Retention Schedule

KENT COUNTY COUNCIL: RETENTION SCHEDULE
June 2017
Using the retention schedule
The retention schedule contains all the retention periods which have been agreed across KCC. These are minimum
retention periods, so once documentation has reached the end of its retention period you may wish to review it to see
if it needs to be retained any longer. If you decide that records should be kept for a longer period of time then this
decision should be documented and a new review date assigned.
The fifth data protection principle1 states that personal information must not be kept for longer than necessary. If you
wish to keep personal data beyond the retention period shown in this document then please contact the Information
Resilience and Transparency Team [InformationGovernance@kent.gov.uk] for further advice or assistance.
When records have reached the end of their agreed retention period they should be securely disposed of. Please see
sections 9.3-6 in the Information Management Manual. You may wish to complete the e-learning module [not yet
released] relating to records disposal before disposing of records.
Please do not transfer records which have reached the end of their agreed retention period to the Records
Management Service unless you have decided they need to be kept for a longer period of time. If this is the case, the
records must be transferred with information about the new review date. If you need to do this please contact the
Records Manager.
The schedule is arranged into different sections or classifications. This is to assist the Records Manager to manage
the schedule and to allow users to navigate around the document by function. If there is no entry under a “blue”
heading line, then it means no record series have yet been assigned to that section.
To find a particular section of the retention schedule you can either search the whole retention schedule using a
keyword or you can use the Quick Find Guide below which will take you to the beginning of each section.
Elizabeth Barber
Records Manager
Elizabeth.barber@kent.gov.uk
03000 415812
1
Data Protection Act 1998
Version: 2017 Revision June 2017

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June 2017
Quick Find Guide
AS Adult Services ................................................................................................................................................... 12

AS1 Residential Services (Adults).......................................................................................................................... 12
AS1.1 Adult Residential Services - Operational Management of Residential Homes ...................................................... 12
AS1.2 Adult Residential Services - Inspection Regime..................................................................................................... 12
AS1.3 Adult Residential Services - Respite Care Schemes ............................................................................................... 13
AS2 Adult Carers ...................................................................................................................................................... 13
AS2.1 Foster Carers ............................................................................................................................................................ 13
AS2.2 Adoptive Parents ...................................................................................................................................................... 14
AS2.3 Other Adults Working with Children or Vulnerable Adults ........................................................................................ 14
AS3 Integrated Services ..................................................................................................................................................... 15
AS3.1 Out of Hours Service (Adults and Children) ............................................................................................................. 15
AS3.2 Business Management Systems ............................................................................................................................ 15
AS4 Client Services (Adults) .............................................................................................................................................. 15
AS4.1 Physical Impairment (Adults) .................................................................................................................................... 15
AS4.2 Learning Impairment (Adults) ................................................................................................................................... 16
AS4.3 Sensory Impairment (Adults) .................................................................................................................................... 16
AS4.4 Substance Misuse (Adults) ....................................................................................................................................... 17
AS4.5 Kent Supported Employment.................................................................................................................................... 17
AS4.6 Occupational Therapy .............................................................................................................................................. 17
AS4.7 Mental Health Services............................................................................................................................................. 17
AS4.8 Home Care Service (Kent Enablement at Home) .................................................................................................... 18
AS4.9 Hospitals Team......................................................................................................................................................... 18
AS4.10 Asylum Team (Adults) ............................................................................................................................................ 18
AS4.11 Lifelong Learning .................................................................................................................................................... 18
AS4.12 Other Client Services.............................................................................................................................................. 23
AS4.13 Supporting People .................................................................................................................................................. 24
AS5 Safeguarding (Adults) ................................................................................................................................................. 24
AS5.1 Vulnerable Adults ..................................................................................................................................................... 24
AS5.2 Adult Safeguarding ................................................................................................................................................... 25
AS5.3 Local Authority Checks ............................................................................................................................................. 26
CA Consumer Affairs.............................................................................................................................................. 26
CA1 Advice (Consumer Affairs) .............................................................................................................................. 26
CA1.1 Advice (Consumer Affairs) ..................................................................................................................................... 26
CA2 Campaigns and Schemes ................................................................................................................................ 26
CA2.1 Campaigns (Consumer Affairs) .............................................................................................................................. 26
CA2.2 Schemes (Consumer Affairs) ................................................................................................................................. 27
CA3 Environment (Consumer Affairs) ..................................................................................................................... 27
CA3.1 Environment (Consumer Affairs) ............................................................................................................................ 27
CA3.2 Environmental Crime .............................................................................................................................................. 27
CA4 Enforcement (Consumer Affairs) ..................................................................................................................... 28
CA4.1 Enforcement Activity (Consumer Affairs) ............................................................................................................... 28
CA5 Animal Health and Welfare ............................................................................................................................... 29
CA5.1 Farm Visits ............................................................................................................................................................. 29
CA5.2 Animal Health and Veterinary Laboratory .............................................................................................................. 30
CA5.3 Smallholdings ......................................................................................................................................................... 30
CA5.4 Animal Transport .................................................................................................................................................... 30
CA5.5 Avian Flu Regulations ............................................................................................................................................ 30
CA6 Inspections (Consumer Affairs)....................................................................................................................... 30
CA6.1 Food Inspections .................................................................................................................................................... 30
CA6.2 Farm Inspections .................................................................................................................................................... 31
CA7 Investigations (Consumer Affairs) .................................................................................................................. 31
CA7.1 Regulation of Investigatory Powers Act 2000 ........................................................................................................ 31
CA7.2 Requests for Information ........................................................................................................................................ 31
CA7.3 Investigations ......................................................................................................................................................... 31
CA8 Monitoring (Consumer Affairs) ........................................................................................................................ 32
CA8.1 Scientific Services .................................................................................................................................................. 32
CA8.2 Monitoring............................................................................................................................................................... 32
CA8.3 Weights and Measures .......................................................................................................................................... 33
CA8.4 Under Age Sales .................................................................................................................................................... 33
CA9 Licensing ........................................................................................................................................................... 33
CA9.1 Animal Movements ................................................................................................................................................. 33
CA9.2 Kent County Council Act 2001 ............................................................................................................................... 34
CA9.3 Licence Reviews .................................................................................................................................................... 34
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CA9.4 Consumer Credit .................................................................................................................................................... 34

CA9.5 Petroleum ............................................................................................................................................................... 34
CA9.6 Explosives .............................................................................................................................................................. 34
CA9.7 Certificates ............................................................................................................................................................. 34
CA10 Pest Control ..................................................................................................................................................... 35
CA11 Registers (Consumer Affairs) ......................................................................................................................... 35
CA11.1 Property Register ................................................................................................................................................. 35
CA11.2 Animal and Poultry Registers ............................................................................................................................... 35
CA11.2 Animal and Poultry Registers ............................................................................................................................... 35
CA11.3 Equipment Registers ............................................................................................................................................ 35
CA12 Kent County Council Act 2001 ........................................................................................................................ 35
CA12.1 Kent County Council Act 2001 ............................................................................................................................. 35
CP Council Property ............................................................................................................................................... 35
CP1 Farm Management ........................................................................................................................................... 36
CP1.1 Smallholdings ......................................................................................................................................................... 36
CP2 Fleet Management ............................................................................................................................................ 36
CP2.1 Fleet Management – Vehicles ................................................................................................................................ 36
CP3 Land Use and Property History ....................................................................................................................... 36
CP3.1 Building Design and Construction .......................................................................................................................... 36
CP3.2 Disposal of Properties ............................................................................................................................................ 37
CP3.3 Distribution ....................................................................................................................................................... 37
CP3.4 Feasibility ............................................................................................................................................................... 37
CP3.5 Property Asset Register ......................................................................................................................................... 37
CP3.6 Property Deeds ...................................................................................................................................................... 37
CP3.7 Property Valuations ................................................................................................................................................ 37
CP3.8 Surveys .................................................................................................................................................................. 37
CP3.9 Acquisitions ............................................................................................................................................................ 37
CP4 Property Management ...................................................................................................................................... 38
CP4.1 Accessibility ............................................................................................................................................................ 38
CP4.2 Asbestos Register .................................................................................................................................................. 38
CP4.3 Car Parking ............................................................................................................................................................ 38
CP4.4 Certification ............................................................................................................................................................ 38
CP4.5 Energy Management .............................................................................................................................................. 38
CP4.6 Equipment .............................................................................................................................................................. 38
CP4.7 Health and Safety ................................................................................................................................................... 38
CP4.8 Planned Maintenance ............................................................................................................................................ 38
CP4.9 Property Services ................................................................................................................................................... 39
CP4.10 Refurbishment ...................................................................................................................................................... 39
CP4.11 Responsive Maintenance ..................................................................................................................................... 39
CP4.12 Security ................................................................................................................................................................ 40
CP4.13 Service Level Agreements ................................................................................................................................... 40
CP4.14 Usage Statistics.................................................................................................................................................... 40
CS Children’s Services .......................................................................................................................................... 40
CS1 Children's Social Services .............................................................................................................................. 40
CS1.1 Looked After Children ............................................................................................................................................ 40
CS1.2 Fostering (Private) .................................................................................................................................................. 42
CS1.3 Adoption ................................................................................................................................................................. 43
CS1.4 Children In Need .................................................................................................................................................... 43
CS1.5 Children with a Disability ........................................................................................................................................ 44
CS1.6 Children's Centres .................................................................................................................................................. 44
CS1.7 Early Years Provision ............................................................................................................................................. 46
CS1.8 Asylum (Unaccompanied Minors) .......................................................................................................................... 49
CS1.9 Family Group Conference ...................................................................................................................................... 49
CS2 Safeguarding (Children) ................................................................................................................................... 50
CS2.1 Child Protection ...................................................................................................................................................... 50
CS2.2 Child Protection Register ....................................................................................................................................... 51
CS2.3 Register of Persons Posing a Risk to Children ...................................................................................................... 51
CS2.4 Contact Point (Obsolete) ........................................................................................................................................ 51
CS3 Residential Services (Children) ....................................................................................................................... 52
CS3.1 Children's Residential Services - Operational Management of Residential Homes .............................................. 52
CS3.2 Children's Residential Services – Appledore ......................................................................................................... 53
CS4 Youth Justice .................................................................................................................................................... 54
CS4.1 Case Management ................................................................................................................................................. 54
CS5 Education Services (Local Authority) ............................................................................................................. 54
CS5.1 Admissions and Appeals ........................................................................................................................................ 54
CS5.2 Attendance and Educational Welfare ..................................................................................................................... 55
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CS5.3 Closed Schools ...................................................................................................................................................... 56

CS5.4 Educational Psychology ......................................................................................................................................... 56
CS5.5 Adolescent Resource Centres ............................................................................................................................... 57
CS5.6 Grants and Awards................................................................................................................................................. 57
CS5.7 Hospital and Home Tuition ..................................................................................................................................... 58
CS5.8 School Exclusions .................................................................................................................................................. 58
CS5.9 Special Educational Needs .................................................................................................................................... 58
CS5.10 Specialist Teaching Service ................................................................................................................................. 59
CS5.11 Alternative Curriculum .......................................................................................................................................... 59
CS5.12 Home to School Transport ................................................................................................................................... 59
CS6 Extra Curricular Activities ................................................................................................................................ 60
CS6.1 Outdoor Education including Outdoor Education Centres ..................................................................................... 60
CS6.2 Child Employment .................................................................................................................................................. 61
CS6.3 Extended Schools Development ............................................................................................................................ 62
CS6.4 Kent Children's University ...................................................................................................................................... 62
CS6.5 Youth Services ....................................................................................................................................................... 62
CS6.6 National Careers Advice Service (formerly Connexions) ....................................................................................... 64
CS7 Local Authority Support Services ................................................................................................................... 64
CS7.1 Management Information ....................................................................................................................................... 64
CS7.2 Teacher Development ............................................................................................................................................ 64
CS7.3 Schools Organisation ............................................................................................................................................. 64
CS7.4 Advisory Services (Schools) .................................................................................................................................. 65
D Democracy ........................................................................................................................................................ 66
D1 Council Members ............................................................................................................................................. 66
D1.1 Independent Remuneration Panel ............................................................................................................................ 66
D1.2 Member Details......................................................................................................................................................... 66
D1.3 Register of Interests.................................................................................................................................................. 66
D1.4 Code of Conduct ....................................................................................................................................................... 66
D1.5 Member Training....................................................................................................................................................... 66
D2 County Council ................................................................................................................................................. 67
D2.1 Constitution ............................................................................................................................................................... 67
D2.2 Constitution ............................................................................................................................................................... 67
D2.3 Delegation................................................................................................................................................................. 68
D2.4 Forward Plan ............................................................................................................................................................ 68
D2.5 Cabinet Meeting........................................................................................................................................................ 69
D2.6 Member Panels......................................................................................................................................................... 69
D2.7 Representation ......................................................................................................................................................... 69
D2.8 Scrutiny Panel........................................................................................................................................................... 69
D2.9 Statutory Appointments ............................................................................................................................................ 69
D2.10 Kent Youth County Council .................................................................................................................................... 69
D3 Crown Appointments ....................................................................................................................................... 69
D3.1 Lord Lieutenancy ...................................................................................................................................................... 69
D3.2 Honours Submissions ............................................................................................................................................... 70
D4 Electoral Process.............................................................................................................................................. 70
D4.1 Elections ................................................................................................................................................................... 70
D4.2 Electoral Register ..................................................................................................................................................... 70
D4.3 Emparishment........................................................................................................................................................... 70
D4.4 Wards and Boundaries ............................................................................................................................................. 70
ED Economic Development ................................................................................................................................... 71
ED1 Business Development ................................................................................................................................... 71
ED1.1 Business awards .................................................................................................................................................... 71
ED1.2 Business Development .......................................................................................................................................... 71
ED1.3 Business Directory ................................................................................................................................................. 71
ED1.4 Workforce Support ................................................................................................................................................. 71
ED2 Economic Data .................................................................................................................................................. 71
ED2.1 Economic Data ....................................................................................................................................................... 71
ED3 International Development ............................................................................................................................... 71
ED3.1 European Development ......................................................................................................................................... 71
ED3.2 International Relations ........................................................................................................................................... 71
ED4 Media Management ........................................................................................................................................... 71
ED4.1 Film and Television Development .......................................................................................................................... 71
ED5 Regeneration and Development ...................................................................................................................... 71
ED5.1 Regeneration .......................................................................................................................................................... 71
ED5.2 Regional Development ........................................................................................................................................... 71
ED5.3 Rural Development................................................................................................................................................. 71
ED5.4 Sustainability .......................................................................................................................................................... 72
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ED5.5 Town Centre Management ..................................................................................................................................... 72

ED5.6 Voluntary Sector Development .............................................................................................................................. 72
ED6 Tourism Development ...................................................................................................................................... 72
ED6.1 Tourism Development ............................................................................................................................................ 72
EM Emergencies ..................................................................................................................................................... 72
EM1 Emergency Planning ........................................................................................................................................ 72
EM1.1 Emergency Planning .............................................................................................................................................. 72
EM1.2 Internal Emergency Warnings ............................................................................................................................... 72
EM1.3 Community Emergency Warnings ......................................................................................................................... 72
EM2 Fire Services ..................................................................................................................................................... 73
EM2.1 Fire Certification ..................................................................................................................................................... 73
EM2.2 Fire Safety.............................................................................................................................................................. 73
EM3 Emergency Services ......................................................................................................................................... 73
EM3.1 Emergency Agencies ............................................................................................................................................. 73
EM3.2 Emergency Call-outs ............................................................................................................................................. 73
EM3.3 Emergency Calls – 999 .......................................................................................................................................... 73
EM3.4 Special Service Provision ...................................................................................................................................... 73
EM3.5 Community Safety Wardens .................................................................................................................................. 73
EP Environmental Protection ................................................................................................................................ 74
EP1 Advice and Campaigns .................................................................................................................................... 74
EP1.1 Campaigns (Environmental Protection) ................................................................................................................. 74
EP1.2 Advice and Campaigns ......................................................................................................................................... 74
EP2 Environmentally Sensitive Areas .................................................................................................................... 74
EP2.1 Biodiversity ............................................................................................................................................................ 74
EP2.2 Coastal Protection ................................................................................................................................................. 75
EP2.3 Flooding ................................................................................................................................................................. 76
EP2.4 Forestry and Woodland Management ................................................................................................................... 76
EP2.5 Soil and Minerals ................................................................................................................................................... 76
EP2.6 Countryside Management ..................................................................................................................................... 76
EP3.1 Monitoring and Impact Assessment................................................................................................................ 77
EP3.1.1 Monitoring ............................................................................................................................................................ 77
EP3.2 Impact Assessment ............................................................................................................................................... 77
EP4 Policy and Service Level Agreements (Environmental Protection) .............................................................. 77
EP4.1.1 Policy .................................................................................................................................................................. 77
EP4.1.2 Service Level and Agreements .......................................................................................................................... 77
FN Finance .............................................................................................................................................................. 77
FN1 Asset Management ........................................................................................................................................... 77
FN1.1 Property Valuation (Finance) ................................................................................................................................. 77
FN1.2 Asset Register ....................................................................................................................................................... 78
FN1.3 Asset Management ............................................................................................................................................... 78
FN2 Benefits and Subsidies .................................................................................................................................... 78
FN2.1 Benefits.................................................................................................................................................................. 78
FN3 Budget ............................................................................................................................................................... 78
FN3.1 Budget ................................................................................................................................................................... 78
FN3.2 Reconciliation ........................................................................................................................................................ 80
FN4 Expenditure ....................................................................................................................................................... 80
FN4.1 Accounts and Statements ..................................................................................................................................... 80
FN4.2 Authorisation.......................................................................................................................................................... 83
FN4.3 Donations (Expenditure) ........................................................................................................................................ 83
FN4.4 Payroll.................................................................................................................................................................... 83
FN4.5 Pensions ................................................................................................................................................................ 83
FN4.6 Refunds ................................................................................................................................................................. 85
FN4.7 Kent Card .............................................................................................................................................................. 85
FN5 Fraud ................................................................................................................................................................. 85
FN5.1 Audit ...................................................................................................................................................................... 85
FN5.2 Fraud Investigation ................................................................................................................................................ 85
FN6 Funding ............................................................................................................................................................. 85
FN6.1 Funding Applications ............................................................................................................................................. 85
FN6.2 Funding Bids.......................................................................................................................................................... 87
FN6.3 External Funding ................................................................................................................................................... 87
FN6.4 Allocation and Management of Grants to other Bodies ......................................................................................... 87
FN7 Income ............................................................................................................................................................... 87
FN7.1 Borrowing .............................................................................................................................................................. 87
FN7.2 Donations (Income) ............................................................................................................................................... 87
FN7.3 Internal Recharging ............................................................................................................................................... 87

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FN7.4 Banking (Income) .................................................................................................................................................. 87

FN7.5 Funds (Internal) ..................................................................................................................................................... 88
FN7.6 Grants .................................................................................................................................................................... 89
FN7.7 External Recharging .............................................................................................................................................. 89
FN7.8 Debt Recovery ....................................................................................................................................................... 90
FN8 Investment Management .................................................................................................................................. 90
FN8.1 Investments ........................................................................................................................................................... 90
FN8.2 Trust Funds ........................................................................................................................................................... 91
FN8.3 Strategy and Planning (Finance) ........................................................................................................................... 91
FN9 Taxation ............................................................................................................................................................. 91
FN9.1 Local Taxation ....................................................................................................................................................... 91
FN9.2 National Taxation................................................................................................................................................... 91
FN10 Annual Accounts...................................................................................................................................................... 91
FN10.1 Annual Accounts................................................................................................................................................... 91
FN11 Strategy and Planning (Finance) .................................................................................................................... 91
FN11.1 Strategy (Finance) ................................................................................................................................................ 91
FN11.2 Planning............................................................................................................................................................... 92
H Housing ............................................................................................................................................................. 92
H1 Housing Stock Management ........................................................................................................................... 92
H1.1 Enforcement (Housing) ............................................................................................................................................ 92
H1.2 Equipment (Housing) ............................................................................................................................................... 93
H1.3 Estate Management (Housing) ................................................................................................................................ 93
H1.4 Garage application................................................................................................................................................... 93
H1.5 Mutual Exchange List (Housing) .............................................................................................................................. 93
H1.6 Neighbour Disputes ................................................................................................................................................. 93
H1.7 Property Files (Housing Stock) ................................................................................................................................ 93
H1.8 Rent setting.............................................................................................................................................................. 93
H1.9 Tenant Files ............................................................................................................................................................. 93
H2 Housing Allocation ........................................................................................................................................... 93
H2.1 Housing Needs Assessment ................................................................................................................................... 93
H2.2 Housing Applications ................................................................................................................................................ 93
H2.3 Allocations (Housing) ................................................................................................................................................ 94
H3 Accommodation other than housing stock .................................................................................................... 94
H3.1 Homelessness .......................................................................................................................................................... 94
H3.2 Hostel Providers ....................................................................................................................................................... 94
H3.3 Gypsy and Traveller sites ......................................................................................................................................... 94
HR Human Resources ............................................................................................................................................ 95
HR1 Human Resources Strategy ............................................................................................................................ 95
HR1.1 Employee Relations .............................................................................................................................................. 95
HR1.2 Equal opportunities ................................................................................................................................................ 95
HR1.3 Terms and Conditions of Employment ................................................................................................................... 95
HR1.4 Trade Union Liaison ............................................................................................................................................... 96
HR1.5 Workforce Development ........................................................................................................................................ 96
HR2 Personnel Management.................................................................................................................................... 98
HR2.1 Absence Reporting................................................................................................................................................. 98
HR2.2 Disciplinary Matters Reporting ............................................................................................................................... 98
HR2.3 Disclosure of Interest ............................................................................................................................................. 99
HR2.4 Occupational Health ............................................................................................................................................. 100
HR2.5 Personnel Information relating to individual members of staff ............................................................................. 100
HR2.6 Staff Benefits ........................................................................................................................................................ 101
HR2.7 Staff Directory ...................................................................................................................................................... 102
HR2.8 Staff Facilities ....................................................................................................................................................... 102
HR2.9 Staff Recognition .................................................................................................................................................. 102
HR2.10 Staff Statistics .................................................................................................................................................... 102
HR2.11 Redundancies .................................................................................................................................................... 102
HR2.12 Staff Transferred to Other Organisations (TUPE) .............................................................................................. 102
HR3 Recruitment ............................................................................................................................................................. 102
HR3.1 Job Evaluation...................................................................................................................................................... 102
HR3.2 Induction............................................................................................................................................................... 103
HR3.3 Job Descriptions and Person Specifications ........................................................................................................ 103
HR3.4 Recruitment Process ............................................................................................................................................ 103
HR4 Training ........................................................................................................................................................... 104
HR4.1 Corporate Training Plan ....................................................................................................................................... 104
HR4.2 Training Arrangements ........................................................................................................................................ 104
HR4.3 Training Materials................................................................................................................................................. 106
HR4.4 Training Statistics ................................................................................................................................................. 106
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HR4.5 Training - Directorate Specific .............................................................................................................................. 106

HS Health and Safety............................................................................................................................................ 108
HS1 Operational Health and Safety ...................................................................................................................... 108
HS1.1 Accident and Incident Reporting ......................................................................................................................... 108
HS1.2 Risk Assessments ................................................................................................................................................ 109
HS1.3 Equipment Hire and Management (Health and Safety) ....................................................................................... 109
HS1.4 Health and Safety Training ................................................................................................................................... 109
HS2 Health and Safety Monitoring ........................................................................................................................ 110
HS2.1 Inspections (Health and Safety) ........................................................................................................................... 110
HS2.2 Medical Assessments........................................................................................................................................... 110
HS2.3 Routine Required Checks (Health and Safety) .................................................................................................... 110
HS2.4 Registers (Health and Safety) .............................................................................................................................. 111
HS2.5 Administration (Health and Safety Monitoring)..................................................................................................... 111
HS3 Strategy and Planning (Health Safety) .......................................................................................................... 111
HS3.1 Campaigns (Health and Safety) ........................................................................................................................... 111
HS3.2 Strategy (Health and Safety) ................................................................................................................................ 112
HS4 Policies and Procedures (Health and Safety) ............................................................................................... 112
HS4.1 Policies (Health and Safety) ................................................................................................................................. 112
IC Information and Communication ................................................................................................................... 112
IC1 Access to Information .................................................................................................................................... 112
IC1.1 Access to Information - Data Protection and Third Party Requests ..................................................................... 112
IC1.2 Access to Information - Environmental Information Regulations ........................................................................... 113
IC1.3 Access to Information - Freedom of Information ................................................................................................... 113
IC1.4 Access to Information - Freedom of Information ................................................................................................... 113
IC 2 Communication and Marketing...................................................................................................................... 114
IC2.1 Correspondence .................................................................................................................................................... 114
IC2.2 Customer Profiles .................................................................................................................................................. 114
IC2.3 Demographic and Spatial Data .............................................................................................................................. 114
IC2.4 Staff communications ............................................................................................................................................ 115
IC2.5 Web Development ................................................................................................................................................. 115
IC2.6 Campaigns and Marketing ..................................................................................................................................... 115
IC2.7 Consultations ......................................................................................................................................................... 115
IC3 Information Resources ................................................................................................................................... 115
IC3.1 Information and Data Standards ............................................................................................................................ 115
IC3.2 Knowledge Management ....................................................................................................................................... 115
IC3.3 Publications ........................................................................................................................................................... 116
IC3.4 Information Asset Register .................................................................................................................................... 116
IC3.5 Licences................................................................................................................................................................. 116
IC3.6 Management Information and Statistics ................................................................................................................ 116
IC4 Information and Records Management ...................................................................................................................... 117
IC4.1 Records Management - Retention ......................................................................................................................... 117
IC4.2 Information Security ............................................................................................................................................... 117
IC4.3 Individual Unit Record Keeping Systems .............................................................................................................. 117
IC4.4 Records Management - Information Surveys ........................................................................................................ 117
IC4.5 Records Management - Disposal ............................................................................................................................ 118
IC4.6 Records Management Service .............................................................................................................................. 118
IC4.7 Records Management Policy ................................................................................................................................. 118
IC5 Information Communication and Technology .............................................................................................. 119
IC5.1 Network Maintenance and Monitoring ................................................................................................................... 119
IC5.2 Systems - Change Control .................................................................................................................................... 119
IC5.3 Systems - Configuration Management .................................................................................................................. 119
IC5.4 Systems - Data Management ................................................................................................................................ 119
IC5.5 Systems - Design and Construction ...................................................................................................................... 119
IC5.6 Systems - Development......................................................................................................................................... 120
IC5.7 Systems - Disposal ................................................................................................................................................ 120
IC5.8 Systems - Fault Reporting ..................................................................................................................................... 120
IC5.9 Systems - Forms Development ............................................................................................................................. 121
IC5.10 Systems - Hardware Maintenance ...................................................................................................................... 121
IC5.11 Systems - Help Desk Support ............................................................................................................................. 121
IC5.12 Systems - Implementation ................................................................................................................................... 121
IC5.13 Systems - Integration and Interfaces ................................................................................................................... 121
IC5.14 Systems - Licensing............................................................................................................................................ 121
IC5.15 Systems - Maintenance ....................................................................................................................................... 121
IC5.16 Systems - Manuals ................................................................................................................................................ 121
IC5.17 Systems - Process Mapping ................................................................................................................................ 122
IC5.18 Systems - Security ............................................................................................................................................... 122
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IC5.19 Systems - Tracking .............................................................................................................................................. 124

IC5.20 Systems - User profile ......................................................................................................................................... 124
IC5.21 Business Solutions ............................................................................................................................................. 124
LC Leisure and Culture ........................................................................................................................................ 125
LC1 Allotments ....................................................................................................................................................... 125
LC1.1 Administration of Allotments ................................................................................................................................ 125
LC2 Archives, Libraries and Museums ................................................................................................................. 125
LC2.1 Archive Management ........................................................................................................................................... 125
LC2.2 Archives, Libraries and Museums Programme and Events ................................................................................ 126
LC2.3 Library management ............................................................................................................................................ 126
LC2.4 Museum Management ......................................................................................................................................... 127
LC3 Arts and Sports Development........................................................................................................................ 127
LC3.1 Arts Development ................................................................................................................................................ 127
LC3.2 Sports Development ............................................................................................................................................ 128
LC4 Country Parks ................................................................................................................................................. 129
LC4.1 Country Parks Administration .............................................................................................................................. 129
LC4.2 Country Parks Programme and Events ............................................................................................................... 129
LC5 Tourist Information ......................................................................................................................................... 130
LC5.1 Management of Tourist Information ..................................................................................................................... 130
LS Legal Services ................................................................................................................................................ 130
LS1 Criminal Injuries Compensation .................................................................................................................... 130
LS1.1 Criminal Injuries Compensation Claims ............................................................................................................... 130
LS2 Litigation ......................................................................................................................................................... 130
LS2.1 Injunctions ............................................................................................................................................................ 130
LS2.2 Prosecutions ........................................................................................................................................................ 130
LS3 Debt Recovery Law......................................................................................................................................... 131
LS3.1 Debt Recovery Cases .......................................................................................................................................... 131
LS4 Education Law ................................................................................................................................................ 131
LS5 Employment Law ............................................................................................................................................ 131
LS5.1 General Employment ............................................................................................................................................ 131
LS5.2 Pension Scheme .................................................................................................................................................. 131
LS6 Judicial Review ............................................................................................................................................... 131
LS6.1 Judicial Review Cases ......................................................................................................................................... 131
LS7 Land Law ......................................................................................................................................................... 131
LS7.1 Deeds................................................................................................................................................................... 131
LS7.2 Legal Charges...................................................................................................................................................... 132
LS7.3 Conveyancing ....................................................................................................................................................... 132
LS7.5 Recovery of Land ................................................................................................................................................. 132
LS7.6 Sale of Property (including Right to Buy) ............................................................................................................. 132
LS7.7 Common Land ..................................................................................................................................................... 133
LS7.8 Leases and Mortgages ........................................................................................................................................ 133
LS8 Licensing Law ................................................................................................................................................. 134
LS9 Planning Law .................................................................................................................................................. 134
LS9.1.1 Agreements under the Town and Country Planning Act 1990 ......................................................................... 134
LS9.2 Compulsory Purchase Orders ............................................................................................................................. 134
LS9.3 Planning Contravention ....................................................................................................................................... 134
LS10 Social Welfare Law ........................................................................................................................................ 134
LS10.1 Social Services Case Law .................................................................................................................................. 134
LS11 Highways Law ................................................................................................................................................. 135
LS11.1 Agreements under the Highways Act 1980 ........................................................................................................ 135
LS11.2 Blight Notices ...................................................................................................................................................... 135
LS11.3 Side Road Orders ............................................................................................................................................... 135
LS11.4 Road Building and Maintenance ......................................................................................................................... 135
LS11.5 Road Accidents ................................................................................................................................................... 135
LS12 Procurement Law........................................................................................................................................... 136
LS13 Land Compensation Claims .......................................................................................................................... 136
LS13.1 Land Compensation Act 1973 ........................................................................................................................... 136
LS14 Public Law ....................................................................................................................................................... 136
LS14.1 Byelaws............................................................................................................................................................... 136
LS15 General Client Management .......................................................................................................................... 136
LS15.1 Client Files .......................................................................................................................................................... 136
LS16 Copyright and Intellectual Property Law ...................................................................................................... 136
LS16.1 Intellectual Property ............................................................................................................................................ 136
LS17 Contract Law ................................................................................................................................................... 136
LS17.1 Action founded on a simple contract ................................................................................................................... 136
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LS17.2 Action founded on a speciality ............................................................................................................................ 136

LS17.3 General Contracts ............................................................................................................................................... 136
LS18 Common Law ................................................................................................................................................ 137
LS18.1 General Common Law Issues ............................................................................................................................ 137
MN Management.................................................................................................................................................... 137
MN1 Business Planning.......................................................................................................................................... 137
MN1.1 Business Plans ................................................................................................................................................... 137
MN2 Civic and Royal Functions ............................................................................................................................. 138
MN2.1 Civic Functions ................................................................................................................................................... 138
MN2.2 Royal Functions .................................................................................................................................................. 138
MN2.3 Memorial Services .............................................................................................................................................. 138
MN3 Customer Feedback ....................................................................................................................................... 138
MN3.1 Complaints - Level 1 ........................................................................................................................................... 138
MN3.2 Complaints - Level 2 ............................................................................................................................................ 138
MN3.3 Complaints about Council Council (including Ombudsman Complaints) ........................................................... 139
MN3.4 Compliments ....................................................................................................................................................... 139
MN4 Internal Communication ................................................................................................................................. 139
MN4.1 Director Offices and Portfolio Offices ................................................................................................................. 139
MN4.2 Meetings ............................................................................................................................................................. 140
MN4.3 Policies and Procedures ..................................................................................................................................... 140
MN5 Organisational Development ......................................................................................................................... 141
MN5.1 Officer Representation ........................................................................................................................................ 141
MN5.2 Organisational Restructure .................................................................................................................................. 141
MN6 Partnership and agency working ................................................................................................................... 141
MN6.1 Service Level Agreements .................................................................................................................................. 141
MN6.2 Partnership Working ........................................................................................................................................... 141
MN7 Performance Management ............................................................................................................................. 141
MN7.1 External Audit and Inspections ........................................................................................................................... 141
MN7.2 Performance Management ................................................................................................................................. 142
MN7.3 Customer Service ............................................................................................................................................... 144
MN7.4 Returns – Central Government ........................................................................................................................... 144
MN7.5 Internal Audit....................................................................................................................................................... 144
MN8 Public Consultation ........................................................................................................................................ 145
MN9 Public Relations .............................................................................................................................................. 145
MN9.1 Compliments ....................................................................................................................................................... 145
MN9.2 Contact with organisations external to Kent County Council .............................................................................. 145
MN9.3 Corporate Gifts ................................................................................................................................................... 145
MN9.4 Corporate Image ................................................................................................................................................. 145
MN9.5 Graphic Design ................................................................................................................................................... 145
MN9.6 Marketing ............................................................................................................................................................ 145
MN9.7 Media Liaison and Media Releases .................................................................................................................... 147
MN9.8 Press Cuttings .................................................................................................................................................... 147
MN9.9 Permissions to Publish ....................................................................................................................................... 147
MN10 Research ......................................................................................................................................................... 147
MN10.1 Research commissioned/carried out by Kent County Council ......................................................................... 147
MN11 Project Management ....................................................................................................................................... 147
MN11.1 Project Management Files ................................................................................................................................ 147
MN12 Traded Services ............................................................................................................................................. 148
MN12.1 Schools Financial Services ............................................................................................................................... 148
PBC Planning and Building Control ................................................................................................................................ 149
PBC1 Planning Process............................................................................................................................................ 149
PBC1.1 Environmental Assessment .............................................................................................................................. 149
PBC1.2 Housing Development ....................................................................................................................................... 149
PBC1.3 Planning Appeals ............................................................................................................................................... 149
PBC1.4 Planning Applications ........................................................................................................................................ 149
PBC1.5 Planning Register............................................................................................................................................... 150
PBC1.6 Special Projects - Channel Tunnel .................................................................................................................... 150
PBC1.7 Planning Enquiries ............................................................................................................................................. 150
PBC1.8 Developer Contributions .................................................................................................................................... 150
PBC2 Planning Enforcement .................................................................................................................................... 151
PBC2.1 Planning Enforcement Processes ...................................................................................................................... 151
PBC3 Planning Policy and Legislation .................................................................................................................... 151
PBC3.1 Planning Policy .................................................................................................................................................. 151
PBC3.2 Planning Legislation ........................................................................................................................................... 151
PBC4 Planning Public Enquiries .............................................................................................................................. 151
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June 2017
PBC4.1 Public Enquiries ................................................................................................................................................. 151

PBC5 Historic Environment Record ........................................................................................................................ 151
PBC5.1 Heritage Listing .................................................................................................................................................. 151
PBC5.2 Historic Environment Record ............................................................................................................................. 152
PBC5.3 Building Restoration ........................................................................................................................................... 153
PBC5.4 Portable Antiquities and Treasure Trove ........................................................................................................... 153
PC Procurement ................................................................................................................................................... 154
PC1 Advice (Procurement) .................................................................................................................................... 154
PC1.1 Procurement Advice ............................................................................................................................................. 154
PC1.2 Policies and Procedures ...................................................................................................................................... 154
PC2 Contract Process ............................................................................................................................................ 154
PC2.1 Contract Files ....................................................................................................................................................... 154
PC2.2. Tenders .............................................................................................................................................................. 155
PC2.3 Tendering Policies ............................................................................................................................................... 155
PC2.4 Register of Contracts .......................................................................................................................................... 155
PC3 Purchase of Goods and Services .................................................................................................................. 155
PC3.1 Product Evaluation ............................................................................................................................................... 155
PC3.2 Product Information .............................................................................................................................................. 155
PC3.3 Purchase Orders .................................................................................................................................................. 155
PC4 Sale of Good and Services ............................................................................................................................. 156
PC4.1 Sale of Services ................................................................................................................................................. 156
PC5 Contract Management .................................................................................................................................... 156
PC5.1 Contract Management Meetings .......................................................................................................................... 156
RC Registration and Coroners ......................................................................................................................................... 156
RC1 Registration of Births, Deaths and Marriages .............................................................................................. 156
RC1.1 Registration of Births ............................................................................................................................................ 156
RC1.2 Registration of Deaths ........................................................................................................................................ 157
RC1.3 Registration of Stillbirths ..................................................................................................................................... 158
RC1.4 Registration of Marriages .................................................................................................................................... 158
RC2 Civil Ceremonies............................................................................................................................................. 158
RC2.1 Civil Marriage Ceremonies .................................................................................................................................. 158
RC2.2 Civil Partnership Ceremonies .............................................................................................................................. 158
RC2.3 Naming Ceremonies ............................................................................................................................................ 159
RC2.4 Administration of Civil Ceremonies ...................................................................................................................... 159
RC2.5 Citizenship Ceremonies ....................................................................................................................................... 159
RC3 Coroners.......................................................................................................................................................... 159
RC3.1 Inquest Files ......................................................................................................................................................... 159
RC3.2 Non Inquest Files ................................................................................................................................................. 159
RC3.3 Register of Deaths ............................................................................................................................................... 159
RC3.4 Treasure Trove..................................................................................................................................................... 159
RC3.5 Administration of Coroners .................................................................................................................................. 159
RC4 Administration of Registration Service ......................................................................................................... 160
RC4.1 Administration of the Registration Service ........................................................................................................... 160
RC4.2 Registration Officers............................................................................................................................................. 161
RM Risk Management and Insurance .............................................................................................................................. 161
RM1 Risk Management ........................................................................................................................................... 161
RM1.1 Business Continuity ............................................................................................................................................. 161
RM1.2 Risk Register ....................................................................................................................................................... 161
RM2 Insurance......................................................................................................................................................... 162
RM2.1 Insurance Claims ................................................................................................................................................. 162
RM2.2 Insurance Policies................................................................................................................................................ 162
RM2.3 Register of Insurance Claims .............................................................................................................................. 162
RM2.4 Valuations for Insurance Claims .......................................................................................................................... 162
TR Transport and Infrastructure ...................................................................................................................................... 163
TR1 Car Parking ..................................................................................................................................................... 163
TR1.1 Car Parking Sites................................................................................................................................................. 163
TR2 Design and Construction ............................................................................................................................... 163
TR2.1 Highways Asset Management .............................................................................................................................. 163
TR2.2 Signs, Lines and Barriers ..................................................................................................................................... 163
TR2.3 Drainage ............................................................................................................................................................... 164
TR2.4 Road Design ........................................................................................................................................................ 164
TR2.5 Cycle Paths and Footpaths ................................................................................................................................. 164
TR2.6 Surface Dressing ................................................................................................................................................. 164
TR3 Development Control ..................................................................................................................................... 164
TR3.1 Development Control - Management ................................................................................................................... 164

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TR4 Enforcement (Transport) ................................................................................................................................ 165

TR4.1 Enforcement - Highway Issues ............................................................................................................................ 165
TR4.2 Infringements – Parking Fines ............................................................................................................................. 165
TR4.3 Infringements – Speeding Fines .......................................................................................................................... 165
TR4.4 Licences and Permits .......................................................................................................................................... 165
TR5 Highways Definition ................................................................................................................................................. 165
TR5.1 Rights of Way ..................................................................................................................................................... 165
TR5.2 Road Classification .............................................................................................................................................. 168
TR5.3 Street Naming and Numbering ............................................................................................................................ 169
TR6 Ports and Harbours ........................................................................................................................................ 169
TR6.1 Boat moorings ..................................................................................................................................................... 169
TR6.2 ETA Notification (Port Facilities) .......................................................................................................................... 169
TR6.3 Import notification ................................................................................................................................................ 169
TR6.4 Launch service .................................................................................................................................................... 169
TR6.5 Pilotage................................................................................................................................................................ 169
TR6.6 Port facilities ........................................................................................................................................................ 169
TR6.7 Registration – Watercraft ..................................................................................................................................... 169
TR7 Public Transport ............................................................................................................................................. 169
TR7.1 Concessions ......................................................................................................................................................... 169
TR7.2 Public Transport Planning ................................................................................................................................... 170
TR8.2 Inspections .......................................................................................................................................................... 171
TR8.3 Maintenance - Emergency maintenance ............................................................................................................ 171
TR8.4 Maintenance - Scheduled maintenance ............................................................................................................. 171
TR8.5 Street Works ......................................................................................................................................................... 172
TR9 Road Safety ..................................................................................................................................................... 172
TR9.1 Driver training and Speed Awareness Courses .................................................................................................. 172
TR9.2 Road Safety Awareness ...................................................................................................................................... 173
TR9.3 Traffic Calming Measures ................................................................................................................................... 173
TR9.4 Road Safety Engineering .................................................................................................................................... 174
TR10 Road Schemes ............................................................................................................................................... 174
TR10.1 Acquisitions ........................................................................................................................................................ 174
TR10.2 Construction Design and Management "Health and Safety" files ...................................................................... 174
TR10.3 Agreements under the Highways Act 1980 ........................................................................................................ 175
TR11 Road Structures ............................................................................................................................................. 175
TR11.1 Bridge Management .......................................................................................................................................... 175
TR11.2 Street Furniture................................................................................................................................................... 175
TR11.3 Road Structure Construction .............................................................................................................................. 176
TR12 School Transport Provision .......................................................................................................................... 176
TR12.1 School Crossing Patrols ..................................................................................................................................... 176
TR12.2 School Transport ................................................................................................................................................ 176
TR13 Traffic Management ....................................................................................................................................... 176
TR13.1 Traffic Management............................................................................................................................................ 176
TR13.2 Traffic Orders...................................................................................................................................................... 177
TR14 Transport Planning ......................................................................................................................................... 178
TR14.1 Joint Transportation Boards ............................................................................................................................... 178
TR14.2 Surveys............................................................................................................................................................... 178
TR14.3 Weather Data ..................................................................................................................................................... 178
TR14.4 Transport Plans .................................................................................................................................................. 178
WM Waste Management ........................................................................................................................................ 178
WM1 Recycling......................................................................................................................................................... 179
WM1.1 Composting ........................................................................................................................................................ 179
WM1.2 Recycling ........................................................................................................................................................... 179
WM2 Street Cleaning ............................................................................................................................................... 179
WM2.1 Street Cleaning Processes ................................................................................................................................. 179
WM3 Waste Collection ............................................................................................................................................. 179
WM3.1 Collections - Bulk ................................................................................................................................................ 179
WM3.3 Collections – Domestic ....................................................................................................................................... 179
WM3.4 Collections - Trade .............................................................................................................................................. 179
WM4 Waste Sites ..................................................................................................................................................... 179
WM4.1 Waste Sites Management ................................................................................................................................... 179
WM4.2 Waste Sites Development .................................................................................................................................. 180
WM4.3 Waste Sites Aftercare ......................................................................................................................................... 180
WM5 Waste Tipping ................................................................................................................................................. 180
WM5.1 Abandoned Vehicles ........................................................................................................................................... 180
WM5.2 Fly Tipping .......................................................................................................................................................... 180

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AS Adult Services
Reference Description Statutory Retention Period Action at Contains Indicative Notes Previous
Provisions End of Personal Protective reference
Retention Information Marking numbers
AS1 Residential Services (Adults)
AS1.1 Adult Residential Services - Operational Management of Residential Homes
AS1.1.1 Yearly Diaries held by Adult Residential Homes Current year + 6 years SECURE Y OFFICIAL AS1.2
DISPOSAL
AS1.1.2 Medication Administration Records held by Limitation Act 1980 Date of administration of medicine + 4 years SECURE Y OFFICIAL - AS1.3
Adult Residential Homes (Section 2) DISPOSAL SENSITIVE
AS1.1.3 Signing in sheets for adult residential homes Limitation Act 1980 Date of visit + 6 years SECURE Y OFFICIAL AS1.4
(staff and visitors) (Section 2) DISPOSAL
AS1.1.4 Handover sheets used in residential homes Limitation Act 1980 Date of handover + 4 years SECURE Y OFFICIAL AS1.6
(Section 2) DISPOSAL
AS1.1.5 Admission and Discharge Registers kept by Limitation Act 1980 Last date on register + 6 years SECURE Y OFFICIAL AS1.7
Adult Residential Homes (Section 2) DISPOSAL
AS1.1.6 Records relating to the return of medication to Limitation Act 1980 Date medication returned to the Pharmacy + SECURE N NOT AS1.8
the pharmacy in Adult Residential Homes (Section 2) 6 years DISPOSAL PROTECTIVELY
MARKED
AS1.1.7 Records relating to medication audits Limitation Act 1980 Date of medication audit + 4 years SECURE Y OFFICIAL AS1.9
AS1.1.8 Correspondence with the Coroner relating to Date of death + 15 years then review SECURE Y OFFICIAL AS1.16
deaths in the residential home DISPOSAL
AS1.1.9 Records relating to nurse call out system in Limitation Act 1980 Date of the call out + 4 years SECURE Y OFFICIAL AS1.17
older persons residential homes (Section 2) DISPOSAL
AS1.1.10 Learning Disability West - Safeguarding Life of the home SECURE Y OFFICIAL
Coordination: Records relating to issues to do DISPOSAL
with providers including training provision and
national guidance and policy
AS1.2 Adult Residential Services - Inspection Regime
AS1.2.1 Commission for Social Care Inspectorate2 Date of next inspection + 7 years SECURE Y NOT AS1.1
DISPOSAL PROTECTIVELY
MARKED
AS1.2.2 Care Quality Commission - Notification Care Quality Life of Notification + 7 years SECURE N NOT AS1.10
Commission DISPOSAL PROTECTIVELY
Guidelines MARKED
AS1.2.3 Care Quality Commission - Quality Assurances Care Quality Life of Quality Assurances + 7 years SECURE N NOT AS1.11
Guidelines MARKED
2
CSCI has been superseded by the Care Quality Commission
Version: 2017 Revision June 2017 12 | P a g e

June 2017
AS1.2.4 Care Quality Commission - Provider Care Quality Life of Provider Compliance + 7 years SECURE N NOT AS1.12
Compliance Commission DISPOSAL PROTECTIVELY
Guidelines MARKED
AS1.2.5 Care Quality Commission - Statement of Care Quality Life of Statement of Purpose + 7 years SECURE N NOT AS1.13
Purpose Commission DISPOSAL PROTECTIVELY
Guidelines MARKED
AS1.2.6 Care Quality Commission - Service Unit Guide Care Quality Life of Service Unit Guide + 7 years SECURE N NOT AS1.14
Guidelines MARKED
AS1.2.7 Care Quality Commission - Registration Care Quality Life of Registration Certificate + 7 years SECURE N NOT AS1.15
Certificate Commission DISPOSAL PROTECTIVELY
Guidelines MARKED
AS1.3 Adult Residential Services - Respite Care Schemes
AS1.3.1 Kent Adult Placement Scheme - Monitoring Date of review/visit + 7 years SECURE Y OFFICIAL AS1.5
visits/annual reviews [also known as Host files] DISPOSAL
AS1.3.2 Learning Disability West - Safeguarding Current year + 1 year SECURE Y OFFICIAL No previous
Coordination: Records relating to the DISPOSAL reference
management of the Adult Placement Scheme
AS1.3.3 Kent Adult Placement Scheme: Adult Until superseded, then one copy of each SECURE N NOT MN25.9;
placement handbook superseded policy/procedure should be DISPOSAL PROTECTIVELY MN4.3.09
retained for a minimum of 7 years MARKED
AS2 Adult Carers
AS2.1 Foster Carers
AS2.1.1 Foster Parents Approved by KCC - Including Fostering Services Last contact with the Foster Carer + 75 years SECURE Y OFFICIAL AS2.1
any person with whom a child is placed (under Regulations 2002 – DISPOSAL
Regulation 34 or 38 of the Fostering Services amended to suit
Regulations 2002) and records of foster parent local practice
applicants who are not approved.
AS2.1.2 Private Foster Parents Where parents made Regulation 34 or 38 Last contact with the Private Foster Parent + SECURE Y OFFICIAL AS2.2
own arrangements for child to be fostered of the Fostering 10 years or date of death of Private Foster DISPOSAL
Services Regulations Parent + 2 years
2002
AS2.1.3 Finance and Procurement: Financial Services: HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL FN1.13;
Payments: All records relating to the payment Handbook Manual DISPOSAL FN4.1.14
of foster carers CH15400
AS2.1.4 Information relating to the assessment of HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL FN1.14;
parental contributions to the cost of foster care Handbook Manual DISPOSAL FN4.1.15
CH15400

