmental Services
Housing Provision (welfare housing)
8.5.14 / Council housing register / Permanent / Corporate
8.5.15 / Council housing application forms and supporting materials (Unsuccessful applications) / Destroy 7 years after closure / Corporate
8.5.16 / Application for transfer of tenancy and supporting papers (Unsuccessful applications) / Destroy 7 years after closure / Corporate
8.5.17 / Managing tenancy of an individual tenant including correspondence regarding tenancy / Destroy 12 years after termination of tenancy / Corporate
8.5.18 / Tenancy Files / Destroy 12 years after termination of tenancy / Corporate
8.5.19 / Council housing application forms and supporting materials (successful applications) / Destroy 12 years after termination of tenancy / Corporate
8.5.20 / Application for transfer of tenancy and supporting papers (successful applications) / Destroy 12 years after termination of tenancy / Corporate
8.5.21 / Application for emergency housing or referral from another agency / Destroy 12 years after termination of tenancy / Corporate
8.5.22 / Stock monitoring records / Destroy 4 years after last action
8.6 / Transport Management
8.6.1 / Acquisition and disposal of vehicles through lease or purchase including leases, contracts, quotes, approvals, fleet authorisation numbers / Destroy 7 years after disposal of vehicle / Paper / Corporate / P / Planning and Transportation? Or street services / Environmental services
8.6.2 / Allocation, authorisation and maintenance of vehicle including approval as drivers / Destroy 7 years after sale or disposal of vehicle / Paper / Statutory / P / Street Services / Environmental Services
8.6.3 / Drivers records / 3 years / Paper / Statutory / P
8.6.4 / Vehicle usage reports / Destroy 3 years after sale or disposal of vehicle / Paper / Statutory / P / Street Services / Environmental Services
8.6.5 / Vehicle log book / Destroy 7 years after closure / Paper / Statutory / P / Street Services / Environmental services

Document Ref: RRS01 Approved by ED for Corp.Services Date of effect 1 Aug 05 Contact: (See index) Date of last revision 28 July 05 Page 1