June 2017
AS2.2 Adoptive Parents
AS2.2.1 Adoptive Parents Including both Kent Adoptive Adoption Agencies On granting of Adoption Order and SECURE Y OFFICIAL AS2.3
Agency placements and non-agency Regulations 2005 completion of outstanding work, transfer all DISPOSAL
placements (Stepparent adoptions) Disclosure of records to the Records Management Service
Adoption Information for 100 years from date of Adoption Order.
Regulations 2005
AS2.2.2 Adoptive parents who were ‘counselled out’ or Date approval is terminated + 10 years or SECURE Y OFFICIAL AS2.4
turned down or approved but they decided not date of death of adoptive parent + 2 years. In DISPOSAL
to proceed further exceptional cases, records may be retained
beyond this period on the authorisation of a
District Manager
AS2.3 Other Adults Working with Children or Vulnerable Adults
AS2.3.1 Community Care Helpers, Family Aides, Date of last contact + 5 years or date of SECURE Y OFFICIAL AS2.5
Sessional Workers, Voluntary Escorts Link death + 2 years DISPOSAL
Families
AS2.3.2 Kinship: turned down host families Termination + 10 years SECURE Y OFFICIAL AS2.6
DISPOSAL
AS2.3.3 Shared Life Hosts Approved by KCC Last contact + 5 years or date of death of SECURE Y OFFICIAL AS2.7
Shared Life Host + 2 years. In exceptional DISPOSAL
cases, records may be retained beyond this
period on the authorisation of a District
Manager.
AS2.3.4 Social Worker diaries Current year + 5 years SECURE Y OFFICIAL No previous
DISPOSAL reference
AS2.3.5 Learning Disability West - Safeguarding End of placement scheme + 6 years SECURE Y OFFICIAL No previous
Coordination: Records relating to the setting up DISPOSAL reference
and management of the student placement
scheme
AS2.3.6 Kent Link Scheme: Carer Files End of role as carer + 25 years SECURE Y OFFICIAL - HR11.13.5;
DISPOSAL SENSITIVE HR2.5.10
AS2.3.7 Kent Link Scheme: Volunteer files Current year + 25 years SECURE Y OFFICIAL - HR11.14.2;
DISPOSAL SENSITIVE HR2.5.14
AS2.3.8 Staffing records relating to staff employed by Supervision records will need to be retained SECURE Y OFFICIAL - HR11.13.6;
KCC working on the Causeway Project for 7 years from the date of the last DISPOSAL SENSITIVE HR2.5.11
supervision in the Unit. All other records
should be held by Employee Services.
AS2.3.9 Staffing records relating to staff employed by Records should be returned to the employing SECURE Y OFFICIAL - HR11.13.7;
other agencies working on the Causeway agency at the end of employment DISPOSAL SENSITIVE HR2.5.12
Project
AS2.3.10 Staffing records relating to volunteers and Records should be retained in the Unit for 7 SECURE Y OFFICIAL - HR11.13.8;
students working on the Causeway Project years from the end of contact with the Unit. DISPOSAL SENSITIVE HR2.5.13

June 2017
AS3 Integrated Services
AS3.1 Out of Hours Service (Adults and Children)
AS3.1.1 County Duty Team: Domestic Abuse Limitation Act 1980 Current year + 6 years then review SECURE Y OFFICIAL - AS3.1.4
Notifications (Section 2) DISPOSAL SENSITIVE
AS3.1.2 County Duty Team: Consultation Books Limitation Act 1980 Current year + 6 years then review SECURE Y OFFICIAL AS3.1.6
AS3.1.3 County Duty Team: Issues Book Limitation Act 1980 Current year + 6 years then review SECURE Y OFFICIAL AS3.1.7
AS3.1.4 County Duty Team: Call Assessors book Current year + 5 years SECURE Y OFFICIAL AS3.1.8
DISPOSAL
AS3.2 Business Management Systems
AS3.2.1 Incident Decision Log Book and associated Agreed end of incident + 25 years SECURE Y OFFICIAL – No previous
records related to an emergency incident, DISPOSAL SENSITIVE reference
health emergency or crisis in care. number
AS3.2.2 Management Reports Date of report + 6 years then review SECURE N OFFICIAL No previous
DISPOSAL reference
number
AS4 Client Services (Adults)
AS4.1 Physical Impairment (Adults)
AS4.1.1 Records relating to clients with a physical Retain in Area for 5 years from date of last SECURE Y OFFICIAL - AS4.1
impairment contact, or 2 years from date of death DISPOSAL SENSITIVE
AS4.1.2 Records relating to clients who are registered Retain only the manual registration SECURE Y OFFICIAL - AS4.4
as Disabled, or Severely Sight-Impaired/Blind, documentation (in Area) and the electronic DISPOSAL SENSITIVE
or Sight-Impaired/Partially Sighted, or Deaf, or record of registration until the person reaches
with a Hearing Impairment the age of 100 years, or 3 years from date of
death. All other records to be retained in Area
for 5 years from date of last contact or 2
years from date of death, and then
destroyed. If sensory impairment equipment
has been provided all records should be
retained until 2 years after the service
ceases. In exceptional cases, such as where
protection or other serious issues exist,
records may be retained beyond these
periods on the authorisation of a Sensory
Disability Manager or Principal Occupational
Therapist.
AS4.1.3 Records relating to clients issued with a Date of application + 12 months SECURE Y OFFICIAL - AS4.5
Disabled Driver Permit (Blue Badge) - Refused DISPOSAL SENSITIVE
Applications
AS4.1.4 Records relating to clients issued with a Date of application + 3 years 6 months SECURE Y OFFICIAL - AS4.6
Disabled Driver Permit (Blue Badge) - DISPOSAL SENSITIVE
Accepted Applications
June 2017
AS4.1.5 Finance and Procurement: Financial Services: HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL FN4.1.37
Payments: All records relating to the Handbook Manual DISPOSAL
administration of Disability Direct Payments CH15400
(including Wizard Uploads)
Payments: All records relating to personal Handbook Manual DISPOSAL
transport budgets CH15400
AS4.2 Learning Impairment (Adults)
AS4.2.1 Records relating to clients with a learning Retain in Area for 5 years from date of last SECURE Y OFFICIAL - AS4.2
AS4.2.2 Learning Disability East - Locality Dover and Limitation Act 1980 Current year + 6 years SECURE Y OFFICIAL - No previous
Thanet: Records relating to clients in transition (Section 2) DISPOSAL SENSITIVE reference
held in a spreadsheet
Thanet: Referral Database (Section 2) DISPOSAL SENSITIVE reference
Thanet: Records relating to eligibility for access (Section 2) DISPOSAL SENSITIVE reference
to care
AS4.2.5 Learning Disability West - Respite: Service user Service user information are returned to the RETURN TO Y OFFICIAL - No previous
client files care manager when the service user leaves CARE SENSITIVE reference
respite care. If the client dies in respite care MANAGER
then records are kept for date of death + 7
years
AS4.2.6 Learning Disability West - Respite: Records Information is returned to the Care Manager RETURN TO Y OFFICIAL - No previous
relating to the management of clients' personal when the client leaves respite care CARE SENSITIVE reference
allowances whilst they are in care MANAGER
AS4.2.7 Learning Disability West - Locality South West If the application is accepted then the record SECURE Y OFFICIAL - No previous
Kent: Ordinarily Resident Applications is kept on the case file; if the application is DISPOSAL SENSITIVE reference
unsuccessful then current year + 5 years
AS4.2.8 Learning Disability East - Locality Dover and Limitation Act 1980 Current year + 6 years SECURE Y OFFICIAL MN7.3.14;
Thanet: Records relating to the management of (Section 2) DISPOSAL IC5.4.7
data quality
AS4.3 Sensory Impairment (Adults)
AS4.3.1 Records relating to clients with a sensory Retain in Area for 5 years from date of last SECURE Y OFFICIAL - AS4.3
AS4.3.2 Kent Sensory Services: Records relating to the Current year + 3 years SECURE Y OFFICIAL No previous
management of the Interpreting Service DISPOSAL reference
AS4.3.3 Sensory and Autism Services: Gateway Limitation Act 1980 Current year + 6 years SECURE Y OFFICIAL No previous
Spreadsheet (Section 2) DISPOSAL reference
AS4.3.4 Sensory and Autism Services: Spreadsheet Limitation Act 1980 Current year + 6 years SECURE Y OFFICIAL No previous
recording the path of referrals and performance (Section 2) DISPOSAL reference
statistics

June 2017
AS4.3.5 Sensory and Autism Services: Internal Limitation Act 1980 Current year + 6 years SECURE Y OFFICIAL No previous
spreadsheet relating to services offered by (Section 2) DISPOSAL reference
Supporting People
AS4.3.6 Sensory and Autism Services: Spreadsheet Limitation Act 1980 Life of the equipment + 6 years SECURE Y OFFICIAL No previous
relating to equipment supplied to clients (Section 2) DISPOSAL reference
AS4.4 Substance Misuse (Adults)
AS4.4.1 Records relating to clients who misuse drugs Retain in Area for 5 years from date of last SECURE Y OFFICIAL - AS5.2;
and alcohol contact, or 2 years from date of death DISPOSAL SENSITIVE AS4.4.2
AS4.5 Kent Supported Employment
AS4.5.1 Kent Supported Employment – Social Services Last contact + 5 years SECURE Y OFFICIAL - AS6.1
client files DISPOSAL SENSITIVE
AS4.5.2 Kent Supported Employment – Employment Last contact + 7 years SECURE Y OFFICIAL AS6.2
client files DISPOSAL
AS4.6 Occupational Therapy
AS4.6.1 Records relating to clients who have contact Retain in Area for 2 years from date of last SECURE Y OFFICIAL AS7.1
with the Occupational Therapy Bureau contact, unless a major piece of equipment is DISPOSAL
on loan, or a maintenance agreement
applies, in which case the records should be
retained in line with health and safety policy
AS4.7 Mental Health Services
AS4.7.1 Records relating to clients with mental illness Retain in Mental Health Trust for 5 years from SECURE Y OFFICIAL - AS8.1
including Guardianship records date of last contact, and then transfer all DISPOSAL SENSITIVE
records to the Records Management Service
for retention until 20 years from date of last
contact, or 8 years from date of death. In
exceptional cases, records may be retained
beyond this period on the authorisation of a
District Manager.
AS4.7.2 Diaries created by members of staff working in Current year + 7 years SECURE Y OFFICIAL AS8.2
mental health DISPOSAL
AS4.7.3 Client records created by the Deprivation of The electronic record is deemed to be the SECURE Y OFFICIAL - AS8.3
Liberty Service (DOLS) principal copy and should be retained for 7 DISPOSAL SENSITIVE
years from the date of the last contact . All
paper copies will be destroyed on a routine
basis once every six months.
AS4.7.4 Adult Safeguarding: Deprivation of Liberty Date of meeting + 7 years then review SECURE Y OFFICIAL - No previous
Service (DOLS) High Risk meeting DISPOSAL SENSITIVE reference
AS4.7.5 Adult Safeguarding: Deprivation of Liberty Date of meeting + 10 years then review SECURE Y OFFICIAL – No previous
Service (DOLS) Local Implementation Network DISPOSAL SENSITIVE reference
meeting
AS4.7.6 Kent Enablement Recovery Service (KERS): Current year + 5 years SECURE Y OFFICIAL - No previous
Service User Feedback Forms DISPOSAL SENSITIVE reference

June 2017
AS4.7.7 Mental Health Professional Assurance Team Date of meeting + 10 years then review SECURE Y OFFICIAL - No previous
(MHPAT): Complex Needs Panel (multi agency DISPOSAL SENSITIVE reference
panel)
AS4.7.8 Secondary Mental Health: Residential Review Date of review + 6 years SECURE Y OFFICIAL - No previous
Process DISPOSAL SENSITIVE reference
AS4.8 Home Care Service (Kent Enablement at Home)
AS4.8.1 Kent Enablement at Home: Client timesheets Current year + 6 years SECURE Y OFFICIAL AS9.5
DISPOSAL
AS4.8.2 Kent Enablement at Home: Client records Last contact + 2 years SECURE Y OFFICIAL AS9.6
DISPOSAL
AS4.8.3 Records used by the Kent Enablement at These are held in the clients' homes until SECURE Y OFFICIAL AS9.13
Home teams held in clients' homes (including contact ceases and are then retrieved where DISPOSAL
risk assessments) possible and then archived for 7 years
AS4.9 Hospitals Team
AS4.9.1 Closed client records relating to hospitals held Date of birth + 100 years SECURE Y OFFICIAL AS9.8
at the Records Management Service DISPOSAL
AS4.9.2 Physical client records created by the Hospital These records are returned to the local area Y OFFICIAL AS9.10
Teams office when contact has ceased to be
included with the main client record
AS4.10 Asylum Team (Adults)
AS4.10.1 Records relating to adults who have had Last contact + 7 years SECURE Y OFFICIAL - AS9.9
contact with the Asylum Team (Transition DISPOSAL SENSITIVE
Team - East Kent)
AS4.10.2 Finance and Procurement: Financial Services: HMRC - Compliance Current year + 6 years the review SECURE Y OFFICIAL FN4.1.38
Payments: All records relating to the Handbook Manual DISPOSAL
administration of payments made in relation to CH15400
Asylum Seekers
AS4.10.3 Financial records concerning the Home Office All records to be retained until 2020 SECURE N OFFICIAL FN22.1;
grant to support asylum seekers DISPOSAL FN7.6.1
AS4.10.4 Database maintained by the Asylum Unit to HMRC - Compliance Date grant claim resolved + 6 years then SECURE N OFFICIAL FN22.4;
monitor the grant reclaim for the provision of Handbook Manual review DISPOSAL FN7.6.4
service to asylum seekers CH15400
AS4.11 Lifelong Learning
AS4.11.01 Individual Learner Records (ILR) created for Audit requirements Current academic year + 6 years SECURE Y OFFICIAL
Learners enrolled with Community Learning of the Skills Funding DISPOSAL
and Skills Agency
AS4.11.02 Individual Learner Plans (ILP) created for Current academic year + 6 years SECURE Y OFFICIAL
Learners enrolled with Community Learning DISPOSAL
and Skills
AS4.11.03 Foundation Learning: Individual Learner Plan End of course + 3 years SECURE Y OFFICIAL ES8.5
(ILP); Skills for Life: Individual Learner Plan DISPOSAL
(ILP)

June 2017
AS4.11.04 Learning Agreements relating to ESOL Current year + 3 years SECURE Y OFFICIAL No previous
(Educational Services Overseas Ltd) courses DISPOSAL reference
AS4.11.05 Key Learning - Work Based Learning: Monthly Current year SECURE Y OFFICIAL No previous
Monitoring on Learners DISPOSAL reference
AS4.11.06 Learner Tracking Sheets Current academic year SECURE Y OFFICIAL No previous
DISPOSAL rederence
AS4.11.07 Community Learning and Skills: Skills for Life - Academic year + 1 year SECURE Y OFFICIAL No previous
ESOL Team: Individual Learner Plan (ILP) - DISPOSAL reference
Monitoring Form
AS4.11.08 Community Learning and Skills: Skills for Life - The paper agreements are scanned to SECURE Y OFFICIAL No previous
ESOL: Copies of learning agreements Management Committee and the scanned DISPOSAL reference
copy is kept in the unit for current academic
year + 1 year
AS4.11.09 Community Learning and Skills: Skills for Life - If the student is enrolled the screening form is SECURE Y OFFICIAL No previous
ESOL Team: ESOL Screening forms added to the ILP, if the student is not enrolled DISPOSAL reference
then the screening forms are destroyed
periodically
HR3.4.10 Community Learning and Skills: Skills for Life - Current year + 1 year SECURE Y OFFICIAL HR3.4.13;
ESOL: Application forms (retained with consent DISPOSAL HR3.4.10
of applicant)
AS4.11.10 Skills for Life: Enquirer screening forms Date course started + 1 year SECURE Y OFFICIAL No previous
[currently in physical format but which will be DISPOSAL reference
entered into UNIT E]
AS4.11.11 Community Learning and Skills: Partnership Current year + 1 year SECURE Y OFFICIAL No previous
Team: Vacancy Forms for apprenticeships and DISPOSAL reference
work based learning
AS4.11.12 Community Learning and Skills: Partnership These are only kept if the learner gives SECURE Y OFFICIAL No previous
Team: Curriculum Vitae submitted by permission for these to kept so that the DISPOSAL reference
applicants for apprenticeships and work based learner can be considered for future
learning vacancies
AS4.11.13 Community Learning and Skills: Partnership These are held in the CRM System for no SECURE Y OFFICIAL No previous
Team: Learner details and employee details longer than one year and then are transferred DISPOSAL reference
held on the CRM system to the Unit E or Maytas
AS4.11.14 Community Learning and Skills - Senior Current year + 6 years SECURE Y OFFICIAL No previous
Management Team Business Support: DISPOSAL reference
Additional Learning Support applications
AS4.11.15 Skills for Life: Tracking sheets provided by Operational use SECURE Y OFFICIAL No previous
Management Information to track the progress DISPOSAL reference
of learners
AS4.11.16 Community Learning and Skills - Business Entered onto MAYCAS and paper copies SECURE Y OFFICIAL No previous
Support: CVs sent to KEY Training kept for 6 months DISPOSAL reference
AS4.11.17 Foundation Learning: Case Conference and Current year + 1 year SECURE Y OFFICIAL No previous
Team meetings relating to the progress of DISPOSAL reference
current learners
June 2017
AS4.11.18 Skills for Life: Appointment books and signing Last date in book + 2 months SECURE Y OFFICIAL No previous
in books DISPOSAL reference
AS4.11.19 Community Learning and Skills - Business Current year + 7 years - It is recommended SECURE N NOT No previous
Support: Course files that current year + 1 year are retained at the DISPOSAL PROTECTIVELY reference
Centre and that the remaining years are MARKED
microfilmed or scanned
AS4.11.20 Course Files created by tutors in accordance The Course Files are held by the tutor until SECURE Y OFFICIAL ES8.12
with section C3 of the KAES Quality Manual the end of the course. The files should then DISPOSAL
be returned to the Programme Manager to be
kept for 1 year then review
AS4.11.21 Foundation Learning: Tutor Records including Retained until the end of course and then SECURE Y OFFICIAL ES12.1
health and safety information, session plans, obsolete information is removed and the file DISPOSAL
risk assessments and consent forms becomes the tutor CPD file
AS4.11.22 Skills for Life: Lesson plans and schemes to Academic year + 1 year SECURE Y OFFICIAL No previous
track learners DISPOSAL reference
AS4.11.23 Programme Manager: Records relating to Current year + 7 years then review SECURE N NOT No previous
Partnership Courses DISPOSAL PROTECTIVELY reference
MARKED
AS4.11.24 Community Learning and Skills: Records End of the course + 2 years SECURE Y OFFICIAL No previous
relating to the management of the Preparing to DISPOSAL reference
Teach in the Lifelong Learning Sector (PTLLS)
qualification and the Diploma To Teach in the
Lifelong Learning Sector (DTLLS)
AS4.11.25 Community Learning and Skills: Spreadsheet Operational use SECURE Y OFFICIAL No previous
recording information about students engaged DISPOSAL reference
in Preparing to Teach in the Lifelong Learning
Sector (PTLLS) qualification and the Diploma
To Teach in the Lifelong Learning Sector
(DTLLS) and the Training and Quality
Assurance Scheme (TAQA)
AS4.11.26 Community Learning and Skills: Partnership Operational use SECURE Y OFFICIAL No previous
Team: Spreadsheet relating to the DISPOSAL reference
administration of the Family Programme
AS4.11.27 Community Learning and Skills: Partnership These are held in the CRM System for no SECURE Y OFFICIAL No previous
Team: Family Programme information held on longer than one year and then are transferred DISPOSAL reference
the CRM system to the Unit E or Maytas
AS4.11.28 Evaluation Forms including course evaluation Current year + 1 year SECURE Y OFFICIAL No previous
and tutor evaluation DISPOSAL reference
AS4.11.29 Programme Manager: Records relating to the Current year + 1 year SECURE N NOT No previous
planning of future courses DISPOSAL PROTECTIVELY reference
MARKED
AS4.11.30 Community Learning and Skills: Student Operational Use SECURE Y OFFICIAL No previous
contact details held to facilitate the DISPOSAL reference
administration of the courses

June 2017
AS4.11.31 Programme Manager: Tutor Confirmation of Current year + 1 year SECURE Y OFFICIAL No previous
Courses DISPOSAL reference
AS4.11.32 Adult Education Centre Management: Class The information is entered on the system at SECURE Y OFFICIAL ES8.2
Registers the end of the class and the physical copy DISPOSAL
retained for current year + 7 years
AS4.11.33 Community Learning and Skills: Skills Plus Current year SECURE Y OFFICIAL ES8.10
Centre: Appointment Sheets DISPOSAL
AS4.11.34 Community Learning and Skills: Skills Plus Current year SECURE Y OFFICIAL ES8.11
Centre: Signing in sheets DISPOSAL
AS4.11.35 Skills for Life: Risk assessments and personal Whilst the learner is on the course SECURE Y OFFICIAL No previous
evaluation plans DISPOSAL reference
AS4.11.36 Key Training - Accreditation: Certificate Date of award + 5 years SECURE Y OFFICIAL No previous
information including application form assigned DISPOSAL reference
by the internal verifier
AS4.11.37 Key Training - Accreditation: Candidate Life of the award SECURE Y OFFICIAL No previous
Registration Information DISPOSAL reference
AS4.11.38 Adult Education: Examination Entries Current year + 7 years SECURE Y OFFICIAL No previous
DISPOSAL reference
AS4.11.39 Skills for Life: Examination Entry Forms Academic year + 3 years SECURE Y OFFICIAL No previous
including copies of identification DISPOSAL reference
AS4.11.40 Examination certification unclaimed by learners Current year + 2 years SECURE Y OFFICIAL ES8.14
DISPOSAL
AS4.11.41 Foundation Learning: Learner Portfolios Once assessed and marked the portfolio is SECURE Y OFFICIAL No previous
returned to the learner. DISPOSAL reference
AS4.11.42 Key Training: Records held on the E Portfolio Evidence held in the live learning section and SECURE Y OFFICIAL No previous
system then transferred into the archive DISPOSAL reference
AS4.11.43 Community Learning and Skills - Community Current year + 6 years SECURE Y OFFICIAL No previous
Based Learning: NDLC/RESPONSE electronic DISPOSAL reference
learner database
AS4.11.44 Programme Manager: all records relating to the Life of the qualification SECURE Y OFFICIAL
internal verification of courses DISPOSAL
AS4.11.45 Programme Manager: Results relating to the Operational Use SECURE Y OFFICIAL No previous
results of GCSEs used for monitoring purposes DISPOSAL reference
AS4.11.46 Programme Manager: Specifications from the Operational Use SECURE N OFFICIAL No previous
accreditation bodies DISPOSAL reference
AS4.11.47 Programme Manager: Standardization reports Current year + 5 years SECURE N OFFICIAL No previous
for all subjects for internal valuation purposes DISPOSAL reference
AS4.11.48 Community Learning and Skills: Evaluation and Current year + 3 years SECURE N OFFICIAL No previous
Quality assurance records to support DISPOSAL reference
accreditation and OfSted inspection including
standardization and evaluation meetings
AS4.11.49 Key Training: Vocational: Records relating to Date of visit + 3 years SECURE N OFFICIAL No previous
liaison with awarding organisations when they DISPOSAL reference
come to verify courses
June 2017
AS4.11.50 Key Learning - Work Based Learning: Internal Date of quality assurance review + 3 months SECURE N OFFICIAL No previous
documentation to support quality needs DISPOSAL reference
assurance
AS4.11.51 Key Learning - Work Based Learning: Samples Date of assessment + 3 years SECURE N OFFICIAL No previous
of assessor work as required by the awarding DISPOSAL reference
body [on MAYTAS and in physical format]
AS4.11.52 Community Learning and Skills: Records End of the course + 2 years SECURE N OFFICIAL No previous
relating to the administration of the Training, DISPOSAL reference
Assessment and Quality Assurance scheme
AS4.11.53 Community Learning and Skills: Records Date of assessment + 3 years SECURE Y OFFICIAL No previous
relating to the management of the Observation DISPOSAL reference
of Teaching and Learning (OTL) scheme
AS4.11.54 Community Learning and Skills: Skills for Life - These files are only held whilst the tutor is SECURE Y OFFICIAL No previous
ESOL Team: Tutor files containing OTL employed DISPOSAL reference
information, learner forms, appraisals, leave
and so on
AS4.11.55 Programme Manager: Student Complaints and The information is added to the E-Tracker SECURE Y OFFICIAL No previous
Refund Letters system and the letters are then shredded DISPOSAL reference
AS4.11.56 Management information taken from the Operational Use SECURE N OFFICIAL No previous
information systems for statistical and DISPOSAL reference
monitoring purposes
AS4.11.57 Programme Manager: Correspondence to and Current year + 1 year SECURE Y OFFICIAL No previous
from students DISPOSAL reference
AS4.11.58 Community Learning and Skills - Community Current year SECURE N OFFICIAL No previous
Based Learning: Records relating to the DISPOSAL reference
management of engagement events
AS4.11.59 Community Learning and Skills: Skills for Life - Current year + 3 years Y OFFICIAL FN4.1.31
ESOL: Staff pay claims and associated
correspondence
AS4.11.60 Community Learning and Skills - Finance HMRC - Compliance Current year + 6 years SECURE OFFICIAL FN4.6.1
Operations: All records relating to refunds Handbook Manual DISPOSAL
made to students CH15400
AS4.11.61 Community Learning and Skills: Budget HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL FN6.3.1
Support: Applications for funding from the Handbook Manual DISPOSAL
Learning Skills Fund (funded by the Skills CH15400
Funding Agency)
AS4.11.62 Community Learning and Skills: Budget HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL FN6.3.2
Support: Applications for funding from the Handbook Manual DISPOSAL
Access Fund (KCC funded) CH15400
AS4.11.63 Community Learning and Skills: Budget HMRC - Compliance Current year + 6 years SECURE N OFFICIAL FN7.6.5
Support: Information about course sponsors Handbook Manual DISPOSAL
CH15400

June 2017
AS4.11.64 Community Learning and Skills - Finance HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL FN7.8.1;
Operations: Debt recovery and write off letters Handbook Manual DISPOSAL FN7.8.1
CH15400
AS4.11.65 Tutor database maintained by Kent Adult Current year + 5 years SECURE Y OFFICIAL HR11.3.2;
Education Services DISPOSAL HR2.5.02
AS4.11.66 Kent Adult Education Service – tutor database Operational use SECURE Y OFFICIAL HR11.3.3;
maintained by the Staff Training and DISPOSAL HR2.5.03
Development Officer (not the principal copy of
the tutor database)
AS4.11.67 Personal files – records relating to the Date that programme manager authorises SECURE Y OFFICIAL HR11.13.3;
employment of sessional staff by Kent Adult removal of member of staff from the books + DISPOSAL HR2.5.09
Education Services (e.g. tutors) 6 years
AS4.11.68 Kent Integrated Adolescent Support Services: Termination + 3 years SECURE Y OFFICIAL HR2.5.19
Youth Services: All records relating to the DISPOSAL
employment of specialist staff at the outdoor
centres (usually on a seasonal basis)
AS4.11.69 Adult Education - Area Operations: Application Date of appointment + 3 years SECURE Y OFFICIAL HR11.10.5;
forms used in the recruitment process DISPOSAL HR3.4.05
AS4.11.70 Adult Education - Area Operations: Forms used Destroyed once the information has been SECURE Y OFFICIAL HR11.10.6;
for setting up members of staff on the system entered on the system DISPOSAL HR3.4.06
AS4.12 Other Client Services
AS4.12.1 Records relating to older persons Retain in Area for 3 years from date of last SECURE Y OFFICIAL AS9.1
contact, or 2 years from date of death DISPOSAL
AS4.12.2 All Other Records relating to Adults: Records of Retain in Area for 2 years from date of last SECURE Y OFFICIAL AS9.4
adults who don’t fall into any of the above contact DISPOSAL
categories and general papers where a file has
not been opened
AS4.12.3 Access to Resources: Records relating to the These are held by the unit whilst the work is SECURE Y OFFICIAL - No previous
management of the short term beds being carried out on it and then they are DISPOSAL SENSITIVE reference
deleted. The principal records are held on the
service user files in the teams.
AS4.12.4 Access to Resources: Tracker used by the Current year + 2 years SECURE Y OFFICIAL No previous
Performance Team DISPOSAL reference
AS4.12.5 All records relating to the management of HMRC - Compliance Last contact with client + 6 years SECURE Y OFFICIAL - FN4.1.32
financial affairs on behalf of individual clients Handbook Manual DISPOSAL SENSITIVE
CH15400
Payments: All records relating to payments Handbook Manual DISPOSAL
made to adults CH15400
AS4.12.7 Access to Resources: Records relating to Current month + 2 months. Finance hold the SECURE Y OFFICIAL FN4.1.43
Direct Payments principal copies of the records DISPOSAL

June 2017
AS4.12.8 Applications for Kent Card HMRC - Compliance Original copy of the application retained by SECURE Y OFFICIAL FN9.3;
Handbook Manual Kent Card administrator for 7 years. Copies DISPOSAL FN4.7.1
CH15400 held on files should be destroyed in
accordance with the record retention criteria
for the client/resource
AS4.12.9 Summary spreadsheet maintained by Kent HMRC - Compliance Date card terminated + 6 years SECURE Y OFFICIAL - FN9.10;
Card Team containing details of holders of Kent Handbook Manual DISPOSAL SENSITIVE FN4.7.2
Cards CH15400
AS4.12.10 Kent Card: Bank statements requested by the Copies held on files should be destroyed in SECURE Y OFFICIAL - FN9.11;
team on behalf of care manager accordance with the record retention criteria DISPOSAL SENSITIVE FN4.7.3
for the client/resource
AS4.12.11 All records relating to the management of the HMRC - Compliance Last contact with client + 6 years SECURE Y OFFICIAL FN7.4.6
Kent Care Accounts Handbook Manual DISPOSAL
CH15400
AS4.12.12 Records relating to the assessment of HMRC - Compliance Case closed + 6 years SECURE Y OFFICIAL FN7.7.09
individuals for contributions to the cost of social Handbook Manual DISPOSAL
care - residential CH15400
AS4.12.13 Records relating to the assessment of HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL FN7.7.10
individuals for contributions to the cost of social Handbook Manual DISPOSAL
care - non residential CH15400
AS4.12.14 Records relating to data quality and control in Last contact with client + 6 years SECURE Y OFFICIAL FN7.7.11
the assessment and income section DISPOSAL
AS4.13 Supporting People
AS4.13.1 Housing-Related Support: Incident Reporting - Date of incident + a minimum of 7 years SECURE Y OFFICIAL No previous
Serious DISPOSAL reference
AS4.13.2 Housing-Related Support: Incident Reporting - Current year + 1 year SECURE Y OFFICIAL No previous
Non Serious DISPOSAL reference
AS4.13.3 Housing-Related Support: Safeguarding Logs Last date in the log + a minimum of 7 years SECURE Y OFFICIAL - No previous
DISPOSAL SENSITIVE reference
AS4.13.4 Housing-Related Support: Floating Support Information entered on computer system - SECURE Y OFFICIAL No previous
Referrals paper forms to be retained for a minimum of DISPOSAL reference
6 months
AS4.13.5 Housing-Related Support: Records relating to Limitation Act 1980 Last action on the contract + 6 years SECURE N OFFICIAL MN24.21;
performance monitoring (Section 2) DISPOSAL MN7.3.07
AS5 Safeguarding (Adults)
AS5.1 Vulnerable Adults
AS5.1.1 Records relating to adult protection Retain in Area for 5 years from date of last SECURE Y OFFICIAL - AS9.3
contact, and then transfer all records to the DISPOSAL SENSITIVE
Records Management Service for retention
until 10 years from date of last contact
AS5.1.2 Records relating to the protection of property Retain in Area for 6 years from the date the SECURE Y OFFICIAL AS9.2
person is placed permanently in hospital or DISPOSAL
residential care

June 2017
AS5.1.3 Finance and Procurement: Financial Services: Current year + 6 years Y OFFICIAL No previous
Payments: Adult Social Care Personal Property reference
Reconciliations
AS5.2 Adult Safeguarding
AS5.2.1 Adult Safeguarding: Safeguarding Quarterly Current year + 6 years then review SECURE Y OFFICIAL No previous
Report DISPOSAL reference
AS5.2.2 Adult Safeguarding: Independent Safeguarding Current year + 6 years then review SECURE Y OFFICIAL - No previous
Authority Requests DISPOSAL SENSITIVE reference
AS5.2.3 Adult Safeguarding: Safeguarding Vulnerable Current year + 6 years then review SECURE Y OFFICIAL AS5.2.04
Adults Coordinator Audits DISPOSAL
AS5.2.4 People who have been designated as Retain in Area for 5 years from date of last SECURE OFFICIAL - HS9.3;
‘Potentially Violent’ on Client Systems – Social contact, and then transfer all records to the DISPOSAL SENSITIVE AS5.2.05
Services Records Management Service for retention
until 10 years from date of last contact
AS5.2.5 Adult Safeguarding: Countywide Safeguarding Date of meeting + 6 years then review SECURE N OFFICIAL MN19.8;
Meeting DISPOSAL MN4.2.8;
AS5.2.06
AS5.2.6 Adult Safeguarding: FSC/CQC Risk Strategy Date of meeting + 6 years then review SECURE Y OFFICIAL MN19.9;
Meeting DISPOSAL MN4.2.9;
AS5.2.07
AS5.2.7 Adult Safeguarding: Records relating to Date of meeting + 6 years then review SECURE Y OFFICIAL MN19.10;
Safeguarding Coordinator Meeting DISPOSAL MN4.2.10;
AS5.2.08
AS5.2.8 Adult Safeguarding: Families and Social Care Date of report + 6 years then review Offer to N OFFICIAL FN5.1.09;
Audit Report Archives AS5.2.09
AS5.2.9 Adult Safeguarding: Provider issues Limitation Act 1980 Life of contract with provider + 6 years SECURE N OFFICIAL Added at AS5.2.10
(Section 2) DISPOSAL inventory
review
January
2017
AS5.2.10 Adult Safeguarding: Quality Surveillance Group Limitation Act 1980 Date report superseded + 6 years SECURE N OFFICIAL Added at AS5.2.11
Report (Section 2) DISPOSAL inventory
review
January
2017
AS5.2.11 Adult Safeguarding: Safeguarding Case Audit Limitation Act 1980 Date report superseded + 6 years SECURE N OFFICIAL Added at AS5.2.12
Report (conducted by independent auditor) (Section 2) DISPOSAL inventory
review
January
2017

June 2017
AS5.2.12 Adult Safeguarding: Safeguarding Case Audit Limitation Act 1980 Date report superseded + 6 years SECURE N OFFICIAL Added at AS5.2.13
Report (conducted by Adult Safeguarding Unit) (Section 2) DISPOSAL inventory
review
January
2017
AS5.2.13 Learning Disability West - Safeguarding Current year + 1 year then review SECURE N NOT AS2.3.6
Coordination: Records relating to West Kent DISPOSAL PROTECTIVELY
Elderly Support (making safeguarding work) MARKED
AS5.3 Local Authority Checks
AS5.3.1 Information Resilience and Transparency Current year + 10 years then review SECURE Y OFFICIAL - No previous
Team: Spreadsheet containing all information DISPOSAL SENSITIVE reference
relating to the logging, tracking and monitoring
of requests for Local Authority Checks
AS5.3.2 Information Resilience and Transparency Date request complied with + 3 years then SECURE Y OFFICIAL - No previous
Team: All records relating to the responses to review DISPOSAL SENSITIVE reference
requests for Local Authority Checks
CA Consumer Affairs
Reference Description Statutory Retention Period Action at Contains Indicative Notes Previous reference
Provisions End of Personal Protective Marking numbers
Retention Information
CA1 Advice (Consumer Affairs)
CA1.1 Advice (Consumer Affairs)
CA1.1.1 Trading Standards: Records relating to Last action on file + 3 SECURE N NOT CA1.2
general advice issued by Trading Standards years then review DISPOSAL PROTECTIVELY
MARKED
CA1.1.2 Trading Standards: Trading Standards Alerts Deleted on request of SECURE Y OFFICIAL No previous reference
email recipients recipient or when no DISPOSAL
longer required
CA2 Campaigns and Schemes
CA2.1 Campaigns (Consumer Affairs)
CA2.1.1 Trading Standards: Records created in the Last action on file + 3 Offer to N OFFICIAL CA2.1
development of campaigns years then review Archives

June 2017
CA2.2 Schemes (Consumer Affairs)
CA2.2.1 Trading Standards: Buy with Confidence: Current year + 6 years SECURE Y OFFICIAL No previous reference
including information on business members, DISPOSAL
consumer feedback, spreadsheet of
payments received from applicants, letters,
applications, business information &
searches carried out, live/unused business
files, invites to trader spreadsheet, details of
businesses on the scheme
CA2.2.2 Trading Standards: Records created relating Date of training + 6 SECURE N NOT CA1.1
to the Safe Food, Better Business months DISPOSAL PROTECTIVELY
programme MARKED
CA2.2.3 Trading Standards: Kent Community Alcohol Current year + 6 years SECURE N NOT No previous reference
Partnership DISPOSAL PROTECTIVELY
MARKED
CA2.2.4 Trading Standards: Schools contact details Current year + 1 year SECURE N NOT No previous reference
(used for the Young Consumer of the Year DISPOSAL PROTECTIVELY
and Consumer Challenge quizzes) MARKED
CA2.2.5 Trading Standards: Educational Projects This is a dynamic SECURE N NOT No previous reference
contacts database which is DISPOSAL PROTECTIVELY
regularly updated MARKED
CA2.2.6 Trading Standards: Charity bag collection Operational Use SECURE N NOT No previous reference
project (list of charity bags collected for DISPOSAL PROTECTIVELY
Trading Standards South East project) MARKED
CA2.2.7 Trading Standards: Kent Community Alcohol This is a dynamic SECURE N NOT No previous reference
Project partners database database which is DISPOSAL PROTECTIVELY
regularly updated MARKED
CA2.2.8 Trading Standards: Leaflets and Quizzes Current year + 6 years SECURE N NOT No previous reference
(Education role) DISPOSAL PROTECTIVELY
MARKED
CA3 Environment (Consumer Affairs)
CA3.1 Environment (Consumer Affairs)
CA3.1.1 Trading Standards: Environment files Last action on file + 3 SECURE N OFFICIAL CA3.1
years then review DISPOSAL
CA3.2 Environmental Crime
CA3.2.1 Trading Standards: Environmental Crime Last action on file + 3 SECURE N OFFICIAL CA3.2
Unit years then review DISPOSAL

June 2017
CA4 Enforcement (Consumer Affairs)
CA4.1 Enforcement Activity (Consumer Affairs)
CA4.1.1 Trading Standards: Personal Notebooks Police and Criminal Date of last entry in SECURE Y OFFICIAL No previous reference
completed in relation to enforcement Evidence Act 1984 notebook + 6 years DISPOSAL
activities and day to day business, such as
meeting attendance and training
CA4.1.2 Trading Standards: Consumer complaints Date complaint SECURE Y OFFICIAL No previous reference
resolved + 6 years DISPOSAL
CA4.1.3 Trading Standards: Prosecution files Close of case + 6 SECURE Y OFFICIAL CA4.1
including prosecution results copied to the years DISPOSAL
Police
CA4.1.4 Trading Standards: Simple cautions issued to Date of caution + 6 SECURE N OFFICIAL CA4.3
traders years DISPOSAL
CA4.1.5 Trading Standards: Warnings issued to Information added to SECURE N OFFICIAL CA4.4
traders APP and retained for 6 DISPOSAL
years
CA4.1.6 Trading Standards: Tasking & Co-ordination Operational Use SECURE N OFFICIAL No previous reference
Group spreadsheet (current & ongoing DISPOSAL
cases)
CA4.1.7 Trading Standards: Statements & Evidence: Weights and Last action on file + 6 SECURE Y OFFICIAL No previous reference
Enforcement Weighing of Vehicles Measures Act 1985 years then review DISPOSAL
CA4.1.8 Trading Standards: Statements & Evidence: Weights and Last action on file + 6 SECURE Y OFFICIAL No previous reference
Weights and Measures Act 1985 & European Measures Act 1985; years then review DISPOSAL
Communities Act 1972 European
Communities Act
1972
CA4.1.9 Trading Standards: Statements & Evidence: Vehicle Crimes Act Date of registration + 3 SECURE Y OFFICIAL CA11.2
Vehicle Crimes Act 2001 2001 years DISPOSAL
CA4.1.10 Trading Standards: Statements & Evidence: Close of case + 6 SECURE Y OFFICIAL No previous reference
Civil Statements years DISPOSAL
Officer Statements years DISPOSAL
Offence report folders years DISPOSAL
Witness Statements (Section 9's) years DISPOSAL
CA4.1.14 Trading Standards: Statements & Evidence: Police and Criminal Date of transcript + 6 SECURE Y OFFICIAL No previous reference
PACE Transcripts Evidence Act years DISPOSAL
CA4.1.15 Trading Standards: Investigations: Offence Close of case + 6 SECURE Y OFFICIAL No previous reference
Report Folders years DISPOSAL

June 2017
CA4.1.16 Trading Standards: Agreements including Date agreement ends + Offer to N OFFICIAL MN23.16; MN6.1.4
Home Authority Agreements (HA) - 3 years then review Archives
Agreements between KTS and various
companies under the Home Authority
Principle Food Standards Agency
Agreements (FSA) - for Feed Business grant
money Illegal Money Lending Agreements
(IML) - delegation of investigatory powers
concerning IML from KTS to Birmingham City
Council's IML Section Memorandum Of
Understanding with Kent Police & Medway
Council (MOU) - information exchange and
joint operational activity Vehicles (Crimes)
Act Agreements (VCA) - delegation of VCA
powers to KTS from District / Borough
Councils Poultry Register Confidentiality
Agreement (PR) - between KTS and Animal
Health Covert Human Intelligence Sources
Agreement (CHIS) - between KCC and Kent
Police
CA4.1.17 Trading Standards: Delegations, Limitation Act 1980 Date delegation ends + SECURE N NOT D2.3.2
authorisations and warrants (Section 2) 6 years DISPOSAL PROTECTIVELY
Details of all delegations to Trading MARKED
Standards Officers, legislations they are
authorised to enforce, and their warrant
cards (includes photo - held as separate
files)
CA5 Animal Health and Welfare
CA5.1 Farm Visits
CA5.1.1 Trading Standards: Generic Farm Visits Current year + 1 year SECURE Y NOT No previous reference
Spreadsheet DISPOSAL PROTECTIVELY
MARKED
CA5.1.2 Farm Records – Registered Livestock Current year + 6 years SECURE Y NOT CA5.4
Keepers DISPOSAL PROTECTIVELY
MARKED
CA5.1.3 Trading Standards: Animal Health: Cleanse Current year + 3 years SECURE N NOT No previous reference
and Disinfect forms DISPOSAL PROTECTIVELY
MARKED
CA5.1.4 Trading Standards: Animal Health: Feed Current year + 3 years SECURE N NOT No previous reference
Hygiene and Farm Visits forms DISPOSAL PROTECTIVELY
MARKED
CA5.1.5 Trading Standards: Animal Health: Animal Current year + 3 years SECURE N NOT No previous reference
Health - List of pigs herds authorised as DISPOSAL PROTECTIVELY
approved sources MARKED
June 2017
CA5.1.6 Trading Standards: Animal Health: EC Feed Operational Use SECURE N NOT No previous reference
Hygiene Regulations DISPOSAL PROTECTIVELY
MARKED
CA5.2 Animal Health and Veterinary Laboratory
CA5.2.1 Trading Standards: Callout reports from Current year + 6 years SECURE N NOT No previous reference
Animal Health and Veterinary Laboratories DISPOSAL PROTECTIVELY
Agency MARKED
CA5.3 Smallholdings
CA5.3.1 Trading Standards: Smallholders Operational use SECURE Y OFFICIAL No previous reference
spreadsheet (list of new smallholders - DISPOSAL
received from DEFRA)
CA5.4 Animal Transport
CA5.4.1 Trading Standards: Import & Export data The Welfare of Date of compliance with SECURE Y OFFICIAL No previous reference
(Animal Welfare In Transport Notices issued Animals (Transport) the order + 6 years DISPOSAL
to hauliers at Dover) (England) Order
2006
CA5.4.2 Trading Standards: Animal Health: Current year + 3 years SECURE N NOT No previous reference
Transporter Authorisations DISPOSAL PROTECTIVELY
MARKED
CA5.4.3 Trading Standards: Animal Health: Bpex Date recorded + 6 SECURE N NOT No previous reference
eAML2 - Electronic system of recording Pig months DISPOSAL PROTECTIVELY
Movements MARKED
CA5.4.4 Trading Standards: Animal Health: Animal Current year + 3 years SECURE N NOT No previous reference
health TB movement restrictions DISPOSAL PROTECTIVELY
MARKED
CA5.5 Avian Flu Regulations
CA5.5.1 Trading Standards: Animal Health: Bird Current year + 3 years SECURE N NOT No previous health
gathering notifications DISPOSAL PROTECTIVELY
MARKED
CA5.5.2 Avian Influenza Last action on file + 6 Offer to N NOT CA5.2
years then review Archives PROTECTIVELY
MARKED
CA6 Inspections (Consumer Affairs)
CA6.1 Food Inspections
CA6.1.1 Trading Standards: Food Inspection Reports Date of report + 6 years SECURE N NOT No previous reference
MARKED
CA6.1.2 Trading Standards: Product Safety Sample Date of report + 6 years SECURE N NOT No previous reference
forms DISPOSAL PROTECTIVELY
MARKED

June 2017
CA6.1.3 Trading Standards: Food Sample Forms TS6 Date of sample + 6 SECURE N NOT No previous reference
05-08 and summary of sample years DISPOSAL PROTECTIVELY
MARKED
CA6.1.4 Trading Standards: Completed visit sheets [a Date of visit + 3 years SECURE N NOT No previous reference
record of all visits undertaken by Trading DISPOSAL PROTECTIVELY
Standards] MARKED
CA6.1.5 Trading Standards: Report folders relating to Current year + 3 years SECURE N NOT No previous reference
investigations and offences DISPOSAL PROTECTIVELY
MARKED
CA6.1.6 Kent Scientific Services: Sample Records Date of sample + 6 SECURE N NOT No previous reference
years DISPOSAL PROTECTIVELY
MARKED
CA6.1.7 Trading Standards: TS16a report of Food Date of report + 6 years SECURE N NOT No previous reference
Standards Inspection and TS16B report of DISPOSAL PROTECTIVELY
Food Standards/Feed Law Inspection MARKED
CA6.2 Farm Inspections
CA6.2.1 Trading Standards: RPA/AH (Animal Health) Current year + 1 year SECURE Y OFFICIAL No previous reference
Inspection List DISPOSAL
CA7 Investigations (Consumer Affairs)
CA7.1 Regulation of Investigatory Powers Act 2000
CA7.1.1 Trading Standards: Surveillance Information Regulation of Current year + 6 years SECURE N OFFICIAL CA4.10
Investigatory – weeded annually DISPOSAL
Powers Act Part 2
CA7.1.2 Trading Standards: Covert Human Regulation of Date of authorisation + SECURE N OFFICIAL CA4.6
Intelligence Source (CHIS) authorisation Investigatory 6 years DISPOSAL
Powers Act Part 2
CA7.1.3 Trading Standards: All records relating to Regulation of Current year + 6 years SECURE N OFFICIAL No previous reference
surveillance or monitoring activity which falls Investigatory DISPOSAL
under the Regulation of Investigatory Powers Powers Act Part 2
Act 2000
CA7.2 Requests for Information
CA7.2.1 Trading Standards: Investigations: Disclosure Current year + 1 year SECURE Y OFFICIAL No previous reference
requests from police and banks DISPOSAL
CA7.2.2 Trading Standards: Investigations: Data Current year + 1 year SECURE Y OFFICIAL No previous reference
Protection Act Requests DISPOSAL
CA7.2.3 Trading Standards: Investigations: Enterprise Current year + 1 year SECURE Y OFFICIAL No previous reference
Act Consultation DISPOSAL
CA7.3 Investigations
CA7.3.1 Trading Standards: Investigations: Ongoing Current year + 6 years SECURE Y OFFICIAL No previous reference
Investigation Folders DISPOSAL
CA7.3.2 Trading Standards: Investigations: Current year + 6 years SECURE Y OFFICIAL No previous reference
Investigations on Businesses DISPOSAL

June 2017
CA8 Monitoring (Consumer Affairs)
CA8.1 Scientific Services
CA8.1.1 Trading Standards: Metrology Appointment Current year + 6 years SECURE N NOT No previous reference
Request Form TS25 DISPOSAL PROTECTIVELY
MARKED
CA8.1.2 Trading Standards: Metrology Equipment Current year + 6 years SECURE N NOT No previous reference
Moved / Equipment Unserviceable DISPOSAL PROTECTIVELY
MARKED
CA8.1.3 Kent Scientific Services: Client reports and Current year + 6 years SECURE N OFFICIAL No previous reference
Certificates - Sample submission, tests DISPOSAL
carried out, methods, results, QC checks,
result reports, certificates issued. Quotes
provided
CA8.1.4 Kent Scientific Services: Internal Procedures Current year + 7 years SECURE N OFFICIAL No previous reference
- Operating procedures and testing methods DISPOSAL
for analytical and Calibration
CA8.1.5 Kent Scientific Services: Client Database - Current year + 6 years SECURE Y OFFICIAL No previous reference
Client details, samples submission, tests except RTA sample DISPOSAL
carried out, methods results, QC checks, data which is destroyed
results report after one year
CA8.1.6 Kent Scientific Services: Internal Current year + 6 years SECURE N NOT No previous reference
Performance records - FAPAS tests DISPOSAL PROTECTIVELY
undertaken, QA Assessments, monitoring MARKED
CA8.1.7 Kent Scientific Services: ISO14001 Current year + 6 years SECURE N NOT No previous reference
Documentation - Environment action plan, DISPOSAL PROTECTIVELY
monitoring against plan. MARKED
CA8.1.8 Kent Scientific Services: Samples and Current year + 6 years SECURE N NOT No previous reference
Calibration items - Physical sample, DISPOSAL PROTECTIVELY
submission form, MARKED
sample registration form, tests carried out,
results
CA8.1.9 Various audits completed on Trading Date of audit + 6 years SECURE N NOT MN1.2
Standards, internal quality and metrology DISPOSAL PROTECTIVELY
audits MARKED
CA8.2 Monitoring
CA8.2.1 Trading Standards: Call Out Rotas Date of call out + 6 SECURE N NOT No previous reference
MARKED
CA8.2.2 Trading Standards: Authority Public Date of enquiry + 7 SECURE Y OFFICIAL No previous reference
Protection (APP) system - Details held years DISPOSAL
include, Names, Address and information on
Trading Standards enquires

June 2017
CA8.2.3 Trading Standards: FSSNet samples (Food Date of sample + 7 SECURE N NOT No previous reference
Safety Surveillance samples) years DISPOSAL PROTECTIVELY
MARKED
CA8.2.4 Trading Standards: Importers, Manufacturers Current year + 2 years SECURE Y OFFICIAL No previous reference
& Producers spreadsheet DISPOSAL
CA8.2.5 Trading Standards: Intelligence Database Current year + 7 years SECURE Y OFFICIAL No previous reference
(iBase) DISPOSAL
CA8.2.6 Trading Standards: East of England Trading Date of last entry on the SECURE Y OFFICIAL No previous reference
Standards Association Intelligence database database + 5 years DISPOSAL
[historical data only, no longer used]
CA8.2.7 Trading Standards: Property Misdescriptions Current year + 6 years SECURE N NOT No previous reference
/Estate Agents folder DISPOSAL PROTECTIVELY
MARKED
CA8.2.8 Trading Standards: Procedures on Merchant Current year + 6 years SECURE N NOT No previous reference
Shipping/Weighbridge Testing DISPOSAL PROTECTIVELY
MARKED
CA8.3 Weights and Measures
CA8.3.1 Trading Standards: West Kent Weights and Weights and Current year + 6 years SECURE Y OFFICIAL No previous reference
Measures Appointments Measures Act 1985 DISPOSAL
CA8.3.2 Trading Standards: Weighbridges and Operational use SECURE N NOT No previous reference
weighbridges used by the Police DISPOSAL PROTECTIVELY
spreadsheets MARKED
CA8.3.3 Trading Standards: Prescribed Officer Stamp Date stamp issued + 6 SECURE N NOT No previous reference
Numbers years then review DISPOSAL PROTECTIVELY
MARKED
CA8.4 Under Age Sales
CA8.4.1 Trading Standards: Underage Sale Test Operational Use SECURE N NOT No previous reference
Purchase Operations list DISPOSAL PROTECTIVELY
MARKED
CA9 Licensing
CA9.1 Animal Movements
CA9.1.1 Trading Standards: Animal Movement Date of licence + 3 SECURE Y NOT No previous ref
Licences years DISPOSAL PROTECTIVELY
MARKED
CA9.1.2 Trading Standards: Record Recall Operational use SECURE Y OFFICIAL No previous ref
spreadsheet (list of farmers requested to DISPOSAL
send us their animal movement records)

June 2017
CA9.2 Kent County Council Act 2001
CA9.2.1 Trading Standards: Applicant/Trader details Kent County Paper Copies: Date SECURE Y OFFICIAL No previous reference
for the Kent County Council Act 2001 Council Act 2001 registration ceases + 4 DISPOSAL
(Occasional Sales) years; Electronic
Copies: Life of the
KCCA database as
items can not be
deleted from the
database
CA9.3 Licence Reviews
CA9.3.1 Trading Standards: Licence Reviews Date of review + 6 SECURE Y OFFICIAL No previous reference
years DISPOSAL
CA9.4 Consumer Credit
CA9.4.1 Trading Standards: Consumer Credit Licence Date of licence + 6 SECURE Y OFFICIAL No previous reference
Applications years DISPOSAL
CA9.5 Petroleum
CA9.5.1 Trading Standards: All information relating to Life of the tank + a SECURE N OFFICIAL CA9.3
the siting and condition of petroleum tanks minimum of 100 years DISPOSAL
then review
CA9.6 Explosives
CA9.6.1 Trading Standards: All records relating to the Date of the licence + 6 SECURE N NOT No previous reference
licencing of sites holding or manufacturing years DISPOSAL PROTECTIVELY
explosives (i.e. Fireworks) MARKED
CA9.7 Certificates
CA9.7.1 Trading Standards: Bakers Exemption Weights and Date certificate revoked SECURE N NOT No previous reference
Certificates [exemption for small bakers from Measures Act 1985; + 6 years DISPOSAL PROTECTIVELY
keeping records about the weight of loaves] Weights and MARKED
Measures Act
(Packaged Goods)
Regulations 2006
CA9.7.2 Trading Standards: Weighbridge Operators Merchant Shipping Date certificate revoked SECURE N NOT No previous reference
Certificates Act + 6 years DISPOSAL PROTECTIVELY
MARKED
CA9.7.3 Trading Standards: Performing Animals Performing Animals Date certificate revoked SECURE N NOT No previous reference
Certificates (Regulation) Act + 6 years DISPOSAL PROTECTIVELY
1925 MARKED
CA9.7.4 Trading Standards: Food and Feeding Stuffs Agriculture Act 1970 Date certificate issued SECURE N NOT No previous reference
Certificate + 6 years DISPOSAL PROTECTIVELY
MARKED
CA9.7.5 All records relating to the licensing of Limitation Act 1980 Date licence expires + SECURE N NOT No previous reference
premises and activities (Section 2) 6 years DISPOSAL PROTECTIVELY
MARKED

June 2017
CA10 Pest Control
CA11 Registers (Consumer Affairs)
CA11.1 Property Register
CA11.1.1 Trading Standards: Property Register [listing Close of register + 6 SECURE N NOT CA11.1
all property seized in the course of Trading years DISPOSAL PROTECTIVELY
Standards enforcement action] MARKED
CA11.2 Animal and Poultry Registers
CA11.2.1 Trading Standards: Poultry Register (list of Until superseded by a SECURE N NOT No previous reference
poultry keepers) new version from DISPOSAL PROTECTIVELY
DEFRA MARKED
CA11.1.2 Trading Standards: Property used in End of case + 6 months Returned to N NOT CA4.11
prosecutions [listed in the Property Register] owner or PROTECTIVELY
SECURE MARKED
DISPOSAL
CA11.1.3 Trading Standards: Statements & Evidence: End of case + 6 months SECURE N NOT No previous reference
Evidence Management Spreadsheet DISPOSAL PROTECTIVELY
(Property Sheet Number) (EMS) MARKED
CA11.2 Animal and Poultry Registers
CA11.3 Equipment Registers
CA11.3.1 Trading Standards: Weights & Measures Last entry in register + SECURE N NOT No previous reference
Equipment Register 7 years DISPOSAL PROTECTIVELY
MARKED
CA11.3.2 Trading Standards: Local Standard weights & Operational use SECURE N NOT No previous reference
measures equipment list DISPOSAL PROTECTIVELY
MARKED
CA12 Kent County Council Act 2001
CA12.1 Kent County Council Act 2001
CA12.1.1 Trading Standards: Applications to register Date of registration + 4 SECURE N OFFICIAL CA12.1
under the Kent County Council Act years DISPOSAL
CA12.1.2 Trading Standards: Kent County Council Act Last action on file + 3 Offer to N OFFICIAL CA12.2
– general years then review Archives
CP Council Property
Reference Description Statutory Retention Period Action at End of Contains Indicative Notes Previous reference
Provisions Retention Personal Protective Marking numbers
Information

June 2017
Information
CP1 Farm Management
CP1.1 Smallholdings
CP1.1.1 All records relating to the Limitation Act Life of the smallholding + 6 years Offer to Archives Y OFFICIAL No previous reference
allocation and management of 1980 (Section 2)
smallholdings
CP2 Fleet Management
CP2.1 Fleet Management – Vehicles
CP2.1.1 The process of acquisition Limitation Act Disposal of the vehicle + 6 years SECURE N NOT CP7.1
and disposal of vehicles 1980 (Section 2) DISPOSAL PROTECTIVELY
through lease or purchase – MARKED
e.g. contracts/leases, quotes.
Approvals etc
CP2.1.2 The process of managing Limitation Act Disposal of the vehicle + 6 years SECURE N NOT CP7.2
allocation & maintenance of 1980 (Section 2) DISPOSAL PROTECTIVELY
vehicles – e.g. lists of who MARKED
was driving the vehicles and
when, maintenance etc
CP2.1.3 Service logs and vehicle logs Limitation Act Life of the vehicle then review SECURE N NOT CP7.3
1980 (Section 2) either to be retained for 6 years by DISPOSAL PROTECTIVELY
KCC or to be returned to lease MARKED
company
CP2.1.4 GPS tracking data relating to Limitation Act Date of journey + 6 years SECURE N NOT CP7.4
the vehicles 1980 (Section 2) DISPOSAL PROTECTIVELY
MARKED
CP3 Land Use and Property History
CP3.1 Building Design and Construction
CP3.1.1 Records relating to PFI The contractors will retain Responsibility for N NOT CP4.5
schools built as part of the ownership of these records as the destruction will PROTECTIVELY
BSF programme liability in the case of building not rest with KCC MARKED
defect will remain with contractor.
KCC will request copies of any
documents in which KCC has any
liability
CP3.1.2 School files These files are ongoing files and SECURE N NOT CP15.1
will be weeded on a routine basis. DISPOSAL PROTECTIVELY
There will be the current year plus MARKED
2 years on each file
CP3.1.3 Project files relating to the Limitation Act Last action on the project plus 6 SECURE N NOT CP15.2
technical aspects of building 1980 (Section 2) years DISPOSAL PROTECTIVELY
projects MARKED

June 2017
Information
CP3.1.4 Building inspection records Limitation Act Life of the building + 6 years SECURE N NOT CP15.9; CP3.1.6
1980 (Section 2) DISPOSAL PROTECTIVELY
MARKED
CP3.1.5 Kent County Council property Limitation Act Last date on file + 12 years Offer to Archives N NOT CP20.3; CP3.1.7
files 1980 (Section 8) PROTECTIVELY
MARKED
CP3.1.6 All records relating to the Building Control Issue of final certificate of Offer to Archives N NOT CP3.1.8
process of inspecting building Performance inspection + 10 years PROTECTIVELY
work for the purpose of Standards 2006 MARKED
insuring compliance
CP3.2 Disposal of Properties
CP3.2.1 Records relating to the Limitation Act Date property disposed of + 6 SECURE N NOT CP16.1
disposal of properties 1980 (Section 2) years DISPOSAL PROTECTIVELY
belonging to the authority MARKED
CP3.3 Distribution
CP3.3.1 All records relating to land Current year + 6 years N OFFICIAL No previous reference
use
CP3.4 Feasibility
CP3.4.1 Dover Mid Town Feasibility Current year + 11 years Offer to Archives N NOT CP6.1
PROTECTIVELY
MARKED
CP3.5 Property Asset Register
CP3.5.1 All records relating to the Permanent Offer to Archives N NOT CP3.5.2
history of individual land or PROTECTIVELY
property MARKED
CP3.6 Property Deeds
CP3.7 Property Valuations
CP3.7.1 Valuation of property Limitation Act End of use of property + 12 years SECURE N NOT CP29.1
MARKED
CP3.8 Surveys
CP3.8.1 School Condition Surveys Limitation Act Date of survey + 6 years SECURE N NOT CP23.3
MARKED
CP3.8.2 Building Surveys Limitation Act Termination of the use of the SECURE N NOT CP36.1
1980 (Section 8) building + 12 years DISPOSAL PROTECTIVELY
MARKED
CP3.9 Acquisitions
CP3.9.1 Property acquisitions made Ownership of the Building [to be Offer to Archives N NOT CP11.1
on behalf of the Mental Health reviewed every five years] PROTECTIVELY
Service MARKED

June 2017
Information
CP4 Property Management
CP4.1 Accessibility
CP4.2 Asbestos Register
CP4.2.1 Strategic Asset Review - The Control of Permanent N NOT CP32.1
Asbestos Asbestos PROTECTIVELY
Regulations 2006 MARKED
SI 2006 2739
CP4.3 Car Parking
CP4.4 Certification
CP4.4.1 Electrical installation Limitation Act Whole life of the installation + 6 SECURE N NOT CP15.8
certificates relating to 1980 (Section 2) years DISPOSAL PROTECTIVELY
individual properties MARKED
CP4.4.2 Fire Certificates The Regulatory Date certificate expires + 6 years DESTROY N NOT CP35.1
Reform (Fire PROTECTIVELY
Safety) Order MARKED
2005
CP4.5 Energy Management
CP4.5.1 All records relating to energy Current year + 6 years SECURE N NOT No previous reference
management in council DISPOSAL PROTECTIVELY
buildings MARKED
CP4.6 Equipment
CP4.6.1 Records relating to the testing Limitation Act Date of next test + 4 years SECURE N NOT CP4.10; CP4.9.7
of equipment such as fire 1980 (Section 11) DISPOSAL PROTECTIVELY
extinguishers and PAT testing MARKED
CP4.6.2 Instruction manuals, service Limitation Act Last use of the equipment + 6 SECURE N NOT CP8.1; CP4.9.10
agreements and maintenance 1980 (Section 2) years DISPOSAL PROTECTIVELY
records for individual pieces MARKED
of equipment
CP4.6.3 Inventory of equipment HMRC - Date of inventory + 6 years SECURE N NOT CP9.1; CP4.9.11
Compliance DISPOSAL PROTECTIVELY
Handbook Manual MARKED
CH15400
CP4.7 Health and Safety
CP4.8 Planned Maintenance
CP4.8.1 Contracts for work to Limitation Act Last action on the contract plus 6 SECURE N NOT CP15.6
premises 1980 (Section 2); years if contract is under hand 12 DISPOSAL PROTECTIVELY
Limitation Act years if contract is under seal MARKED
1980 (Section 8)
CP4.8.3 Maintenance Agreements Limitation Act End of agreement + 6 years SECURE N NOT CP23.4
MARKED

June 2017
Information
CP4.8.4 Records relating to all Limitation Act Date of work + 6 years SECURE N NOT CP23.5
planned maintenance of 1980 (Section 2) DISPOSAL PROTECTIVELY
council properties MARKED
CP4.8.2 Maintenance logs for schools Limitation Act Date school closed + 6 years SECURE N NOT CP23.2
which have closed 1980 (Section 2) DISPOSAL PROTECTIVELY
MARKED
CP4.9 Property Services
CP4.9.01 Premises files including floor Limitation Act Life of KCC’s ownership of the Offer to Archives N NOT CP15.5
plans, major works and other 1980 (Section 2) building plus a minimum of 6 years PROTECTIVELY
records MARKED
CP4.9.02 Cleaning Contracts and Limitation Act Last action on the contract + 6 SECURE Y NOT CP4.2
Specifications 1980 (Section 2); years if contract is under hand; 12 DISPOSAL PROTECTIVELY
Limitation Act years if contract is under seal MARKED
1980 (Section 8)
CP4.9.03 Plans concerning office and Most recent version replaces SECURE N NOT CP4.4
furniture layouts predecessors DISPOSAL PROTECTIVELY
MARKED
CP4.9.04 Estates Management Limitation Act Current year + 6 years Offer to Archives N NOT CP4.6
1980 (Section 2) PROTECTIVELY
MARKED
CP4.9.05 Records relating to the These records should be reviewed Offer to Archives N NOT CP21.1; CP4.9.13
leasing of schools deposited in July 2018 PROTECTIVELY
in the Records Management MARKED
Service
CP4.9.06 Technical Services Closure of file + 5 years SECURE N NOT CP23.1; CP4.9.14
documentation – Property DISPOSAL PROTECTIVELY
Group MARKED
CP4.9.07 Property files [one file per Limitation Act Life of the building + 6 years SECURE N NOT CP26.1; CP4.9.16
school] 1980 (Section 2) DISPOSAL PROTECTIVELY
MARKED
CP4.10 Refurbishment
CP4.10.1 Home Improvement Grants HMRC - Last payment on grant + 6 years SECURE Y OFFICIAL - CP25.1
Compliance DISPOSAL SENSITIVE
Handbook Manual
CH15400
CP4.10.2 All records relating to the Limitation Act Date refurbishment completed + 6 SECURE N NOT No previous reference
refurbishment of buildings in 1980 (Section 2) years DISPOSAL PROTECTIVELY
Council ownership MARKED
CP4.11 Responsive Maintenance
CP4.11.1 Work orders and other Limitation Act Date work completed + 6 years SECURE N NOT CP26.2
documents relating to the 1980 (Section 2) DISPOSAL PROTECTIVELY
responsive maintenance of MARKED
council properties

June 2017
Information
CP4.12 Security
CP4.12.1 CCTV footage of council Until overwritten unless used in SECURE Y NOT CP4.11
properties legal case in which case the CCTV DISPOSAL PROTECTIVELY
footage will become part of the MARKED
case file
CP4.13 Service Level Agreements
CP4.14 Usage Statistics
CS Children’s Services
Reference Description Statutory Provisions Retention Period Action at End Contains Indicative Notes Previous reference
of Retention Personal Protective Marking numbers
Information
CS1 Children's Social Services
CS1.1 Looked After Children
CS1.1.1 Looked After Children: Records Children Act 1989: Retain in Area for 2 years from SECURE Y OFFICIAL - CS8.5
on children who are in the care of Sections 31, 38, 44 date of last contact, and then DISPOSAL SENSITIVE
KCC (i.e. subject to an Order transfer all records to the
under the Children Act or who are Records Management Service
accommodated by KCC) for retention until the person
reaches the age of 75. If the
child /young person dies
before the age of 18 retain for
15 years from their date of
death.

June 2017
Information
CS1.1.2 Register of Children Placed: This Arrangements for Records for Children placed by SECURE Y OFFICIAL - CS8.6
category refers to any information Placement of Children other authorities, but who do DISPOSAL SENSITIVE
held by KCC on Looked After Regulations 1991 not receive any services from
Children who are the Regulation 10 (SI KCC, should be retained at
responsibility of other local 1991/890) Headquarters (by the
authorities and have been placed appropriate Administrative
in Kent Officer in the Performance
Monitoring Unit) until they
reach the age of 18. Unless
they receive any services from
KCC, in which case the
retention period will be
dependent on the service
provided.
CS1.1.3 After Care: Records of young The Children (Leaving Retain in Area for 2 years from SECURE Y OFFICIAL - CS8.7
people who are provided with an Care) Act 2000 date of last contact, and then DISPOSAL SENSITIVE
after-care service under the transfer all records to the
Children Act This applies to any Records Management Service
records kept relating to the after for retention until the person
care of young people who were reaches the age of 75.
previously looked after either by
KCC or another local
authority/agency
CS1.1.4 Pupil Premium Grant (formerly Care Matters 2007; If successful date of SECURE Y OFFICIAL - CS8.3
Personal Education Allowance) - Children Act 2004 Section application + 6 years; if DISPOSAL SENSITIVE
Applications for Looked After 52 unsuccessful date of
Children application + 1 year
CS1.1.5 Records relating to Looked After Children Act 2004 Section To be held by the Virtual SECURE Y OFFICIAL - CS8.8
Children maintained by the Virtual 52 Schools Kent team for 2 years DISPOSAL SENSITIVE
Schools Kent team from last contact and then
send back to be included on
the main child's file.
CS1.1.6 Virtual Schools Kent: Electronic Kent PEP Guidance 2009 To be retained as part of the SECURE Y OFFICIAL - No previous reference
Personal Education Plans (PEP) Looked After Child file DISPOSAL SENSITIVE
CS1.1.7 Virtual Schools Kent: All records Care Matters 2007; Membership of the Children in SECURE Y OFFICIAL - No previous reference
relating to the administration of Children Act 2004 Section Care Council + a minimum of 7 DISPOSAL SENSITIVE
the Children in Care Council 52 years
Forum

June 2017
Information
CS1.1.8 Pupil records for Looked After Care Matters 2007; Pupil record returned to Virtual SECURE Y OFFICIAL - No previous reference
Children who have been adopted Children Act 2004 Section Schools Kent for birth family DISPOSAL SENSITIVE
52 data to be removed, new UPN
issued and the file sent to the
new school
CS1.1.9 Virtual Schools Kent: Reports Care Matters 2007; Current year + 1 year SECURE Y OFFICIAL - No previous reference
from Management Information Children Act 2004 Section DISPOSAL SENSITIVE
Unit relating to Looked After 52
Children
CS1.1.10 Finance and Procurement: HMRC - Compliance Current year + 6 years Y OFFICIAL - No previous reference
Financial Services: Payments: All Handbook Manual SENSITIVE
records relating to the CH15400
administration of the foster
payments system including short
breaks payments
CS1.1.11 Information Resilience and PERMANENT PERMANENT Y OFFICIAL - No previous reference
Transparency Team: Card index SENSITIVE
relating to all looked after children
prior to the introduction of
electronic systems
CS1.1.12 Scanned invoices relating to the Current year + 1 year SECURE N OFFICIAL FN9.7; FN4.1.29
funding of the placement of DISPOSAL
looked after children by the
voluntary and community sector
where the original has been sent
to Exchequer Services for
payment
CS1.2 Fostering (Private)
CS1.2.1 Private Foster Care: Children The Children (Private Retain in Area for 2 years from SECURE Y OFFICIAL - CS3.1
fostered by private arrangement Arrangements for date of last contact, and then DISPOSAL SENSITIVE
supervised by KCC Fostering) Regulations transfer all records to the
2005; Children Act 2004 Records Management Service
Section 44 for retention until the person
reaches the age of 75.

June 2017
Information
CS1.3 Adoption
CS1.3.1 Adoption Records: Children who Disclosure of Adoption Retain in Area for 2 years from Offer to Y OFFICIAL - CS1.1
are adopted through the Kent Information (Post- date of adoption order, or date Archives SENSITIVE
Adoption Agency or placed by Commencement of last contact, and then
another agency where KCC staff Adoptions) Regulations transfer for at least 100 years
have undertaken inquiries 2005 section 6 (Note: This retention period
Includes all records held in only applies to adoptions on or
connection with an adoption or after 30th December 2005. For
later counselling of adopted adoptions prior to this date the
persons (Both those placed by previous retention period of 75
KCC and those placed by other years will still apply)
agencies that approach KCC for
counselling services)
CS1.3.2 Records relating to children Return to placing agency when Y OFFICIAL - CS1.2
placed by other agencies in Kent contact with adoptive family SENSITIVE
(Welfare Supervision) has ceased
CS1.3.3 Adoption Panel Records Disclosure of Adoption Date of adoption order + 100 Offer to Y OFFICIAL - CS1.3
Information (Post- years Archives SENSITIVE
Commencement
Adoptions) Regulations
2005 section 6
CS1.3.4 Records relating to the Adoption Local Government Act Date of the meeting of the SECURE Y OFFICIAL - D2.18; D2.2.10
and Special Guardianship 1972 s100b Local Board + a minimum of 6 years DISPOSAL SENSITIVE
Finance Support Board Authorities (Executive then review
Arrangements) (Access to
Information) (England)
Regulations 2000
CS1.4 Children In Need
CS1.4.1 All Other Records relating to Retain in Area for 2 years SECURE Y OFFICIAL - CS9.1
Children and Young People from date of last contact, and DISPOSAL SENSITIVE
Records of children and young then transfer all records to the
people who don’t fall into any of Records Management Service
the above categories, including for retention until the person
Children in Need, and general reaches the age of 25.
papers where a file has not been
opened

June 2017
Information
CS1.4.2 Preventative Services (including Every Child Matters: Date of birth + 25 years SECURE Y OFFICIAL CS9.4; CS1.4.4
Common Assessment Change for Children DISPOSAL
Framework) pupil files Section 3.30; Children Act
2004
CS1.4.3 Multi Agency Therapeutic records Date of birth + 75 years SECURE Y OFFICIAL - CS9.5; CS1.4.5
relating to children and their DISPOSAL SENSITIVE
families
CS1.5 Children with a Disability
CS1.5.1 Children with Disability Retain in Area until the person SECURE Y OFFICIAL - CS31.1
reaches the age of 18, or 2 DISPOSAL SENSITIVE
years from date of last contact,
whichever is the longer To
destroy or archive the If the
person continues to receive a
service from KCC as an adult,
the records should be
transferred to the relevant
team in Adult Services file(s) at
this point would lose valuable
information for the individual
CS1.5.2 Physical and Sensory Service – Education Act 2011 Date of birth + 25 years SECURE Y OFFICIAL - CS31.2
Hearing Impaired – case files DISPOSAL SENSITIVE
Visually Impaired – case files DISPOSAL SENSITIVE
Physical Disability – case files DISPOSAL SENSITIVE
CS1.5.5 Register of Children with a Date of last contact + 2 years SECURE Y OFFICIAL - CS1.5.6
Disability DISPOSAL SENSITIVE
CS1.6 Children's Centres
CS1.6.1 Children's Centres: Registration Date entered on the system + SECURE Y OFFICIAL - CS38.1.1.
Forms 3 months DISPOSAL SENSITIVE
CS1.6.2 Client files containing contact Where possible all this SECURE Y OFFICIAL CS38.1.2.
sheet, detailed record sheet and information should be attached DISPOSAL
referrals where there is no child to the electronic record on the
protection information system. Where paper records
are held the file should be
reviewed once the child has
reached 6 years of age

June 2017
Information
CS1.6.3 Client files containing contact Where possible all this SECURE Y OFFICIAL - CS38.1.3.
sheet, detailed record sheet and information should be attached DISPOSAL SENSITIVE
referrals where there is child to the electronic record on the
protection information system. Where paper records
are held the file should be
reviewed to ensure that all
child protection information
has been included in the
principal social care file.
CS1.6.4 E-Start Database containing Information is archived and SECURE Y OFFICIAL - CS38.1.4.
information about children and made inactive; records not DISPOSAL SENSITIVE
parents in contact with SureStart deleted from system
CS1.6.5 Client files held in Childrens' Date of Birth + 25 years SECURE Y OFFICIAL - CS38.1.5
Centres which do notfall under DISPOSAL SENSITIVE
any other category
CS1.6.6 Project documentation relating to Limitation Act 1980 Last action on project + 6 Offer to N NOT CS38.5
Children’s Centre projects (Section 2) years Archives PROTECTIVELY
including summary of service MARKED
documentation
CS1.6.7 Sure Start Children’s Centres – Principal Copies: Minimum of 4 SECURE N OFFICIAL CS38.6.1
Sub Group and Advisory Board years then review Operational DISPOSAL
meetings Copies: Destroy at the end of
administrative use
CS1.6.8 Preventative Services: Kent Limitation Act 1980 Where the Children's Centre is SECURE Y OFFICIAL - No previous reference
Integrated Family Support (Section 2) not the MARAC coordinator DISPOSAL SENSITIVE
Service: 0-11 Children’s Centres: then the records should be
Records relating to Multi Agency kept for a minimum of 6 years
Risk Assessment Conferences from date of last contact. If the
(Relation to Domestic Abuse) Children's Centre is the
MARAC coordinator then the
records will be kept in line with
MARAC requirements

June 2017
Information
CS1.6.9 Preventative Services: Kent Limitation Act 1980 Current year + 6 years SECURE Y OFFICIAL No previous reference
Integrated Family Support (Section 2) DISPOSAL
Service: 0-11 Children’s Centres:
Records relating to evaluations
connected to groups and services
delivered to families. This will
include details of families,
progress, achievements etc.
CS1.6.10 Preventative Services: Kent Limitation Act 1980 Current year + 6 years SECURE Y NOT No previous reference
Integrated Family Support (Section 2) DISPOSAL PROTECTIVELY
Service: 0-11 Children’s Centres: MARKED
Visitors Signing in sheets
CS1.6.11 Preventative Services: Kent Add to E-Start then destroy SECURE Y OFFICIAL No previous reference
Integrated Family Support DISPOSAL
Service: 0-11 Children’s Centres:
Attendance Registers
CS1.7 Early Years Provision
CS1.7.1 The name, home address and Statutory Framework for Closure of setting + 50 years SECURE Y OFFICIAL CS33.1.1
date of birth of each child who is the Early Years [These could be required to DISPOSAL
looked after on the premises Foundation Stage May show whether or not an
2008 p38 individual child attended the
setting in a child protection
investigation]
CS1.7.2 The name, home address and Statutory Framework for If this information is kept in the SECURE Y OFFICIAL CS33.1.2
telephone number of a parent of the Early Years same book or on the same DISPOSAL
each child who is looked after on Foundation Stage May form as in CS1.7.1 then the
the premises 2008 p38 same retention period should
be used as in CS1.7.1.If the
information is stored
separately, then destroy once
the child has left the setting
(unless the information is
collected for anything other
than emergency contact)

June 2017
Information
CS1.7.3 The name, address and Statutory Framework for Closure of setting + 50 years SECURE Y OFFICIAL CS33.1.3
telephone number of any person the Early Years [These could be required to DISPOSAL
who will be looking after children Foundation Stage May show whether or not an
on the premises 2008 p40 individual employee was
employed by the setting in a
child protection investigation]
CS1.7.4 A daily record of the names of Statutory Framework for The regulations say that these SECURE Y OFFICIAL CS33.1.4
children looked after on the the Early Years records should be kept for 2 DISPOSAL
premises, their hours of Foundation Stage May years (SI20031996 7(1b)) If
attendance and the names of the 2008 p40 these records are likely to be
persons who looked after them needed in a child protection
setting then the records should
be retained for closure of
setting + 50 years
CS1.7.5 A record of accidents occurring Statutory Framework for Date of birth of the child SECURE Y OFFICIAL - CS33.1.5
on the premises and incident the Early Years involved in the accident or the DISPOSAL SENSITIVE
books relating to other incidents Foundation Stage May incident + 25 years If an adult
2008 p26 is injured then the accident
book must be kept for 7 years
from the date of the incident
CS1.7.6 A record of any medicinal product Statutory Framework for Date of birth of the child being SECURE Y OFFICIAL - CS33.1.6.
administered to any child on the the Early Years given/taking the medicine + 25 DISPOSAL SENSITIVE
premises, including the date and Foundation Stage May years
circumstances of its 2008 p26
administration, by whom it was
administered, including medicinal
products which the child is
permitted to administer to himself,
together with a record of parent’s
consent
CS1.7.7 Records of transfer One copy is to be given to the SECURE Y OFFICIAL CS33.1.7
parents, one copy transferred DISPOSAL
to the Primary School where
the child is going

June 2017
Information
CS1.7.8 The name and address and Statutory Framework for Closure of setting + 50 years SECURE Y OFFICIAL CS33.2.1
telephone number of the the Early Years [These could be required to DISPOSAL
registered person and every other Foundation Stage May show whether or not an
person living or employed on the 2008 p26 individual was employed by
premises the setting in a child protection
investigation]
CS1.7.9 A statement of the procedure to Statutory Framework for Procedure superseded + 7 SECURE N NOT CS33.2.2
be followed in the event of a fire the Early Years years DISPOSAL PROTECTIVELY
or accident Foundation Stage May MARKED
2008 p34
CS1.7.10 A statement of the procedure to Statutory Framework for Procedure superseded + 7 SECURE N NOT CS33.2.3
be followed in the event of a child the Early Years years DISPOSAL PROTECTIVELY
being lost or not collected Foundation Stage May MARKED
2008 p23
CS1.7.11 A statement of the procedure to Statutory Framework for Until superseded SECURE N NOT CS33.2.4
be followed where a parent has a the Early Years DISPOSAL PROTECTIVELY
complaint about the service being Foundation Stage May MARKED
provided by the registered person 2008 p23
CS1.7.12 A statement of the arrangements Statutory Framework for Closure of setting + 50 years SECURE N NOT CS33.2.5
in place for the protection of the Early Years [These could be required to DISPOSAL PROTECTIVELY
children, including arrangements Foundation Stage May show whether or not an MARKED
to safeguard the children from 2008 p22 individual child attended the
abuse or neglect and procedures setting in a child protection
to be followed in the event of investigation]
allegations of abuse or neglect
CS1.7.13 Portfolio of work, observations To be sent home with the child SECURE Y NOT CS33.1.8
and so on DISPOSAL PROTECTIVELY
MARKED
CS1.7.14 Birth certificates Once the setting has had sight Y OFFICIAL CS33.1.9
of the birth certificate and
recorded the necessary
information the original can be
returned to the parents There
is no requirement to keep a
copy of the birth certificate
CS1.7.15 Working papers relating to Limitation Act 1980 Last action on project + 6 Offer to N NOT CS33.5.1
Sustainability and Development (Section 2) years Archives PROTECTIVELY
projects (other than funding MARKED
documentation)
June 2017
Information
CS1.7.16 Questionnaires to providers about Date of closure of provision + SECURE Y OFFICIAL CS33.6.1
levels of access to the CIS 1 year DISPOSAL
database
CS1.7.17 Information about providers on Date of closure of provision + SECURE Y NOT CS33.6.2
CIS database 1 year DISPOSAL PROTECTIVELY
MARKED
CS1.7.18 Records relating to parents Once query has been run SECURE Y OFFICIAL CS33.6.3
requesting information about DISPOSAL
provision where consent has not
been given to retain information
CS1.8 Asylum (Unaccompanied Minors)
CS1.8.1 Records created and managed by Children Act 1989: Date of birth + 75 years SECURE Y OFFICIAL - CS40.2; CS1.8.2
the Asylum Transition Teams Sections 31, 38, 44 DISPOSAL SENSITIVE
CS1.8.2 Office diaries created by the Current year + 3 years SECURE N NOT CS40.4; CS1.8.4
Asylum Transition Teams DISPOSAL PROTECTIVELY
MARKED
CS1.9 Family Group Conference
CS1.9.1 Records created by the Family Framework for the Retain in FGC team for 1 year Not applicable Y OFFICIAL - CS9.3; CS1.4.3
Group Conference Service Assessment of Children in then placed in sealed envelope SENSITIVE
Need and their Families on the client file of the
(Department of Health youngest child involved in the
2000) conference and cross
referenced on the files of all
other children involved in the
conference
CS1.9.2 Family Group Conference Framework for the This is intended to be a SECURE Y OFFICIAL - CS9.7; CS1.4.7
Service: Database of family Assessment of Children in dynamic resource and will be DISPOSAL SENSITIVE
member contacts Need and their Families cleansed and updated on a
(Department of Health routine basis
2000)
CS1.9.3 Family Group Conference Date of file audit + 3 years SECURE N OFFICIAL - MN24.19; MN7.3.5;
Service: File audit recording DISPOSAL SENSITIVE CS1.4.8
sheets
CS1.9.4 Family Group Conference: Date of questionnaire + 3 SECURE N OFFICIAL - MN24.20; MN7.3.6;
Feedback Questionnaires years DISPOSAL SENSITIVE CS1.4.9

June 2017
Information
CS2 Safeguarding (Children)
CS2.1 Child Protection
CS2.1.1 Child Protection Records of Children Act 1999; Retain in Area for 2 years from Y SECURE OFFICIAL - CS7.4
children who have been the Children Act 2004 date of last contact, and then DISPOSAL SENSITIVE
subject of a Child Protection transfer all records to the
Conference whether or not they Records Management Service
are placed on the Child Protection for retention until the person
Register reaches the age of 40. In
exceptional cases, records
may be retained beyond this
period on the authorisation of a
District Manager, where they
are still relevant for the
protection of children eg
continued involvement with an
extended family.
CS2.1.2 Records relating to child Children Act 2004 Date of birth + 85 years Y SECURE OFFICIAL - CS7.1
protection in schools held by the DISPOSAL SENSITIVE
Local Authority including
consultation forms and allegation
forms
CS2.1.3 Records of child protection Information These records should not Y SECURE OFFICIAL - CS7.6
allegations about workers who Commissioner Code of normally be retained once an DISPOSAL SENSITIVE
have been investigated and found Practice: Employment investigation has been
to be without substance Records 2002. “Child completed. There are some
Protection Procedures for exceptions to this where for its
Managing Allegations own protection the employer
Against Staff within has to keep a limited record
Schools and Education that an allegation was received
Services” (September and investigated, for example
2008) p17 where the allegation relates to
abuse and the worker is
employed to work with children
or other vulnerable adults
CS2.1.4 Outcome of a child protection Safeguarding Children in Until the person has reached Y SECURE OFFICIAL - CS7.7
allegation made against a staff Education Guidelines: normal retirement age or for a DISPOSAL SENSITIVE
member Dealing with Allegations period of 10 years from the
of Abuse against date of the allegation is that is
Teachers and Other Staff longer
Safeguarding Children in
Education and Safer
Recruitment 2007 Para
5.1

June 2017
Information
CS2.1.5 Kent Safeguarding Children's Limitation Act 1980 Current year + 6 years Y SECURE OFFICIAL - No previous reference
Board: Database relating to (Section 2) DISPOSAL SENSITIVE
children who have died in Kent
CS2.1.6 All records relating to Serious Date report issued + 15 years Y SECURE OFFICIAL - No previous reference
Case Reviews (including the final then review DISPOSAL SENSITIVE
report)
CS2.1.7 Kent Safeguarding Children's Limitation Act 1980 Current year + 6 years Y SECURE OFFICIAL - MN4.2.20
Board: Records relating to the (Section 2) DISPOSAL SENSITIVE
administration of meetings of the
board and the sub groups
associated with the board
CS2.1.8 Practice Development: Audit and Date report issued + 15 years Y SECURE OFFICIAL - No previous reference
Tracking Reports then review DISPOSAL SENSITIVE
CS2.2 Child Protection Register
CS2.2.1 Child Protection Register Children Act 2004 Permanent N OFFICIAL - CS24.1
SENSITIVE
CS2.3 Register of Persons Posing a Risk to Children
CS2.3.1 Register of People Posing a Risk Children and Young Retain in Area for 5 years from SECURE Y OFFICIAL - CS7.5
to Children Persons Act 1933 notification and then transfer DISPOSAL SENSITIVE
all records to the Records
Management Service for
retention until 75 years from
date of caution or conviction
CS2.3.2 People cautioned/convicted of Children and Young Retain in Area for 5 years from SECURE N OFFICIAL - CS25.1
Offences against Children Persons Act 1933 notification and then transfer DISPOSAL SENSITIVE
all records to the Records
Management Service for
retention until 75 years from
date of caution or conviction
CS2.4 Contact Point (Obsolete)
CS2.4.1 Contact Point Monthly usage Children Act 2004 Minimum of 6 months SECURE N OFFICIAL - CS20.2
audit sign off sheets Information Database DISPOSAL SENSITIVE
(England) Regulations
2007
CS2.4.2 Contact Point User Records Children Act 2004 Termination of employment + SECURE Y OFFICIAL - CS20.3
Information Database 7 years DISPOSAL SENSITIVE
2007
CS2.4.3 Contact Point Log Book Children Act 2004 Termination of employment + SECURE Y OFFICIAL CS20.4
Information Database 7 years DISPOSAL
2007

June 2017
Information
CS2.4.4 Details about individual young Children Act 2004 Date of birth + 24 years for SECURE Y OFFICIAL - CS20.5
people Information Database living young people. If the DISPOSAL SENSITIVE
(England) Regulations young person dies before the
2007 age of 18 then the record will
be archived 1 year after the
date of death. Looked after
Children or those with
disabilities will remain live until
for DOB + 25 years with
consent.
CS2.4.5 Contact Point - Operational Children Act 2004 Current year + 6 years SECURE N NOT CS20.6
Agreement Information Database DISPOSAL PROTECTIVELY
(England) Regulations MARKED
2007
CS2.4.6 Contact Point - Annual Children Act 2004 Minimum of 3 years SECURE N NOT CS20.7
Compliance Certificates Information Database DISPOSAL PROTECTIVELY
(England) Regulations MARKED
2007
CS3 Residential Services (Children)
CS3.1 Children's Residential Services - Operational Management of Residential Homes
CS3.1.1 Records relating to children The English Children's a) kept securely in the SECURE Y OFFICIAL - CS23.1
accommodated in residential Homes Regulations 2001 children's home so long as the DISPOSAL SENSITIVE
homes (2001 No 3967) child to whom it relates is
accommodated there; and (b)
thereafter retained in a place
of security, for at least
seventy-five years from the
date of birth of the child to
whom it relates or, if the child
dies before attaining the age of
18, for a period of fifteen years
from the date of his death
CS3.1.2 Yearly diaries The English Children's Last entry in the diary + 75 SECURE Y OFFICIAL SC/CH5 CS23.2
Homes Regulations 2001 years then review DISPOSAL
(2001 No 3967)
CS3.1.3 A record of any medicinal product Limitation Act 1980 Date of birth of the child taking SECURE Y OFFICIAL - SC/CH6 CS23.3
administered to any child on the (Section 2) the medicine + 25 years DISPOSAL SENSITIVE
premises, including the date and
circumstances of its
administration, by whom it was
administered, including medicinal
products which the child is
permitted to administer to himself

June 2017
Information
CS3.1.4 Log books for children’s The English Children's Last date in the log book + 75 SECURE Y OFFICIAL - SC/CH8 CS23.4
residential homes Homes Regulations 2001 years DISPOSAL SENSITIVE
(2001 No 3967)
CS3.1.5 Incident books for children’s Limitation Act 1980 Date of birth of children SECURE Y OFFICIAL - SC/CH9 CS23.5
residential homes (Section 2) involved in incident + 25 years DISPOSAL SENSITIVE
CS3.1.6 Admission and Discharge The English Children's Last date in register + 75 years Offer to Y OFFICIAL - SC/CH10 CS23.6
Registers for children’s residential Homes Regulations 2001 Archives SENSITIVE
homes (2001 No 3967)
CS3.1.7 Building inspection records Building Control Date of inspection + 10 years SECURE N NOT SC/CH11 CS23.7
relating to children’s residential Performance Standards then review DISPOSAL PROTECTIVELY
homes 2006 MARKED
CS3.1.8 Equipment inspection records Limitation Act 1980 Date equipment destroyed + 6 SECURE N NOT SC/CH12 CS23.8
relating to children’s residential (Section 2) years DISPOSAL PROTECTIVELY
homes MARKED
CS3.1.9 Signing in sheets for children’s Limitation Act 1980 Date of visit + 7 years SECURE Y NOT SC/RPH14 CS23.9
residential homes (Section 2) DISPOSAL PROTECTIVELY
MARKED
CS3.1.10 Minutes and reports of meetings The English Children's Date of last meeting in the SECURE Y OFFICIAL SC/RPH8 D2.13; CS3.1.20
held in Childrens’ Homes Homes Regulations 2001 book + 75 years DISPOSAL
(2001 No 3967)
CS3.1.11 Unit planners created by Current year + 1 year then SECURE N NOT SC/RPH15 CS3.1.19
children's residential homes review DISPOSAL PROTECTIVELY
MARKED
CS3.1.12 Shift logs and staff rotas The English Children's Date of shift + 75 years SECURE Y OFFICIAL CS23.18; CS3.1.18
Homes Regulations 2001 DISPOSAL
(2001 No 3967)
CS3.1.13 Fridge/food temperature checks Kent County Council's Date of check + 6 months SECURE N NOT CS23.17; CS3.1.17
carried out in the kitchens in Food Hygiene Policy and DISPOSAL PROTECTIVELY
residential homes Procedures Document MARKED
CS3.1.14 Residential Home – Fire Drill Limitation Act 1980 Date of fire drill + 6 years SECURE N NOT SC/RPH16 CS23.14
records (Section 2) DISPOSAL PROTECTIVELY
MARKED
CS3.1.15 Records created by the Asylum Limitation Act 1980 Current year + 8 years SECURE N NOT SC/ASY/EK5 CS23.15
Unit Transition team relating to (Section 2) DISPOSAL PROTECTIVELY
accommodation in East Kent MARKED
CS3.1.16 Inspections under Regulation 34 The English Children's Date of inspection + 75 years SECURE Y NOT CS23.16
of the Children's Home Homes Regulations 2001 DISPOSAL PROTECTIVELY
Regulations 2001 (2001 No 3967) MARKED
CS3.2 Children's Residential Services – Appledore
CS3.2.1 Appledore Children’s Home – Limitation Act 1980 Date of last entry in log + 6 SECURE Y NOT SC/ASY2/APP16 CS23.10; CS3.1.10
Clothing Log (Section 2) years DISPOSAL PROTECTIVELY
MARKED

June 2017
Information
CS3.2.2 Appledore Children’s Home – Limitation Act 1980 Date of last incident in file + 4 SECURE Y NOT SC/ASY2/APP17 CS23.11; CS3.1.11
health and safety information (Section 11) years then review DISPOSAL PROTECTIVELY
MARKED
CS3.2.3 Appledore Children’s Home – The English Children's Date of last entry in the book + SECURE Y OFFICIAL - SC/ASY2/APP19 CS23.12; CS3.1.12
residents’ move book Homes Regulations 2001 75 years DISPOSAL SENSITIVE
(2001 No 3967)
CS3.2.4 Appledore Children’s Home – Limitation Act 1980 Date of last entry + 6 years SECURE Y OFFICIAL - SC/ASY2/APP20 CS23.13; CS3.1.13
message book (Section 2) then review DISPOSAL SENSITIVE
CS4 Youth Justice
CS4.1 Case Management
CS4.1.1 Children and Young People Advice on Information Retain in Area for 5 years from SECURE Y OFFICIAL - CS29.1
subject to Supervision Orders to Management in Youth date of last contact DISPOSAL SENSITIVE
KCC Supervision Orders Offending Teams
(England) [Youth Justice
Board 2011]
CS4.1.2 Records of Young Offenders held Advice on Information Retain in Area until the person SECURE Y OFFICIAL - CS29.2
by Youth Offending Teams Management in Youth reaches the age of 21. In DISPOSAL SENSITIVE
Offending Teams exceptional cases, records
(England) [Youth Justice may be retained beyond this
Board 2011] period on the authorisation of
an Area Youth Justice
Manager
CS4.1.3 Records of Referral Panel Advice on Information Retain in Area for 2 years from SECURE Y OFFICIAL CS29.3
Members, including those who Management in Youth date of last contact DISPOSAL
have been rejected Offending Teams
Board 2011]
CS4.1.4 Records of Appropriate Adults Advice on Information Retain in Area for 3 years from SECURE Y OFFICIAL CS29.4
Management in Youth date of last contact DISPOSAL
Offending Teams
Board 2011]
CS4.1.5 Youth Justice – Statutory Court Advice on Information Date of Birth + 21 years [the SECURE Y OFFICIAL - CS29.5
Files Management in Youth outcomes are added to DISPOSAL SENSITIVE
Offending Teams Careworks and the
(England) [Youth Justice documentation is added to the
Board 2011] court file]
CS5 Education Services (Local Authority)
CS5.1 Admissions and Appeals
CS5.1.1 Admissions – if the admission is School Admissions Code Date of admission + 1 year SECURE Y OFFICIAL EL/ADM1 CS4.1
successful 2012 DISPOSAL
CS5.1.2 Admissions – if the appeal is School Admissions Resolution of case + 1 year SECURE Y OFFICIAL EL/ADM2 CS4.2
unsuccessful Appeals Code 2012 DISPOSAL
June 2017
Information
CS5.1.3 Admissions – Secondary Schools School Admissions Code Current year + 1 year SECURE Y OFFICIAL EL/ADM3 CS4.3
– Casual 2012 DISPOSAL
CS5.1.4 Admissions Policies School Admissions Code Date of policy + 5 years Offer to N NOT CM/PP/CFE1 CS4.4
2012 Archives PROTECTIVELY
MARKED
CS5.1.5 Procedure for Entrance to School Admissions Code Date of admission + 5 years SECURE Y OFFICIAL EL/ADM9 CS4.5
Secondary Education (PESE) – 2012 then review DISPOSAL
PESE 3 and PESE 4 forms
CS5.1.6 Admissions data entered on the Records can not be deleted SECURE Y OFFICIAL IM/COR/ADM1; CS4.6
IMPULSE database including all from the IMPULSE system. DISPOSAL IM/COR/AMD2
paper based correspondence Correspondence will be kept
for 3 years then reviewed
CS5.1.7 School Admissions Appeals School Admissions Date the appeal process SECURE Y OFFICIAL ES3.1
Appeals Code 2012 resolved + 2 years DISPOSAL
CS5.1.8 Home to School Transport Reference purposes until the SECURE Y OFFICIAL ES3.2
Appeals child reaches Year 13 in case DISPOSAL
of involvement by the Local
Government Ombudsman
CS5.1.9 Admissions – 11+ papers School Admissions Code Current year + 1 year SECURE N OFFICIAL EL/ADM4 ES5.1
2012 DISPOSAL
CS5.1.10 Admissions and Transport Day Current year + 3 years then SECURE Y OFFICIAL MN4.1.5
Files of correspondence with review in case of involvement DISPOSAL
members and others by the Local Government
Ombudsman
CS5.1.11 Pupil Educational Record DOB of pupil + 25 years SECURE Y OFFICIAL EL/PF No previous reference
DISPOSAL
CS5.2 Attendance and Educational Welfare
CS5.2.1 Records relating to individual Limitation Act 1980 Retain in area until child SECURE Y OFFICIAL EL/PF2 CS6.1
children created by the (Section 2) reaches Year 11 then send to DISPOSAL
Attendance and Behaviour MRC until child reaches 25
Service held in the Area Office years
CS5.2.2 Records created by the District Limitation Act 1980 Retain in area until child SECURE Y OFFICIAL EL/PF3 CS6.2
Inclusion Forums relating to (Section 2) reaches Year 11 then send to DISPOSAL
individually named pupils MRC until child reaches 25
years
CS5.2.3 Records created by the District Review at the end of each year SECURE Y OFFICIAL CS6.3
Inclusion Forum - Chronological to remove information about DISPOSAL
Series pupils no longer part of the
Forum
CS5.2.4 District Court files created by the Limitation Act 1980 Retain in area until child SECURE Y OFFICIAL EL/PF5 CS6.4
Attendance and Behaviour (Section 2) reaches Year 11 then send to DISPOSAL
Service MRC until child reaches 25
years

June 2017
Information
CS5.2.5 Rapid Response files created by Academic year + 1 year SECURE Y OFFICIAL EL/PF6 CS6.5
the Attendance and Behaviour DISPOSAL
Service
CS5.2.6 Forms created as part of Inclusion Crime and Disorder Act If the pupil has an authorised SECURE Y OFFICIAL CS6.6
or Exclusion Sweeps under Section 16 and absence then the form should DISPOSAL
Section 16 of the Crime and Education Act 1996 be destroyed immediately; if
Disorder Act and Sections 7 and sections 7 and 44 the pupil has not an authorised
44 of the Education Act absence then the form will
become part of any further
action.
CS5.2.7 Records created by the Date of birth of youngest child SECURE MN4.2.21
Alternative Curriculum Forum and discussed at the meeting + 25 DISPOSAL
the District Inclusion Forums years
CS5.3 Closed Schools
CS5.3.1 Pupil files held by Local Authority Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL EL/PF17 CS10.1
if the school has closed (Section 2) DISPOSAL
CS5.3.2 Curriculum Development records Limitation Act 1980 Date school closed + 6 years SECURE N NOT EL/CD1 ES5.2; CS5.17.1
for schools which have closed (Section 2) DISPOSAL PROTECTIVELY
MARKED
CS5.3.3 Coursework submitted by pupils Date school closed + 3 years N NOT CS5.17.2
for B Tec which the accrediting PROTECTIVELY
body requires to be retained MARKED
CS5.4 Educational Psychology
CS5.4.1 Pupil files created by the Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL CS11.1
Educational Psychology Service (Section 2) DISPOSAL
where provision is made only up
to age 18
CS5.4.2 Client files created by the Limitation Act 1980 Last contact + 6 years SECURE Y OFFICIAL No previous reference
Educational Psychology Service (Section 2) DISPOSAL
where provision is made up to
age 25
CS5.4.3 Spreadsheet relating to the Operational use SECURE N NOT CS11.3
management of critical incident DISPOSAL PROTECTIVELY
response by the Education MARKED
Psychology Service
CS5.4.4 Anonomised parent survey data Operational use SECURE N NOT CS11.5; CS5.4.5
MARKED
CS5.4.5 Yearly audit reports relating to the Date of audit report + 5 years SECURE N NOT CS11.6; CS5.4.6
Education Psychology Service DISPOSAL PROTECTIVELY
MARKED

June 2017
Information
CS5.4.6 Education Psychology Service Principal copy is the paper SECURE Y OFFICIAL CS11.10; CS5.4.10
reports: Statutory and Traded copy which is to be included DISPOSAL
on the record shown at
CS5.4.1. Electronic copies to
be retained for current
academic year + 1 year
CS5.4.7 Records created by the Current year + 6 years SECURE N NOT EL/TRA1 CS11.11; CS5.4.11
Educational Psychology Service DISPOSAL PROTECTIVELY
concerning the management of MARKED
autism
CS5.4.8 Traded Service Brochure and This will be a dynamic SECURE N NOT CS11.12; CS5.4.12
Service Level Agreement document all the time that the DISPOSAL PROTECTIVELY
Education Psychology Service MARKED
is trading with schools
CS5.4.9 Leaflets used by Education Operational use SECURE N NOT CS11.13; CS5.4.13
Psychology Service to assist DISPOSAL PROTECTIVELY
schools in a crisis MARKED
CS5.4.10 Educational Psychology Unit: Life of the Educational SECURE N NOT CS11.14; CS5.4.14
Practice Framework and Psychology Unit + 6 years DISPOSAL PROTECTIVELY
supporting Appendices MARKED
CS5.4.11 Educational Psychology Service: Current year + 1 year SECURE Y OFFICIAL CS5.4.17
Emails and other information DISPOSAL
relating to the management of
crisis incidents in schools
CS5.4.12 Service Level Agreement Limitation Act 1980 Life of the agreement + 6 SECURE N OFFICIAL MN31.6; MN6.1.9
between the Educational (Section 2) years DISPOSAL
Psychology Unit and Schools
CS5.5 Adolescent Resource Centres
CS5.5.1 Adolescent Resource Centre Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL CS30.2; CS5.16.1
pupil files (Section 2) DISPOSAL
CS5.6 Grants and Awards
CS5.6.1 Free School Meals application HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL CS14.2.1.
forms and details Handbook Manual DISPOSAL
CH15400
CS5.6.2 Student awards files HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL EL/SA CS14.3.1.
Handbook Manual DISPOSAL
CH15400
CS5.6.3 Student Awards - Post 16 Access HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL CS14.3.2.
Funds Handbook Manual DISPOSAL
CH15400
CS5.6.4 Student Awards HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL CS14.3.3.
University/College Handbook Manual DISPOSAL
CH15400

June 2017
Information
CS5.6.5 Post-16 School Access Funds HMRC - Compliance Current Year + 6 Years SECURE Y OFFICIAL CS14.5.1.
Handbook Manual DISPOSAL
CH15400
CS5.6.6 Financial records relating to the End of year in which claims SECURE N NOT FN22.2; FN7.6.2
EU welfare milk subsidy are made + 3 years DISPOSAL PROTECTIVELY
MARKED
CS5.7 Hospital and Home Tuition
CS5.7.1 Home Educated pupils – pupil Education Act 1996 Date of birth + 25 years SECURE Y OFFICIAL EL/PF8 CS12.1
files Sections 7, 437-443 DISPOSAL
CS5.7.2 Health Needs Education - pupil All records which add to the SECURE Y OFFICIAL CS12.2
files where the pupil returns to record should be returned to DISPOSAL
main stream education the school. All other records
can be destroyed
CS5.7.3 Health Needs Education - pupil Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL EL/PF8 CS12.3
files where the unit retains the (Section 2) DISPOSAL
pupil record
CS5.7.4 Pupil files relating to the provision Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL EL/PF15 CS12.4
within the Alternative Curriculum (Section 2) DISPOSAL
service
CS5.7.5 Pupil files relating to Children Limitation Act 1980 Date of birth +25 years SECURE Y OFFICIAL CS12.5
Missing Education (Section 2) DISPOSAL
CS5.8 School Exclusions
CS5.8.1 Permanent Exclusions files Limitation Act 1980 Retain in area until child SECURE Y OFFICIAL EL/PF7 CS18.1
(Section 2) reaches Year 11 then send to DISPOSAL
MRC until child reaches 25
years
CS5.8.2 Fixed Term Exclusion files Add to the IMPULSE database SECURE Y OFFICIAL EL/PF7 CS18.2
then destroy paper files DISPOSAL
CS5.8.3 Spreadsheets containing Current year + 3 years then SECURE Y OFFICIAL CS18.3
information for monitoring the review DISPOSAL
Exclusions process
CS5.9 Special Educational Needs
CS5.9.1 Special Educational Needs pupil Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL EL/PF11 CS19.1
files where provision is made only (Section 2) DISPOSAL
up to age 18
CS5.9.2 Special Educational Needs pupil Limitation Act 1980 Date of last contact + 6 years SECURE Y OFFICIAL EL/PF11 CS19.1
files where provision is made up (Section 2) DISPOSAL
to the age of 25
CS5.9.3 Files relating to the statementing Current Year + 1 Year SECURE Y OFFICIAL EL/PF12 CS19.2
process – refusals DISPOSAL
CS5.9.4 Tribunal files Limitation Act 1980 Date of birth +25 years SECURE Y OFFICIAL EL/PF11 CS19.3

June 2017
Information
CS5.9.5 Pre-School Special Educational Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL EL/PF10 CS19.4
Needs pupil files (Section 2) DISPOSAL
CS5.9.6 Special Educational Needs – Last contact + 40 years SECURE Y OFFICIAL EL/PF13 CS19.5
Statements – no longer active DISPOSAL
(Not looked after children)
Statements – where the DISPOSAL
statement is refused (Looked
after children)
Statements – no longer active DISPOSAL
(Looked after children)
CS5.9.9 Special Educational Needs – Current year + 20 years SECURE Y OFFICIAL IM/OD/EK1 CS19.8
Officer Diaries DISPOSAL
CS5.9.10 Kent Parent Partnership Service - Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL CS19.9
Client files (Section 2) DISPOSAL
CS5.10 Specialist Teaching Service
CS5.10.1 Records relating to teachers Limitation Act 1980 Termination of employment + SECURE Y OFFICIAL CS26.2
employed by the Specialist (Section 2) 6 years DISPOSAL
Teaching Service
CS5.10.2 Pupil records created by the Limitation Act 1980 Date of Birth + 25 years SECURE Y OFFICIAL CS26.1
Specialist Teaching Service (Section 2) DISPOSAL
CS5.10.3 Kent Specialist Teaching Service Principal copy is the paper SECURE Y OFFICIAL CS26.4
reports copy. Electronic copies to be DISPOSAL
retained for current financial
year + 1 year
CS5.10.4 Records relating to specialist Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL CS26.3
teaching provision for early years (Section 2) DISPOSAL
pupils
CS5.11 Alternative Curriculum
CS5.11.1 Alternative Provision – pupil files Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL EL/PF15 CS18.4; CS5.15.1
CS5.11.2 Alternative Curriculum – Pupil Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL EL/PF15 CS20.1;CS5.15.2
Files (Section 2) DISPOSAL
CS5.12 Home to School Transport
CS5.12.1 Applications for provision of Primary School applications SECURE Y OFFICIAL CS14.5.1.a; CS5.14.1
school transport - Primary and kept until child leaves primary DISPOSAL
Secondary Schools – paper school; Secondary School
applications applications kept until child
completes year 11
CS5.12.2 Home to College Transport Limitation Act 1980 Current Year + 6 Years SECURE Y OFFICIAL CS14.5.2; CS5.14.2
applications – accepted (Section 2) DISPOSAL

June 2017
Information
CS5.12.3 Home to College Transport Limitation Act 1980 Current Year + 6 Years SECURE Y OFFICIAL CS14.5.3.; CS5.14.3
applications – student (Section 2) DISPOSAL
withdrawals
CS5.12.4 Home to College Transport Current Year + 1 year SECURE Y OFFICIAL CS14.5.4.; CS5.14.4
applications – refusals for DISPOSAL
students under 16 and over 19
CS5.12.5 Letters refusing applications for Current year + 1 year SECURE Y OFFICIAL CS14.5.5.; CS5.14.5
Home to School Transport DISPOSAL
CS5.12.6 Applications for provision of Primary School applications SECURE Y OFFICIAL CS14.5.1.b; CS5.14.6
school transport - Primary and kept until child leaves primary DISPOSAL
Secondary Schools – electronic school; Secondary School
applications applications kept until child
completes year 11 then
reviewed depending on
whether the child continues in
education
CS5.12.7 Applications for provision of Child completes Year 13 SECURE Y OFFICIAL CS14.5.1.c; CS5.14.7
school transport - Years 12 and DISPOSAL
13 – paper applications
CS5.12.8 Applications for provision of Child completes Year SECURE Y OFFICIAL CS14.5.1.d; CS5.14.8
school transport - Years 12 and 13.[destroyed by the Transport DISPOSAL
13 – electronic applications Integration Unit]
CS6 Extra Curricular Activities
CS6.1 Outdoor Education including Outdoor Education Centres
CS6.1.1 Primary Schools Records created 3 part supplement to the Date of visit + 14 years - This SECURE N NOT ES11.1a; CS6.7.1
by schools to obtain approval to Health & Safety of Pupils retention period has been DISPOSAL PROTECTIVELY
run an Educational Visit outside on Educational Visits agreed with the Safeguarding MARKED
the Classroom [including GOF1 (HASPEV) (1998). Children officer
and GOF2 and data entered on
the e-go system]
CS6.1.2 Secondary Schools Records 3 part supplement to the Date of visit + 10 years - This SECURE N NOT ES11.1b; CS6.7.2
created by schools to obtain Health & Safety of Pupils retention period has been DISPOSAL PROTECTIVELY
approval to run an Educational on Educational Visits agreed with the Safeguarding MARKED
Visit outside the Classroom (HASPEV) (1998). Children officer
[including GOF1 and GOF2 and
data entered on the e-go system]
CS6.1.3 Records created by Outdoor 3 part supplement to the Date of visit + 85 years - This SECURE N NOT ES11.2; CS6.7.3
Education Unit in order to “vet” Health & Safety of Pupils retention period has been DISPOSAL PROTECTIVELY
providers to ensure that the on Educational Visits agreed with the Safeguarding MARKED
facilities fall in line with LEA (HASPEV) (1998). Children officer
requirements

June 2017
Information
CS6.1.4 Parental consent forms allowing Limitation Act 1980 Duration of event unless there SECURE Y OFFICIAL HS1.3; CS6.7.4
minors to take part in activities (Section 2) has been a major incident in DISPOSAL
(including trips, courses, summer which case the consent forms
schools and so on) should be kept with the
incident report
CS6.1.5 Kent Integrated Adolescent HMRC - Compliance Current financial year + 6 SECURE N NOT CS6.5.16
Support Services: Youth Handbook Manual years DISPOSAL PROTECTIVELY
Services: All records relating to CH15400 MARKED
the administration of bookings for
the outdoor centres
CS6.1.6 Kent Integrated Adolescent Limitation Act 1980 Life of licence + 6 years SECURE Y NOT CS6.5.17
Support Services: Youth (Section 2) DISPOSAL PROTECTIVELY
Services: Records relating to the MARKED
management of licences to
deliver hazardous activities
including current training, log
books which the staff are required
to keep and technical reports on
the quality of instruction
CS6.1.7 Kent Integrated Adolescent Limitation Act 1980 Date of inspection + 6 years SECURE Y NOT CS6.5.18
Support Services: Youth (Section 2) DISPOSAL PROTECTIVELY
Services: Equipment inspection MARKED
records including the inspection of
activities equipment
CS6.1.8 Kent Integrated Adolescent Current year + 1 year SECURE Y NOT CS6.5.19
Support Services: Youth DISPOSAL PROTECTIVELY
Services: Bewl Water Outdoor MARKED
Centre: Information relating to
individuals using the facility
including emergency contact
details required to administer the
courses being provided
CS6.1.9 Property files relating to the Limitation Act 1980 Current year + 6 years then SECURE Y NOT CP4.9; CS6.1.1
Hardelot Centre held by the (Section 2) review DISPOSAL PROTECTIVELY
International Development Unit MARKED
CS6.2 Child Employment
CS6.2.1 Work Permits End of permit + 12 years SECURE Y OFFICIAL EL/CE1 CS13.1
DISPOSAL
CS6.2.2 Entertainment Licences – when Limitation Act 1980 Date of birth + 25 years SECURE Y OFFICIAL EL/CE2 CS13.2
licence is issued (Section 2) DISPOSAL
CS6.2.3 Entertainment Licences – when Destroy once the licence has SECURE Y OFFICIAL CS13.3
licence is refused been refused DISPOSAL
CS6.2.4 Investigation of illegalities files Last contact with employer + SECURE Y OFFICIAL EL/CE3 CS13.4
12 years DISPOSAL
June 2017
Information
CS6.2.5 Applications to be a chaperone in Last contact + 10 years then SECURE Y OFFICIAL EL/CE4 CS13.5
a place of entertainment review DISPOSAL
CS6.2.6 Inspections of places of Limitation Act 1980 Date of inspection + 6 years SECURE Y OFFICIAL EL/CE5 CS13.6
entertainment (Section 2) DISPOSAL
CS6.2.7 PACE Notebooks Police and Criminal Closure of notebook + 6 years SECURE Y OFFICIAL EL/CE6 CS13.7
Evidence Act 1984 DISPOSAL
CS6.3 Extended Schools Development
CS6.3.1 Playing for Success Registers Date of birth of the children SECURE Y OFFICIAL ES10.1
created by Extended Services attending the event + 25 years DISPOSAL
CS6.3.2 Learning Plus: Pupil Activity Date of birth of the children SECURE Y OFFICIAL ES10.2
Registers attending the event + 25 years DISPOSAL
CS6.4 Kent Children's University
CS6.4.1 Application forms for courses Date of application + 5 years SECURE Y OFFICIAL CS37.1; CS6.6.1
organised by the Kent Children’s then review DISPOSAL
University
CS6.4.2 Parental consent forms and Limitation Act 1980 If there has been no major SECURE Y OFFICIAL CS37.2; CS6.6.2
associated documentation (Section 2) incident the forms will be DISPOSAL
collected for the administration of returned to the parents at the
the Primary School Council by end of the event. In the event
Study Support of a major incident all the
parental consent forms will be
included in the major incident
report and will be retained for
25 years from the Date of birth
of the child involved in the
incident
CS6.5 Youth Services
CS6.5.1 Schools Information daily sheets One week SECURE Y OFFICIAL CS30.1
DISPOSAL
CS6.5.2 Kent Integrated Adolescent Life of participation in the Duke SECURE Y OFFICIAL No previous reference
Support Services: Youth Work: of Edinburgh's Award Scheme DISPOSAL
Duke of Edinburgh Award
Scheme: Records held on the E
DofE System, including name,
date of birth and activities
undertaken
CS6.5.3 Kent Integrated Adolescent Limitation Act 1980 Date of the youngest SECURE Y OFFICIAL No previous reference
Support Services: Youth Work: (Section 2) participant in the event + 25 DISPOSAL
Duke of Edinburgh Award years
Scheme: Database of participants
and leaders (legacy system)

June 2017
Information
CS6.5.4 Kent Integrated Adolescent HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL No previous reference
Support Services: Youth Work: Handbook Manual DISPOSAL
Duke of Edinburgh Award CH15400
Scheme: Paper enrolment forms
for the Duke of Edinburgh
Scheme
CS6.5.5 Kent Integrated Adolescent Life of qualification + a SECURE Y OFFICIAL No previous reference
Support Services: Youth Work: minimum of 3 years DISPOSAL
Duke of Edinburgh Award
Scheme: Leader Qualifications
database
Scheme: Project documentation
relating to the management of
individual trips
Scheme: Project documentation
created and held by part time field
officers
CS6.5.8 Kent Integrated Adolescent Current year + 1 year SECURE Y OFFICIAL No previous reference
Support Services: Business and DISPOSAL
Finance: Records relating to the
administration of the TRYANGLE
scheme
CS6.5.9 Kent Integrated Adolescent The media library is refreshed SECURE Y OFFICIAL No previous reference
Support Services: Business and when required; the DISPOSAL
Finance: Media Library and photographic consents are
associated photographic consent retained for the life of the
forms photograph
CS6.5.10 Kent Integrated Adolescent Current year + 3 years (life of SECURE Y OFFICIAL - No previous reference
Support Services: Business and a DBS check) DISPOSAL SENSITIVE
Finance: Database recording
information about volunteers
including DBS checks
CS6.5.11 Kent Integrated Adolescent The database is cleansed SECURE Y OFFICIAL No previous reference
Support Services: QES database annually and all users who DISPOSAL
which records attendance of have attended fewer than four
users at different sessions sessions in the year are
removed from the database

June 2017
Information
Support Services: Membership DISPOSAL
forms
CS6.5.13 Kent Integrated Adolescent Date of activity + 6 years SECURE Y OFFICIAL No previous reference
Support Services: All records DISPOSAL
relating to activities (day trips and
residential) organised by the
youth centres including parental
permission forms, risk
assessments and so on
Support Services: Customer DISPOSAL
feedback information (the majority
of this information is anonymised)
CS6.5.15 Kent Integrated Adolescent Current year + 5 years then SECURE N NOT No previous reference
Support Services: Qualitative review DISPOSAL PROTECTIVELY
Information collected for Youth MARKED
Services
CS6.6 National Careers Advice Service (formerly Connexions)
CS6.6.1 Careers advice issued by the Current year + 3 years SECURE Y OFFICIAL CS6.9.1
National Careers Advice Service DISPOSAL
(formerly Connexions)
CS7 Local Authority Support Services
CS7.1 Management Information
CS7.1.1 Requests for analysis relating to Current year + 5 years SECURE N NOT CS34.2
secondary and primary school DISPOSAL PROTECTIVELY
places forecasts MARKED
CS7.1.2 Primary School and Secondary Current year + 10 years SECURE N NOT CS34.1
School Places forecasts DISPOSAL PROTECTIVELY
MARKED
CS7.2 Teacher Development
CS7.2.1 Records from Nonington Teacher These records need to be SECURE Y OFFICIAL - ES12.2
Training College retained until 2029 DISPOSAL SENSITIVE
CS7.3 Schools Organisation
CS7.3.1 Schools Organisation information Whilst current then destroy SECURE N NOT CS34.3
documents DISPOSAL PROTECTIVELY
MARKED
CS7.3.2 LEO Cluster files Current year + 5 years SECURE N OFFICIAL EL/SF1 CS34.4
DISPOSAL
CS7.3.3 AEO Cluster files Current year + 5 years SECURE N OFFICIAL EL/SF2 CS34.5
DISPOSAL
CS7.3.4 AEO files – school closures Closure of school + 15 years SECURE N OFFICIAL EL/SF2/OS1 CS34.6
DISPOSAL
June 2017
Information
CS7.3.5 Education Support Officer records Current year + 5 years Offer to N OFFICIAL CM/PC/CFE1 CS34.7
relating to public consultation Archives
CS7.3.6 Public Consultation documents Closure of school + 15 years Offer to N NOT CM/PC/CFE2 CS34.8
resulting in the closure of the Archives PROTECTIVELY
school MARKED
CS7.3.7 OfSted Reports Last date of report + 10 years Offer to N NOT CM/IN/CFE1 CS34.9
Archives PROTECTIVELY
MARKED
CS7.3.8 School Organisation records held Current year + 5 years then SECURE N NOT CS34.10
and managed by Area Education review DISPOSAL PROTECTIVELY
Officers MARKED
CS7.3.9 Cluster data collation tool End of project in 2010 then SECURE N NOT CS35.1
review DISPOSAL PROTECTIVELY
MARKED
CS7.4 Advisory Services (Schools)
CS7.4.1 Information relating to the closure SOAB decision + 5 years Offer to N OFFICIAL EL/SF2 ES1.1
of schools Archives
CS7.4.2 Files supporting the activities of Closure of file + 5 years Offer to N OFFICIAL ES1.2
the Education Support Officers Archives
CS7.4.3 Governor Support files Life of the governing body SECURE N OFFICIAL ES1.3
DISPOSAL
CS7.4.4 Records created in the course of Date Academy opens + 12 Offer to N OFFICIAL ES1.4
KCC’s sponsorship of Academies years Archives
CS7.4.5 Policy documents created by Current year + 5 years then Offer to N NOT ES1.5
Strategy, Policy and Performance review Archives PROTECTIVELY
project officer MARKED
CS7.4.6 Advice offered to schools Current year + 7 years SECURE N NOT EL/ADV ES1.6
MARKED
CS7.4.7 Finance and Procurement: Lead Limitation Act 1980 Life of the lease of the Offer to N OFFICIAL No previous reference
Business Partner and ELS: (Section 2) buildings + a minimum of 6 Archives
Academies: Records relating to years
the conversion of schools to
Academies

June 2017
D Democracy
Information
D1 Council Members
D1.1 Independent Remuneration Panel
D1.1.1 Records created by the Date of meeting + 6 See Note 2 N NOT D9.1
Independent Remuneration Panel years PROTECTIVELY
MARKED
D1.2 Member Details
D1.2.1 Register of Members addresses Local Government Act 1972 Date of next election + See Note 5 Y NOT D13.1
Section 94 (1) 2 years PROTECTIVELY
MARKED
D1.2.2 Register of Members allowances Local Government Act 1972 Date of next election + See Note 5 Y NOT D13.2
Section 94 (1) 6 years PROTECTIVELY
MARKED
D1.2.3 Records relating to the Current year + 6 years SECURE Y NOT No previous reference
management of Member DISPOSAL PROTECTIVELY
transport arrangements MARKED
D1.3 Register of Interests
D1.3.1 Register of Members interests, Local Government Act 1972 Date of next election + See Note 5 Y NOT D14.1
Register of Gifts and Hospitality Section 94 (1) 6 years PROTECTIVELY
and Register of Related Party MARKED
Transactions
D1.4 Code of Conduct
D1.4.1 Records relating to the creation Date code of conduct SECURE N NOT No previous reference
and maintenance of the Members superseded + 6 years DISPOSAL PROTECTIVELY
Code of Conduct [one reference copy of MARKED
each version of the
code of conduct should
be retained
D1.4.2 Records relating to the Date investigation SECURE Y OFFICIAL
investigation of complaints about completed + 1 year DISPOSAL
breaches of the Members Code
of Conduct
D1.5 Member Training
D1.5.1 Records relating to the creation Current year + 6 years SECURE N NOT No previous reference
and management of Member DISPOSAL PROTECTIVELY
induction and Member training MARKED

June 2017
Information
D2 County Council
D2.1 Constitution
D2.1.1 Kent County Council Constitution PERMANENT PERMANENT N NOT No previous reference
PROTECTIVELY
MARKED
D2.1.2 All working papers relating to PERMANENT PERMANENT N NOT No previous reference
amendments made to the Kent PROTECTIVELY
County Council Constitution MARKED
D2.2 Constitution
D2.2.1 Notice of meetings Public Bodies (Admission to Date of meeting + 1 See Note 2 N NOT D2.1
Meetings) Act 1960 year PROTECTIVELY
MARKED
D2.2.2.1 Agendas and reports for Council Local Government Act 1972 Date of See Note 2 N NOT D2.2
and other formal meetings s100b Local Authorities meeting/Decision + 6 PROTECTIVELY
Reports for Formal Decisions by (Executive Arrangements) years then transfer to MARKED
Cabinet Members – Principal Set (Access to Information) the Archives
(England) Regulations 2000
D2.2.2.2 Agendas and reports for Council Local Government Act 1972 Operational See Note 3 N NOT D2.2
and other formal meetings s100b Local Authorities PROTECTIVELY
Reports for Formal Decisions by (Executive Arrangements) MARKED
Cabinet Members – All other sets (Access to Information)
D2.2.3 Draft Minutes Until formal minutes SECURE N NOT D2.3
signed DISPOSAL PROTECTIVELY
MARKED
D2.2.4 Minutes - Signed copy Local Government Act 1972 Permanent See Note 2 N NOT D2.4
s100c Local Authorities PROTECTIVELY
(Executive Arrangements) MARKED
(Access to Information)
D2.2.5.1 Records of Decision - Signed Local Government Act 1972 Permanent See Note 2 N NOT D2.5
copy s100c Local Authorities PROTECTIVELY
D2.2.5.2 Records of Decision – all other Local Government Act 1972 Date of decision + 6 SECURE N NOT D2.5
copies apart from the signed copy s100c Local Authorities years DISPOSAL PROTECTIVELY

June 2017
Information
D2.2.6 Minutes - Copies for public Local Authorities (Executive Date of SECURE N NOT D2.6
inspection Arrangements) (Access to meeting/decision + 6 DISPOSAL PROTECTIVELY
Information) (England) years MARKED
Regulations 2000
D2.2.7 Audio/Video Tapes of meetings Local Government Act 1972 Date of meeting + 2 See Note 2 Y [Note 4] NOT D2.7
s100c Local Authorities years PROTECTIVELY
D2.2.8.1 Background papers to reports – Local Government Act 1972 Date of meeting + 4 Offer to N NOT D2.8
Principal Set s100d Local Authorities years Archives PROTECTIVELY
D2.2.8.2 Background papers to reports – Local Government Act 1972 Operational Use See Note 3 NOT D2.8
All other sets s100c Local Authorities PROTECTIVELY
D2.2.9 Minutes, decisions and meeting Local Government Act 1972 Date of meeting/project Offer to N NOT Connected to D2.9
papers of meetings other than s100c Local Authorities + 4 years Archives PROTECTIVELY MN4.2.02 - if
those managed by Committee (Executive Arrangements) MARKED D2.2.9 number
Services where the records are (Access to Information) changed update
the principal copy (England) Regulations 2000 entry
D2.2.10 Records relating to the Current year + 1 year SECURE N NOT No previous reference
administration of the Council and DISPOSAL PROTECTIVELY
Governance/Regulation MARKED
Committees
D2.2.11 Records relating to the Current year + 4 years SECURE N NOT No previous reference
preparation of the Kent County DISPOSAL PROTECTIVELY
Council diary MARKED
D2.3 Delegation
D2.3.1 Records relating to the allocation Local Government Act 2000 Date delegation ends + Offer to N NOT D3.1
and delegation of the powers and (Constitutions)(England) 7 years Archives PROTECTIVELY
functions given to the Council in Direction 2000 MARKED
accordance with the Local
Government Act 2000
(Constitutions)(England) Direction
2000
D2.4 Forward Plan
D2.4.1 Records relating to the PERMANENT N NOT No previous reference
management and publication of PROTECTIVELY
the Forward Plan of Key MARKED
Decisions
June 2017
Information
D2.5 Cabinet Meeting
D2.5.1 Minutes of and reports presented Local Government Act 2000 Date of meeting + 6 See Note 2 N NOT D11.1
to Cabinet Committee (Section 15) years PROTECTIVELY
MARKED
D2.5.2 Records relating to the Current year + 1 year SECURE NOT No previous reference
administration of the Cabinet DISPOSAL PROTECTIVELY
Meetings MARKED
D2.6 Member Panels
D2.6.1 Informal Member Group Local Government Act 2000 Retain in records See Note 2 N OFFICIAL D16.1
(Section 15) management service
for 30 years
D2.7 Representation
D2.7.1 Records relating to the Current year + 3 years SECURE N NOT D15.1
undertaking representation of the DISPOSAL PROTECTIVELY
Local Authority MARKED
D2.7.2 Records relating to the Date of petition + 4 SECURE Y NOT No previous reference
management of petitions years DISPOSAL PROTECTIVELY
submitted in electronic and paper MARKED
format
D2.8 Scrutiny Panel
D2.9 Statutory Appointments
D2.9.1 Records created by the statutory Cessation of SECURE Y OFFICIAL D17.1
appointments process appointment + 6 years DISPOSAL
D2.10 Kent Youth County Council
D2.10.1 Kent Integrated Adolescent Current year + 4 years Offer to Y NOT No previous reference
Support Services: Youth then review Archives PROTECTIVELY
Services: All records relating to MARKED
the administration of the Kent
Youth County Council
D2.10.2 Kent Integrated Adolescent PERMANENT N NOT No previous reference
Support Services: Youth PROTECTIVELY
Services: All records created by MARKED
the Kent Youth County Council
including agendas, minutes,
presentations and debates
D3 Crown Appointments
D3.1 Lord Lieutenancy
D3.1.1 Deputy Lieutenant’s files Forces Act 1871 Current year + 5 years Offer to N NOT D10.1
MARKED
D3.1.2 Records relating to support given End of appointment + 6 Offer to Y OFFICIAL No previous reference
to the Lord Lieutenant years Archives
June 2017
Information
D3.2 Honours Submissions
D3.2.1 Records relating honours PERMANENT PERMANENT Y OFFICIAL No previous reference
submissions
D4 Electoral Process
D4.1 Elections
D4.1.1 Voting (local elections only) Representation of the People Close of poll + 6 SECURE OFFICIAL - D4.1
Regulations 2001 months DISPOSAL SENSITIVE
D4.1.2 Declaration of results (Local Representation of the People 6 months from date of Offer to NOT D4.2
elections only) Regulations 2001 election Archives PROTECTIVELY
MARKED
D4.1.3 Declaration of results (European Representation of the People 12 months from date of Offer to NOT D4.3
Parliamentary elections) Regulations 2001 election Archives PROTECTIVELY
MARKED
D4.1.4 Record relating to County Council Representation of the People PERMANENT NOT No previous reference
elections Regulations 2001 PROTECTIVELY
MARKED
D4.2 Electoral Register
D4.2.1 Summary certification of those Electoral Registration and Permanent See Note 2 NOT D5.1
eligible to vote Administration Act 2013 PROTECTIVELY
MARKED
D4.3 Emparishment
D4.3.1 Information relating to the Local Government and Rating Life of the parish See Note 2 N OFFICIAL D6.1
establishment of a new civil Act 1997 council
parish council
D4.4 Wards and Boundaries
D4.4.1 Records created by the process Electoral Registration and Permanent See Note 2 N NOT D18.1
of managing wards and Administration Act 2013 PROTECTIVELY
boundaries MARKED

June 2017
ED Economic Development
Reference Description Statutory Retention Period Action at End of Contains Personal Indicative Notes Previous reference
Provisions Retention Information Protective Marking numbers
ED1 Business Development
ED1.1 Business awards
ED1.2 Business Development
ED1.3 Business Directory
ED1.3.1 Business Directory information Until superseded SECURE N NOT ED3.1
MARKED
ED1.4 Workforce Support
ED2 Economic Data
ED2.1 Economic Data
ED2.1.1 Economic Development – General Current year + 5 Offer to Archives N NOT ED2.1
File series years PROTECTIVELY
MARKED
ED2.1.2 Economic and demographic data Current year + 6 Offer to Archives N NOT ED4.1
collected and managed by KCC years then review PROTECTIVELY
MARKED
ED3 International Development
ED3.1 European Development
ED3.2 International Relations
ED3.2.1 International Relations: Case files Current year + 12 Offer to Archives N NOT ED7.1
years PROTECTIVELY
MARKED
ED4 Media Management
ED4.1 Film and Television Development
ED5 Regeneration and Development
ED5.1 Regeneration
ED5.1.1 Rural Regeneration Grants Limitation Act 1980 Current year + 6 Offer to Archives Y NOT ED10.1
(Section 2) years PROTECTIVELY
MARKED
ED5.1.2 Regeneration Project Files Limitation Act 1980 Closure of file + 12 Offer to Archives N NOT ED8.1
MARKED
ED5.2 Regional Development
ED5.3 Rural Development
ED5.3.1 Development Contributions Limitation Act 1980 Closure of file + 12 Offer to Archives N NOT ED8.2
MARKED

June 2017
Reference Description Statutory Retention Period Action at End of Contains Personal Indicative Notes Previous reference
Provisions Retention Information Protective Marking numbers
ED5.4 Sustainability
ED5.5 Town Centre Management
ED5.5.1 Ashford Arena Closure of file + 15 Offer to Archives N NOT ED13.1
years PROTECTIVELY
MARKED
ED5.6 Voluntary Sector Development
ED6 Tourism Development
ED6.1 Tourism Development
EM Emergencies
Reference Description Statutory Retention Period Action at Contains Indicative Protective Notes Previous
Provisions End of Personal Marking reference
Retention Information numbers
EM1 Emergency Planning
EM1.1 Emergency Planning
EM1.1.1 Individual These are dynamic documents which SECURE Y OFFICIAL EM6.4
Directorate/Division/Unit are being constantly reviewed. Each DISPOSAL
business continuity plans version will replace the former unless
the plan has had to be activated in
which case it may be submitted with the
major incident report.
EM1.1.2 Records relating to the testing Life of the plan being tested unless the SECURE Y OFFICIAL EM6.5
of individual plan has had to be activated in which DISPOSAL
Directorate/Division/Unit case the test records may be submitted
business continuity plans with the major incident report.
EM1.1.3 Records relating to the creation These are dynamic documents which SECURE N NOT EM6.6
of emergency plans for Kent will remain active whilst the plan is in DISPOSAL PROTECTIVELY
operation MARKED
EM1.1.4 Records relating to the Limitation Act Date incident resolved + 6 years REVIEW Y OFFICIAL No previous
management of serious 1980 (Section reference
incidents by duty directors 2)
EM1.2 Internal Emergency Warnings
EM1.3 Community Emergency Warnings
EM1.3.1 Records relating to community Date of warning + 4 years SECURE N NOT EM2.1
emergency warnings DISPOSAL PROTECTIVELY
MARKED

June 2017
EM2 Fire Services
EM2.1 Fire Certification
EM2.1.1 Fire Certification Records The Regulatory Date certificate expires + 6 years SECURE N NOT EM8.1
Reform (Fire DISPOSAL PROTECTIVELY
Safety) Order MARKED
2005
EM2.2 Fire Safety
EM2.2.1 Records relating to fire safety Limitation Act Current year + 6 years SECURE N NOT EM9.1
precautions 1980 (Section DISPOSAL PROTECTIVELY
2) MARKED
EM2.2.2 Records relating to advice Date advice given + 3 years SECURE N NOT EM1.1
about fire safety DISPOSAL PROTECTIVELY
MARKED
EM3 Emergency Services
EM3.1 Emergency Agencies
EM3.1.1 Records relating to liaison with Current year + 3 years then review SECURE N NOT EM3.1
emergency agencies DISPOSAL PROTECTIVELY
MARKED
EM3.1.2 Records relating to Date of enforcement + 6 years SECURE N OFFICIAL EM7.1
enforcement by the emergency DISPOSAL
services
EM3.2 Emergency Call-outs
EM3.2.1 Records relating to the Current year + 4 years SECURE N NOT EM4.1
management of emergency call DISPOSAL PROTECTIVELY
outs MARKED
EM3.2.2 Records relating to the Limitation Act Current year + 6 years SECURE N NOT EM10.1
monitoring of incidents 1980 (Section DISPOSAL PROTECTIVELY
involving the emergency 2) MARKED
services
EM3.3 Emergency Calls – 999
EM3.3.1 Records relating to the Current year + 4 years SECURE N NOT EM5.1
management of 999 DISPOSAL PROTECTIVELY
Emergency Calls MARKED
EM3.4 Special Service Provision
EM3.5 Community Safety Wardens
EM3.5.1 Data sets collected by Operational Use Offer to N OFFICIAL EM20.1
Community Safety Unit Archives
EM3.5.2 Community Safety Unit: PACE Police and After completion 1 year at Area Office SECURE Y OFFICIAL EM20.2
notebooks used by the Criminal and 6 years at WHQ DISPOSAL
Community Wardens Evidence Act
1984

June 2017
EM3.5.3 Register of Warden’s Activities Limitation Act Current year + 6 years then review SECURE Y OFFICIAL - EM20.3
1980 (Section DISPOSAL SENSITIVE
2)
EM3.5.4 Community Safety Unit: Limitation Act Current year + 6 years then review SECURE Y OFFICIAL No previous
Referral Forms 1980 (Section DISPOSAL reference
2)
EM3.5.5 Community Safety Unit: To be kept for a period not exceeding SECURE Y OFFICIAL No previous
Intelligence Reports 30 days following the end of the DISPOSAL reference
relevant month
EM3.5.6 Community Safety Unit: Limitation Act Current year + 6 years the review SECURE Y OFFICIAL No previous
Homicide Data [Serious Case 1980 (Section DISPOSAL reference
Review] 2)
EM3.5.7 Community Safety Unit: To be destroyed on return of all SECURE Y NOT No previous
Uniform Issue Sheets/database uniform/equipment issued DISPOSAL PROTECTIVELY reference
MARKED
EP Environmental Protection
Reference Description Statutory Retention Period Action at End of Contains Indicative Protective Notes Previous reference
Provisions Retention Personal Marking numbers
Information
EP1 Advice and Campaigns
EP1.1 Campaigns (Environmental Protection)
EP1.2 Advice and Campaigns
EP1.2.1 Records relating to the Date of event + 3 SECURE DISPOSAL N NOT EP3.1
planning and management of years PROTECTIVELY
the Kent Goes Wild event MARKED
EP1.2.2 Records relating to the Length of time SECURE DISPOSAL N NOT EP3.2
planning and management of required by the PROTECTIVELY
Kent Coastal Week funding body - MARKED
Interreg IVA 2 Seas
Programme
EP2 Environmentally Sensitive Areas
EP2.1 Biodiversity
EP2.1.1 Biodiversity Action Plan Date of plan + 15 N NOT EP2.1
years PROTECTIVELY
MARKED
EP2.1.2 Biodiversity Planning Current year + 10 Offer to Archives N NOT EP2.2
years PROTECTIVELY
MARKED

June 2017
Information
EP2.1.3 Wildlife and Habitat surveys Life of the site Whilst these may not be of N NOT EP2.3
undertaken by the Country interest to the historical PROTECTIVELY
Parks archives these should be MARKED
offered to the Biological
Records Centre
EP2.1.4 Records created in response to Current year + 5 years SECURE DISPOSAL N NOT EP2.4
planning applications on behalf then review PROTECTIVELY
of the biodiversity division MARKED
EP2.1.5 Records created and received Current year + 1 year These records will be Y OFFICIAL EP2.5
as part of the Wildlife Survey offered to the Biodiversity
competitions run by the Records Centre on a
biodiversity project officers routine basis
EP2.1.6 Kent Habitat Survey - all Permanent These electronic records N NOT EP2.6
outcomes created as part of will be archived in line with PROTECTIVELY
the Kent Habitat Survey the digital preservation MARKED
policy
EP2.1.7 Nature Conservation files Current year + 25 Offer to Archives N NOT EP5.2
deposited at the Modern years PROTECTIVELY
Records Centre MARKED
EP2.1.8 Records relating to the Current year + 15 Offer to Archives N OFFICIAL MN23.6; MN6.2.07;
biodiversity aspects of the Kent years MN6.2.06
and Medway Structure Plan
EP2.1.9 Records relating to the Current year + 25 Offer to Archives N OFFICIAL MN23.7; MN6.2.08;
biodiversity aspects of the years MN6.2.07
South East England Forum
EP2.2 Coastal Protection
EP2.2.1 Shoreline Management Plan Permanent N NOT EP4.1
PROTECTIVELY
MARKED
EP2.2.2 Coastal Protection planning Current year + 25 Offer to Archives N NOT EP4.2
years PROTECTIVELY
MARKED
EP2.2.3 Files relating to coastal Date reviewed at Offer to Archives N NOT EP4.3
protection deposited with the Records Management PROTECTIVELY
Records Management Service Service + 10 years MARKED
EP2.2.4 Coastal Officer Project Current year + 20 Offer to Archives N NOT EP4.4
information, briefs years PROTECTIVELY
MARKED
EP2.2.5 Interreg Funding for the Two HMRC - To be retained until SECURE DISPOSAL N NOT FN1.20; FN4.1.21;EP2.2.6
Seas Project Compliance 2028 [end of the PROTECTIVELY
Handbook project in 2013 + 15 MARKED
Manual years]
CH15400

June 2017
Information
EP2.3 Flooding
EP2.3.1 Files relating to the Thames Date reviewed at Offer to Archives N NOT EP10.1
Flood Barrier deposited at the Records Management PROTECTIVELY
Modern Records Centre Service + 10 years MARKED
EP2.3.2 Preliminary Flood Risk These records need to Offer to Archives N NOT EP10.2
Assessment be retained until 2016 PROTECTIVELY
MARKED
EP2.3.3 Local Flood Strategy Until replaced by any Offer to Archives N NOT EP10.3
new strategy then PROTECTIVELY
review MARKED
EP2.3.4 Features and structures Permanent Offer to Archives Y OFFICIAL EP10.4
register
EP2.3.5 Records relating to the Life of the SuDS + 7 Offer to Archives Y OFFICIAL EP10.5
implementation of the years
Sustainable Drainage Systems
(SuDS)
EP2.3.6 Sandwich Flood Defence HMRC - Duration of the Offer to Archives N NOT EP10.6
project file and deed with Compliance funding agreement + PROTECTIVELY
Environment Agency Handbook 6 years MARKED
Manual
CH15400
EP2.4 Forestry and Woodland Management
EP2.4.1 Files relating to tree planting Date reviewed at Offer to Archives N NOT EP6.4
deposited at the Records Records Management PROTECTIVELY
Management Service Service +10 years MARKED
EP2.4.2 Records relating to forestry Closure of file + 25 Offer to Archives N NOT EP6.5
management years PROTECTIVELY
MARKED
EP2.5 Soil and Minerals
EP2.5.1 Minerals and Waste Planning Current year + 10 Offer to Archives N OFFICIAL EP5.1
years
EP2.5.2 Soil data Current year + 15 Offer to Archives N NOT EP8.1; EP2.5.3
years PROTECTIVELY
MARKED
EP2.6 Countryside Management
EP2.6.1 Records relating to the Limitation Act Last action on the Offer to Archives N OFFICIAL MN23.11; MN6.2.03;
Countryside Management 1980 (Section 2) partnership + 6 years MN6.2.02
Partnership then review

June 2017
Information
EP3.1 Monitoring and Impact Assessment
EP3.1.1 Monitoring
EP3.1.1 Records created to monitor the Date of last SECURE DISPOSAL N NOT EP8.2
environmental performance for certification + 3 years PROTECTIVELY
the whole authority against the then review MARKED
IS014001 certification
EP3.2 Impact Assessment
EP3.2.1 Project outputs and contracts Until the decision is Offer to Archives N OFFICIAL EP7.1
relating to the Lower Thames made about the Lower
Crossing environmental Thames Crossing
impacts study then review
EP3.2.2 Reports and information Until the decision is Offer to Archives N NOT EP7.2
relating to Thames Estuary made about the PROTECTIVELY
Airport including Bold Steps for Thames Estuary MARKED
Aviation Airport then review
EP4 Policy and Service Level Agreements (Environmental Protection)
EP4.1.1 Policy
EP4.1.1 Policies, procedures and other Date of creation + a Offer to Archives N NOT EP1.1
records created by the minimum of 3 years PROTECTIVELY
Sustainability and Climate MARKED
Change Unit for use in
individual directorates
EP4.1.2 Service Level and Agreements
EP4.2.1 Service level agreements with End of service level SECURE DISPOSAL N NOT EP1.2
ecological advice clients agreement + 1 year PROTECTIVELY
MARKED
FN Finance
Reference Description Statutory Retention Period Action at Contains Indicative Protective Notes Previous reference
Provisions End of Personal Marking numbers
FN1 Asset Management
FN1.1 Property Valuation (Finance)
FN1.1.1 Finance and Procurement: Financial HMRC - Current year + 6 years N OFFICIAL No previous reference
Management: Capital Finance: Compliance
Property Valuations Handbook
Manual
CH15400

June 2017
FN1.2 Asset Register
FN1.2.1 Finance and Procurement: Financial HMRC - Current year + 6 years SECURE N NOT FN2.10
Management: Capital Finance: Asset Compliance DISPOSAL PROTECTIVELY
Registers (including Property Handbook MARKED
Register, Lease Property Register, Manual
Vehicles, Plant and Equipment CH15400
Register, Infrastructure Asset
Register and Community Asset
Register)
FN1.2.2 Asset Registers for schools which HMRC - Date school closed + 6 years SECURE N NOT FN2.13
have closed Compliance DISPOSAL PROTECTIVELY
Handbook MARKED
Manual
CH15400
FN1.3 Asset Management
FN1.3.1 Stock Control reports created by HMRC - Current years + 6 years SECURE N NOT FN2.15
Country Parks staff using the Compliance DISPOSAL PROTECTIVELY
Electronic Point of Sale system Handbook MARKED
(EPOS) Manual
CH15400
FN2 Benefits and Subsidies
FN2.1 Benefits
FN2.1.1 All records relating to assistance Social Security Resolution of the application for Y OFFICIAL No previous reference
with applications with complex Administration benefit + 6 years
benefit appeals Act 1992 Part VII
FN3 Budget
FN3.1 Budget
FN3.1.1 Annual Budget Plan Date of budget + 3 years N NOT FN7.7
PROTECTIVELY
MARKED
FN3.1.2 Papers supporting the successful Date of budget + 3 years SECURE N NOT FN7.8
bids for inclusion in the Annual DISPOSAL PROTECTIVELY
Budget Plan MARKED
FN3.1.3 Papers relating to unsuccessful bids Date of budget + 1 year SECURE N NOT FN7.9
for inclusion in the Annual Budget DISPOSAL PROTECTIVELY
Plan MARKED
FN3.1.4 Budget preparation HMRC - Financial year + 6 years SECURE N NOT FN7.4
Handbook MARKED
Manual
CH15400

June 2017
FN3.1.5 Budget monitoring HMRC - Financial year + 6 years SECURE N NOT FN7.5
Handbook MARKED
Manual
CH15400
FN3.1.6 Staffing budgets HMRC - Financial year + 6 years SECURE Y OFFICIAL FN7.6
Compliance DISPOSAL
Handbook
Manual
CH15400
FN3.1.7 Revenue Budget files(these files HMRC - Date of budget + 6 years SECURE N NOT FN7.10
contain information routinely made Compliance DISPOSAL PROTECTIVELY
available to the public) Handbook MARKED
Manual
CH15400
FN3.1.8 Finance and Procurement: Financial Current year + 1 year SECURE N NOT FN7.11
Management: Revenue Finance: DISPOSAL PROTECTIVELY
Monitoring reports sent to Corporate MARKED
Board and Cabinet Committee
FN3.1.9 Budget spreadsheets and budget Current year + 1 year SECURE N NOT FN7.1
reconciliation spreadsheets DISPOSAL PROTECTIVELY
(manager’s copy) MARKED
FN3.1.10 Records relating to the creation of an Current year + 1 year SECURE N NOT FN7.2
annual budget (manager’s copy) DISPOSAL PROTECTIVELY
MARKED
FN3.1.11 Spreadsheets containing individual HMRC - Current year + 6 years SECURE N OFFICIAL FN7.17; FN3.1.14
pupil data by UPN used to determine Compliance DISPOSAL
school budgets and allocations for Handbook
pupils with special needs by Finance Manual
CH15400
FN3.1.12 Voluntary and Community Sector HMRC - Current year + 6 years SECURE Y OFFICIAL FN7.18; FN3.1.21
Funding for the placement of looked Compliance DISPOSAL
after children Handbook
Manual
CH15400
FN3.1.13 Monthly Monitoring reports Retained in Council Secretariat NOT FN7.3a; FN3.1.22
submitted to Cabinet - Principal records PROTECTIVELY
Copy MARKED
FN3.1.14 Monthly Monitoring reports Budget year + 3 years SECURE NOT FN7.3b; FN3.1.23
submitted to Cabinet Operational DISPOSAL PROTECTIVELY
copies MARKED

June 2017
FN3.1.15 Finance and Procurement: Financial HMRC - Current year + 6 years SECURE N NOT FN3.1.24
Management: Capital Finance: Compliance DISPOSAL PROTECTIVELY
Capital Monitoring records Handbook MARKED
Manual
CH15400
Capital Budget working papers Handbook MARKED
including capital funding Manual
spreadsheets CH15400
Management: Revenue Finance: Compliance DISPOSAL PROTECTIVELY
Budget Forecasts Handbook MARKED
Manual
CH15400
Calculation of Schools budgets Handbook MARKED
Manual
CH15400
FN3.1.19 Finance and Procurement: Financial HMRC - Current year + 6 years N NOT FN3.1.28
Management: Revenue Finance: Compliance PROTECTIVELY
Budgets for Early Year Providers Handbook MARKED
Manual
CH15400
FN3.2 Reconciliation
FN4 Expenditure
FN4.1 Accounts and Statements
FN4.1.1 Copies of financial records where Current year + 1 year SECURE N NOT FN1.1
the main copy of the record has DISPOSAL PROTECTIVELY
been sent to Finance for payment MARKED
FN4.1.2 Financial records - main copy (held HMRC - Current year + 6 years SECURE N NOT FN1.2
either in Finance or in individual Compliance DISPOSAL PROTECTIVELY
Units) - KCC Handbook MARKED
Manual
CH15400
FN4.1.3 Creation of annual accounts - Operational use SECURE NOT FN1.3a
Operational copies DISPOSAL PROTECTIVELY
MARKED
FN4.1.4 Creation of annual accounts - Permanent NOT FN1.3b
Principal Copy PROTECTIVELY
MARKED

June 2017
FN4.1.5 Background records relating to the HMRC - Current year + 6 years SECURE N NOT FN1.4
creation of the annual accounts Compliance DISPOSAL PROTECTIVELY
Handbook MARKED
Manual
CH15400
FN4.1.6 Financial records - main copy (held HMRC - Current year + 6 years SECURE N NOT FN1.7; FN4.1.08
either in Finance or in individual Compliance DISPOSAL PROTECTIVELY
Units) – Non KCC Handbook MARKED
Manual
CH15400
FN4.1.7 All financial records which are HMRC - Current year + 6 years SECURE N NOT FN1.8; FN4.1.09
subject to VAT and are not eligible Compliance DISPOSAL PROTECTIVELY
for the three years concession Handbook MARKED
Manual
CH15400
FN4.1.8 All income or expenditure financial HMRC - Current year + 6 years SECURE N NOT FN1.9; FN4.1.10
records which are subject to tax Compliance DISPOSAL PROTECTIVELY
(income or corporation taxation) Handbook MARKED
Manual
CH15400
FN4.1.9 Collection and deposit books HMRC - Current year + 6 years SECURE N NOT FN1.10; FN4.1.11
Handbook MARKED
Manual
CH15400
FN4.1.10 Final accounts and main cash books Permanent N NOT FN1.11; FN4.1.12
PROTECTIVELY
MARKED
FN4.1.11 Financial records relating to projects HMRC - Last payment + the length of SECURE N NOT FN1.21; FN4.1.22
which have been funded by external Compliance time required by the funding DISPOSAL PROTECTIVELY
funding bodies (including European Handbook body MARKED
Funding) Manual
CH15400
FN4.1.12 Mobile Telephone Bills held by HMRC - To be kept for a period of 12 SECURE N NOT FN4.1.23
individual service units Compliance months after completion of the DISPOSAL PROTECTIVELY
Handbook applicable year MARKED
Manual
CH15400
FN4.1.13 Officer Expenses HMRC - Current year + 6 years SECURE Y OFFICIAL FN9.2; FN4.1.25
Compliance DISPOSAL
Handbook
Manual
CH15400

June 2017
FN4.1.14 Delivery notes, confirmations of Current year + 1 year SECURE N NOT FN9.1; FN4.1.26
orders and orders DISPOSAL PROTECTIVELY
MARKED
FN4.1.15 Copy revenue invoices where the HMRC - Current year SECURE N NOT FN9.4; FN4.1.27
original invoices have been sent to Compliance DISPOSAL PROTECTIVELY
Exchequer Services for payment Handbook MARKED
Manual
CH15400
FN4.1.16 Capital Invoices - Original capital Limitation Act Date of invoice + 12 years SECURE N NOT FN9.6; FN4.1.28
invoices sent to Exchequer Services 1980 (Section 8) DISPOSAL PROTECTIVELY
for payment MARKED
FN4.1.17 All records relating to the HMRC - Current year + 6 years SECURE N NOT FN4.1.30
management of the purchase cards Compliance DISPOSAL PROTECTIVELY
Handbook MARKED
Manual
CH15400
FN4.1.18 Finance and Procurement: Financial HMRC - Current year + 6 years then SECURE Y OFFICIAL FN4.1.33
Services: Payments: All records Compliance review DISPOSAL
relating to accounts payable to Handbook
suppliers Manual
CH15400
Services: Payments: All records Compliance DISPOSAL PROTECTIVELY
relating to IMPREST reconciliations Handbook MARKED
Manual
CH15400
Services: Payments: Transaction Compliance DISPOSAL PROTECTIVELY
Data Matching Reports Handbook MARKED
Manual
CH15400
FN4.1.21 Finance and Procurement: Financial HMRC - Current year + 6 years SECURE Y OFFICIAL FN4.1.36
Services: Payments: Accounts Compliance DISPOSAL
Receivable Customer Amendments Handbook
Manual
CH15400
IMPREST records Handbook MARKED
Manual
CH15400

June 2017
FN4.2 Authorisation
FN4.2.1 Records relating to the authorisation HMRC - Last action user makes on card SECURE Y OFFICIAL FN4.2
of purchase card users Compliance + 6 years DISPOSAL
Handbook
Manual
CH15400
FN4.2.2 Applications for International Travel HMRC - Current year + 6 years SECURE Y OFFICIAL FN9.9
Compliance DISPOSAL
Handbook
Manual
CH15400
FN4.2.3 Finance and Procurement: Financial Life of the budget holder Y OFFICIAL No previous reference
Services: Payments: All records
relating to signatory forms
FN4.2.4 Finance and Procurement: Financial HMRC - Current year + 6 years Y OFFICIAL No previous reference
Services: Payments: Leavers Compliance
Reports Handbook
Manual
CH15400
FN4.3 Donations (Expenditure)
FN4.4 Payroll
FN4.4.1 Payroll Records HMRC - Current year + 6 years SECURE Y OFFICIAL - FN18.1
Compliance DISPOSAL SENSITIVE
Handbook
Manual
CH15400
FN4.4.2 Payroll Forms Duration of employment SECURE Y OFFICIAL FN18.2
DISPOSAL
FN4.5 Pensions
FN4.5.1 Finance and Procurement: Financial HMRC - Current year + 6 years SECURE N OFFICIAL FN19.1
Services: Treasury and Investments: Compliance DISPOSAL
All records relating to the monitoring Handbook
of pension fund contributions Manual
(employer and employee) CH15400
FN4.5.2 Pension Fund Contribution Income – Current year + 1 year SECURE N NOT FN19.2
Annual Year Spreadsheets DISPOSAL PROTECTIVELY
MARKED
FN4.5.3 Returns relating to members of staff HMRC - Current year + 6 years The SECURE N NOT FN19.3
transferring into the Pension Fund Compliance records are transferred to the DISPOSAL PROTECTIVELY
Handbook 4th floor each year MARKED
Manual
CH15400

June 2017
FN4.5.4 Monitoring of investments on behalf HMRC - Current year+ 6 years SECURE N NOT FN19.4
of the Pension Fund – monthly Compliance DISPOSAL PROTECTIVELY
accounts Handbook MARKED
Manual
CH15400
FN4.5.5 Pension Fund Oracle reports HMRC - Current year + 6 years SECURE N NOT FN19.6
Handbook MARKED
Manual
CH15400
FN4.5.6 Files relating to individual members Date of last contact with scheme SECURE Y OFFICIAL FN19.7
of the Pension Scheme (including of all dependents etc + 100 DISPOSAL
dependents) years
FN4.5.7 Bank details, pay details of the HMRC - Date of the last payment + 6 SECURE Y OFFICIAL FN19.10
individual pensioners Compliance years DISPOSAL
Handbook
Manual
CH15400
FN4.5.8 Pension queries raised with the Date query resolved + 7 years SECURE Y OFFICIAL FN19.11
Teachers’ Pension Unit DISPOSAL
FN4.5.9 Superannuation Fund Committee HMRC - Current year + 6 years SECURE N NOT FN19.5
reports[These are a reference set for Compliance DISPOSAL PROTECTIVELY
use within the Unit for answering Handbook MARKED
enquiries. Council Secretariat will Manual
hold the principal copy for CH15400
permanent retention]
FN4.5.10 Bulk Transfer files Date of the last contact with the SECURE Y OFFICIAL FN19.8
scheme of the last DISPOSAL
pensioner/dependent + 100
years
FN4.5.11 Records of former employers and Date of the last contact with the SECURE Y OFFICIAL FN19.9
Associations scheme of the last DISPOSAL
pensioner/dependent + 100
years
FN4.5.12 Finance and Procurement: Financial PERMANENT SECURE Y OFFICIAL No previous reference
Services: Treasury and Investments: DISPOSAL
Information relating to the
management of the Pension Fund
on behalf of admitted bodies

June 2017
FN4.6 Refunds
FN4.7 Kent Card
FN5 Fraud
FN5.1 Audit
FN5.1.1 Records kept by individual sections HMRC - Current year + 6 years SECURE N NOT FN3.10
for audit purposes Compliance DISPOSAL PROTECTIVELY
Handbook MARKED
Manual
CH15400
FN5.1.2 Finance and Procurement: Lead Life of the contract n OFFICIAL FN5.1.12
Business Partner and ELS: Support
and Projects: Financial vetting of
companies
FN5.2 Fraud Investigation
FN5.2.1 Records relating to the investigation Date case resolved + 6 years SECURE Y OFFICIAL - FN10.1
and prosecution of fraud then review DISPOSAL SENSITIVE
FN6 Funding
FN6.1 Funding Applications
FN6.1.1 Lottery Funding- Refurbishment, Last action on project + 3 years SECURE N NOT FN2.2
extension or construction of DISPOSAL PROTECTIVELY
buildings or other property - Below MARKED
£5,000
FN6.1.2 Lottery Funding- Equipment and Reasonable economic life of the SECURE N NOT FN2.1
vehicles £500 and above asset as determined by normal DISPOSAL PROTECTIVELY
accounting practices MARKED
FN6.1.3 Lottery Funding- Refurbishment, Last action on project + 5 years SECURE N NOT FN2.3
extension or construction of DISPOSAL PROTECTIVELY
buildings or other property - £5,001 MARKED
to £10,000
FN6.1.4 Lottery Funding- Refurbishment, Last action on project +10 SECURE N NOT FN2.4
extension or construction of years DISPOSAL PROTECTIVELY
to £50,000
FN6.1.5 Lottery Funding- Refurbishment, Last action on project + 15 SECURE N NOT FN2.5
to £100,000
FN6.1.6 Lottery Funding- Refurbishment, Last action on the project + 20 SECURE N NOT FN2.6
buildings or other property - MARKED
£100,001 to £5 Million

June 2017
FN6.1.7 Lottery Funding- Refurbishment, Last action on project + 40 SECURE N NOT FN2.7
buildings or other property - Above MARKED
£5 Million
FN6.1.8 Lottery Funding - Purchase of Either:Unexpired period of the SECURE N NOT FN2.8
leasehold buildings / land lease; or 80 years; whichever of DISPOSAL PROTECTIVELY
the above is the shorter. MARKED
FN6.1.9 Lottery Funding - Purchase of Purchase + 80 years SECURE N NOT FN2.9
buildings / land on a heritable basis DISPOSAL PROTECTIVELY
in Scotland, or purchase of buildings MARKED
/ land on a freehold basis elsewhere
FN6.1.10 Funding received from the European Last payment from ESF + 3 SECURE N NOT FN2.11
Social Fund years then review DISPOSAL PROTECTIVELY
MARKED
FN6.1.11 Grant funding received from central Last action on grant + 6 years SECURE N NOT FN2.12
government then review DISPOSAL PROTECTIVELY
MARKED
FN6.1.12 European Funding projects Date funding awarded + 12 SECURE N NOT FN11.1
MARKED
FN6.1.13 European Funding projects: Date funding awarded + 25 SECURE N NOT FN11.1a
Sustainability and Climate Change years DISPOSAL PROTECTIVELY
MARKED
FN6.1.14 UK Funding projects Bulk of the file destroyed post SECURE N NOT FN11.2
submission. Date of successful DISPOSAL PROTECTIVELY
submission + 2 years unless a MARKED
specific requirement of the
funding agency for longer
FN6.1.15 External Funding Limitation Act Last action on project + 12 SECURE N NOT FN11.3
1980 (Section 8) years DISPOSAL PROTECTIVELY
MARKED
FN6.1.16 Project files relating to PFI initiatives Limitation Act Last action on project + 12 SECURE N NOT FN12.1
1980 (Section 8) years DISPOSAL PROTECTIVELY
MARKED
FN6.1.17 All project documentation (including Length of time specified by Offer to N NOT FN12.2
financial information) relating to the Interreg at the beginning of the Archives PROTECTIVELY
management of Interreg Projects project MARKED
FN6.1.18 Records relating to the development Operational use – these records SECURE N NOT FN12.4
of the Primary Capital Programme need to be subject to a routine DISPOSAL PROTECTIVELY
(project likely to run for 14 years) review to remove the records MARKED
which are no longer relevant to
the Primary Funding System

June 2017
FN6.1.19 Records relating to schools in deficit HMRC - Current year + 6 years then SECURE N OFFICIAL FN9.8;FN6.1.20
concerning the special transitional Compliance review DISPOSAL
grant Handbook
Manual
CH15400
FN6.2 Funding Bids
FN6.2.1 Funding Bids Limitation Act Last action on project + 12 Offer to N NOT FN12.3
1980 (Section 8) years unless a longer period Archives PROTECTIVELY
required by the funding body MARKED
FN6.2.2 Records relating to funding bids Last payment on funding + 12 SECURE N OFFICIAL FN11.4
made by school federations years DISPOSAL
FN6.3 External Funding
FN6.4 Allocation and Management of Grants to other Bodies
FN6.4.1 Records created as part of work HMRC - Current year + 6 years then SECURE N NOT FN11.5
undertaken for Voluntary Aided Compliance review DISPOSAL PROTECTIVELY
schools re capital projects and VAT Handbook MARKED
Manual
CH15400
FN6.4.2 Member Community Grants Date last payment on grant SECURE Y NOT FN8.1; FN6.4.4
made + 6 years DISPOSAL PROTECTIVELY
MARKED
FN7 Income
FN7.1 Borrowing
FN7.1.1 Finance and Procurement: Financial Limitation Act Last payment on the loan + 6 SECURE Y OFFICIAL No previous reference
Services: Payments: All records 1980 (Section 2) years DISPOSAL
relating to the management of car
loans
FN7.2 Donations (Income)
FN7.3 Internal Recharging
FN7.3.1 Records relating to internal Current financial year + 6 years SECURE N NOT FN14.1
recharging DISPOSAL PROTECTIVELY
MARKED
FN7.4 Banking (Income)
FN7.4.1 Till rolls HMRC - Current year + 6 years SECURE N NOT FN13.7
Handbook MARKED
Manual
CH15400

June 2017
FN7.4.2 Cash Register and Streamline audit HMRC - Current year + 6 years SECURE N NOT FN13.8
rolls Compliance DISPOSAL PROTECTIVELY
Handbook MARKED
Manual
CH15400
FN7.4.3 Bank paying in books/slips HMRC - Current year + 6 years SECURE N NOT FN13.9
Handbook MARKED
Manual
CH15400
FN7.4.4 Collection and Deposit Books HMRC - Current year + 12 years SECURE N NOT FN13.10
Handbook MARKED
Manual
CH15400
FN7.4.5 Records relating to the cashiering HMRC - Current year + 6 years SECURE N NOT FN13.5
process including bank statements, Compliance DISPOSAL PROTECTIVELY
receipts, remittance advice Handbook MARKED
Manual
CH15400
FN7.4.6 Credit card terminal receipts HMRC - Current year + 6 years SECURE Y OFFICIAL FN7.4.7
Compliance DISPOSAL
Handbook
Manual
CH15400
FN7.5 Funds (Internal)
FN7.5.1 Kent Foundation - Final accounts HMRC - Current year + 6 years SECURE N NOT FN24.1
and other accounting documents Compliance DISPOSAL PROTECTIVELY
Handbook MARKED
Manual
CH15400
FN7.5.2 Kent Foundation - Application forms HMRC - Current year + 6 years SECURE Y OFFICIAL FN24.2
for payment from the Fund Compliance DISPOSAL
Handbook
Manual
CH15400
FN7.5.3 KCC Help Fund - Final accounts and HMRC - Current year + 6 years SECURE N NOT FN24.3
other accounting documents Compliance DISPOSAL PROTECTIVELY
Handbook MARKED
Manual
CH15400

June 2017
FN7.5.4 KCC Help Fund - Application forms HMRC - Current year + 6 years SECURE Y OFFICIAL FN24.4
for payment from the Fund Compliance DISPOSAL
Handbook
Manual
CH15400
FN7.5.5 Voluntary Fund/Social Club records Permanent N NOT FN24.5
PROTECTIVELY
MARKED
FN7.5.6 School Trust Funds transferred to Permanent N NOT FN24.6
KCC from schools which have PROTECTIVELY
changed status MARKED
FN7.5.7 General funds maintained by HMRC - Current year + 6 years SECURE N NOT FN24.7
individual divisions Compliance DISPOSAL PROTECTIVELY
Handbook MARKED
Manual
CH15400
FN7.5.8 Human Resources: Performance Permanent Y OFFICIAL No previous reference
and Monitoring: KCC Help Fund -
records created by the chair
FN7.5.9 Finance and Procurement: Financial Date of meeting + 6 years SECURE N NOT MN4.2.16
Management: Capital Finance: DISPOSAL PROTECTIVELY
Project Approval Group minutes and MARKED
recommendations
FN7.6 Grants
FN7.7 External Recharging
FN7.7.1 Assessments relating to the Limitation Act Last action on file + 6 years SECURE Y OFFICIAL FN13.1
provision of Social Services 1980 (Section 2) DISPOSAL
including information used to collect
debt
FN7.7.2 Letting forms HMRC - Can be destroyed following SECURE N NOT FN13.11
Compliance External Audit DISPOSAL PROTECTIVELY
Handbook MARKED
Manual
CH15400
FN7.7.3 Copies of cheques taken by the HMRC - DESTROY once cheque has SECURE Y OFFICIAL FN13.13
Highways Definitions Unit Compliance been paid in, cleared and DISPOSAL
Handbook accepted into the MIDAS
Manual system
CH15400
FN7.7.4 Finance and Procurement: Financial Limitation Act Life of the agreement + 12 SECURE N OFFICIAL FN7.7.12
Management: Capital Finance: 1980 (Section 8) years DISPOSAL
records relating to developer
contributions

June 2017
FN7.7.5 Records relating to developer Limitation Act Life of the agreement + 12 SECURE N OFFICIAL FN13.15
contributions to education provision 1980 (Section 8) years DISPOSAL
(Section 106)
FN7.7.6 Accounts payable HMRC - Current year + 6 years SECURE N NOT FN13.3
Handbook MARKED
Manual
CH15400
FN7.7.7 Records relating to rent collected by Expiry of lease + 15 years OFFER TO Y OFFICIAL FN13.4
KCC for properties and way leaves ARCHIVES
FN7.8 Debt Recovery
FN7.8.1 Records relating to the recovery or HMRC - Last payment on debt + 6 years SECURE Y OFFICIAL FN13.2; FN7.8.2
writing off of debts owed to the Compliance DISPOSAL
authority Handbook
Manual
CH15400
FN8 Investment Management
FN8.1 Investments
FN8.1.1 Records relating to money loaned by HMRC - Current year + 6 years SECURE N OFFICIAL FN15.1
KCC to other bodies Compliance DISPOSAL
Handbook
Manual
CH15400
FN8.1.2 Records relating to money borrowed Limitation Act Date of last repayment on the SECURE N OFFICIAL FN15.2
by KCC 1980 (Section 8) loan + 12 years DISPOSAL
FN8.1.3 Bonds records Current year + 10 years SECURE N OFFICIAL FN15.3
DISPOSAL
FN8.1.4 Records relating to investments Limitation Act End of investment + 12 years SECURE N OFFICIAL FN15.4
made by KCC 1980 (Section 8) then review DISPOSAL
FN8.1.5 Finance and Procurement: Financial HMRC - Current year + 6 years SECURE N OFFICIAL No previous reference
Working papers to support KCC's Handbook
financial record Manual
CH15400
FN8.1.6 Finance and Procurement: Financial HMRC - Current year + 6 years SECURE N OFFICIAL No previous reference
All records relating to the treasury Handbook
management of surplus pension Manual
funds CH15400
FN8.1.7 Finance and Procurement: Lead Limitation Act Date of last repayment on the SECURE n NOT No previous reference
Business Partner and ELS: Schools 1980 (Section 8) loan + 12 years DISPOSAL PROTECTIVELY
Financial Services: Records of loans MARKED
made to schools

June 2017
FN8.2 Trust Funds
FN8.3 Strategy and Planning (Finance)
FN9 Taxation
FN9.1 Local Taxation
FN9.2 National Taxation
FN9.2.1 VAT and Tax Returns HMRC - Financial Year + 6 years SECURE N NOT FN17.1
Handbook MARKED
Manual
CH15400
FN9.2.2 VAT documents HMRC - Financial year + 6 years SECURE N NOT FN17.2
Handbook MARKED
Manual
CH15400
FN9.2.3 Finance and Procurement: Financial HMRC - Current financial year + 6 years SECURE N OFFICIAL No previous reference
Management: Chief Accountant: All Compliance DISPOSAL
records relating to the management Handbook
of companies, VAT and taxation and Manual
the completion of the final accounts CH15400
FN10 Annual Accounts
FN10.1 Annual Accounts
FN10.1.1 All records relating to the closedown HMRC - Current year + 6 years SECURE N NOT FN21.1
of the annual accounts Compliance DISPOSAL PROTECTIVELY
Handbook MARKED
Manual
CH15400
FN10.1.2 Finance and Procurement: Financial HMRC - Current year + 6 years SECURE N NOT No previous reference
Statement of Accounts Working Handbook MARKED
Papers Manual
CH15400
FN10.1.3 Finance and Procurement: HMRC - Current year + 6 years SECURE N NOT No previous reference
Corporate Director's Office: Annual Compliance DISPOSAL PROTECTIVELY
Governance Statements Handbook MARKED
Manual
CH15400
FN11 Strategy and Planning (Finance)
FN11.1 Strategy (Finance)
FN11.1.1 Records relating to the financing and Financial year + 1 year SECURE N NOT FN23.1
monitoring of the programme DISPOSAL PROTECTIVELY
MARKED
June 2017
FN11.1.2 Public Service Expenditure Plan Reference SECURE N NOT FN23.2
MARKED
FN11.1.3 Finance and Procurement: Financial Where strategies are not SECURE Y OFFICIAL FN11.1.6
Strategy: Working papers relating to accepted then the records are DISPOSAL
forward financial planning disposed of; where the
strategies are accepted current
financial year + 6 years
FN11.1.4 Finance and Procurement: Financial Date of government decision + SECURE N OFFICIAL FN11.1.7
Strategy: All records relating to 5 years DISPOSAL
responses made to central
government initiatives
FN11.1.5 Finance and Procurement: Financial Where a formal agreement has SECURE N OFFICIAL FN11.1.8
Strategy: Records relating to been reached then life of the DISPOSAL
financial arrangements with partners agreement
Strategy: Statistical Returns to Compliance DISPOSAL PROTECTIVELY
Central Government and CIPFA Handbook MARKED
Manual
CH15400
FN11.2 Planning
Budget Plan and Medium Term Handbook MARKED
Forward Plan Manual
CH15400
Statutory Returns to Central Handbook MARKED
Government Manual
CH15400
H Housing
H1 Housing Stock Management
H1.1 Enforcement (Housing)
H1.1.1 Records relating to housing Limitation Act Conclusion of case + 6 years SECURE Y OFFICIAL - H3.1
enforcement leading to 1980 (Section DISPOSAL SENSITIVE
prosecution 2)

June 2017
H1.2 Equipment (Housing)
H1.2.1 Lifts: where maintenance Limitation Act Last use of lift + 6 years SECURE N OFFICIAL - H4.1
responsibility of KCC 1980 (Section DISPOSAL SENSITIVE
2)
H1.2.2 Lifts: where maintenance is not Limitation Act Date of last payment + 6 years SECURE N NOT H4.2
the responsibility of KCC 1980 (Section DISPOSAL PROTECTIVELY
2) MARKED
H1.2.3 Occupational Therapy Bureau: Limitation Act Current year + 6 years SECURE N NOT H4.3
Spreadsheets relating to 1980 (Section DISPOSAL PROTECTIVELY
equipment orders etc 2) MARKED
H1.2.4 Community Services: Lift Information is maintained by N NOT H4.4
Maintenance Services Mouchel (the Contract PROTECTIVELY
maintained by Mouchel administrators) on the ATRIUM MARKED
system
H1.3 Estate Management (Housing)
H1.4 Garage application
H1.5 Mutual Exchange List (Housing)
H1.5.1 Records held concerning mutual This is intended to be a dynamic SECURE Y OFFICIAL H11.1
exchange of council housing document which will be constantly DISPOSAL
updated
H1.6 Neighbour Disputes
H1.6.1 All records relating to neighbour Limitation Act Date of resolution of dispute + 6 SECURE Y OFFICIAL H12.1
disputes 1980 (Section years DISPOSAL
2)
H1.7 Property Files (Housing Stock)
H1.8 Rent setting
H1.9 Tenant Files
H2 Housing Allocation
H2.1 Housing Needs Assessment
H2.1.1 Assessment of individual Limitation Act Last action on assessment + 6 years SECURE Y OFFICIAL H2.1
housing needs 1980 (Section DISPOSAL
2)
H2.2 Housing Applications
H2.2.1 Register of individuals' housing Permanent Y OFFICIAL H9.1
application
H2.2.2 Applications for Housing register Limitation Act Last action on application + 6 years SECURE Y OFFICIAL H9.2
including supporting information 1980 (Section DISPOSAL
2)

June 2017
H2.3 Allocations (Housing)
H2.3.1 All records relating to the Limitation Act Last action on application + 6 years SECURE Y OFFICIAL 1.2
allocation of housing 1980 (Section DISPOSAL
2)
H3 Accommodation other than housing stock
H3.1 Homelessness
H3.1.1 Records relating to the process Limitation Act Last action on case + 6 years SECURE Y OFFICIAL H7.1
of managing applications from 1980 (Section DISPOSAL
those people who are homeless 2)
H3.2 Hostel Providers
H3.2.1 Records relating to hostel Limitation Act Last use of hostel provider + 6 years N OFFICIAL H8.1
providers 1980 (Section
2)
H3.3 Gypsy and Traveller sites
H3.3.1 Files relating to the management Limitation Act Current year + 6 years then review Offer to Y OFFICIAL H10.1
of the Gypsy sites owned by 1980 (Section Archives
KCC 2)
H3.3.2 Information supplied to other Operational Use Offer to N NOT H10.2
authorities as part of an advisory Archives PROTECTIVELY
process MARKED
H3.3.3 Files relating to the management Limitation Act Current year + 6 years then review Offer to N OFFICIAL H10.3
of unauthorised Gypsy 1980 (Section Archives
encampments 2)
H3.3.4 Records relating to adult and All records should be returned to SECURE Y OFFICIAL H10.4
child protection matters relating Social Services for inclusion on the DISPOSAL
to individuals on gypsy sites main client file. All remaining records
requiring the involvement of the must be disposed of once the case
Gypsy Unit is concluded
H3.3.5 Records relating to the Limitation Act Current year + 6 years SECURE N OFFICIAL H10.5
mistreatment of horses on gypsy 1980 (Section DISPOSAL
sites 2)
H3.3.6 Applications for plots on a Gypsy Current year (the database is SECURE Y OFFICIAL H10.6
Site cleansed once a year) DISPOSAL

June 2017
HR Human Resources
Reference Description Statutory Provisions Retention Period Action at Contains Indicative Protective Notes Previous reference
End of Personal Marking numbers
HR1 Human Resources Strategy
HR1.1 Employee Relations
HR1.1.1 Staff Questionnaires Date of questionnaire + SECURE Y OFFICIAL HR5.1
6 years DISPOSAL
HR1.1.2 Human Resources: Employment Current year + 6 years SECURE Y OFFICIAL HR1.1.3
Strategy: Employment Policy: DISPOSAL
Industrial Action Monitoring
HR1.2 Equal opportunities
HR1.3 Terms and Conditions of Employment
HR1.3.1 Information relating to terms and Date terms and Offer to N NOT HR19.3
conditions of employment conditions superseded + Archives PROTECTIVELY
6 years MARKED
HR1.3.2 Human Resources: Employment Limitation Act 1980 (Section Date policy superseded Offer to N NOT No previous reference
Strategy: Employment Policy: 2) + 6 years Archives PROTECTIVELY
KCC Employment Policies MARKED
HR1.3.3 Human Resources: Employment Limitation Act 1980 (Section Date guidance SECURE N NOT No previous reference
Strategy: Employment Policy: 2) superseded + 6 years DISPOSAL PROTECTIVELY
Employment Guidance for MARKED
Managers and Staff
HR1.3.4 Human Resources: Employment Limitation Act 1980 (Section Each copy of the Blue SECURE N NOT No previous reference
Strategy: Employment Policy: 2) Book will supersede the DISPOSAL PROTECTIVELY
Kent County Council Terms and preceding one; but a MARKED
Conditions Manual (The Blue copy of each version
Book) should be held as an
archive copy so that if
necessary the terms and
conditions in operation
at any given time can be
proved
HR1.3.5 Human Resources: Employment Limitation Act 1980 (Section Each copy of the list will SECURE N NOT No previous reference
Strategy: Employment Policy: 2) supersede the DISPOSAL PROTECTIVELY
Politically Restricted Posts List preceding one; but a MARKED
copy of each version
should be held as an
archive copy so that if
necessary the politically
restricted posts in
operation at any given
time can be proved

June 2017
HR1.4 Trade Union Liaison
HR1.4.1 Human Resources: Employment Limitation Act 1980 (Section Current year + 6 years SECURE N OFFICIAL HR20.1
Strategy: Employment Policy: 2) then review DISPOSAL
Trade Unions (Recognition,
Facilities and Membership)
HR1.5 Workforce Development
HR1.5.1 Human Resources: Employment Current year + 6 years SECURE Y OFFICIAL HR1.5.7
Strategy: Business Systems and DISPOSAL
Development: School Workforce
Census Data - Access Database
and data for
workings/manipulations.
Information gathered from
Schools
HR1.5.2 Human Resources: Employment Current year + 6 years SECURE Y OFFICIAL No previous reference
Employment Value Proposition
(EVP)
Development: KCC Workforce
Staffing data - Access Databases
of Oracle Outputs with all staffing
information for
workings/manipulations
Development: KCC Workforce
Sickness data - Access
Databases of Oracle Outputs with
all staff sickness information for
workings/manipulations
Development: Access Databases
of Oracle Outputs of Starter and
Leaver information - KCC
Workforce Starter/Leaver Data

June 2017
Development:
Workings/Manipulations Data - All
file types used when
manipulating or creating data for
output reports
HR1.5.7 Human Resources: Organisation Date of meeting + 4 SECURE N NOT MN4.2.19
Effectiveness: Health and years DISPOSAL PROTECTIVELY
Wellbeing: Project plan, agendas, MARKED
minutes and papers relating to
Health and Wellbeing Group
meetings
HR1.5.8 Human Resources: Organisation Life of the project SECURE Y OFFICIAL No previous reference
Effectiveness: Organisation DISPOSAL
Development Work Plans (Excel):
Work plans for OE & WD
HR1.5.9 Human Resources: Organisation Current year + 6 years SECURE Y OFFICIAL No previous reference
Effectiveness: OD & People Plan: DISPOSAL
Organisational Development &
People Plan report outlines our
key people activities over the next
four years.
HR1.5.10 Human Resources: Organisation Operational Use SECURE Y OFFICIAL No previous reference
Effectiveness: Organisation DISPOSAL
Effectiveness Workstream
Folders : Various folders
containing all OE workstream
information
Effectiveness: Workforce Data: DISPOSAL
Data relating to OE high priority
areas.
HR1.5.12 Human Resources: Organisation Current year + 4 years SECURE N NOT No previous reference
Effectiveness: Workforce DISPOSAL PROTECTIVELY
Strategies: Strategy papers and MARKED
supporting information
documents
HR1.5.13 Human Resources: Organisation Current year + 4 years SECURE N NOT MN4.2.17
Effectiveness: OD Groups: then review DISPOSAL PROTECTIVELY
Agendas, minutes, papers, action MARKED
plans, etc relating to individual
Directorate OD Groups

June 2017
HR1.5.14 Human Resources: Organisation Date of meeting + 4 Offer to N OFFICIAL MN4.2.18
Effectiveness: Change years Archives
Champions: Agendas, minutes
and papers relating to Change
Champions Group and events
HR1.5.16 Workforce Development Plan for This will be a dynamic SECURE N NOT ED15.1; ED1.4.1
Kent Highways Services document which is DISPOSAL PROTECTIVELY
updated each time the MARKED
business plan is
updated
HR2 Personnel Management
HR2.1 Absence Reporting
HR2.1.1 TRACE system Limitation Act 1980 (Section Current year + 6 years SECURE Y OFFICIAL No previous reference
2) DISPOSAL
HR2.1.2 Records relating to the monitoring Current year + 1 year SECURE Y OFFICIAL HR1.2
of employee absence DISPOSAL
HR2.1.3 Finance and Procurement: Lead Current year + 1 year SECURE Y OFFICIAL No previous reference
Business Partner and ELS: DISPOSAL
Business Operations: Sickness
Absence Monitoring - monthly
reports from HR electronically
HR2.2 Disciplinary Matters Reporting
HR2.2.1 Non Schools Case Work - Limitation Act 1980 (Section Current year + 6 years SECURE Y OFFICIAL HR3.1
Performance and Capability 2) DISPOSAL
HR2.2.2 Personnel Tribunal Limitation Act 1980 (Section Current year + 6 years SECURE Y OFFICIAL HR3.2
2) DISPOSAL
HR2.2.3 Non-Schools Casework: Limitation Act 1980 (Section Current year + 6 years SECURE Y OFFICIAL HR3.3
Disciplinary where the case 2) DISPOSAL
results in dismissal
HR2.2.4 Non-Schools Casework: The records must be SECURE Y OFFICIAL HR3.4
Disciplinary where the case destroyed at the DISPOSAL
results in no case to answer conclusion of the
investigation
HR2.2.5 Records relating to employment The Employment Tribunals Current year + 6 years SECURE Y OFFICIAL HR3.5
tribunal (Constitution amd Rules of DISPOSAL
Procedure) (Amendment)
Regulations 2008; Limitation
Act 1980 (Section 2)

June 2017
HR2.2.6 First warning – Issued by line People Management Date of warning + 6 SECURE Y OFFICIAL HR11.2.1
manager/senior manager, with a Handbook Section N – N22 months [This period DISPOSAL
right of appeal to next level of could be extended if
management required to be used for
evidence to show that
the employee was made
aware of the
seriousness of previous
behaviour]
HR2.2.7 Second warning – Issued by line People Management Date of warning + 12 SECURE Y OFFICIAL HR11.2.2
manager/senior manager, with a Handbook Section N – N22 months [This period DISPOSAL
right of appeal to the next level of could be extended if
management required to be used for
evidence to show that
the employee was made
aware of the
behaviour]
HR2.2.8 Final warning – Issued by People Management Date of warning + 18 SECURE Y OFFICIAL HR11.2.3
Managing Director, or delegated Handbook Section N – N22 months [This period DISPOSAL
manager, with a right of appeal to could be extended if
Managing Director or Chief required to be used for
Executive if issued by Managing evidence to show that
Director the employee was made
aware of the
behaviour]
HR2.2.9 Non Schools Casework - Limitation Act 1980 (Section Date grievance resolved SECURE Y OFFICIAL HR11.5.2
Grievance procedure 2) + 6 years DISPOSAL
HR2.2.10 Records created by the mediation Current year + 1 year SECURE Y OFFICIAL HR11.5.1
service offered by Support Line DISPOSAL
relating to the mediation process
HR2.2.11 Non Schools Casework - Limitation Act 1980 (Section Date case resolved + 6 SECURE Y OFFICIAL No previous reference
Harassment 2) years DISPOSAL
HR2.2.12 Human Resources: Employment Complaint resolved SECURE Y OFFICIAL No previous reference
Complaints against members of
staff (not the principal copy)
HR2.3 Disclosure of Interest
HR2.3.1 Financial and non-financial officer Local Government Act 1972 Termination of SECURE Y OFFICIAL HR4.1
interests that could conflict with employment + 1 year DISPOSAL
the County Council's interest

June 2017
HR2.4 Occupational Health
HR2.4.1 Staff Care Services: Pre- Limitation Act 1980 (Section Date of questionnaire + SECURE N OFFICIAL - HR10.1
Employment Health 2) 7 years DISPOSAL SENSITIVE
Questionnaires
HR2.4.2 Health Referral files Date of birth + 85 years SECURE Y OFFICIAL - HR10.2
- are microfilmed DISPOSAL SENSITIVE
annually and retained in
fiche format
HR2.4.3 Health Surveillance forms Date of questionnaire + SECURE Y OFFICIAL - HR10.3
40 years - The DISPOSAL SENSITIVE
questionnaires are
completed annually. The
forms relating to
employees who no
longer work for KCC are
microfilmed.
HR2.4.4 Food Handling Questionnaires Date of questionnaire + SECURE Y OFFICIAL - HR10.4
7years DISPOSAL SENSITIVE
HR2.4.5 Training concerning occupational Training completed + 50 SECURE Y OFFICIAL HR4.2.18
health and safety training – years DISPOSAL
register
HR2.4.6 Training concerning occupational Date of training + 3 SECURE Y OFFICIAL HR4.2.19
health and safety – individual years DISPOSAL
course assessment records
HR2.5 Personnel Information relating to individual members of staff
HR2.5.1 Personal Files records relating to Termination of SECURE Y OFFICIAL HR11.13.1; HR2.5.8
an individual’s employment employment + 6 years DISPOSAL
history then review
HR2.5.2 Personal files maintained by Termination of SECURE Y OFFICIAL - HR11.3.1; HR2.5.1
managers for the purpose of employment DISPOSAL SENSITIVE
managing individual members of
staff
HR2.5.3 Appraisal documentation held by Current year + 1 year SECURE Y OFFICIAL HR11.8.1; HR2.5.5
individual members of staff DISPOSAL
HR2.5.4 Supervision notes relating to Limitation Act 1980 (Section Termination of SECURE Y OFFICIAL - HR11.8.4; HR2.5.6
social care case supervision 2) employment + 6 years DISPOSAL SENSITIVE
HR2.5.5 Medical certificates presented in People Management Tax year to which they SECURE Y OFFICIAL - HR11.12.2; HR2.5.7
line with sickness reporting Handbook Section K – K3 relate + 3 years DISPOSAL SENSITIVE
procedures - A copy of medical
certificates should be kept by the
line manager. They form part of
the records for Statutory Sick Pay
HR2.5.6 Flexi Time Sheets Current year + 2 years SECURE OFFICIAL HR2.5.18
DISPOSAL
June 2017
HR2.5.7 Records relating to non-schools Date sent to HR SECURE Y OFFICIAL HR2.5.20
flexible retirements created in Connect + 6 months DISPOSAL
preparation for sending to HR
Connect
HR2.6 Staff Benefits
HR2.6.1 Human Resources: Rewards: Current year + 10 years SECURE N NOT No previous reference
Kent Rewards Gateway: DISPOSAL PROTECTIVELY
Statistical Analysis MARKED
HR2.6.2 Human Resources: Rewards: Current year + 1 year SECURE Y OFFICIAL No previous reference
Teachers Salary Forms DISPOSAL
HR2.6.3 Human Resources: Rewards: Current year + 10 years SECURE N OFFICIAL No previous reference
Archive reference material DISPOSAL
HR2.6.4 Human Resources: Rewards: Limitation Act 1980 (Section Close of scheme + 6 SECURE Y OFFICIAL No previous reference
Senior Officers Medical Insurance 2) years DISPOSAL
(SOMI) [Scheme closed March
2012]
Value Plus Local DISPOSAL
Market Premia Information DISPOSAL
Local Pay Bargaining DISPOSAL
Information/Pay Modelling
Pay Modeller DISPOSAL PROTECTIVELY
MARKED
Pay / Allowances Data DISPOSAL PROTECTIVELY
MARKED
HR2.6.10 Human Resources: Rewards: Limitation Act 1980 (Section Date that case is SECURE Y OFFICIAL No previous reference
Local Government Pensions 2) resolved + 6 years DISPOSAL
Scheme (LGPS) Pensions Data
HR2.6.11 Human Resources: Rewards: Current year + 5 years SECURE Y OFFICIAL No previous reference
Equalities Data (EqIA / Equal Pay DISPOSAL
Data etc.)
HR2.6.12 Human Resources: Rewards: HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL No previous reference
Staff Club bookings Handbook Manual CH15400 DISPOSAL
HR2.6.13 Human Resources: Rewards: HMRC - Compliance Current year + 6 years SECURE Y OFFICIAL No previous reference
Salary Sacrifice Schemes Handbook Manual CH15400 DISPOSAL
HR2.6.14 Human Resources: Rewards: Job Current year + 5 years SECURE N NOT No previous reference
Evaluation DISPOSAL PROTECTIVELY
Database/Benchmarking etc. MARKED

June 2017
HR2.6.15 Human Resources: Rewards: Current year + 5 years SECURE Y OFFICIAL No previous reference
Workforce Data incl TCP DISPOSAL
Moderation Reports
Effectiveness: Staff Awards: DISPOSAL
Nomination, judging and winners
staff information, procedure and
guidance information
HR2.7 Staff Directory
HR2.7.1 Information used to compile staff Operational Use SECURE N NOT HR15.2
directories DISPOSAL PROTECTIVELY
MARKED
HR2.8 Staff Facilities
HR2.8.1 Information relating to the Limitation Act 1980 (Section Last use of facility + 6 SECURE N NOT HR16.1
management of staff facilities 2) years DISPOSAL PROTECTIVELY
MARKED
HR2.9 Staff Recognition
HR2.9.1 Reward Strategy Last action on file + 5 Offer to N NOT HR19.1
MARKED
HR2.9.2 Investors in People Last action on file + 5 Offer to N NOT HR19.2
MARKED
HR2.10 Staff Statistics
HR2.11 Redundancies
HR2.11.1 Redundancies managed by Date of birth of the SECURE Y OFFICIAL - HR11.13.4
Shared Services individual made DISPOSAL SENSITIVE
redundant + 80 years
HR2.11.2 Non Schools Change Projects Completion of the SECURE Y OFFICIAL No previous reference
restructure + 6 years DISPOSAL
HR2.11.3 Records relating to the creation of Date of agreement + 6 SECURE Y OFFICIAL No previous reference
Settlement Agreements years DISPOSAL
HR2.12 Staff Transferred to Other Organisations (TUPE)
HR2.12.1 People transferred out Current year + 6 years SECURE Y OFFICIAL HR11.11.1
DISPOSAL
HR3 Recruitment
HR3.1 Job Evaluation
HR3.1.1 Records relating to job evaluation Date job evaluation SECURE N NOT HR7.1
completed + 6 years DISPOSAL PROTECTIVELY
MARKED

June 2017
HR3.2 Induction
HR3.2.1 Records relating to employee Date induction ends + 6 SECURE Y OFFICIAL HR8.1
induction months then review DISPOSAL
HR3.3 Job Descriptions and Person Specifications
HR3.3.1 Job descriptions and person Limitation Act 1980 /Sex Date JD/Person SECURE N NOT HR9.1
specifications Discrimination Act 1975 + Specification DISPOSAL PROTECTIVELY
1986 / Race Relations Act superseded + 6 years MARKED
1976
HR3.4 Recruitment Process
HR3.4.1 The selection of an individual for Recruitment finalised + SECURE Y OFFICIAL HR12.1; HR3.4.7
an established position 1 year DISPOSAL
HR3.4.2 Recruitment and Selection – Date of interview + 6 SECURE Y OFFICIAL HR12.3; HR3.4.8
records relating to the process months DISPOSAL
concerning unsuccessful
candidates
HR3.4.3 Disclosure and Barring Service The certificate is the SECURE Y OFFICIAL No previous reference
(DBS) checks property of the person DISPOSAL
who has been checked,
but the employer can
take a copy and put it on
an individual's file. The
organization making the
check should not take
copies of documents but
inspect the original
documents provided by
the person who is being
checked
HR3.4.4 Copy documentation taken as https://www.gov.uk/check-job- Date of termination of SECURE Y OFFICIAL No previous reference
part of right to work evidence applicant-right-to-work employment + 2 years DISPOSAL
HR3.4.5 Recruitment of Primary Head Date of appointment + SECURE Y OFFICIAL HR11.10.3; HR3.4.3
Teachers by the Schools 12 months DISPOSAL
Personnel Service
HR3.4.6 Recruitment of Secondary Head Date of appointment + SECURE Y OFFICIAL HR11.10.4; HR3.4.4
Teachers by the Schools 24 months DISPOSAL
Personnel Service
HR3.4.7 Headteacher Appointment This is a dynamic Y OFFICIAL HR12.7; HR3.4.12;
Database database which is HR3.4.9
constantly updated

June 2017
HR4 Training
HR4.1 Corporate Training Plan
HR4.1.1 Corporate Training Plan This is expected to be a N NOT HR2.1
dynamic document PROTECTIVELY
which will be regularly MARKED
updated
HR4.1.2 Human Resources: Organisation Current year + 3 years SECURE N NOT No previous reference
Effectiveness: KCC Training then review DISPOSAL PROTECTIVELY
Plans: Data, reports and MARKED
information relating to individual
Directorate Training Plans
HR4.2 Training Arrangements
HR4.2.1 Staff training records - general Current year + 2 years SECURE Y OFFICIAL HR21.2; HR4.2.10
DISPOSAL
HR4.2.2 Spreadsheets monitoring training Operational use SECURE Y OFFICIAL HR21.3; HR4.2.11
provision DISPOSAL
HR4.2.3 Training (proof of completion Last action + 7 years SECURE Y OFFICIAL HR21.4; HR4.2.12
such as certificates, awards, DISPOSAL
exam results)
HR4.2.4 Human Resources: Human Current year + 3 years SECURE Y NOT HR4.2.21
Resources Business Centre: DISPOSAL PROTECTIVELY
Learning and Development: MARKED
Course information - flyers,
attendance lists, joining
instructions, emails, application
forms/booking forms
HR4.2.5 Human Resources: Human Current year SECURE N NOT HR4.2.23
Course Cancellation Monitoring -
Monthly reports
HR4.2.6 Human Resources: Human Current year SECURE N NOT HR4.2.25
Checklist Diaries and Paper
Venue Diaries - Details of
courses arranged and checklist
for follow-up checks

June 2017
HR4.2.7 Human Resources: Human Limitation Act 1980 (Section Current year + 6 years SECURE N NOT HR4.2.27
Resources Business Centre: 2) DISPOSAL PROTECTIVELY
Course Commissioning Sheets
now superseded by Costing
Sheets - Details of courses
commissioned
HR4.2.8 Human Resources: Human Current year + 1 year SECURE Y OFFICIAL HR4.2.29
Resources Business Centre: DISPOSAL
Learning and Development:
Interpreter booking forms
Moving and Handling Forms -
Moving and Handling
Competency Forms
Project training - Information for
projects ie Kent Manager,
Customer Services, ERP, KNet
Migration, Staff Standard
etc. Scoping training
requirements, project plans.
Learning and Development: Kent MARKED
Manager - Quality Assurance -
Information about managers'
'Kent Manager' portfolios that
have been quality assured.
HR4.2.12 Human Resources: Organisation Limitation Act 1980 (Section Current year + 6 years SECURE N NOT HR4.2.34
Effectiveness: Workforce 2) DISPOSAL PROTECTIVELY
Development Commissioning: MARKED
Info relating to commissioning for
training courses commissioned
by Workforce Development
HR4.2.13 Human Resources: Organisation Current year + 3 years Y OFFICIAL HR4.2.35
Effectiveness: Kent Manager: then review
Data, reports and information
relating to The Kent Manager
Standard

June 2017
HR4.3 Training Materials
HR4.3.1 Information Resilience and Retain until superseded SECURE N NOT No previous reference
Transparency Team: Training by version after next DISPOSAL PROTECTIVELY
packages relating to the training MARKED
offered by the Information
Resilience and Transparency
Team
HR4.3.2 Information Resilience and Retain until superseded SECURE N NOT No previous reference
Transparency Team: All records by version after next DISPOSAL PROTECTIVELY
relating to the development of the MARKED
information governance and
records management E-Learning
modules.
HR4.3.3 Training (materials) Date of course + 1 year SECURE Y NOT HR22.1; HR4.2.15
MARKED
HR4.3.4 Training packages developed for It is expected that these Offer to N NOT HR22.2; HR4.2.16
use within different directorates will be dynamic Archives PROTECTIVELY
packages, where MARKED
appropriate one copy
should be kept each the
time the package is
changed
HR4.4 Training Statistics
HR4.4.1 Training Statistics Current year + 5 years SECURE N NOT HR23.1
MARKED
HR4.5 Training - Directorate Specific
HR4.5.1 Training concerning Children Training completed + 35 SECURE Y NOT CS28.1; HR4.2.1
MARKED
HR4.5.2 Continuing Professional Current year + amount SECURE Y OFFICIAL HR11.6.2; HR4.2.2
Development records relating to of time required by the DISPOSAL
the Education Psychology professional body
Service
HR4.5.3 Training records created during Date of training + 3 SECURE Y OFFICIAL HR11.6.3; HR4.2.3
the Financial Management in years DISPOSAL
Schools process
HR4.5.4 Continuing Professional Current year + the SECURE Y OFFICIAL HR11.6.4; HR4.2.4
Development records relating to amount of time required DISPOSAL
the Specialist Teaching Service by the professional body
HR4.5.5 Records relating to food hygiene Date of training + 3 SECURE Y OFFICIAL HR11.6.6; HR4.2.5
training (Country Parks) years DISPOSAL

June 2017
HR4.5.6 Records relating to first aid Date of training + 3 SECURE Y OFFICIAL HR11.6.7; HR4.2.6
training (Country Parks) years DISPOSAL
HR4.5.7 Sports Development Unit: Date training completed SECURE Y OFFICIAL HR11.6.8; HR4.2.7
Application Forms for courses + 3 years DISPOSAL
[Coaches or Volunteers]
HR4.5.8 Petrol Passport Database: Expiry of passport + 6 SECURE Y OFFICIAL HR11.6.9; HR4.2.8
Trading Standards provide petrol months DISPOSAL
forecourt training for its own
officers and those from other
authorities.
HR4.5.9 Social Care – Training and Current year + 5 years SECURE N NOT HR21.1; HR4.2.9
Development – Course files then review DISPOSAL PROTECTIVELY
MARKED
Learning and Development: Adult MARKED
Protection Reporting - Course
information, checklists, handouts,
certificate and evaluation
templates, attendance sheets,
venue booking info, guidelines for
attending training
Carers Awareness Training for
Health and Social Care
Professionals - Event attendance
lists
Learning and Development: Child MARKED
Protection Awareness Waiting
Lists - List of staff unable to gain
places

June 2017
Mental Capacity Act Training
Courses - Training course
information, flyers, application
form, joining instructions,
delegate lists, evaluation results,
handouts and all associated
information
KMPT Improvement Plan -
Mental Health staff course
applications and attendance
HS Health and Safety
HS1 Operational Health and Safety
HS1.1 Accident and Incident Reporting
HS1.1.1 Accident Reporting Date of the accident + 4 years Y OFFICIAL SECURE DISPOSAL HS1.1
where the injured person is an
adult at the time of the accident;
date of birth + 22 years where the
injured person is a minor at the
time of the accident - This
retention period has been set in
consultation with the Risk and
Insurance section and Legal
Services.
HS1.1.2 Records relating to the Statutory Instrument Although RIDDOR states that the Y OFFICIAL SECURE DISPOSAL HS1.4; HS1.1.3
Reporting of Injuries 1995 No 3163 - The date of notification + 3 years as
Diseases Dangerous Reporting of Injuries, the accident report forms are
Occurrences Diseases and attached to these records the
Regulations (RIDDOR) Dangerous RIDDOR records will be managed
process Occurrences against the same retention period
Regulations 1995 outlined in HS1.1

June 2017
HS1.1.3 Human Resources: Date of notice + 6 years N NOT SECURE DISPOSAL HS1.1.4
Health and Safety: Kent PROTECTIVELY
Fire and Rescue MARKED
Notices
HS1.2 Risk Assessments
HS1.2.1 Risk Assessments Date the risk assessment N NOT SECURE DISPOSAL HS7.1
superseded + 4 years PROTECTIVELY
MARKED
HS1.2.2 COSHH Risk Control of Substances Date of creation + 40 years Y NOT SECURE DISPOSAL HS7.2
Assessments Hazardous to Health PROTECTIVELY
MARKED
HS1.2.3 Risk Assessments Limitation Act 1980 Date of birth of the youngest N NOT SECURE DISPOSAL HS7.3
relating to activities (Section 11) participant + 22 years PROTECTIVELY
involving people under MARKED
the age of 18
HS1.2.4 Driving At Work Forms - Current year + 2 years Y OFFICIAL SECURE DISPOSAL HS7.4
Driving risk
assessments
HS1.2.5 Fire Risk Assessments Limitation Act 1980 Date the risk assessment NOT SECURE DISPOSAL No previous reference
(Section 11) superseded + 4 years PROTECTIVELY
MARKED
HS1.3 Equipment Hire and Management (Health and Safety)
HS1.3.1 All documents relating Limitation Act 1980 Last use of the scooter + 4 years Y OFFICIAL SECURE DISPOSAL HS6.2
to the induction, hire (Section 11)
and use of the Tramper
Scooter at Shorne
Country Park
HS1.3.2 Trading Standards: Current year + 6 years N NOT SECURE DISPOSAL HS6.5
Health and Safety: H&S PROTECTIVELY
Equipment Register - MARKED
log of all H&S
equipment held by
officers
HS1.4 Health and Safety Training
HS1.4.1 Records relating to Date of training + 7 years N NOT SECURE DISPOSAL HS9.4; HR4.2.20
health and safety PROTECTIVELY
training MARKED

June 2017
HS2 Health and Safety Monitoring
HS2.1 Inspections (Health and Safety)
HS2.1.1 Investigations into Limitation Act 1980 Date of investigation + 4 years Y OFFICIAL SECURE DISPOSAL HS3.1
health and safety (Section 11) (unless the incident involves a
incidents which may minor in which case Date of birth
lead to HSE of minor + 22 years) then review –
involvement if the information is being used as
a case study then the information
should be anonomised
HS2.1.2 Corporate audits, Limitation Act 1980 Date of audit + 6 years then N OFFICIAL SECURE DISPOSAL HS3.2
schools audits, (Section 2) review
monitoring reports
HS2.1.3 Human Resources: Limitation Act 1980 Date of audit + 4 years N OFFICIAL SECURE DISPOSAL No previous reference
Health and Safety: (Section 11)
Audits relating to
Families and Social
Care
HS2.1.4 Human Resources: Limitation Act 1980 Date of notice + 6 years then NOT No previous reference
Health and Safety (Section 2) review PROTECTIVELY
Executive MARKED
Communications
(Notices Prosecutions)
HS2.2 Medical Assessments
HS2.2.1 Assessments of The master copy should be sent to Y OFFICIAL SECURE DISPOSAL HS4.1
individual members of Personnel for inclusion on the
staff main file [see HR11.13.1]
HS2.3 Routine Required Checks (Health and Safety)
HS2.3.1 Trading Standards: Current year + 6 years N NOT SECURE DISPOSAL HS10.4
Health and Safety: H&S PROTECTIVELY
Monthly checks - record MARKED
of monthly H&S checks
HS2.3.2 Building Manual - Limitation Act 1980 Life of building + 6 years then N NOT SECURE DISPOSAL HS5.3
containing fire logs, fire (Section 2) review PROTECTIVELY
maintenance, legionella MARKED
checks
HS2.3.3 Legionella and water Limitation Act 1980 Date of check + 6 years N NOT SECURE DISPOSAL HS5.4
checks undertaken in (Section 2) PROTECTIVELY
KCC premises MARKED
HS2.3.4 Human Resources: Limitation Act 1980 Life of assessment + 4 years Y OFFICIAL SECURE DISPOSAL No previous reference
Display Screen
Equipment Reports

June 2017
Health and Safety: New (Section 11)
and Expectant Mother
Risk Assessments
Stress (Positive
Pressure Management)
Assessments (individual
or teams)
HS2.4 Registers (Health and Safety)
HS2.4.1 Process of monitoring of Last action + 40 years N NOT SECURE DISPOSAL HS5.2
areas where employees PROTECTIVELY
and persons are likely to MARKED
have become in contact
with asbestos
HS2.4.2 Controlled Drug Safer management of Last date in register + 2 years Y OFFICIAL SECURE DISPOSAL HS6.3
Register - held in a controlled drugs: a
Residential Home guide to good practice
in secondary care
(England). October
2007, Dept of Health,
17th October 2007
section 9
HS2.4.3 Fire Register maintained Fire Precautions Last date in register + 6 years N NOT SECURE DISPOSAL HS6.4
by Residential Homes (Workplace) PROTECTIVELY
Regulations 1997 MARKED
HS2.4.4 Human Resources: Limitation Act 1980 Last date in register + 4 years Y OFFICIAL SECURE DISPOSAL No previous reference
Health and Safety: Risk (Section 11)
Registers relating to all
directorates
HS2.5 Administration (Health and Safety Monitoring)
HS2.5.1 Health and Safety team Current year + 3 years N NOT SECURE DISPOSAL No previous reference
meetings and working PROTECTIVELY
groups MARKED
HS2.5.2 Human Resources: Limitation Act 1980 Date complaint resolved + 6 years Y OFFICIAL SECURE DISPOSAL No previous reference
Safety Complaints
HS3 Strategy and Planning (Health Safety)
HS3.1 Campaigns (Health and Safety)
HS3.1.1 Records relating to Date of campaign + 3 years N NOT HS2.1
health and safety PROTECTIVELY
campaigns MARKED
June 2017
HS3.1.2 Records relating to Closure of file + 6 years then N OFFICIAL SECURE DISPOSAL HS8.1
health and safety review
strategy planning
HS3.2 Strategy (Health and Safety)
HS3.2.1 Health and Safety Limitation Act 1980 Date of meeting + 6 years N OFFICIAL SECURE DISPOSAL HS10.2
Working Party (Section 2)
HS4 Policies and Procedures (Health and Safety)
HS4.1 Policies (Health and Safety)
HS4.1.1 Health and Safety Policy Date policy superseded + 6 years N NOT SECURE DISPOSAL HS10.3
PROTECTIVELY
MARKED
IC Information and Communication
IC1 Access to Information
IC1.1 Access to Information - Data Protection and Third Party Requests
IC1.1.1 Data Protection Notification Date that the SECURE N NOT
notification has been DISPOSAL PROTECTIVELY
superseded + 1 year MARKED
IC1.1.2 Data subject access requests - principal Date request complied SECURE Y OFFICIAL IC1.1
copy whether held by individual units or with + 3 years then DISPOSAL
IR&T team review
IC1.1.3 Data Protection Policies and Procedures Until superseded then Offer to N NOT IC1.2
held within individual units one copy to be held as Archives PROTECTIVELY
a record of former MARKED
practice
IC1.1.4 All paperwork relating to informal advice Current year + 1 year SECURE N NOT IC22.2; IC1.1.5
given about data protection matters then review DISPOSAL PROTECTIVELY
MARKED
IC1.1.5 Database containing all information Current year + 10 years SECURE IC1.1.6
relating to the logging, tracking and then review DISPOSAL
monitoring of subject access requests
made under the Data Protection Act
1998
IC1.1.6 Information Resilience and Current year + 10 years SECURE Y OFFICIAL IC1.1.7
Transparency Team: Spreadsheet then review DISPOSAL
containing all information relating to the
logging, tracking and monitoring of third
party requests for personal data
June 2017
IC1.1.7 Information Resilience and Date request complied SECURE Y OFFICIAL IC1.1.8
Transparency Team: All records relating with + 3 years then DISPOSAL
to the responses to third party requests review
for personal data
IC1.2 Access to Information - Environmental Information Regulations
IC1.2.1 All paperwork relating to responses to Date request complied Offer to N NOT IC2.1
Environmental Information Regulations with + 3 years then Archives PROTECTIVELY
review MARKED
IC1.3 Access to Information - Freedom of Information
IC1.3.1 Publication Scheme This is intended to be a SECURE N NOT IC27.1
dynamic document and DISPOSAL PROTECTIVELY
each version will MARKED
replace the next
IC1.3.2 All paperwork relating to responses to Date request complied Offer to N NOT IC3.3; IC1.3.4
freedom of information requests with + 3 years then Archives PROTECTIVELY
review MARKED
IC1.3.3 Freedom of Information Policies and Until superseded then Offer to N NOT IC3.2
Procedures held within individual units one copy to be held as Archives PROTECTIVELY
a record of former MARKED
practice
IC1.3.4 Database containing all information Current year + 10 years SECURE IC1.3.5
relating to the logging, tracking and then review DISPOSAL
monitoring of requests for information
under the Freedom of Information Act
2000 and Environmental Information
Regulations 2004
Transparency Team: Weekly Reports then review DISPOSAL
relating to the logging, tracking and
monitoring of Freedom of Information
requests
IC1.4 Access to Information - Freedom of Information
IC1.4.1 Information Resilience and Date request complied SECURE Y OFFICIAL IC1.3.6
Transparency Team: All records relating with + 3 years then DISPOSAL
to internal reviews of responses to review
requests for information made under the
Freedom of Information Act 2000

June 2017
Transparency Team: All records relating then review DISPOSAL
to complaints made about responses to
requests for information made under the
Freedom of Information Act 2000, the
Environmental Information Regulations
2004 and the Data Protection Act 1998
IC 2 Communication and Marketing
IC2.1 Correspondence
IC2.1.1 Correspondence - Examples may Current year + 1 year SECURE Y OFFICIAL
include e-mails and faxes and Review to see whether DISPOSAL
correspondence which relates correspondence still
specifically to an individual officer’s needed operationally
work. All correspondence relating to the then assign a new
work of the unit should be filed in the review date or destroy
appropriate filing system
IC2.1.2 Correspondence relating to outside Current year + 5 years Offer to N OFFICIAL IC2.1.3
bodies or partners Archives
IC2.1.3 Correspondence relating to enquiries Current year + 3 years SECURE N NOT IC2.1.5
about external funding streams DISPOSAL PROTECTIVELY
MARKED
IC2.1.4 Post books recording incoming and Current year + 2 years SECURE Y NOT IC10.6; IC2.1.6
outgoing post DISPOSAL PROTECTIVELY
MARKED
IC2.1.5 VIP Contact Details and Retained within WAMS SECURE Y OFFICIAL IC10.9; IC2.1.9
Correspondence - FoIs/Petitions/Priority indefinitely - Review will DISPOSAL
Enquiries - Highways and Transportation take place when WAMS
system is
decommissioned
IC2.1.6 VIP Contact Details and Retained within WAMS SECURE Y OFFICIAL IC10.10;IC2.1.10
Correspondence - Complaints/Pink indefinitely - Review will DISPOSAL
Perils/Directors' Letters - Highways and take place when WAMS
Transportation system is
decommissioned
IC2.2 Customer Profiles
IC2.2.1 Information relating to customer profiling Operational use SECURE Y OFFICIAL IC11.1
DISPOSAL
IC2.3 Demographic and Spatial Data
IC2.3.1 Demographic data collected and Current year + 6 years Offer to Y OFFICIAL IC13.1
analysed by the authority Archives
IC2.3.2 Market Research outputs undertaken for Current year + 3 years SECURE Y OFFICIAL No previous reference
Community, Learning and Skills DISPOSAL

June 2017
IC2.4 Staff communications
IC2.4.1 Communications and Engagement: Current year + 1 year SECURE N NOT No previous reference
Internal Communications: K-Mail archive DISPOSAL PROTECTIVELY
MARKED
IC2.4.2 Communications and Engagement: Operational use SECURE N NOT No previous reference
Internal Communications: Talk to the DISPOSAL PROTECTIVELY
Top pages MARKED
IC2.5 Web Development
IC2.5.1 Archived web pages Date pages archived + Offer to N NOT IC49.1
3 years then review Archives PROTECTIVELY
MARKED
IC2.5.2 E-government Project Last action on file + 12 Offer to N OFFICIAL MN22.1
years Archives
IC2.6 Campaigns and Marketing
IC2.6.1 Campaigns and Marketing: Records Current year + 3 years SECURE N NOT No previous reference
relating to the development, then review DISPOSAL PROTECTIVELY
implementation and monitoring of each MARKED
campaign or marketing plan
IC2.6.2 Marketing and External Job bags are held as SECURE N NOT No previous reference
Communications: Brand and Design: current for 1 year and DISPOSAL PROTECTIVELY
Job bags for all design work undertaken then archived for 2 MARKED
by the branding team years
IC2.7 Consultations
IC2.7.1 Consultation and Engagement: Operational Use SECURE N NOT No previous use
Consultation: Log of consultations DISPOSAL PROTECTIVELY
MARKED
IC2.7.2 Consultation and Engagement: Operational Use SECURE N NOT No previous use
Consultation: Log of equality impact DISPOSAL PROTECTIVELY
assessments MARKED
IC3 Information Resources
IC3.1 Information and Data Standards
IC3.1.1 Information and Data Standards created Date standard Offer to N NOT IC20.1
for use in KCC superseded + 6 years Archives PROTECTIVELY
MARKED
IC3.2 Knowledge Management
IC3.2.1 Reference documents used for Retain during SECURE N NOT IC22.1
operational purposes.Examples may operational use DISPOSAL PROTECTIVELY
include: policy and procedure MARKED
documents; strategy documents and
other policy documents

June 2017
IC3.2.2 Documents collected for reading or Operational use SECURE N NOT IC22.5
reference purposes DISPOSAL PROTECTIVELY
MARKED
IC3.2.3 Research data commissioned by As required by the SECURE Y OFFICIAL - IC22.13
Research and Evaluation research body DISPOSAL SENSITIVE
IC3.2.4 Research data undertaken by Research Date research SECURE Y OFFICIAL -
and Evaluation completed + 10 years DISPOSAL SENSITIVE
IC3.3 Publications
IC3.3.1 Reports relating to KCC and external Date of report + 30 Offer to N NOT IC22.6; IC3.3.2
bodies who provide housing years Archives PROTECTIVELY
MARKED
IC3.3.2 Coastal Group – Publications Current year + 10 years Offer to N NOT IC28.2; IC3.3.3
MARKED
IC3.3.3 Records relating to the creation of Life of the publication Offer to N NOT IC3.3.4
publications for the Medway Swale Archives PROTECTIVELY
Estuary Partnership MARKED
IC3.4 Information Asset Register
IC3.5 Licences
IC3.5.1 All records relating to the management Limitation Act 1980 Date licence ends + 6 SECURE NOT No previous reference
of the PPL and Copyright licences (Section 2) years DISPOSAL PROTECTIVELY
MARKED
IC3.6 Management Information and Statistics
IC3.6.1 Early Years Management Information Current year + 5 years SECURE N OFFICIAL IC22.7
DISPOSAL
IC3.6.2 Pupil attainment data Current year + 15 years SECURE Y OFFICIAL IC22.8
then review DISPOSAL
IC3.6.3 Pupil data used for summary years Current year + 5 years SECURE Y OFFICIAL IC22.9
then review DISPOSAL
IC3.6.4 School census data for upload to the Current year SECURE N NOT IC22.10
DCFS web site DISPOSAL PROTECTIVELY
MARKED
IC3.6.5 Data quality monitoring reports Current year SECURE N NOT IC22.11
MARKED
IC3.6.6 Statistical and demographic data relating Current year + 5 years SECURE N NOT IC22.12
to Children's Centres then review DISPOSAL PROTECTIVELY
MARKED
IC3.6.7 Management: Capital Finance: Collated Current year + 6 years SECURE N NOT No previous reference
information for central government and DISPOSAL PROTECTIVELY
CIPFA returns MARKED

June 2017
IC4 Information and Records Management
IC4.1 Records Management - Retention
IC4.1.1 All records relating to the development Current year + 3 years SECURE No previous reference
of the Corporate Retention Schedule then review DISPOSAL
(including entries on the aka database)
IC4.2 Information Security
IC4.2.1 Information Resilience and Current year + 10 years SECURE Y OFFICIAL No previous reference
Transparency Team: Spreadsheet then review DISPOSAL
containing all information relating to the
logging, tracking and monitoring of
information security breaches
IC4.2.2 Information Resilience and Current year + 3 years SECURE Y OFFICIAL No previous reference
Transparency Team: All records relating then review DISPOSAL
to the responses to information security
breaches
IC4.2.3 Information Resilience and Retain until superseded SECURE N NOT No previous reference
Transparency Team: All records relating DIPOSAL PROTECTIVELY
to the development and management of MARKED
the SIRO Action Plan
IC4.3 Individual Unit Record Keeping Systems
IC4.3.1 Social Care: Assistant Directors’ files Closure of file + 2 years SECURE Y OFFICIAL
relating to ordinary issues then review DISPOSAL
IC4.3.2 Highways and Transportation Director’s Current year + 3 years SECURE N OFFICIAL To be included in MN
Files DISPOSAL section
IC4.3.3 Social Care: Assistant Directors’ files Current year + 3 years SECURE Y OFFICIAL
relating to complex or long running then review DISPOSAL
issues including asylum
IC4.3.4 Social Care: Assistant Directors’ day Current year + 2 years SECURE Y OFFICIAL
books DISPOSAL
IC4.3.5 Correspondence and other information Current year + 5 years Offer to N OFFICIAL
relating to Asylum then review Archives
IC4.3.6 Director of Finance – Personal files Current year + 6 years SECURE N OFFICIAL
DISPOSAL
IC4.3.7 Chief Executive – Personal files Closure + 10 years Offer to N OFFICIAL IC50.6
Archives
IC4.4 Records Management - Information Surveys
IC4.4.1 Information Asset Surveys (formerly Date of audit + 3 years SECURE N NOT
Information Audits) then review DISPOSAL PROTECTIVELY
MARKED

June 2017
IC4.5 Records Management - Disposal
IC4.5.1 Information relating to the destruction of Limitation Act 1980 Date of disposal of SECURE N NOT IC14.2
ICT systems (Section 2) system + 6 years DISPOSAL PROTECTIVELY
MARKED
IC4.5.2 Destruction schedules created when Date of destruction+ 30 Offer to N NOT IC14.1
records are destroyed outside the MRC years then review Archives PROTECTIVELY
MARKED
IC4.5.3 Destruction certificates issued by secure Limitation Act 1980 Date of certificate + a SECURE No NOT
disposal firms (Section 2) minimum of 6 years DISPOSAL PROTECTIVELY
MARKED
IC4.6 Records Management Service
IC4.6.1 Records Management Service Review Date of review + 30 Offer to N NOT
Forms years then review Archives PROTECTIVELY
MARKED
IC4.6.2 Records Management Service request Current year + 5 years SECURE N NOT
tickets then review” amended DISPOSAL PROTECTIVELY
to read “signed copy of MARKED
the ticket to be returned
to the originator and the
unsigned copy of the
ticket to be destroyed
once the production
register has been
updated.
IC4.6.3 Enquiry forms Date of enquiry + 1 Offer to N NOT
year Archives PROTECTIVELY
MARKED
IC4.6.4 Production Register Minimum of 50 years Offer to N NOT
then review [to be burnt Archives PROTECTIVELY
to CD at the end of MARKED
each week for legal
admissibility purposes”
IC4.7 Records Management Policy
IC4.7.1 All records relating to the development Current year + 3 years SECURE No previous reference
and implementation of the Records then review DISPOSAL
Management Policy including the
Information Management Manual and
the Section 46 Records Management
Self- Assessment Tool

June 2017
IC5 Information Communication and Technology
IC5.1 Network Maintenance and Monitoring
IC5.1.1 Records relating to network Limitation Act 1980 Date of maintenance + SECURE N NOT
maintenance (Section 2) 6 years DISPOSAL PROTECTIVELY
MARKED
IC5.2 Systems - Change Control
IC5.2.1 Information and Communication The request for change SECURE N OFFICIAL No previous reference
Technology: Data used for SWIFT and does not contain any DISPOSAL
ICS system changes (to raise request for system data and will be
change) kept for the life of the
system
IC5.3 Systems - Configuration Management
IC5.4 Systems - Data Management
IC5.4.1 Data relating to the decommissioned Retain until 2016 SECURE Y OFFICIAL IC36.1
Contact Point database held on external DISPOSAL
hard drives
IC5.4.2 WAMS backup: Daily exports: are taken 1 week SECURE Y OFFICIAL
Monday to Thursday during the backup DISPOSAL
window, (20:00 - 04:00)
IC5.4.3 WAMS backup: Weekly exports: are 1 month SECURE Y OFFICIAL
taken every Friday during the backup DISPOSAL
window, 20:00 - 04:00
IC5.4.4 WAMS backup: Monthly exports: are 1 year SECURE Y OFFICIAL
taken on the last day of the month during DISPOSAL
the backup window, 20:00 - 04:00
IC5.4.5 WAMS backup: Yearly exports: are Duration of the contract SECURE Y OFFICIAL
taken on the 31st December during the DISPOSAL
backup window, 20:00 -04:00
IC5.4.6 Human Resources: Employment Current year + 1 year SECURE Y OFFICIAL No previous reference
Development: Data Quality and
Compliance Monitoring - Reports to
validate usage and input of Oracle data
through HRBC and Self Service
IC5.5 Systems - Design and Construction
IC5.5.1 Information and Communication HMRC - Compliance End of Technology SECURE N NOT No previous reference
Technology: ICT Support Services: Handbook Manual Refresh Programme + DISPOSAL PROTECTIVELY
Spreadsheet relating to the Technology CH15400 6 years MARKED
Refresh Programme (TRP)

June 2017
IC5.6 Systems - Development
IC5.6.1 Information and Communication Life of the system Offer to N NOT No previous reference
Technology: Service Delivery: Archives PROTECTIVELY
Applications Team: Records relating to MARKED
bespoke developments including
estimates, requirements, test plans and
all related user documentation
IC5.6.2 Information and Communication Life of the system SECURE N OFFICIAL No previous reference
Technology: Service Delivery: DISPOSAL
Applications Team: Oracle Business
Solutions (OBS) work packages
(combination of specification and
authorisation)
IC5.6.3 Information and Communication Life of the system SECURE N OFFICIAL No previous reference
Technology: Service Delivery: DISPOSAL
Applications Team: Documentation from
supplier relating to new releases
IC5.6.4 Information and Communication Current year + 2 years SECURE N NOT No previous reference
Technology: Programmes and Projects: DISPOSAL PROTECTIVELY
Resources: Time tracking for ICT MARKED
projects leading to recharges
IC5.6.5 Human Resources: Employment Life of system SECURE N NOT No previous reference
Strategy: Business Systems and DISPOSAL PROTECTIVELY
Development: Oracle Systems MARKED
Documentation - All information relating
to updates/changes/developments of
Oracle system. Measurement reports
IC5.6.6 Finance and Procurement: Financial Life of system SECURE N NOT No previous reference
Management: Chief Accountant: DISPOSAL PROTECTIVELY
Records relating to the maintenance of MARKED
ORACLE and the collaborative planning
system ensuring that the system is fit for
purpose and looking at development of
the system
IC5.7 Systems - Disposal
IC5.8 Systems - Fault Reporting
IC5.8.1 Information and Communication HMRC - Compliance Information can be SECURE N NOT No previous reference
Technology: ICT Support Services: Handbook Manual archived from the DISPOSAL PROTECTIVELY
Supportworks System CH15400 system and will be kept MARKED
for a minimum of 6
years

June 2017
IC5.8.2 Information and Communication HMRC - Compliance Current year + a SECURE N NOT No previous reference
Technology: ICT Support Services: Handbook Manual minimum of 6 years DISPOSAL PROTECTIVELY
Records created by the system which CH15400 MARKED
preceded Support Works.
IC5.9 Systems - Forms Development
IC5.10 Systems - Hardware Maintenance
IC5.10.1 Records relating to the maintenance of Limitation Act 1980 Date of maintenance + SECURE N NOT IC18.1
systems hardware (Section 2) 6 years DISPOSAL PROTECTIVELY
MARKED
IC5.11 Systems - Help Desk Support
IC5.12 Systems - Implementation
IC5.13 Systems - Integration and Interfaces
IC5.14 Systems - Licensing
IC5.14.1 Licences associated with ICT hardware Limitation Act 1980 Date licence ends + 6 SECURE N NOT
and software (Section 2) years DISPOSAL PROTECTIVELY
MARKED
IC5.14.2 PPS/Broadcast Licences for use in KCC Life of licence SECURE N NOT IC43.2
Managed Premises DISPOSAL PROTECTIVELY
MARKED
IC5.14.3 Marketing and External Limitation Act 1980 Life of the licence + 6 SECURE N NOT
Communications: Brand and Design: All (Section 2) years DISPOSAL PROTECTIVELY
records relating to the management of MARKED
software licences for the Apple Mac
computers
IC5.14.4 Information and Communication Limitation Act 1980 Life of agreement + 6 SECURE N NOT No previous reference
Technology: EiS: Product specific (Section 2) years DISPOSAL PROTECTIVELY
service level agreements MARKED
IC5.15 Systems - Maintenance
IC5.15.1 Information and Communication Life of system SECURE N NOT No previous reference
Technology: Service Delivery: DISPOSAL PROTECTIVELY
Applications Team: Records relating to MARKED
third party applications including change
control records and changes to systems
(approved and signed off)
IC5.15.2 Information and Communication HMRC - Compliance Current year + 6 years SECURE N NOT No previous reference
Technology: ICT Support Services: Handbook Manual DISPOSAL PROTECTIVELY
Records relating to the management of CH15400 MARKED
the IT Shop
IC5.16 Systems - Manuals
IC5.16.1 Manuals associated with hardware and Life of the system SECURE N NOT
software systems DISPOSAL PROTECTIVELY
MARKED
June 2017
IC5.17 Systems - Process Mapping
IC5.17.1 Information and Communication Life of system SECURE N OFFICIAL No previous reference
Technology: Service Delivery:
Applications Team: Records of business
processes (held as Visio diagrams)
IC5.18 Systems - Security
IC5.18.1 Subscriber information including Retention of Date data changed or SECURE Y OFFICIAL
subscriber details relating to the person, Communications Data subscriber leaves the DISPOSAL
contact information (information held by under Part 11: Anti service + 12 months -
the subscriber but not verified by the Terroism, Crime and NB This is a maximum
customer service provider) and the Security Act 2001 retention period
identity of services subscribed to (Commissioned by SI
(information determined by the customer 2003 No 3175 The
service provider) Retention of
Communications Data
(Code of Practice)
Order 2003)
IC5.18.2 Telephony data Retention of Time call ends + 12 SECURE Y OFFICIAL
Communications Data months DISPOSAL
under Part 11: Anti
Terroism, Crime and
Security Act 2001
(Commissioned by SI
2003 No 3175 The
Retention of
Communications Data
(Code of Practice)
Order 2003)
IC5.18.3 SMS, EMS and MMS Data Retention of Time call ends + 6 SECURE Y OFFICIAL
Communications Data months - NB This is a DISPOSAL
under Part 11: Anti maximum retention
Terroism, Crime and period
Security Act 2001
(Commissioned by SI
2003 No 3175 The
Retention of
Communications Data
(Code of Practice)
Order 2003)

June 2017
IC5.18.4 E-mail data Retention of Date e-mail sent + 6 SECURE Y OFFICIAL
Communications Data months - NB This is a DISPOSAL
under Part 11: Anti maximum retention
Terroism, Crime and period
Security Act 2001
(Commissioned by SI
2003 No 3175 The
Retention of
Communications Data
(Code of Practice)
Order 2003)
IC5.18.5 ISP Data Retention of Date data changed or SECURE Y OFFICIAL
Communications Data subscriber leaves the DISPOSAL
under Part 11: Anti service + 6 months -
Terroism, Crime and NB This is a maximum
Security Act 2001 retention period
(Commissioned by SI
2003 No 3175 The
Retention of
Communications Data
(Code of Practice)
Order 2003)
IC5.18.6 Web Activity Logs Retention of 4 days SECURE Y OFFICIAL
Communications Data DISPOSAL
under Part 11: Anti
Terroism, Crime and
Security Act 2001
(Commissioned by SI
2003 No 3175 The
Retention of
Communications Data
(Code of Practice)
Order 2003)
IC5.18.7 Information and Communication This information is SECURE Y OFFICIAL No previous reference
Technology: Security and Service: All deleted once HR have DISPOSAL
records relating to the investigation of closed the case
inappropriate use of email and internest
systems
IC5.18.8 Information and Communication The reports of one scan SECURE N OFFICIAL No previous reference
Technology: Security and Service: All are replaced by the DISPOSAL
records relating to the identification of next
vulnerabilities in ICT systems and
mitigation of the vulnerabilities

June 2017
IC5.18.9 Information and Communication This is reviewed on an SECURE N OFFICIAL No previous reference
Technology: All records relating to the annual basis and the DISPOSAL
assessment of new systems and information removed
potential outcomes including decision depending on the
log decision
IC5.18.10 Information and Communication Current month + 12 N NOT No previous reference
Technology: Business Solutions: months PROTECTIVELY
Strategic Solutions: Data from BT about MARKED
telephone usage and costs and data
from unified communications system
IC5.18.11 Information and Communication Limitation Act 1980 Date created + a SECURE Y OFFICIAL No previous reference
Technology: Security and Service: (Section 2) maximum of 6 months DISPOSAL
Internet journal access decisions and
sawmill application
IC5.18.12 Information and Communication Limitation Act 1980 Current year + 6 years SECURE N OFFICIAL No previous reference
Technology: PSN Security (Section 2) DISPOSAL
documentation
IC5.19 Systems - Tracking
IC5.20 Systems - User profile
IC5.20.1 User Access Forms Current year + 5 years SECURE N OFFICIAL IC19.1
DISPOSAL
IC5.20.2 System user profiles Termination of SECURE Y OFFICIAL
employment + 6 years DISPOSAL
IC5.20.3 Paper application forms and associated On receipt the SECURE Y OFFICIAL
documentation submitted for access to application forms and DISPOSAL
the Contact Point database supporting
documentation is
scanned and the paper
will be retained until the
image has been
checked for legibility
IC5.21 Business Solutions
IC.5.21.1 Information and Communication Local Government Act Date of the meeting of Offer to N OFFICIAL D2.2.11
Technology: Business Solutions: ICT 1972 s100b Local the Board + a minimum Archives
Programme Board, ICT Project Board Authorities (Executive of 6 years then review
Papers Arrangements) (Access
to Information)
2000

June 2017
LC Leisure and Culture
LC1 Allotments
LC1.1 Administration of Allotments
LC2 Archives, Libraries and Museums
LC2.1 Archive Management
LC2.1.1 Files relating to the deposit, Permanent [material which has Y OFFICIAL LC5.1
donation or purchase of records no legal status i.e. dates of
held in the ALHS collections meetings, invitations to lunch ,
acknowledgment
correspondence will be removed
from the files periodically]
LC2.1.2 Requests for information about DESTROY once the information SECURE Y OFFICIAL LC5.2
opening hours, requests for leaflets requested has been sent off DISPOSAL
etc
LC2.1.3 General enquiries relating to the Year of enquiry + 2 years SECURE Y OFFICIAL LC5.3
contents of collections but which do DISPOSAL
involve the use of documents
LC2.1.4 Enquiries relating to paid research HMRC - Year of enquiry + 6 years SECURE Y OFFICIAL LC5.4
Compliance DISPOSAL
Handbook
Manual
CH15400
LC2.1.5 Copyright forms Add to main depositor file Y OFFICIAL LC5.5
LC2.1.6 Permissions to Publish Add to main depositor file Y OFFICIAL LC5.6
LC2.1.7 Permissions to view These will be kept by the search Y OFFICIAL LC5.7
room desk whilst they were
current and then transferred to
the appropriate depositor file.
LC2.1.8 Post book Current year + 2 years SECURE N NOT LC5.8
MARKED
LC2.1.9 Parish Survey files Permanent N OFFICIAL LC5.9
LC2.1.10 Archive Accession Register Permanent Y OFFICIAL LC5.10
LC2.1.11 Electronic copies of enquiries Date of enquiry + 2 years, then SECURE Y OFFICIAL LC5.11
review, if necessary personal DISPOSAL
information must be removed
LC2.1.12 Conservation Register Permanent N OFFICIAL LC5.12
LC2.1.13 Enquiries from HM Coroners Current year + 2 years SECURE N OFFICIAL LC5.13
concerning the return of case DISPOSAL
papers

June 2017
LC2.1.14 Document request tickets - Permanent until implementation SECURE N OFFICIAL LC5.14
members of the public and staff of CALM for Archives (document DISPOSAL
issue) then review
LC2.1.15 Catalogues of the records held by Permanent – the electronic copy Y NOT LC5.17; LC2.1.17
the Archives and Local History will be deemed to be the PROTECTIVELY
Service principal copy once the CALM MARKED
database is fully operational
LC2.1.16 Working notes used to create All the appropriate information SECURE Y NOT LC5.18; LC2.1.18
catalogues of the records held by should be added to the DISPOSAL PROTECTIVELY
the Archives and Local History electronic catalogue and then MARKED
Service the notes can be destroyed
LC2.1.17 Kent History Centre: Microfilm Permanent Y NOT LC2.1.19
Masters PROTECTIVELY
MARKED
LC2.1.18 Archive and Local History Services Limitation Act Last action on partnership + 6 Offer to N OFFICIAL MN23.4;
partnership records 1980 (Section years then review Archives MN6.2.05;MN6.2.04;
2) LC2.1.20
LC2.2 Archives, Libraries and Museums Programme and Events
LC2.3 Library management
Local Studies depositor/donation Permanent [material which has Y OFFICIAL LC6.20; LC2.3.13
files no legal status should be
removed from the files
periodically]
LC2.3.2 Library catalogue This is a dynamic document and SECURE N NOT LC6.28; LC2.3.21
will be updated on a regular DISPOSAL PROTECTIVELY
basis MARKED
LC2.3.3 Library Stock Audit Dynamic working document SECURE N NOT LC6.27; LC2.3.20
constantly under review – retain DISPOSAL PROTECTIVELY
until operational use completed MARKED
LC2.3.4 Information about individual Current year + 1 year SECURE Y OFFICIAL LC6.24; LC2.3.17
borrower use of the Library Service DISPOSAL
stored on library system
LC2.3.5 Inactive borrower data Last use + 2 years SECURE Y OFFICIAL LC6.25; LC2.3.18
DISPOSAL
LC2.3.6 Information about customers Length of ban SECURE Y OFFICIAL LC6.5; LC2.3.24
banned from using the Library DISPOSAL
LC2.3.7 Library Service long over-due and HMRC - Current year + 6 years SECURE Y OFFICIAL FN13.6; FN7.7.08
write-off records Compliance DISPOSAL
Handbook
Manual
CH15400
LC2.3.8 Overdue letters Letters not sent out destroyed SECURE Y OFFICIAL LC6.23; LC2.3.16
same day and report overwritten DISPOSAL

June 2017
LC2.3.9 Signing in sheets for computers Current month + 6 months SECURE Y OFFICIAL LC6.16; LC2.3.08
DISPOSAL
LC2.3.10 Parental permission forms to allow Date of birth of child + 16 years SECURE Y OFFICIAL LC6.21; LC2.3.14
their children to use the internet in DISPOSAL
the Library
LC2.3.11 User Questionnaires Current year + 1 year then SECURE Y OFFICIAL LC6.19
review DISPOSAL
LC2.3.12 User statistics Current year + 2 years the SECURE N NOT LC6.18; LC2.3.10
MARKED
LC2.3.13 Parental Permission slips for all DESTROY at the close of the SECURE OFFICIAL No previous reference
library activities [where there has event DISPOSAL
been no major incident]
LC2.3.14 Parental Permission slips for all Limitation Act Keep the parental permission OFFICIAL No previous reference
library activities [where there has 1980 (Section slip with the incident report Date
been a major incident] 2) of birth of child + 25 years
LC2.3.15 Gallery feedback sheets Once feedback has been SECURE Y OFFICIAL LC6.17; LC2.3.09
actioned or entered on database DISPOSAL
+ 6 months
LC2.3.16 Quality Standards Until obsolete or replaced by a SECURE N NOT LC6.4; LC2.3.23
standard DISPOSAL PROTECTIVELY
MARKED
LC2.3.17 Clubs and Societies List When obsolete SECURE Y NOT LC6.9; LC2.3.28
MARKED
LC2.4 Museum Management
LC3 Arts and Sports Development
LC3.1 Arts Development
LC3.1.1 Culture and Creative Economy Updated every 4 years SECURE Y OFFICIAL LC3.2
Service: Visitors’ books and mailing DISPOSAL
lists
LC3.1.2 Culture and Creative Economy Limitation Act Last action on the service level SECURE N OFFICIAL No previous reference
Service: All records relating to the 1980 (Section agreement + 6 years then DISPOSAL
management of and agreements 2) review
with the Turner Contemporary
Project
LC3.1.3 Culture and Creative Economy Current year + 6 years then SECURE Y OFFICIAL No previous reference
Service: All records relating to the review DISPOSAL
management of the Young Artists
Programme, the Young Arts
Ambassadors programme and the
Youth Arts Programme

June 2017
LC3.1.4 Culture and Creative Economy Current year + 6 years then SECURE Y OFFICIAL No previous reference
Service: All records relating to the review DISPOSAL
management of festivals and
conferences
LC3.2 Sports Development
LC3.2.1 Sport and Physical Activity Service: Limitation Act Last action on project + 12 Offer to N OFFICIAL LC4.1
Project Files 1980 (Section years Archives
8)
LC3.2.2 Sport and Physical Activity Service: Date of the games + 10 years SECURE Y OFFICIAL LC4.2
Kent School Games - Details [this retention period is to be DISPOSAL
relating to the issue of photographic reviewed in 2020]
permits/wrist bands
LC3.2.3 Sport and Physical Activity Service: Permanent N NOT LC4.3
Records relating to projects PROTECTIVELY
undertaken as part of the London MARKED
2012 Olympics
LC3.2.4 Sport and Physical Activity Service: Reviewed routinely and weeded SECURE Y OFFICIAL LC4.4
Safeguarding intelligence relating to DISPOSAL
sports coaches
LC3.2.5 Sport and Physical Activity Service: Date application expires + 6 SECURE Y OFFICIAL LC4.5
Free Access for National Sports months DISPOSAL
People (FANS) database
LC3.2.6 Sport and Physical Activity Service: Life of Club Connects SECURE Y OFFICIAL LC4.6
Records relating to the DISPOSAL
management of Club Connects
LC3.2.7 Sport and Physical Activity Service: Date of award of Club Mark + 3 SECURE N NOT LC4.7
Records relating to involvement in years DISPOSAL PROTECTIVELY
the Club Mark Accreditation MARKED
Scheme
LC3.2.8 Sport and Physical Activity Service: Current year + 2 years then SECURE N OFFICIAL LC4.8
Kent School Games - Welfare review DISPOSAL
Report
LC3.2.9 Sport and Physical Activity Service: Life of the database SECURE Y OFFICIAL LC4.9
QES database DISPOSAL
LC3.2.10 Sport and Physical Activity Service: Operational requirements to be SECURE Y OFFICIAL LC4.10
Video recordings used for reviewed on a regular basis DISPOSAL
promotional purposes taken with the
consent of the individuals shown
LC3.2.11 Sport and Physical Activity Service: Life of the video images to SECURE Y OFFICIAL LC4.11
Photographic Consents for video which they refer DISPOSAL
recordings used for promotional
purposes taken with the consent of
the individuals shown

June 2017
LC3.2.12 Sport and Physical Activity Service: HMRC - Life of the project + 6 years SECURE N NOT FN1.19; FN4.1.20
Records relating to the Compliance DISPOSAL PROTECTIVELY
management of externally funded Handbook MARKED
projects [Sport England] Manual
CH15400
LC4 Country Parks
LC4.1 Country Parks Administration
LC4.1.1 Country Parks: Qualifications: Length of time required by the SECURE Y OFFICIAL LC1.1
Levels 1 and 2 Forest School accrediting body DISPOSAL
Qualifications; ABC Awards
LC4.1.2 Country Parks Management Plan This is a dynamic working SECURE N NOT LC11.1
document which is constantly DISPOSAL PROTECTIVELY
changing MARKED
LC4.1.3 Work and maintenance files created Last date in file + 6 years SECURE N NOT LC11.2
to monitor work done on the DISPOSAL PROTECTIVELY
premises and grounds at the MARKED
country parks (including the CEEC)
LC4.1.4 Records relating to medical details Whilst volunteers are active then SECURE Y OFFICIAL - HR11.14.3; HR2.5.15
and next of kin details of volunteers SHRED DISPOSAL SENSITIVE
used by Countryside Management
Partnerships or in the Country
Parks
LC4.1.5 Personal information collected in Volunteers are approached SECURE Y OFFICIAL HR11.14.4; HR2.5.16
order to administer the Countryside once a year to ensure that they DISPOSAL
Wardens scheme. want to remain on the scheme.
Details removed when the
warden leaves the scheme.
LC4.1.6 Records relating to volunteers on Limitation Act End of involvement in the SECURE Y OFFICIAL - HR11.14.5; HR2.5.17
the V for Volunteer Scheme 1980 (Section scheme + 4 years DISPOSAL SENSITIVE
11)
LC4.2 Country Parks Programme and Events
LC4.2.1 Country Parks: Function Booking Current year + 1 year SECURE N NOT LC11.3
Forms DISPOSAL PROTECTIVELY
MARKED
LC4.2.2 Country Parks: Team Building Current year + 1 year SECURE N NOT LC11.4
Booking Forms DISPOSAL PROTECTIVELY
MARKED
LC4.2.3 Event form for an event organised Ticket issued and then the form SECURE Y OFFICIAL LC9.1
by Country Parks which does not destroyed DISPOSAL
contain a photographic permission
or consent to join the mailing list
LC4.2.4 Country Parks: Events Booking Current year + 6 years SECURE Y OFFICIAL LC9.2
System DISPOSAL

June 2017
LC4.2.5 Event form for an event organised Date of event + 1 year SECURE Y OFFICIAL LC9.1b
by Country Parks which contains DISPOSAL
only a consent to join the mailing list
LC4.2.6 Event form for an event organised Life of the photograph SECURE Y OFFICIAL LC9.1c
by Country Parks which contains a DISPOSAL
photographic consent
LC5 Tourist Information
LC5.1 Management of Tourist Information
LS Legal Services
LS1 Criminal Injuries Compensation
LS1.1 Criminal Injuries Compensation Claims
LS1.1.1 Case files relating to Criminal Injuries Date of birth + 85 years then SECURE Y OFFICIAL - LS5.14
Compensation Authority Claims review DISPOSAL SENSITIVE
LS2 Litigation
LS2.1 Injunctions
LS2.1.1 Case files relating to injunction Limitation Act Close of case + 6 years then SECURE N OFFICIAL
proceedings 1980 (Section review DISPOSAL
2)
LS2.1.2 Case files relating to injunctions under Limitation Act Close of case + 6 years then SECURE N OFFICIAL
the Town & Country Planning Acts 1980 (Section review DISPOSAL
2)
LS2.2 Prosecutions
LS2.2.1 Case files relating to Magistrate’s Limitation Act Close of case + 6 years then SECURE N OFFICIAL
Courts Proceedings 1980 (Section review DISPOSAL
2)
LS2.2.2 Case files resulting from prosecutions Limitation Act Close of case + 6 years then SECURE N OFFICIAL LS5.6
on behalf of client Directorates 1980 (Section review DISPOSAL
2)
LS2.2.3 Case files relating to the prosecution of Limitation Act Close of case + 6 years then N OFFICIAL
breaches/review of community orders 1980 (Section review
2)

June 2017
LS3 Debt Recovery Law
LS3.1 Debt Recovery Cases
LS3.1.1 Case files relating to debt recovery Limitation Act Close of case + 6 years then SECURE N OFFICIAL
1980 (Section review DISPOSAL
2)
LS4 Education Law
LS5 Employment Law
LS5.1 General Employment
LS5.1.1 Employment files Limitation Act Closure + 6 years then review - A SECURE Y OFFICIAL
1980 (Section complaint cannot be entertained DISPOSAL
2) unless it is presented to the
Industrial Tribunal before the end
of the period of 3 months
beginning with the date on which
the ground for the complaint
arose, or other such period as the
tribunal considers reasonable.
For a redundancy payment, a
claim must be presented within 6
months beginning with the
relevant date.
LS5.1.2 Case files relating to disciplinary Limitation Act Close of case + 6 years then SECURE N OFFICIAL -
matters 1980 (Section review DISPOSAL SENSITIVE
2)
LS5.2 Pension Scheme
LS5.2.1 Case files relating to KCC Pension Limitation Act Close of case + 6 years then SECURE N OFFICIAL -
Scheme (KCCPS) - Admission to Fund 1980 (Section review DISPOSAL SENSITIVE
2)
LS5.2.2 Case files relating to KCC Pension Limitation Act Close of case + 6 years then SECURE N OFFICIAL -
Scheme (KCCPS) - Admission 1980 (Section review DISPOSAL SENSITIVE
Agreements 2)
LS6 Judicial Review
LS6.1 Judicial Review Cases
LS6.1.1 Case files relating to judicial review Limitation Act Close of case + 6 years then SECURE N OFFICIAL
2)
LS7 Land Law
LS7.1 Deeds
LS7.1.1 Case files relating to Deed Of Limitation Act Close of case + 6 years then SECURE N OFFICIAL
Release/Rectification/Variation By 1980 (Section review DISPOSAL
Client 2)
June 2017
LS7.2 Legal Charges
LS7.2.1 Case files relating to Legal Charges Limitation Act Close of case + 6 years then SECURE N OFFICIAL
(other than charges under section 22 1980 (Section review DISPOSAL
of the Health & Social Services & 2)
Social Security Adjudications Act 1983)
LS7.3 Conveyancing
LS7.3.1 Conveyancing - acting for purchaser Permanent - retained in the Legal SECURE N OFFICIAL
Registry DISPOSAL
LS7.3.2 Conveyancing - acting for vendor on Limitation Act Closure + 12 years SECURE N OFFICIAL
sale of the whole of the title 1980 (Section DISPOSAL
8)
LS7.3.3 Conveyancing - acting for vendor who Permanent - retained in the Legal SECURE N OFFICIAL
retains part of the title Registry DISPOSAL
LS7.4 Grant of Easement
LS7.4.1 Case files relating to grant of easement Limitation Act Close of case + 6 years then SECURE N OFFICIAL
to the client 1980 (Section review DISPOSAL
2)
LS7.5 Recovery of Land
LS7.5.1 Recovery of land Limitation Act Date of case of action +12 years SECURE N OFFICIAL
1980 (Section then review - The same period is DISPOSAL
8) prescribed for the recovery of
money charged on land, e.g. by
mortgage, or the proceeds of sale
of land, e,g, under a trust for sale.
Longer periods are provided for
Crown Lands, the period being
either 60 or 30 years. Claims by
subjects to recover lands from
the Crown are barred after the
ordinary period of 12 years.
LS7.6 Sale of Property (including Right to Buy)
LS7.6.1 Case file relating to the sale of property Limitation Act Close of case + 6 years then SECURE N OFFICIAL
by auction 1980 (Section review DISPOSAL
2)
LS7.6.2 Sale of property (other than by auction Limitation Act Close of case + 6 years then SECURE N OFFICIAL
or Order Of Court Protection) 1980 (Section review DISPOSAL
2)
LS7.6.3 Case file relating to Right to Buy Limitation Act Close of case + 6 years then SECURE N OFFICIAL
pursuant to the Housing Act 1985 1980 (Section review DISPOSAL
2)
LS7.6.4 Case files relating to the transfer of Limitation Act Close of case + 6 years then SECURE N OFFICIAL
schools to governing body 1980 (Section review DISPOSAL
2)
June 2017
LS7.6.5 Case files relating to the purchase of Limitation Act Close of case + 6 years then SECURE N OFFICIAL
property where contracts are used 1980 (Section review DISPOSAL
2)
plot for highway scheme where 1980 (Section review DISPOSAL
contracts are not used 2)
property when payment has already 1980 (Section review DISPOSAL
been made 2)
LS7.7 Common Land
LS7.8 Leases and Mortgages
LS7.8.1 Case files relating to licences for Limitation Act Close of case + 6 years then SECURE N OFFICIAL
assignment/under-letting/ alterations 1980 (Section review DISPOSAL
relating to leases 2)
LS7.8.2 Case files relating to leases/tenancy Limitation Act Close of case + 6 years then SECURE N OFFICIAL LS3.2
agreements/licences to be granted to 1980 (Section review DISPOSAL
the client 2)
LS7.8.3 Case files relating to rent reviews Limitation Act Close of case + 6 years then SECURE N OFFICIAL
2)
LS7.8.4 Case files relating to redemption of Limitation Act Close of case + 6 years then SECURE N OFFICIAL
KCC Staff mortgages (other than on 1980 (Section review DISPOSAL
sale or re-mortgage) 2)
LS7.8.5 Case files relating to the redemption of Limitation Act Close of case + 6 years then SECURE N OFFICIAL
KCC mortgages(other than s22 1980 (Section review DISPOSAL
charges) on sale or re-mortgage of 2)
property
LS7.8.6 Case files relating to service of s.25 Limitation Act Close of case + 6 years then SECURE N OFFICIAL
s.27 and other Notices to quit on KCC 1980 (Section review DISPOSAL
2)
LS7.8.7 Case files relating to receipt of Notices Limitation Act Close of case + 6 years then SECURE N OFFICIAL
served pursuant to section 26 of the 1980 (Section review DISPOSAL
Landlord And Tenant Act 1954 2)
LS7.8.8 Case files relating to service of Notices Limitation Act Close of case + 6 years then SECURE N OFFICIAL
pursuant to section 26 of the Landlord 1980 (Section review DISPOSAL
and Tenant Act 1954 2)
LS7.8.9 Case files relating to repossession of Limitation Act Close of case + 6 years then SECURE N OFFICIAL
council properties held under an 1980 (Section review DISPOSAL
unsecured tenancy 2)
LS7.8.10 Loan Consents relating to loans made Limitation Act Date of last payment on loan + SECURE Y OFFICIAL
1980 (Section 12 years DISPOSAL
8)

June 2017
LS8 Licensing Law
LS9 Planning Law
LS9.1.1 Agreements under the Town and Country Planning Act 1990
LS9.1.1 Case files relating to Section 106 Limitation Act Close of case + 6 years then SECURE N OFFICIAL
agreements under the Town and 1980 (Section review DISPOSAL
Country Planning Act 1990 2)
agreements under the Town and 1980 (Section review DISPOSAL
Country Planning Act 1990 prepared 2)
by District Councils or developers
LS9.2 Compulsory Purchase Orders
LS9.2.1 Case files relating to Planning And Limitation Act Close of case + 6 years then SECURE N OFFICIAL
Compulsory Purchase Order Appeals 1980 (Section review DISPOSAL
(Public Inquiries) 2)
LS9.3 Planning Contravention
LS9.3.1 Case files relating to planning Limitation Act Close of case + 6 years then SECURE N OFFICIAL
contravention Notices 1980 (Section review DISPOSAL
2)
LS9.3.2 Case files relating to Breach Of Limitation Act Close of case + 6 years then SECURE N OFFICIAL
Condition Notices 1980 (Section review DISPOSAL
2)
LS10 Social Welfare Law
LS10.1 Social Services Case Law
LS10.1.1 Case files relating to Section 22 Limitation Act Close of case + 6 years then SECURE N OFFICIAL -
charges under Health & Social 1980 (Section review DISPOSAL SENSITIVE
Services & Social Security 2)
Adjudications Act 1983
LS10.1.2 Case files relating to redemption of Limitation Act Close of case + 6 years then SECURE N OFFICIAL -
Social Services Section 22 charges 1980 (Section review DISPOSAL SENSITIVE
2)
LS10.1.3 Case files relating to obtaining any Date of birth + 25 years or last SECURE N OFFICIAL -
legal order relating to a child [This action + 7 years whichever is the DISPOSAL SENSITIVE
period relates to the legal file not to the longer
child’s personal file.]
LS10.1.4 General legal advice relating to Social Last action + 3 years then review SECURE Y OFFICIAL
Services matters to ensure that a copy is on the DISPOSAL
Social Services copy of the file
LS10.1.5 Foster parent records [This period Foster Approval terminated + 10 years SECURE Y OFFICIAL -
relates to the legal file not to the Placement then review DISPOSAL SENSITIVE
personal file.] (Children)
Regulations
1991
June 2017
LS10.1.6 Legal advice given relating to requests Last action + 3 years then review SECURE N OFFICIAL -
by Police for disclosure of Social DISPOSAL SENSITIVE
Services records
LS10.1.7 Case files relating to obtaining any Limitation Act Date of birth + 100 years (under REVIEW N OFFICIAL -
legal order relating to an adult [This 1980 (section review) SENSITIVE
period relates to the legal file not to the 28 (1))
adult’s personal file.]
LS11 Highways Law
LS11.1 Agreements under the Highways Act 1980
Agreements under the Highways Act 1980 (Section review DISPOSAL
1980 2)
Agreements under the Highways Act 1980 (Section review DISPOSAL
1980 2)
LS11.1.3 Case files relating to section 142 Limitation Act Close of case + 6 years then SECURE N OFFICIAL
licences under the Highways Act 1980 1980 (Section review DISPOSAL
2)
LS11.2 Blight Notices
LS11.2.1 Case files relating to Highways Blight Limitation Act Close of case + 6 years then SECURE N OFFICIAL
Notices 1980 (Section review DISPOSAL
2)
LS11.3 Side Road Orders
LS11.3.1 Case files relating to Side Roads Limitation Act Close of case + 6 years then SECURE N OFFICIAL
Orders 1980 (Section review DISPOSAL
2)
LS11.4 Road Building and Maintenance
LS11.4.1 Files relating to road Limitation Act Close of case + 6 years then SECURE N OFFICIAL
building/maintenance issues 1980 (Section review DISPOSAL
2)
LS11.5 Road Accidents
LS11.5.1 Fatal Accidents Date of death or the date of SECURE N OFFICIAL
knowledge of the person for DISPOSAL
whose benefit the action is
bought + 3 years review if further
consideration is required if a legal
minor is involved

June 2017
LS12 Procurement Law
LS13 Land Compensation Claims
LS13.1 Land Compensation Act 1973
LS13.1.1 Case files relating to Part 1 Land Limitation Act Close of case + 6 years then SECURE N OFFICIAL
Compensation Act 1973 Payments 1980 (Section review DISPOSAL
2)
LS14 Public Law
LS14.1 Byelaws
LS14.1.1 Records relating to the administration Date of last action on the byelaw Offer to N NOT
of bye-laws + 6 years Archives PROTECTIVELY
MARKED
LS15 General Client Management
LS15.1 Client Files
LS15.1.1 Client general files Limitation Act Close of case + 6 years then SECURE N OFFICIAL LS1.1
2)
LS16 Copyright and Intellectual Property Law
LS16.1 Intellectual Property
LS16.1.1 Records relating to intellectual property Life of the intellectual property + SECURE N NOT
rights held by KCC 7 years DISPOSAL PROTECTIVELY
MARKED
LS17 Contract Law
LS17.1 Action founded on a simple contract
LS17.1.1 Action founded on simple contract Limitation Act Date of case of action + 6 years - SECURE N OFFICIAL
1980 (Section The basic period is 3 years if DISPOSAL
2) damages are claimed for
personal injuries caused by
negligence, nuisance or breach
of duty, whether the duty arises
contractually or Not (Section 11).
LS17.2 Action founded on a speciality
LS17.2.1 Action upon a speciality [Action upon a Limitation Act Date of case of action +12 years SECURE N OFFICIAL
contract under seal, including a 1980 (Section then review – the period can be DISPOSAL
covenant under seal, e.g. A covenant 11) extended by virtue of Section 33
contained is a conveyance or in a
lease]
LS17.3 General Contracts
LS17.3.1 Case files relating to the receipt and Limitation Act Close of case + 6 years then SECURE N OFFICIAL
preparation of contract documents 1980 (Section review DISPOSAL
2)

June 2017
LS17.3.2 Case files relating to the release of Limitation Act Close of case + 6 years then SECURE N OFFICIAL
bonds 1980 (Section review DISPOSAL
2)
LS17.3.3 Digital Services: Escrow agreement to Life of the system SECURE N NOT
protect CMS code DISPOSAL PROTECTIVELY
MARKED
LS18 Common Law
LS18.1 General Common Law Issues
LS18.1.1 Common Law issues Limitation Act Closure + 6 years SECURE OFFICIAL
1980 (Section DISPOSAL
2)
MN Management
MN1 Business Planning
MN1.1 Business Plans
MN1.1.1 KCC Strategic Statement Current year + 5 years SECURE N NOT MN24.1
supporting papers DISPOSAL PROTECTIVELY
MARKED
MN1.1.2 Strategic Statements Monitoring Closure + 5 years SECURE N NOT MN24.2
supporting papers DISPOSAL PROTECTIVELY
MARKED
MN1.1.3 Annual Unit Business Plans. Current year + 3 years SECURE N NOT MN24.3
Examples may include the Unit DISPOSAL PROTECTIVELY
business plan and where MARKED
appropriate local action plans
MN1.1.4 Records relating to business plan Current year + 5 years then Offer to N NOT IC22.3; MN7.2.9
monitoring, corporate strategy review Archives PROTECTIVELY
plan monitoring, performance MARKED
management monitoring created
by individual directorate business
information managers

June 2017
MN2 Civic and Royal Functions
MN2.1 Civic Functions
MN2.2 Royal Functions
MN2.3 Memorial Services
MN3 Customer Feedback
MN3.1 Complaints - Level 1
MN3.1.1 First level complaints dealt with as Current year + 1 year then SECURE Y OFFICIAL MN6.4; MN3.1.4
part of routine business review DISPOSAL
MN3.1.2 Kent Adult Social Services – Current year + 5 years SECURE Y OFFICIAL MN6.5; MN3.1.5
Customer Care Services - DISPOSAL
Complaints
MN3.1.3 Non statutory complaints received Held in perpetuity on the SECURE Y OFFICIAL - MN6.8; MN3.1.8
by the Children’s Social Services Respond System DISPOSAL SENSITIVE
customer care unit
MN3.1.4 Records relating to enquiries Date enquiry closed + 1 year SECURE Y OFFICIAL MN6.10; MN3.1.10
received by the Children’s Social DISPOSAL
Services customer care unit
MN3.1.5 Comment cards and reply sent – Current year + 1 year SECURE Y OFFICIAL MN6.1; MN3.1.1
principal copy – Libraries and DISPOSAL
Archives
MN3.1.6 Comment cards and reply sent – Current year If a reply needs to SECURE Y OFFICIAL MN6.2; MN3.1.2
copy held in branch – Libraries be kept as a template then it DISPOSAL
and Archives should be depersonalised as
soon as possible
MN3.1.7 Customer comments held on Current year + 3 years SECURE Y OFFICIAL MN6.3; MN3.1.3
database DISPOSAL
MN3.2 Complaints - Level 2
MN3.2.1 Records relating to the Date complaint resolved + 5 SECURE Y OFFICIAL MN3.2.3
management of Level 2 years DISPOSAL
Complaints including responses
and monitoring of the progress of
responses

June 2017
MN3.2.2 Complaints or Investigations – Records of complaints or SECURE OFFICIAL MN7.1; MN3.2.1
Social Services investigations are to be retained DISPOSAL
in Area by Customer Care for 2
years from the date of
conclusion, and then reviewed.
On the authorisation of a
Customer Care Manager or
District Manager records may
then be retained in line with the
relevant client record retention
criteria or, in exceptional cases,
beyond this period.
MN3.2.3 Complaints relating to Looked Date of birth of Looked After SECURE Y OFFICIAL - MN7.10; MN3.2.10;
After Children held on the Child + 75 years DISPOSAL SENSITIVE MN3.2.2
Respond Database
MN3.2.4 Back up paper copies of statutory Current year + 1 year SECURE Y OFFICIAL - MN6.9; MN3.1.9
complaints received by the DISPOSAL SENSITIVE
Children’s Social Services
customer care unit
MN3.3 Complaints about Council Council (including Ombudsman Complaints)
MN3.3.1 Complaints made to the County Date complaint resolved + 10 SECURE Y OFFICIAL MN8.1
Council years DISPOSAL
MN3.4 Compliments
MN3.4.1 Records relating to compliments Current year + 1 year then SECURE NOT MN9.2
received review DISPOSAL PROTECTIVELY
MARKED
MN4 Internal Communication
MN4.1 Director Offices and Portfolio Offices
MN4.1.1 Records relating to the Last action on file + 3 years then Offer to N OFFICIAL MN34.1
management of records created review Archives
by Members and Directors
MN4.1.2 Directorate copies of responses to Current year + 3 years and then Offer to N OFFICIAL MN34.7; MN4.1.6
members’ questions review Archives
MN4.1.3 Files relating to the support given Current year + 1 year then SECURE N OFFICIAL MN35.1; MN4.1.8
to portfolio holders by their staff review DISPOSAL
officers and support staff (held in
paper, electronic including
incoming and sent e-mail)
MN4.1.4 Files relating to the support given Current year + 3 years then SECURE N OFFICIAL MN35.2; MN4.1.9
to managing directors by their review DISPOSAL
staff officers and support staff
(held in paper, electronic including
incoming and sent e-mail)
June 2017
MN4.2 Meetings
MN4.2.1 Team Meeting/Management Date of meeting + 1 year then See Note 3 N OFFICIAL MN19.1
Team meeting minutes and review
papers where no corporate
decisions are made and the
meeting minutes will not be
required as part of an audit trail
MN4.2.2 Team Meeting/Management Limitation Act Date of meeting + 6 years See Note 3 N OFFICIAL
Team meeting minutes and 1980 (Section 2)
papers where no corporate
decisions are made but where the
meeting minutes will be required
as part of an audit trail
MN4.2.3 Minutes and papers of meetings End of operational use SECURE N OFFICIAL MN19.2; MN4.2.2
held outside Kent County Council DISPOSAL
[where the member of staff
attending the meeting is not the
principal record keeper]. If the
member of staff is the principal
record keeper then see D2.2.9
MN4.3 Policies and Procedures
MN4.3.1 Corporate Policies and Life of Policy + 3 years then SECURE NOT MN25.3; MN4.3.3
Procedures review DISPOSAL PROTECTIVELY
MARKED
MN4.3.2 Unit policies and procedures Life of Policy + 3 years then SECURE NOT MN25.4; MN4.3.4
MARKED
MN4.3.3 Highways Management Centre This is expected to be a dynamic SECURE N NOT MN25.10; MN4.3.10
Manual used to define the roles document which will be updated DISPOSAL PROTECTIVELY
and responsibilities of the staff as processes change MARKED
working within the centre
MN4.3.4 Finance and Procurement: Until superseded, then one copy SECURE N NOT MN4.3.11
Financial Management: Chief of each superseded DISPOSAL PROTECTIVELY
Accountant: Creation and policy/procedure should be MARKED
development of the financial retained for a minimum of 6
regulations years
MN4.3.5 Information and Communication Date procedure/standard SECURE N NOT MN4.3.13
Technology: ICT Security and superseded + 3 years then DISPOSAL PROTECTIVELY
Service Transition: Master copies review. [It may be neccessary to MARKED
of standards and procedures keep one copy of each
document to show what was in
place at a given time]

June 2017
MN5 Organisational Development
MN5.1 Officer Representation
MN5.2 Organisational Restructure
MN5.2.1 Records relating to the Year review completed + 6 years SECURE N OFFICIAL No previous reference
restructuring of directorates or DISPOSAL
service units
MN5.3 Strategy and planning
MN5.3.1 Records relating to KCC strategic Until superseded - but a copy OFFER TO N NOT
planning, for example Bold Steps should be offered to the archives ARCHIVES PROTECTIVELY
for Kent and Increasing service for inclusion in KCC's MARKED
Opportunities, Improving corporate archive
Outcomes
MN5.3.2 Records relating to directorate Until superseded - but a copy OFFER TO N NOT
and service unit strategic planning should be offered to the archives ARCHIVES PROTECTIVELY
service for inclusion in KCC's MARKED
corporate archive
MN6 Partnership and agency working
MN6.1 Service Level Agreements
MN6.1.1 Records relating to the Limitation Act Life of partnership + 6 years Offer to N OFFICIAL MN23.15; MN6.1.3
constitution of partnerships and 1980 (Section 2) Archives
agreements with partners
MN6.1.2 Service level agreements with Life of agreement + 6 years SECURE N OFFICIAL MN31.2; MN6.1.5
partner organisations DISPOSAL
MN6.1.3 Service Level Agreements with Limitation Act Life of the agreement + 6 years SECURE N OFFICIAL MN31.5; MN6.1.8
partner organisations in multi- 1980 (Section 2) DISPOSAL
occupancy buildings
MN6.2 Partnership Working
MN6.2.1 Records relating to the Limitation Act Life of partnership + 6 years then Offer to N OFFICIAL
management of partnership 1980 (Section 2) review archives
arrangements between KCC and
its partners
MN6.2.2 Sponsorship arrangements with Current year + 5 years SECURE N OFFICIAL MN23.5; MN6.2.6
partners DISPOSAL
MN7 Performance Management
MN7.1 External Audit and Inspections
MN7.1.1 Audit Commission inspection Closure + 5 years SECURE N NOT MN24.6; MN7.1.2
reports DISPOSAL PROTECTIVELY
MARKED
MN7.1.2 External Audit letter Closure + 5 years SECURE N NOT MN24.8; MN7.1.3
MARKED

June 2017
MN7.1.3 Value for Money Studies from Closure + 5 years SECURE N NOT MN24.9; MN7.1.4
external audit DISPOSAL PROTECTIVELY
MARKED
MN7.1.4 CSCI reports Until superseded SECURE N NOT MN30.1
MARKED
MN7.2 Performance Management
MN7.2.1 Best Value Performance Reviews Closure of file + 5 years SECURE N NOT MN24.7
MARKED
MN7.2.2 Social Care Performance Current year + 5 years SECURE N OFFICIAL MN24.11
Management Unit – reports run DISPOSAL
off the system
MN7.2.3 Social Care Performance Current year + 1 year SECURE N OFFICIAL MN24.12
Management Unit – Farm Reports DISPOSAL
MN7.2.4 Social Care Performance Current year + 4 years SECURE N OFFICIAL MN24.13
Management Unit – Working DISPOSAL
papers for reports, briefing notes,
proposals etc
MN7.2.5 Social Care: Information relating Current year + 5 years then SECURE N OFFICIAL MN24.14
to performance indicators and review DISPOSAL
targets
MN7.2.6 Key Information Statistics Current year + 5 years then Offer to N NOT MN24.15
review Archives PROTECTIVELY
MARKED
MN7.2.7 Survey data collected to monitor Current year + 3 years then SECURE Y OFFICIAL MN24.16
performance and obtain feedback review DISPOSAL
about staff and services
MN7.2.8 Kent Performance Indicators Current year + 5 years SECURE N NOT No previous reference
(KPIs) DISPOSAL PROTECTIVELY
MARKED
MN7.2.10 Human Resources: Performance Current year + 5 years then SECURE N NOT No previous reference
and Monitoring: Annual review DISPOSAL PROTECTIVELY
Governance Statement and MARKED
information relating to the
governance plan
MN7.2.11 Learning Disability and Mental Current year + 2 years SECURE Y OFFICIAL No previous reference
Health: Access to Resources: DISPOSAL
Tracker used by the Performance
Team
MN7.2.12 Business Intelligence: Current year + 6 years Offer to N NOT No previous reference
Performance Management: Archives PROTECTIVELY
Annual reports for strategic MARKED
priorities of the council
June 2017
MN7.2.13 Business Intelligence: Current year + 6 years Offer to N NOT No previous reference
Performance Management: Archives PROTECTIVELY
Regular quarterly performance MARKED
reports for the council
MN7.2.14 Business Intelligence: Childrens Anonymised data current year + SECURE N NOT No previous reference
and Adults: Survey data collected a minimum of 10 years for DISPOSAL PROTECTIVELY
from providers of early education comparison purposes across MARKED
and child care providers time series
childcare across Kent
MN7.2.15 Business Intelligence: Childrens Anonymised data current year + SECURE N NOT No previous reference
and Adults: Survey data collected a minimum of 10 years for DISPOSAL PROTECTIVELY
from parents across Kent comparison purposes across MARKED
childcare across Kent time series
MN7.2.16 Business Intelligence: Economy: Current year + 5 years Offer to N OFFICIAL No previous reference
The Kent Economic Forecasting Archives
Model - produced by Experian
(July 2009). Contains a baseline
forecast and the ability to
generate scenarios.
MN7.2.17 Business Intelligence: Current year + a minimum of 6 Offer to N OFFICIAL No previous reference
Demography: The Kent years then review Archives
Population Forecasting Model -
Shell provided by Edge Analytics
and populated by Business
Intelligence (Research &
Evaluation). Provides the ability
to generate different population-
led, housing-led and job-led
forecasts scenarios.
MN7.2.18 Business Intelligence: Housing Current year + a minimum of 6 Offer to N NOT No previous reference
and Commercial Land: years then review Archives PROTECTIVELY
Commercial land use statistics MARKED
MN7.2.19 Business Intelligence: Housing Current year + a minimum of 6 Offer to N NOT No previous reference
and Commercial Land: years then review Archives PROTECTIVELY
Commercial land use statistics MARKED
MN7.2.20 Best Value Performance Indicator Current year + 7 years SECURE N NOT MN24.5; MN7.3.2
records DISPOSAL PROTECTIVELY
MARKED
MN7.2.21 Spreadsheets used by individual These are intended to be SECURE N OFFICIAL MN24.18; MN7.3.4
service units to monitor service dynamic working documents and DISPOSAL
provision or performance will be disposed of once service
provision ceases

June 2017
MN7.3 Customer Service
MN7.3.1 All records relating to the Date of award + 5 years Offer to N NOT MN30.5; MN7.3.10
application for and award of Archives PROTECTIVELY
Customer Service Excellence MARKED
Awards
MN7.3.2 Customer Impact Assessments Operational use then SECURE SECURE N NOT MN30.6; MN7.3.11
(known nationally as Equality DISPOSAL DISPOSAL PROTECTIVELY
Impact Assessments) – MARKED
directorate operational copies
MN7.3.3 Customer Impact Assessments Race Relations Date updated + 3 years then Offer to N NOT MN30.6; MN7.3.12
(known nationally as Equality (Amendment) review Archives PROTECTIVELY
Impact Assessments) – Principal Act 2000 MARKED
Copy
MN7.4 Returns – Central Government
MN7.4.1 Returns to Central Government Financial year + 6 years SECURE N NOT MN29.1
concerning the budget and DISPOSAL PROTECTIVELY
financial strategy MARKED
MN7.4.2 DfES returns for schools which Date school closed + 6 years SECURE N NOT MN29.2
have closed DISPOSAL PROTECTIVELY
MARKED
MN7.4.3 Returns supplied to Central Date of return + 6 years SECURE N NOT MN29.3
Government by the Looked After DISPOSAL PROTECTIVELY
Children’s Advisors MARKED
MN7.4.4 LEA returns for schools which Date of return + 6 years SECURE N NOT MN29.4
have closed DISPOSAL PROTECTIVELY
MARKED
MN7.4.5 National Indicator data relating to Date of return + 10 years SECURE N OFFICIAL - MN29.5
Local Bus Operators DISPOSAL SENSITIVE
MN7.4.6 Audit on School Meals Numbers Date of return + 6 years SECURE N NOT MN29.6
taken on behalf of the School DISPOSAL PROTECTIVELY
Food Trust MARKED
MN7.5 Internal Audit
MN7.5.1 All records relating to the audit Audit monitoring complete + 1 SECURE N OFFICIAL MN1.1; MN7.1.1
process which are not the year DISPOSAL
principal copy held by internal
audit
MN7.5.2 Audit Committee Reports. Operational use + 3 years It is SECURE N OFFICIAL FN3.1; FN5.1.1
Principal copy held by Democratic anticipated that Council DISPOSAL
Services Secretariat will hold the principal
set of these documents.

June 2017
MN7.5.3 Internal Audit: All records relating Current year + 5 years SECURE N OFFICIAL FN3.2-3.3; FN5.1.2
to the the internal audit DISPOSAL
programme (including audit
engagement plans, audit work
papers and audit reports)
MN7.5.4 Internal Audit: All records relating Resolution of the case + 6 years SECURE Y OFFICIAL FN5.1.3
to special investigations then review DISPOSAL
undertaken by Internal Audit
(including working papers and
reports)
MN7.5.5 Internal Audit: All records relating Current year + 5 years SECURE N NOT FN5.1.10
to the the internal audit DISPOSAL PROTECTIVELY
programme (including internal MARKED
audit programme for ICT and
contract compliance audits)
MN7.5.6 Internal Audit: All records relating Current year + 5 years SECURE N OFFICIAL FN5.1.11
to ad hoc work and advisory audit DISPOSAL
work
MN8 Public Consultation
MN8.1 Public Consultations
MN9 Public Relations
MN9.1 Compliments
MN9.2 Contact with organisations external to Kent County Council
MN9.3 Corporate Gifts
MN9.3.1 All records relating to the receipt Limitation Act Financial year of receipt + 6 SECURE Y NOT
of gifts or corporate hospitality 1980 (Section 2) years DISPOSAL PROTECTIVELY
MARKED
MN9.4 Corporate Image
MN9.5 Graphic Design
MN9.6 Marketing
MN9.6.1 Information relating to the creation HMRC - Current year + 6 years Offer to N NOT MN16.1
and publication of radio and press Compliance Archives PROTECTIVELY
advertisements relating to the Handbook MARKED
provision of Early Years and Child Manual
Care CH15400
MN9.6.2 Leaflets, flyers, posters, Whilst operational Offer to N NOT MN16.2
newsletters produced to market Archives PROTECTIVELY
the provision of Early Years and MARKED
Child Care

June 2017
MN9.6.3 Information about exhibitions, Date of exhibition or road show + Offer to N NOT MN16.3
roadshows and so on created to 6 years Archives PROTECTIVELY
market the provision of Early MARKED
Years and Child Care
MN9.6.4 Community Learning and Skills: Current year SECURE N OFFICIAL MN16.4
Commercial Development: DISPOSAL
Customer records held on
spreadsheets for marketing
purposes
MN9.6.5 Kent Adult Education Service Whilst operational - data SECURE Y - There will be OFFICIAL MN16.5
CRM system cleansed from system where DISPOSAL an opt-in option
appropriate on annual basis – on any enquiry
individuals on the database will forms and the
be contacted annually to ensure forms will also
that they are happy for their data contain fair-
to be held for marketing processing
purposes statements.
MN9.6.6 Marketing plans for individual Whilst operational Offer to N NOT MN16.6
directorates and sections within Archives PROTECTIVELY
the directorates MARKED
MN9.6.7 Leaflets and marketing materials Limitation Act All material will be retained in Offer to N NOT MN16.7
produced by the Kent Adult 1980 (Section paper format and “portable Archives PROTECTIVELY
Education Service 2)/ Disability document format” for 6 years MARKED
Discrimination from the date of creation. The
Act 2004 “portable document format” may
then become part of a design
library
MN9.6.8 “Job bags” relating to the creation Current year + 7 years Offer to N NOT MN16.8
of marketing materials for the Archives PROTECTIVELY
Kent Adult Education Service MARKED
MN9.6.9 Planning exhibitions transferred to Date records reviewed at RMS + Offer to N NOT MN16.9
the Records Management Service 1 year Archives PROTECTIVELY
MARKED
MN9.6.10 Job bags relating to the creation Date of publication + 5 years Offer to N NOT MN16.10
of Explore Kent magazine Archives PROTECTIVELY
MARKED
MN9.6.11 E forms submitted for inclusion on Disposed of once the information SECURE Y OFFICIAL MN16.11
the Explore Kent mailing has been entered on the DISPOSAL
database database
MN9.6.12 Promotion and customer Current year + 3 years SECURE N NOT WM8.3
engagement in relation to all DISPOSAL PROTECTIVELY
waste issues MARKED

June 2017
MN9.7 Media Liaison and Media Releases
MN9.7.1 Press releases other publicity Current year + 2 years then Offer to N NOT MN28.3
material review Archives PROTECTIVELY
MARKED
MN9.8 Press Cuttings
MN9.9 Permissions to Publish
MN9.9.1 Permission to publish Data Protection Life of the photograph SECURE Y OFFICIAL MN14.2
photographs taken at KCC events Act 1998 DISPOSAL
- a copy should be stored with the
photograph
MN9.9.2 Parental permission slips for Date of birth of child + 16 years SECURE Y OFFICIAL MN28.2
photographs taken of children to or the life of the photograph DISPOSAL
publicise KCC events whichever is the longer
MN10 Research
MN10.1 Research commissioned/carried out by Kent County Council
MN10.1.1 Survey data for surveys Market Current year + 1 year SECURE Y NOT MN27.1
commissioned by Strategic Research DISPOSAL PROTECTIVELY
Planning and Review Guidance MARKED
MN11 Project Management
MN11.1 Project Management Files
MN11.1.1 Projects leading to a contract Limitation Act Last action on the project + 12 Offer to N OFFICIAL PM1.5; MN11.1.5
under seal 1980 (Section 8) years Archives
MN11.1.2 Projects leading to a contract Limitation Act Last action on the project + 6 SECURE N OFFICIAL PM1.6; MN11.1.6
under signature 1980 (Section 5) years DISPOSAL
MN11.1.3 Project files relating to projects Last action on project + length of SECURE N NOT PM1.21; MN11.1.21
which have received European or time required by the funding DISPOSAL PROTECTIVELY
other external funding body MARKED
MN11.1.4 Project documentation created for Last action on the project + 6 SECURE N NOT MN11.1.23
internal projects which may not years DISPOSAL PROTECTIVELY
result in a contract MARKED
MN11.1.5 Project files relating to research End of operational use SECURE N NOT PM1.2; MN11.1.2
undertaken to see if projects are DISPOSAL PROTECTIVELY
viable MARKED
MN11.1.6 Correspondence which does not Last action on project + 1 year SECURE N NOT PM1.1; MN11.1.1
merit inclusion on the project files DISPOSAL PROTECTIVELY
MARKED
MN11.1.7 Records created by directorate Last action on project + 3 years Offer to N NOT PM1.13; MN11.1.13
policy officers to manage projects then review Archives PROTECTIVELY
on behalf of the directors; weeded MARKED
for ephemera

June 2017
MN11.1.8 Project documentation created as Life of Project SECURE N OFFICIAL PM1.19; MN11.1.19
part of a project where the creator DISPOSAL
is not the project manager or
designated record keeper for the
project.
MN12 Traded Services
MN12.1 Schools Financial Services
MN12.1.1 Finance and Procurement: Lead HMRC - Current year + 6 years SECURE N OFFICIAL FN5.1.4
Business Partner and ELS: Compliance DISPOSAL
Schools Financial Services: Handbook
Statutory information required for Manual
close down CH15400
MN12.1.2 Finance and Procurement: Lead Current year + 2 years SECURE N OFFICIAL FN5.1.5
Schools Financial Services:
Records relating to the
management of contracts for
EduKent
MN12.1.3 Finance and Procurement: Lead Date of visit + 6 years SECURE N OFFICIAL FN3.8; FN5.1.6
Schools Financial Services:
Records relating to compliance
visits paid to schoolsols by the
CFE Finance Compliance Team
MN12.1.4 “All Schools” tracker list created HMRC - Current year + 6 years SECURE N OFFICIAL FN3.9; FN5.1.7
as part of the Financial Compliance DISPOSAL
Management in Schools process Handbook
Manual
CH15400

June 2017
PBC Planning and Building Control
PBC1 Planning Process
PBC1.1 Environmental Assessment
PBC1.1.1 Environmental assessments Limitation Act Last action on project + 12 SECURE N OFFICIAL PB5.1
1980 (Section years DISPOSAL
8)
PBC1.1.2 Environmental Impact Council Permanent Y OFFICIAL PB7.11
Assessment/Appropriate Assessment – Directive
held within the Atrium Planning 85/337/EEC
Applications
PBC1.2 Housing Development
PBC1.2.1 Records relating to housing Limitation Act Closure of file + 6 years Offer to N OFFICIAL PB2.1
development 1980 (Section then review Archives
2)
PBC1.2.2 Post-Occupation Surveys of Recent Completion of output + 5 Offer to Y OFFICIAL - MN24.17; MN7.3.03
Residential Developments years then review Archives SENSITIVE
PBC1.3 Planning Appeals
PBC1.3.1 Planning appeal documentation relating Permanent Y NOT PB8.2
to mineral and waste development held PROTECTIVELY
on the Atrium system MARKED
PBC1.3.2 Records relating to the management of Date planning appeal is Offer to Y OFFICIAL PB8.4
planning appeals resolved + 7 years then Archives
reviewed
PBC1.4 Planning Applications
PBC1.4.1 Planning application case files held Town and Permanent Offer to N OFFICIAL PB7.1
within the Atrium system including Country Archives
application, decision notice, committee Planning Act
report, correspondence, statutory 1990
notices
PBC1.4.2 Planning Decisions Current year + 7 years Offer to N OFFICIAL PB3.4
Archives
PBC1.4.3 Planning records deposited in the Date of review at Records Offer to N OFFICIAL PB3.3
Records Management Service Management Service + 2 Archives
years
PBC1.4.4 Planning applications where Highways Current year + 5 years then Offer to N OFFICIAL PB7.5
Services Unit has taken part in the review Archives
planning process and holds unique
records

June 2017
PBC1.4.5 Correspondence and responses held in Retain for a minimum of 5 SECURE N OFFICIAL PB7.15; PBC1.4.11
the DCMAN database (and any years DISPOSAL
successor system) relating to the
response to Planning Applications
where there is significant highway
involvement
PBC1.4.6 Planning applications relating to Current year + 20 years Offer to N OFFICIAL PB7.9
heritage conservation sites Archives
PBC1.4.7 Pre-Application enquiries made to the Date of enquiry + 20 years SECURE Y OFFICIAL PB7.10
Planning Applications Unit – held within then review DISPOSAL
the Atrium Planning Applications
PBC1.4.8 “Q” files containing copy documentation Operational Use SECURE N NOT PB7.12
relating to planning applications filed by DISPOSAL PROTECTIVELY
site MARKED
PBC1.4.9 Waste Disposal Authority responses to Date of consultation + 5 Offer to N NOT PB7.13
planning consultations, minerals and years Archives PROTECTIVELY
waste disposal and District Council MARKED
Planning
PBC1.4.10 Planning applications submitted to KCC Date of planning application Offer to N OFFICIAL PB7.14
managed by the Waste Management + 7 years Archives
Unit
PBC1.5 Planning Register
PBC1.5.1 The Public Register Town and Permanent - Retain in Unit N NOT PB6.1
Country for 10 years PROTECTIVELY
Planning Act MARKED
1990
PBC1.6 Special Projects - Channel Tunnel
PBC1.6.1 Principal set of records relating to the Permanent N NOT PB10.1
development of the Channel Tunnel PROTECTIVELY
Rail link through Kent MARKED
PBC1.7 Planning Enquiries
PBC1.7.1 Planning Enquiries Limitation Act Current year + 6 years Offer to N OFFICIAL PB7.6
1980 (Section Archives
2)
PBC1.8 Developer Contributions
PBC1.8.1 Records relating to the calculation of Limitation Act Last action on project + 12 Offer to N OFFICIAL PB7.7
development contributions as part of 1980 (Section years Archives
planning applications 8)

June 2017
PBC2 Planning Enforcement
PBC2.1 Planning Enforcement Processes
PBC2.1.1 Planning Monitoring records Permanent Offer to N NOT PB4.1
MARKED
PBC2.1.2 Planning Enforcement documentation Town and Permanent Offer to Y OFFICIAL PB4.2
held on the Atrium system Country Archives
Planning Act
1990
PBC3 Planning Policy and Legislation
PBC3.1 Planning Policy
PBC3.1.1 Planning Policy documents Date of policy + 5 years Offer to N NOT PB3.2
MARKED
PBC3.2 Planning Legislation
PBC3.2.1 Development, Structure and other plans Permanent N NOT PB3.1
with appropriate supporting PROTECTIVELY
documentation MARKED
PBC3.2.2 Public consultation documents created Date plan adopted + 5 years SECURE Y NOT PB3.5
in relation to the development, structure DISPOSAL PROTECTIVELY
and other plans in PBC3.2.1 above MARKED
PBC4 Planning Public Enquiries
PBC4.1 Public Enquiries
PBC4.1.1 Records relating to public enquiries Date enquiry is completed + Offer to Y NOT PB8.3; PBC4.1.2
relating to planning consents 6 years Archives PROTECTIVELY
MARKED
PBC4.1.2 Correspondence and other general Current year + 1 year then Offer to N OFFICIAL PB8.1; PBC4.1.1
records relating to public enquiries review Archives
PBC5 Historic Environment Record
PBC5.1 Heritage Listing
PBC5.1.1 Listed buildings information Permanent for the life of the N NOT PB1.1
printed book - identify the PROTECTIVELY
principal set and retain the MARKED
principal set in the Archives
PBC5.1.2 Records relating to architecture Date of review at Records Offer to N NOT PB1.2
deposited in the Records Management Management Service + 3 Archives PROTECTIVELY
Service years MARKED
PBC5.1.3 All records relating to the maintenance Life of the building + 6 years Offer to N NOT PB1.4
and management of listed buildings Archives PROTECTIVELY
MARKED

June 2017
PBC5.2 Historic Environment Record
PBC5.2.1 Preservation orders made on heritage Life of the site covered by Offer to N NOT PB1.3
sites the order Archives PROTECTIVELY
MARKED
PBC5.2.2 Historic Environment Record Permanent - this is a Y OFFICIAL PB9.1
working document which is
constantly changing - take a
snapshot of the SMR at
agreed intervals for
inclusion in the Archives
PBC5.2.3 Correspondence and other information Permanent - the information Y OFFICIAL PB9.2
supporting the Historic Environment should be weeded at
Record appropriate intervals
PBC5.2.4 Correspondence relating to enquiries Current year + 1 year SECURE Y NOT PB9.3
about the Historic Environment Record DISPOSAL PROTECTIVELY
MARKED
PBC5.2.5 Access database of correspondence Ongoing record SECURE Y OFFICIAL PB9.4
relating to Historic Environment Record DISPOSAL
PBC5.2.6 Project documentation – Historic End of project + 5years N OFFICIAL PB9.5
Environment Record
PBC5.2.7 Aerial photographs Permanent N NOT PB9.6
PROTECTIVELY
MARKED
PBC5.2.8 GIS Permanent - this is a N NOT PB9.7
working document which is PROTECTIVELY
constantly changing take a MARKED
snapshot at agreed intervals
for inclusion in the Archives
PBC5.2.9 Archaeological Reports All paper copies to be kept N NOT PB9.8
for 2 years. If an electronic PROTECTIVELY
copy to the appropriate MARKED
standard is also kept then
the paper copy can be
safely disposed of
PBC5.2.10 Reports created by authorities or other Operational use N NOT PB9.9
bodies PROTECTIVELY
MARKED
PBC5.2.11 CD with copy of final report and other End of project +5 years N NOT PB9.10
GIS information PROTECTIVELY
MARKED
PBC5.2.12 Archaeological Grey Literature reports Current year + 20 years N NOT PB9.17
then review for potential PROTECTIVELY
permanent retention MARKED

June 2017
PBC5.2.13 Heritage Conservation GIS Datasets Permanent - as part of the N NOT PB9.18
Historic Environment PROTECTIVELY
Record MARKED
PBC5.2.14 District Files relating to archaeological Permanent Y NOT PB9.15
sites PROTECTIVELY
MARKED
PBC5.2.15 Site files Closure + 75 years N NOT PB9.16
PROTECTIVELY
MARKED
PBC5.2.16 ARCHAEPAP Permanent - this is a Y NOT PB9.11
working database which is PROTECTIVELY
constantly changing take a MARKED
snapshot at agreed intervals
for inclusion in the Archives
PBC5.3 Building Restoration
PBC5.3.1 Project documentation – Windmills Permanent - once the files Y - files may NOT PB9.12
have reached the end of contain personal PROTECTIVELY
their operational life they will information MARKED
be weeded of extraneous relating to
material and transferred to contractors
the Archives for permanent
preservation
PBC5.4 Portable Antiquities and Treasure Trove
PBC5.4.1 Images created as part of the Portable Permanent N NOT PB9.13
Antiquities record PROTECTIVELY
MARKED
PBC5.4.2 Records relating to the administration of Treasure Act Permanent Y OFFICIAL PB9.14
the Treasure Act 1996 1996

June 2017
PC Procurement
PC1 Advice (Procurement)
PC1.1 Procurement Advice
PC1.2 Policies and Procedures
PC1.2.1 Finance and Procurement: Until the documentation SECURE N NOT No previous reference
Procurement: Standard superseded + 3 years DISPOSAL PROTECTIVELY
documentation used in the MARKED
procurement process
PC2 Contract Process
PC2.1 Contract Files
PC2.1.1 Contract files under seal Limitation Act Last action on the contract SECURE N OFFICIAL PC2.1
1980 (Section 8) + 12 years DISPOSAL
PC2.1.2 Contract files under signature Limitation Act Last action on the contract SECURE N OFFICIAL PC2.2
1980 (Section 5) + 6 years DISPOSAL
PC2.1.3 Social Care open-ended contract files Limitation Act End of contract term + 6 SECURE Y OFFICIAL PC2.3
1980 (Section 5) years DISPOSAL
PC2.1.4 Records relating to the funding HMRC - Last funding payment + 6 SECURE N OFFICIAL PC2.4
contracts procured by Kent Adult Compliance years DISPOSAL
Education Service Handbook Manual
CH15400
PC2.1.5 Records relating to the management Current year + 2 years SECURE N OFFICIAL PC2.5
of contracts for Kent Services for DISPOSAL
Schools
PC2.1.6 Amendments to contracts for Kent Current year SECURE N OFFICIAL PC2.6
Services for Schools DISPOSAL
PC2.1.7 Kent Downs AONB Unit: Contract Last action on contract + SECURE N OFFICIAL PC2.15; PC2.1.15
Records length of time required by DISPOSAL
the funding body
PC2.1.8 Private and Voluntary Sector Current year + 5 years SECURE Y OFFICIAL PC2.8
placements database DISPOSAL
PC2.1.9 “Folder of Usefulness” containing the Retain until child reaches See PC2.13 Y OFFICIAL PC2.9
record of specific actions relating to age of 18 and then print off
private and voluntary placements for the sheet and store with
looked after children the contract
PC2.1.10 Record of fee increases requested Current year + 5 years SECURE Y OFFICIAL PC2.10
from the providers of private and DISPOSAL
voluntary placements for looked after
children

June 2017
PC2.1.11 Contract documentation relating to Limitation Act Last action on the contract SECURE Y OFFICIAL PC2.11
the placement of looked after children 1980 (Section 8) + 12 years DISPOSAL
in the voluntary and community
sector held electronically
PC2.1.12 Contract documentation relating to Retain in unit See PC2.13 Y OFFICIAL PC2.12
the placement of children in the below
private and voluntary sector whilst the
placement is active
PC2.1.13 Contract documentation relating to Limitation Act Last action on the contract SECURE Y OFFICIAL PC2.13
the placement of children in the 1980 (Section 8) + 12 years DISPOSAL
private and voluntary sector once the
placement is completed held in paper
format
PC2.2. Tenders
PC2.2.1 Unsuccessful tender documents Date contract awarded + 6 SECURE Y OFFICIAL PC3.1
months DISPOSAL
PC2.2.2 Tender summary or appraisal relating Last action on contract + SECURE N OFFICIAL PC3.2
to building projects period allowed for any DISPOSAL
latent defect to develop
PC2.2.3 Unsuccessful tender documents – Date contract awarded + 4 SECURE Y OFFICIAL PC3.3
European years DISPOSAL
PC2.2.4 Tender documents – Unsuccessful – Remedies Date contract awarded + 2 SECURE Y OFFICIAL PC3.4
Waste Management Directive 2009 years DISPOSAL
PC2.2.5 Pre-Qualification Questionnaires Current year + 7 years N OFFICIAL PC9.1
PC2.3 Tendering Policies
PC2.4 Register of Contracts
PC2.4.1 Finance and Procurement: Permanent N NOT PC7.1
Procurement: Register of External PROTECTIVELY
Contracts MARKED
PC3 Purchase of Goods and Services
PC3.1 Product Evaluation
PC3.2 Product Information
PC3.2.1 Supporting People: Contract Pricing Life of contract then review SECURE N OFFICIAL PC5.1
DISPOSAL
PC3.3 Purchase Orders
PC3.3.1 Purchase orders and other records HMRC - Current year + 6 years SECURE N NOT PC6.1
relating to the purchase of equipment Compliance DISPOSAL PROTECTIVELY
Handbook Manual MARKED
CH15400

June 2017
PC4 Sale of Good and Services
PC4.1 Sale of Services
PC4.1.1 Kent Scientific Services: Approved HMRC - Current year + 6 years SECURE Y OFFICIAL PC8.3; PC4.1.3
contractors Information - approved Compliance DISPOSAL
contractor database, SLAs, Handbook Manual
agreements CH15400
PC4.1.2 Kent Scientific Services: Agreements HMRC - Current year + 6 years SECURE N OFFICIAL PC8.2
for work to be completed, contract Compliance DISPOSAL
specific data and information, service Handbook Manual
level agreements CH15400
PC5 Contract Management
PC5.1 Contract Management Meetings
PC5.1.1 Records created by Contract Limitation Act Life of the contract + 6 SECURE Yes OFFICIAL
Management Meetings for contracts 1980 years DISPOSAL
issued under signature
PC5.1.2 Records created by Contract Limitation Act Life of the contract + 12 SECURE Yes OFFICIAL
Management Meetings for contracts 1980 years DISPOSAL
issued under seal
RC Registration and Coroners
RC1 Registration of Births, Deaths and Marriages
RC1.1 Registration of Births
RC1.1.1 Register of Births The Registration PERMANENT Y OFFICIAL The Registration RC3.1
Service Act 1953 Service maintain their
own archive
RC1.1.2 Requisitions for certificates of birth Date of requisition + 2 years N OFFICIAL SECURE DISPOSAL RC3.2
issued under certain acts of
parliament for the purpose of those
Acts
RC1.1.3 Counterfoils of standard and short Current year + 2 years Y OFFICIAL SECURE DISPOSAL RC3.3
birth certificates Standard
certificates of still birth
RC1.1.4 Requisitions to persons liable to Date of requisition + 1 year Y OFFICIAL SECURE DISPOSAL RC3.4
register births who have failed to do
so

June 2017
RC1.1.5 Registrar General’s authorities for Births and Current year + 2 years OFFICIAL SECURE DISPOSAL RC3.5
registration after 12 months in Deaths
accordance with sections 7 and 21 Registration Act
of the Births and Deaths Registration 1953 sections 7
Act 1953 and 21
RC1.1.6 Certificates of registration of births Date of late form issued OFFICIAL SECURE DISPOSAL RC3.6
and still-births +1year
RC1.2 Registration of Deaths
RC1.2.1 Register of Deaths The Registration PERMANENT Y OFFICIAL The Registration RC5.1
Service Act 1953 Service maintain their
own archive
RC1.2.2 Books recording issue of books and Last entry + 5 years N OFFICIAL SECURE DISPOSAL RC5.2
forms of medical certificates (Form
17)
RC1.2.3 Notifications of disposals of bodies Date of last notification + 5 N OFFICIAL SECURE DISPOSAL RC5.3
of deceased persons years
RC1.2.4 Declarations made by applicants for Date of last declaration + 5 OFFICIAL SECURE DISPOSAL RC5.4
certificates for disposal (no liability to years
register)
RC1.2.5 Requisitions for certificates of death Date of requisition + 2 years N OFFICIAL SECURE DISPOSAL RC5.5
issued under certain acts of
parliament for the purpose of those
Acts
RC1.2.6 Counterfoils of death certificates Date of issue + 2 years Y OFFICIAL SECURE DISPOSAL RC5.6
RC1.2.7 Counterfoils of certificates and forms Current year + 3 years Y OFFICIAL SECURE DISPOSAL RC5.7
– Certificates issued for the
purposes of the provisions of the
Friendly Societies Acts relating to a
payment on the death of a child
under the age of ten
RC1.2.8 Counterfoils of certificates and forms Current year + 1 year Y OFFICIAL SECURE DISPOSAL RC5.8
– Requisitions to persons liable to
register who have failed to do so -
deaths
RC1.2.9 Counterfoils of certificates and forms Date of last entry + 1 year Y OFFICIAL SECURE DISPOSAL RC5.9
– Forms of report of death to coroner
by registrar
RC1.2.10 Counterfoils of certificates and forms Date of the last entry + 5 Y NOT SECURE DISPOSAL RC5.10
– Certificates for disposal before or years PROTECTIVELY
after registration of death, still-birth MARKED
and no liability to register

June 2017
RC1.2.11 Registrar General’s authorities for Births and Current year + 2 years OFFICIAL SECURE DISPOSAL RC5.11
registration after 12 months in Deaths
accordance with sections 7 and 21 Registration Act
of the Births and Deaths Registration 1953 sections 7
Act 1953 and 21
RC1.2.12 Counterfoils of certificates and forms Current year + 5 years Y OFFICIAL SECURE DISPOSAL RC5.13
– Certificates for disposal before or
after registration of death, still-birth
and no liability to register
RC1.2.13 Statutory declaration regarding the Current year + 6 years OFFICIAL SECURE DISPOSAL 467 RC5.14
loss or destruction of a certificate
issued under the Industrial
Assurance and Friendly Societies
Act 1948 and the 5th Schedule to
the Friendly Societies Act 1974
RC1.3 Registration of Stillbirths
RC1.4 Registration of Marriages
RC1.4.1 Register of Marriages The Registration PERMANENT Y OFFICIAL RC2.1
Service Act 1953
RC1.4.2 Requisitions for certificates of Date of requisition + 2 years N OFFICIAL SECURE DISPOSAL RC2.7
marriage issued under certain acts
of parliament for the purpose of
those Acts
RC1.4.3 Superintendent registrar's certificate Date of marriage + 2 years OFFICIAL SECURE DISPOSAL RC2.8
for Marriage
RC2 Civil Ceremonies
RC2.1 Civil Marriage Ceremonies
RC2.1.1 Marriage Notices and Civil Date of notice + 5 years Y OFFICIAL SECURE DISPOSAL RC2.3
Partnerships
RC2.1.2 Forms of consent to marriages of Date of consent + 1 year Y OFFICIAL SECURE DISPOSAL RC2.4
minors
RC2.1.3 Caveats against the grant of a Date of marriage + 2 years Y OFFICIAL SECURE DISPOSAL RC2.5
superintendent registrar’s certificate
or certificate and licence, or
Registrar General’s licence for
marriage
RC2.1.4 Notifications of the issue of the Date of marriage + 2 years Y OFFICIAL SECURE DISPOSAL RC2.6
Registrar General’s licence for
marriage and Registrar General’s
licences of marriage
RC2.2 Civil Partnership Ceremonies
RC2.2.1 Civil Partnership schedules Sent to Registrar General OFFICIAL RC2.2
Quarterly
June 2017
RC2.3 Naming Ceremonies
RC2.4 Administration of Civil Ceremonies
RC2.4.1 Files relating to the organisation and Date of ceremony + 6 N OFFICIAL SECURE DISPOSAL RC1.1
administration of civil ceremonies months, unless a complaint
has been received
RC2.4.2 Files relating to premises approved Limitation Act Duration of licence + 6 N OFFICIAL SECURE DISPOSAL RC1.2
to carry out civil ceremonies 1980 (Section 2) years
RC2.5 Citizenship Ceremonies
RC2.5.1 Files relating to the organisation and Date of ceremony + 6 N OFFICIAL SECURE DISPOSAL RC4.1
administration of citizenship months, unless a complaint
ceremonies has been received
RC3 Coroners
RC3.1 Inquest Files
RC3.1.1 Case files of deaths reported to the Coroners Act Date of death + 15 years OFFICIAL Currently all inquest RC8.3
coroner – inquest files 1988 files are retained for
permanent
preservation
RC3.2 Non Inquest Files
RC3.2.1 Case files of deaths reported to the Coroners Act Date of death + 15 years OFFICIAL Non-inquest files older RC8.2
coroner – non-inquest files 1988 than 15 years will be
sampled taking the
mid-census year in
each decade
RC3.3 Register of Deaths
RC3.3.1 Registers of deaths reported to the Coroners Act Permanent OFFICIAL RC8.1
Coroner 1988
RC3.4 Treasure Trove
RC3.4.1 The processes and actions of Treasure Act Last action + 2 years OFFICIAL These should be RC9.1
Treasure Inquests 1996 offered to the archives
for a sample to be
taken
RC3.5 Administration of Coroners
RC3.5.1 Coroners Service: Coroner feedback Current year + 1 year Y OFFICIAL SECURE DISPOSAL No previous reference
forms - details held include name of
deceased and date of death along
with funeral director name and
address, peoples feedback

June 2017
RC3.5.2 Coroners Service: Body Removal Paper copies kept for 3 Y OFFICIAL SECURE DISPOSAL No previous reference
Contracts: Details held include months; electronic
names, addresses, dates of births spreadsheets kept for 3
and dates of the deceased; Funeral years
Director information; possible cause
of death, cost of work
RC4 Administration of Registration Service
RC4.1 Administration of the Registration Service
RC4.1.1 Cash book HMRC - Current year + 6 years OFFICIAL SECURE DISPOSAL RC7.2
Compliance
Handbook
Manual
CH15400
RC4.1.2 Registrar General’s certificate and Current year + 7 years OFFICIAL SECURE DISPOSAL RC7.5
direction
RC4.1.3 Routine correspondence relating to Current year + 2 years OFFICIAL SECURE DISPOSAL RC7.6
the appointment and conduct of
officers
RC4.1.4 Form of account (office copy) Current year + 2 years NOT SECURE DISPOSAL RC7.7
PROTECTIVELY
MARKED
the registration of births, marriages
and death, correction of errors, birth
re-registrations not made, issue of
certificates under certain acts of
parliament: irregular burials
false information given to registration
officers, falsification and forgery of
certificates of birth, marriage or
death; marriage of foreigners and
persons divorced abroad
RC4.1.7 Routine correspondence relating to Current year + 2 years NOT SECURE DISPOSAL RC7.10
accounting transactions, charges, PROTECTIVELY
receipts MARKED
any other matters not dealt with in
other parts of this retention schedule

June 2017
RC4.1.9 Applications for copies of standard Current year + 1 year - This OFFICIAL SECURE DISPOSAL RC7.12
birth, marriage and death certificates retention period was set
by members of the public after it was discovered that
the General Register Office
only retain applications for 1
year
RC4.2 Registration Officers
RC4.2.1 List of appointed registration officers Retirement of officer + 1 Y OFFICIAL SECURE DISPOSAL RC6.1
year
RC4.2.2 Forms of appointment of authorised Marriage Act Vacation of office + 2 years Y OFFICIAL SECURE DISPOSAL RC6.2
persons under the Marriage Act 1898 Marriage
1898 or the Marriage Act 1949 Act 1949
RM Risk Management and Insurance
RM1 Risk Management
RM1.1 Business Continuity
RM1.1.1 Business Impact Date impact assessment SECURE N OFFICIAL No previous reference
Assessments; operational, superseded + 6 years DISPOSAL
tactical and strategic
RM1.1.2 KCC System Resilience Date plan superseded + 6 years SECURE N OFFICIAL No previous reference
Plan and associated Policy DISPOSAL
and Procedures for Health
and Social Care
RM1.1.3 Risk Assessments and Date plan superseded + 6 years SECURE N OFFICIAL No previous reference
associated DISPOSAL
correspondence related to
the risk assessment or
emergency incident
response.
RM1.2 Risk Register
RM1.2.1 Risk management Current year + 3 years then review SECURE N OFFICIAL RM7.2
database DISPOSAL
RM1.2.2 Risk and Partnership These will be dynamic documents SECURE N NOT RM7.3
registers maintained by which are being continually DISPOSAL PROTECTIVELY
individual directorates refreshed. A snapshot needs to be MARKED
taken if the risk/partnership register
needs to be produced as part of a
major incident investigation.
June 2017
RM1.2.3 Risk Register Closure + 5 years SECURE N NOT MN24.10
MARKED
RM2 Insurance
RM2.1 Insurance Claims
RM2.1.1 Claims made against KCC Limitation Act 1980 Case concluded + 6 years SECURE Y OFFICIAL RM3.1
insurance policies – (Section 2) DISPOSAL
damage to property
RM2.1.2 Claims made against KCC Limitation Act 1980 Case concluded + 4 years SECURE Y OFFICIAL RM3.2
insurance policies – (Section 11) DISPOSAL
personal injury
RM2.1.3 Claims management Limitation Act 1980 Case concluded + 6 years then SECURE Y OFFICIAL RM3.3
database (Section 2) review DISPOSAL
RM2.2 Insurance Policies
RM2.2.1 Insurance policies relating Employers Date of expiry of policy + 6 years SECURE N NOT RM4.1
to insurance purchased by Liability/Financial DISPOSAL PROTECTIVELY
KCC to cover its activities Regulations MARKED
RM2.2.2 Motor insurance database Life of the vehicle in KCC service SECURE N OFFICIAL RM4.2
DISPOSAL
RM2.2.3 Employer's Liability and Employers Liability Date of expiry of policy + 40 years SECURE N NOT RM4.3
Public Liability Insurance (Compulsory DISPOSAL PROTECTIVELY
Policies Insurance) MARKED
Regulations 1998 (5/1-
2)
RM2.3 Register of Insurance Claims
RM2.3.1 Files relating to the Current year + 3 years then review SECURE N OFFICIAL RM7.1
management of insurable DISPOSAL
risk across KCC
RM2.4 Valuations for Insurance Claims

June 2017
TR Transport and Infrastructure
Reference Description Statutory Retention Period Action at End Contains Indicative Protective Notes Previous reference
Provisions of Retention Personal Marking numbers
Information
TR1 Car Parking
TR1.1 Car Parking Sites
TR1.1.1 Parking Limitation Act 1980 Current year + 6 years SECURE N NOT TR23.1
(Section 2) DISPOSAL PROTECTIVELY
MARKED
TR1.1.2 Records relating to the imposition Date fine resolved + 6 SECURE Y OFFICIAL - Not to be included TR23.2
of parking fines in Country Parks years DISPOSAL SENSITIVE in new retention
schedule
TR1.1.3 Parking permits issued for use in Life of permit + 3 months SECURE Y OFFICIAL - TR23.3
Country Parks DISPOSAL SENSITIVE
TR2 Design and Construction
TR2.1 Highways Asset Management
TR2.1.1 Main files relating to the work of Limitation Act 1980 Current year + 6 years SECURE N NOT TR5.1
Highways Services [including (Section 2) DISPOSAL PROTECTIVELY
correspondence, contact from the MARKED
Contact Centre, development
services, small improvement
schemes, out of hours call outs]
TR2.1.2 Records relating to the Limitation Act 1980 Last action on the Offer to Archives N OFFICIAL MN23.13; MN6.1.1
performance monitoring of Kent (Section 2) partnership + 6 years then
Highways Services, their Contracts review
and partnerships including
Performance Review presentations
and Alliance/Board reports relating
to key performance indicators
created by Kent Highways Services
teams
TR2.1.3 Agreements between Kent Limitation Act 1980 Last action on the SECURE N OFFICIAL MN23.14; 526
Highways Services and partner (Section 2) agreeement + 6 years DISPOSAL
agencies such as the Highways
Agency
TR2.1.4 Kent Highways Partnership End of partnership + 12 Offer to Archives N OFFICIAL MN23.1; MN6.2.1
years then review
TR2.2 Signs, Lines and Barriers
TR2.2.1 Technical documents relating to Current year + 12 years SECURE N OFFICIAL TR5.2
signs, lines and barriers DISPOSAL
TR2.2.2 Records relating to interactive signs Current year + 5 years SECURE N NOT TR5.17
MARKED

June 2017
Information
TR2.2.3 Records created as part of the Limitation Act 1980 End of event + 6 years SECURE N NOT TR4.12
approval process for temporary (Section 2) DISPOSAL PROTECTIVELY
signs for events MARKED
TR2.3 Drainage
TR2.3.1 Drainage Life of road Offer to Archives N OFFICIAL TR5.4
TR2.4 Road Design
TR2.4.1 Road Design files Life of road Offer to Archives N OFFICIAL TR5.3
TR2.5 Cycle Paths and Footpaths
TR2.5.1 Development and management of Limitation Act 1980 Life of the cycle path + 6 Offer to Archives N NOT TR5.7
cycle paths (Section 2) years PROTECTIVELY
MARKED
TR2.5.2 Records relating to the construction Limitation Act 1980 Life of the footpath + 6 Offer to Archives N NOT TR5.11
of footpaths (Section 2) years PROTECTIVELY
MARKED
TR2.5.3 Records relating to the Limitation Act 1980 Current year + 6 years SECURE N NOT TR5.13
development and management of (Section 2) DISPOSAL PROTECTIVELY
pavements (footways) MARKED
TR2.6 Surface Dressing
TR2.6.1 Laying and maintenance of surface Limitation Act 1980 Life of the surface dressing SECURE N NOT TR5.8a
dressing (Section 2) + 6 years DISPOSAL PROTECTIVELY
MARKED
TR2.6.2 Laying and maintenance of surface Date reviewed at the RMS SECURE N NOT TR5.8b
dressing – files deposited at the + 10 years DISPOSAL PROTECTIVELY
Records Management Service MARKED
TR2.6.3 Records relating to the Limitation Act 1980 Life of the reconditioning SECURE N NOT TR5.10
reconditioning of roads (Section 2) work + 6 years DISPOSAL PROTECTIVELY
MARKED
TR2.6.4 Records relating to Slurry and Grip Limitation Act 1980 Life of the fibre + 6 years SECURE N NOT TR5.12
Fibre (Section 2) DISPOSAL PROTECTIVELY
MARKED
TR3 Development Control
TR3.1 Development Control - Management
TR3.1.1 Case files Limitation Act 1980 Current year + 6 years then Offer to Archives N OFFICIAL TR6.1
(Section 2) review
TR3.1.2 Siting of mobile phone masts Life of phone mast Offer to Archives N OFFICIAL TR6.2
TR3.1.3 Fault Reports Limitation Act 1980 Current year + 6 years SECURE N NOT TR6.3
MARKED

June 2017
Information
TR4 Enforcement (Transport)
TR4.1 Enforcement - Highway Issues
TR4.1.1 Records relating to enforcement of Date of resolution then SECURE Y OFFICIAL TR9.1
non safety critical highways issues destroy DISPOSAL
where the issue is resolved without
further action
TR4.1.2 Records relating to enforcement of Date of resolution of case + SECURE Y OFFICIAL TR9.2
non safety critical highways issues 6 years DISPOSAL
where the issue is resolved using
court action
TR4.1.3 Records relating to the All information is entered SECURE Y OFFICIAL TR9.3
enforcement of road and on the Mayrise system and DISPOSAL
streetworks permits cannot be deleted
TR4.2 Infringements – Parking Fines
TR4.3 Infringements – Speeding Fines
TR4.4 Licences and Permits
TR4.4.1 Traffic Light permits Limitation Act 1980 End of permit period + 6 SECURE N NOT TR24.1
(Section 2) years DISPOSAL PROTECTIVELY
MARKED
TR4.4.2 Skip Licences Limitation Act 1980 End of skip licence + 6 SECURE N NOT TR24.2
MARKED
TR4.4.3 Temporary Traffic Signals Limitation Act 1980 End of permit period + 6 SECURE N NOT TR24.3
MARKED
TR4.4.4 Scaffold Licenses/Permits Limitation Act 1980 End of permit + 6 years SECURE N NOT TR24.4
MARKED
TR4.4.5 Pavement Licences Limitation Act 1980 End of permit + 6 years SECURE N NOT TR24.5
MARKED
TR5 Highways Definition
TR5.1 Rights of Way
TR5.1.1 Definitive Map and Statements Countryside and These are working N NOT TR29.1
Wildlife Act 1981 documents which are being PROTECTIVELY
Countryside and constantly updated which MARKED
Rights of Way Act will be retained
2000 permanently

June 2017
Information
TR5.1.2 Applications to amend the definitive Countryside and Permanent N NOT TR29.2
map and statement (claims) Wildlife Act 1981 PROTECTIVELY
Countryside and MARKED
Rights of Way Act
2000
TR5.1.3 Schedules and Orders: Diversion & Highways Act 1980 Permanent N NOT TR29.3
extinguishment of public rights of Wildlife and PROTECTIVELY
way; Applications to amend the Countryside Act MARKED
definitive map and statement 1981
(claims); Dedications to create a
public right of way by agreement;
Applications to make creation
orders;
TR5.1.4 Public Rights of way - Diversions Highways Act 1980 Permanent Y NOT TR29.4
, Town & Country PROTECTIVELY
Planning Act 1990 MARKED
TR5.1.5 Dedications to create a public right Highways Act 1980 Permanent Y NOT TR29.6
of way by agreement sect 25 PROTECTIVELY
MARKED
TR5.1.6 Public Rights of way Highways Act 1980 Permanent Y NOT TR29.8
extinguishments (including orders s118 PROTECTIVELY
to divert footpaths or bridleways) MARKED
TR5.1.7 Deposit by landowners with the Highways Act 1980 Permanent Y NOT TR29.10
County Council a statement and Sect 31 (6) PROTECTIVELY
plan detailing any public rights of MARKED
way they acknowledge as already
existing on their land
TR5.1.8 Register of Village Greens Commons Permanent N NOT TR29.11
Registration Act PROTECTIVELY
1965 MARKED
TR5.1.9 Register of Common Land Commons Permanent N NOT TR29.12
Registration Act PROTECTIVELY
1965 MARKED
TR5.1.10 Applications to register a piece of Commons Permanent Y NOT TR29.13
land as a village green Registration Act PROTECTIVELY
1965 SI 1969 N MARKED
1843
TR5.1.11 Common Land or Village Green Commons Date search completed + 6 SECURE N NOT TR29.14
searches Registration Act months DISPOSAL PROTECTIVELY
1965 MARKED
TR5.1.12 Enforcement Files Highways Act 1980 Retain in Unit until the case Y OFFICIAL TR29.15
is closed transfer to the
Records Centre for the life
of the right of way

June 2017
Information
TR5.1.13 Channel Tunnel Rail Link maps and Channel Tunnel Retain in Unit until N NOT TR29.16
other information Rail Link Act 1996 operational use is ended PROTECTIVELY
MARKED
TR5.1.14 Correspondence files – Queries etc Retain in Unit C + 2 years Y NOT TR29.17
which donot result in an application review at the end of 2 PROTECTIVELY
for a diversion or a claim to change years and assign further MARKED
the definitive map - These are kept retention period if
in geographical districts aligned to appropriate, transfer to the
the PROW area offices Records Centre
TR5.1.15 Project files (e.g. digitisation of the End of the project +2 years N NOT TR29.18
definitive map) review at the end of 2 PROTECTIVELY
years and assign further MARKED
retention period if
appropriate then transfer to
the Records Centre
TR5.1.16 General footpath files – stored by Permanent - These records Y NOT TR29.19
footpath number These contain all are now retained in pdf PROTECTIVELY
the information relating to the format as part of the MARKED
maintenance, assertion and Countryside Access
protection of public rights of way, Management System
these files also include any
temporary traffic regulation
TR5.1.17 Small Works Orders 2 years from date of works SECURE N NOT TR29.20
MARKED
TR5.1.18 Schedule of Paths Out of Repair Ongoing working document SECURE N NOT TR29.21
MARKED
TR5.1.19 Temporary Traffic Regulation Section 14 of the Permanent on relevant N NOT TR29.22
Orders (Area Office copies) Road Traffic footpath file PROTECTIVELY
Regulation Act MARKED
1984
TR5.1.20 General information files Operational use these files N NOT TR29.23
should be reviewed after PROTECTIVELY
their operational use has MARKED
ceased
TR5.1.21 Records relating to the Countryside Permanent N NOT TR29.24
Access Improvement Plan (CAIP) PROTECTIVELY
MARKED
TR5.1.22 PACE notebooks used in the Date notebook closed + 6 SECURE Y OFFICIAL TR29.25
process of collecting evidence in years then review DISPOSAL
public rights of way cases

June 2017
Information
TR5.1.23 General enquiries dealt with by the Current year + 1 year SECURE N NOT TR29.26
Public Rights of Way Unit DISPOSAL PROTECTIVELY
MARKED
TR5.1.24 Records created to administer the Current year + 3 years then SECURE Y OFFICIAL TR29.27
Local Access Forum other than the review DISPOSAL
principal copy of the minutes and
the papers
TR5.1.25 Information relating to financial Current year + 1 year SECURE N NOT TR29.28
aspects of the creation of DISPOSAL PROTECTIVELY
temporary closure orders held by MARKED
the Public Rights of Way Unit
TR5.2 Road Classification
TR5.2.1 Approved road schemes These records need to be N NOT TR3.1
(abandoned and completed) retained whilst the highway PROTECTIVELY
is still operational MARKED
TR5.2.2 Highways Schemes – Local Land These records need to be N NOT TR3.2
Charges retained whilst the highway PROTECTIVELY
TR5.2.3 Land Compensation Act 1973 – These records need to be N OFFICIAL TR3.3
section 15 retained whilst the highway
is still operational
TR5.2.4 Committee reports These records need to be N NOT TR3.4
retained whilst the highway PROTECTIVELY
TR5.2.5 Licences and Agreements for These records need to be N NOT TR3.5
Highways retained whilst the highway PROTECTIVELY
TR5.2.6 Highway Adoption Notices These records need to be N NOT TR3.6
TR5.2.7 Network maps These records need to be N NOT TR3.7
TR5.2.8 Compulsory Purchase Orders These records need to be N OFFICIAL TR3.8
retained whilst the highway
is still operational
TR5.2.9 Agency Road Adoptions These records need to be N NOT TR3.9
TR5.2.10 Urban Alleyways These records need to be N NOT TR3.10

June 2017
Information
TR5.2.11 Land Acquisitions Books These records need to be N NOT TR3.11
TR5.2.12 Delegation Maps These records need to be N NOT TR3.12
TR5.2.13 Inspectors’ Plans These records need to be N NOT TR3.13
TR5.2.14 Mudge’s Maps These records need to be N NOT TR3.14
TR5.2.15 Highways Schemes – Land Current year + 3 years SECURE N NOT TR3.15
Charges - Network Management – DISPOSAL PROTECTIVELY
East Kent copies MARKED
TR5.2.16 Ordnance Survey - Interim series Permanent Offer to Archives N NOT TR3.16
maps held by the Highways PROTECTIVELY
Definitions Unit MARKED
TR5.2.17 Principal copy of form 214 and Life of the road Offer to Archives N NOT TR3.17
accompanying background PROTECTIVELY
documents MARKED
TR5.3 Street Naming and Numbering
TR6 Ports and Harbours
TR6.1 Boat moorings
TR6.2 ETA Notification (Port Facilities)
TR6.3 Import notification
TR6.4 Launch service
TR6.5 Pilotage
TR6.6 Port facilities
TR6.7 Registration – Watercraft
TR7 Public Transport
TR7.1 Concessions
TR7.1.1 English National Concessionary Transport Act Date paper application SECURE Y OFFICIAL - TR4.1
Travel Scheme (ENCTS) 2000, entered on the database + DISPOSAL SENSITIVE
applications Concessionary Bus 6 months
Travel Act 2007
TR7.1.2 Kent Freedom Pass applications End of year 13 for named SECURE Y OFFICIAL - TR4.2
pupil + 4 years DISPOSAL SENSITIVE
TR7.1.3 Records relating to the Last contact with client + 5 SECURE Y OFFICIAL - TR4.3
management of the Kent Karrier years or date of death + 2 DISPOSAL SENSITIVE
Scheme years
June 2017
Information
TR7.2 Public Transport Planning
TR7.2.1 Local Bus Unit – Registrations Limitation Act 1980 Current year + 6 years Offer to Archives Y OFFICIAL TR27.2; TR7.2.2
(Section 2)
TR7.2.2 School tenders Limitation Act 1980 Current year + 6 years SECURE Y OFFICIAL TR27.8; TR7.2.8
TR7.2.3 Records relating to the monitoring HMRC - Current year + 6 years then SECURE N NOT FN11.7; FN6.4.3
of the Kickstart funding for bus Compliance review DISPOSAL PROTECTIVELY
services Handbook Manual MARKED
CH15400
TR7.2.4 Records relating to the Limitation Act 1980 Last action on the Offer to Archives N OFFICIAL MN23.12; MN6.2.4;
management of the Quality Bus (Section 2) partnership + 6 years then MN6.2.3; TR7.2.15
Partnerships review
TR7.2.5 Public Transport– Kent Countywide Limitation Act 1980 Current year + 6 years Offer to Archives Y OFFICIAL TR27.9; TR7.2.9
concessionary fares scheme (Section 2)
TR7.2.6 Public Transport – General files Date sent to the RMS + 3 SECURE Y OFFICIAL TR27.6
years DISPOSAL
TR7.2.7 Public Transport – Local bus Current year + 2 years Offer to Archives Y OFFICIAL TR27.11; TR7.2.11
planning and British Rail
TR7.2.8 Channel Tunnel Rail Link through Current year + 7 years then Offer to Archives N OFFICIAL TR27.14; TR7.2.14
Kent records review
TR8 Road Maintenance
TR8.1 Hazard Removal
TR8.1.1 Snow Plough agreements Limitation Act 1980 Length of the agreement + SECURE N NOT TR13.1
(Section 2) 6 years DISPOSAL PROTECTIVELY
MARKED
TR8.1.2 Salt Bins Limitation Act 1980 Current year + 6 years SECURE N NOT TR13.2
MARKED
TR8.1.3 Winter Maintenance Plan Limitation Act 1980 Operational copies to be SECURE N NOT TR13.3
(Section 2) replaced by amended DISPOSAL PROTECTIVELY
versions. [POSC copy MARKED
deemed to be the principal
copy to be kept in the
POSC records.]
TR8.1.4 Data relating to routes for salting Limitation Act 1980 Year salting takes place + SECURE Y NOT TR13.4
roads (Section 2) 6 years DISPOSAL PROTECTIVELY
MARKED
TR8.1.5 Records relating to the salting Limitation Act 1980 Date of salting + 6 years SECURE N NOT TR13.5
which has taken place on which (Section 2) DISPOSAL PROTECTIVELY
routes held by the contractor who MARKED
undertakes the salting

June 2017
Information
TR8.2 Inspections
TR8.2.1 Highway Inspection records Limitation Act 1980 Current year + 6 years SECURE N NOT TR17.1
MARKED
TR8.2.2 Highway Inspectors and Engineers Limitation Act 1980 Current year + 6 years SECURE N OFFICIAL TR17.2
diaries (Section 2) DISPOSAL
TR8.2.3 Site investigations Current year + 25 years SECURE N OFFICIAL TR17.3
DISPOSAL
TR8.2.4 Form 1421A (Pink Peril) and Limitation Act 1980 Minimum of 6 years from SECURE N OFFICIAL TR17.4
documentation relating to (Section 2) date of conclusion of DISPOSAL
investigations carried out investigation
TR8.3 Maintenance - Emergency maintenance
TR8.3.1 Emergency Response Orders Date of order + 6 years SECURE N NOT TR19.1
MARKED
TR8.4 Maintenance - Scheduled maintenance
TR8.4.1 Engineers working files Limitation Act 1980 Road resurfaced + 6 years SECURE N NOT TR2.1
MARKED
TR8.4.2 Work completed orders Limitation Act 1980 Current year + 6 years SECURE N NOT TR2.2
MARKED
TR8.4.3 Duty Logs Limitation Act 1980 Current year + 6 years SECURE N NOT TR2.3
MARKED
TR8.4.4 Records relating to the Date reviewed at the RMS SECURE N NOT TR2.4
maintenance of verges deposited at + 10 years DISPOSAL PROTECTIVELY
the Records Management Service MARKED
maintenance of pipelines deposited + 10 years DISPOSAL PROTECTIVELY
at the Records Management MARKED
Service
TR8.4.6 Records relating to winter Date reviewed at the RMS SECURE N NOT TR2.6
maintenance deposited at the + 10 years DISPOSAL PROTECTIVELY
Records Management Service MARKED
maintenance of level crossings + 5 years DISPOSAL PROTECTIVELY
MARKED
TR8.4.8 Records relating to the All information to be added SECURE N NOT TR2.8
maintenance of highways drainage to the CSM system and DISPOSAL PROTECTIVELY
kept as part of the street MARKED
history

June 2017
Information
TR8.4.9 All records relating to the All information is held in SECURE N NOT TR2.9
management and maintenance of CONFIRM and retained as DISPOSAL PROTECTIVELY
highway landscape assets part of the street history MARKED
TR8.5 Street Works
TR8.5.1 Criminalisation works Limitation Act 1980 Current year + 6 years SECURE N NOT TR21.1
MARKED
TR8.5.2 NRASWA opening and closing Limitation Act 1980 Current year + 6 years Offer to Archives N NOT TR45.1
notices (Section 2) PROTECTIVELY
MARKED
TR8.5.3 NRASWA inspection records Current year + 3 years Offer to Archives N NOT TR45.2
PROTECTIVELY
MARKED
TR8.5.4 NRASWA coordination records Current year + 3 years Offer to Archives N NOT TR45.3
PROTECTIVELY
MARKED
TR8.5.5 Co-ordination of Road Works Limitation Act 1980 Current year + 6 years SECURE N NOT TR45.4
MARKED
TR8.5.6 Event Notification Limitation Act 1980 Current year + 6 years SECURE N NOT TR45.5
MARKED
TR8.5.7 Records relating to the creation of Limitation Act 1980 Date work completed + 6 SECURE Y NOT TR45.6
vehicle crossovers (Section 2) years DISPOSAL PROTECTIVELY
MARKED
TR8.5.8 Records relating to the resurfacing Limitation Act 1980 Life of the road surface + 6 SECURE N NOT TR45.7
of roads including physical records (Section 2) years DISPOSAL PROTECTIVELY
and records held on WAMS MARKED
TR9 Road Safety
TR9.1 Driver training and Speed Awareness Courses
TR9.1.1 National Driver Improvement and ACPO Guidelines Date of course + 3½ years SECURE Y OFFICIAL - TR31.13
RIDE Schemes - Course DISPOSAL SENSITIVE
Information
TR9.1.2 National Driver Improvement and ACPO Guidelines Date of course + 3½ years SECURE Y OFFICIAL - TR31.14
RIDE Schemes - Alphabetical DISPOSAL SENSITIVE
Series
TR9.1.3 National Driver Improvement and ACPO Guidelines Date of course + 3½ years Entry erased N OFFICIAL - TR31.15
RIDE Schemes - Computer from SENSITIVE
database spreadsheet
TR9.1.4 National Driver Improvement and ACPO Guidelines Date of course + 3½ years Name and Y OFFICIAL - TR31.16
RIDE Schemes - Manual register address SENSITIVE
redacted

June 2017
Information
TR9.1.5 National Driver Improvement and Current back up + 2 SECURE Y OFFICIAL - TR31.17
RIDE Schemes - CD backup of DISPOSAL SENSITIVE
computer system
TR9.1.6 Records relating to the ACPO Guidelines Date of course + 3½ years Data Y OFFICIAL - TR31.22
management of the National Speed depersonalised SENSITIVE
Awareness Scheme from database
TR9.2 Road Safety Awareness
TR9.2.1 Claim forms Financial Current year + 3 years SECURE Y OFFICIAL TR31.1
Regulations DISPOSAL
TR9.2.2 Application forms for mini bus Date of course + 1 year SECURE Y OFFICIAL TR31.2
courses [both assessments and DISPOSAL
reassessments]
TR9.2.3 Casualty data retained by the road Operational document SECURE N OFFICIAL TR31.3
safety unit DISPOSAL
TR9.2.4 Records relating to Cycle Safety Current Academic Year + 2 SECURE N OFFICIAL TR31.4
Training years DISPOSAL
TR9.2.5 Walking Bus Scheme Lists Updated and used whilst SECURE Y OFFICIAL TR31.8; TR9.2.8
the Scheme is in operation DISPOSAL
and then destroyed
TR9.2.6 Lists of pupils involved in schemes Current Academic Year + 2 SECURE Y OFFICIAL TR31.9; TR9.2.9
years DISPOSAL
TR9.2.7 Road Safety Audit Reports Limitation Act 1980 Date of Audit + 6 years SECURE N NOT TR31.10; TR9.2.10
MARKED
TR9.2.8 Road Safety - Education, Training Limitation Act 1980 Current year + 6 years Offer to Archives N NOT TR31.19; TR9.2.16
and Publicity (Section 2) PROTECTIVELY
MARKED
TR9.2.9 General files relating to road safety Limitation Act 1980 Current year + 6 years SECURE N NOT TR31.20; TR9.2.17
MARKED
TR9.2.10 Files relating to road safety Date reviewed at the RMS Offer to Archives N NOT TR31.18b; TR9.2.14
deposited at the Records + 10 years PROTECTIVELY
Management Service MARKED
TR9.2.11 Crash Reduction Reports Date of Report + 10 years SECURE N OFFICIAL TR31.11
DISPOSAL
TR9.2.12 Depersonalised Crash Data Duration of Administrative SECURE N OFFICIAL TR31.12a
supplied by the Police Use DISPOSAL
TR9.2.13 Kent Highways Services Crash Minimum of 10 years from SECURE N OFFICIAL TR31.12b
Database the month of entry DISPOSAL
TR9.3 Traffic Calming Measures
TR9.3.1 Records relating to crash remedial Current year + 10 years SECURE N NOT TR5.16
measures DISPOSAL PROTECTIVELY
MARKED

June 2017
Information
TR9.3.2 Records relating to road safety Limitation Act 1980 Current year + 6 years SECURE N NOT TR5.18
engineering (Section 2) DISPOSAL PROTECTIVELY
MARKED
TR9.3.3 Records relating to traffic calming Limitation Act 1980 Current year + 6 years Offer to Archives N NOT TR5.15a
measures (Section 2) PROTECTIVELY
MARKED
TR9.3.4 Safety Cameras Current year + 7 years then SECURE N OFFICIAL TR35.1; TR9.3.5
review DISPOSAL
TR9.3.5 Speed Management Current year + 7 years then SECURE N OFFICIAL TR35.2a; TR9.3.7
review DISPOSAL
TR9.3.6 Records relating to speed Date reviewed at the RMS SECURE N OFFICIAL TR35.2b; TR9.3.8
management deposited at the + 10 years DISPOSAL
Records Management Service
TR9.4 Road Safety Engineering
TR9.4.1 Records relating to road safety Limitation Act 1980 Current year + 6 years Offer to Archives N NOT TR5.14
engineering (Section 2) PROTECTIVELY
MARKED
TR9.4.2 Records relating to Zebra Limitation Act 1980 Current year + 6 years SECURE N NOT TR4.10
Crossings (Section 2) DISPOSAL PROTECTIVELY
MARKED
TR9.4.3 Records relating to traffic safety Current year + 12 years Offer to Archives N NOT TR4.11; TR9.4.4
PROTECTIVELY
MARKED
TR10 Road Schemes
TR10.1 Acquisitions
TR10.1.1 Records relating to the acquisition Life of the road Offer to Archives N OFFICIAL TR1.1
of land for road schemes
TR10.2 Construction Design and Management "Health and Safety" files
TR10.2.1 Construction Design and Limitation Act 1980 Length of liability + 6 years SECURE N OFFICIAL
Management Health and Safety (Section 2) DISPOSAL
files including correspondence and
other information
TR10.2.2 Highways Schemes Retain in Unit for date Offer to Archives N OFFICIAL TR4.6a
scheme completed + 1
year (defects correction
period) then transfer to
RMS for 12 years from the
end of the defects
correction period
TR10.2.3 Files relating to highways schemes Date of review at RMS + 3 Offer to Archives N OFFICIAL TR4.6b
deposited in the Records years
Management Service

June 2017
Information
TR10.3 Agreements under the Highways Act 1980
TR10.3.1 Files relating to Section 278 and Limitation Act 1980 Date scheme completed + Offer to Archives N OFFICIAL TR5.20
Section 38 agreements other than (Section 8) 12 years
the Health and Safety file referred
to at TR1.2.1
TR10.3.2 Section 38 and Section 50 Life of the road N OFFICIAL TR41.1
Agreements under Highways Act
1980
TR10.3.3 Section 278 files Limitation Act 1980 Current year + 6 years SECURE N OFFICIAL TR41.2
TR11 Road Structures
TR11.1 Bridge Management
TR11.1.1 Records relating to the Life of the bridge Offer to Archives N OFFICIAL TR44.1
management of bridge structures
including the structures database
TR11.2 Street Furniture
TR11.2.1 Bulk Lamp changing - street Limitation Act 1980 Current year + 6 years SECURE N NOT TR5.5
lighting (Section 2) DISPOSAL PROTECTIVELY
MARKED
TR11.2.2 Street Lighting – General Limitation Act 1980 Current year + 6 years SECURE N NOT TR5.6
MARKED
TR11.2.3 All records relating to the All information is contained SECURE N OFFICIAL TR36.1
management and maintenance of within CONFIRM and DISPOSAL
street lighting retained as part of the
street history
TR11.2.4 Records relating to the alteration Limitation Act 1980 Date asset SECURE N OFFICIAL TR36.2
and modification of traffic signals (Section 2) decommissioned + a DISPOSAL
including health and safety minimum of 6 years
information
TR11.2.5 Test certificates relating to traffic Date of certificate + 5 years SECURE N NOT TR36.3
signals DISPOSAL PROTECTIVELY
MARKED
TR11.2.6 Records relating to fatalities Limitation Act 1980 Date of incident + a SECURE N OFFICIAL TR36.4
involving traffic signals (where the (Section 2) minimum of 6 years DISPOSAL
traffic signal may have been a
contributory factor to the incident or
where the cost of the damage to
the traffic signal must be
recovered)
TR11.2.7 Site inspections of traffic signals Date of inspection + 5 SECURE N NOT TR36.5
MARKED
June 2017
Information
TR11.2.8 Traffic Signals/Systems Limitation Act 1980 Current year + 6 years SECURE N NOT TR4.9a
MARKED
TR11.2.9 Traffic signals asset data held in an Life of asset + 6 years SECURE N OFFICIAL TR4.13; TR11.2.12
externally hosted database DISPOSAL
TR11.2.10 Highways Units – General Files Limitation Act 1980 Current year + 6 years SECURE N NOT TR4.7
MARKED
TR11.2.11 Noise issues relating to roads Limitation Act 1980 Current year + 6 years then Offer to Archives N NOT TR4.8
(Section 2) review PROTECTIVELY
MARKED
TR11.2.12 Records relating to the allocation of HMRC - Current year + 6 years then SECURE N NOT FN11.6; FN6.4.2
grants to the parish councils for Compliance review DISPOSAL PROTECTIVELY
new or refurbished bus shelters Handbook Manual MARKED
CH15400
TR11.3 Road Structure Construction
TR11.3.1 Records relating to the creation and Limitation Act 1980 Life of the road structure + SECURE N OFFICIAL TR5.9
management of road structures (Section 2) 6 years DISPOSAL
TR12 School Transport Provision
TR12.1 School Crossing Patrols
TR12.2 School Transport
TR12.2.1 Home to College Transport files Limitation Act 1980 Current year + 6 years SECURE Y OFFICIAL TR33.1
TR12.2.2 Records relating to Safer Routes to Limitation Act 1980 Current year + 6 years Offer to Archives N NOT TR33.2
School (Section 2) PROTECTIVELY
MARKED
TR12.2.3 School Travel Plans Paper records to be Offer to Archives N NOT TR33.3
destroyed once the PROTECTIVELY
approval has been granted. MARKED
Electronic record to be
retained for a minimum of 6
years from the date funding
allocated.
TR13 Traffic Management
TR13.1 Traffic Management
TR13.1.1 District Council matters Current year + 5 years SECURE N NOT TR34.1
MARKED
TR13.1.2 Network Management Files Current year + 5 years SECURE N NOT TR4.1a
MARKED

June 2017
Information
TR13.1.3 Section 38 files – Network Operational use SECURE N NOT TR4.2; TR13.1.4
Management DISPOSAL PROTECTIVELY
MARKED
TR13.1.4 Developer files– Network Current year + 5 years SECURE N NOT TR4.3; TR13.1.5
Management DISPOSAL PROTECTIVELY
MARKED
TR13.1.5 Records relating to transportation Limitation Act 1980 Current year + 6 years SECURE N NOT TR4.4; TR13.1.6
MARKED
TR13.1.6 Intelligent Transport Systems Replaced when obsolete SECURE N NOT TR4.5; TR13.1.7
Reference Material DISPOSAL PROTECTIVELY
MARKED
TR13.2 Traffic Orders
TR13.2.1 Highways Orders Limitation Act 1980 End of order + 6 years Offer to Archives N NOT TR41.3
(Section 2) PROTECTIVELY
MARKED
TR13.2.2 Side Road Orders Limitation Act 1980 End of order + 6 years Offer to Archives N NOT TR41.4
MARKED
TR13.2.3 New Street Orders Limitation Act 1980 End of order + 6 years Offer to Archives N NOT TR41.5
MARKED
TR13.2.4 Revoked New Street Orders Limitation Act 1980 End of order + 6 years Offer to Archives N NOT TR41.6
MARKED
TR13.2.5 Sign Orders Limitation Act 1980 End of order + 6 years Offer to Archives N NOT TR41.7
MARKED
TR13.2.6 Temporary Traffic Orders deposited Date reviewed at the RMS SECURE N NOT TR41.8b
at the Records Management + 10 years DISPOSAL PROTECTIVELY
Service MARKED
TR13.2.7 Temporary Traffic Orders Limitation Act 1980 Current year + 6 years SECURE N NOT TR41.8a
MARKED
TR13.2.8 Statutory instruments deposited Limitation Act 1980 Current year + 6 years SECURE N NOT TR41.9
with the Records Management (Section 2) DISPOSAL PROTECTIVELY
Service MARKED
TR13.2.9 Temporary Order requests Current year + 3 years SECURE N NOT TR41.10
MARKED

June 2017
Information
TR13.2.10 Principal copies of sealed Retain in directorate for 2 Offer to Archives N NOT TR41.11
Transport Regulation Orders years from the date of PROTECTIVELY
creation then transfer to the MARKED
Records Management
Service indefinitely or until
that order is revoked.
TR13.2.11 Principal copies of sealed Road Retain in directorate for 2 Offer to Archives N NOT TR41.12
Stopping Up Orders years from the date of PROTECTIVELY
creation then transfer to the MARKED
Records Management
Service indefinitely or until
that order is revoked.
TR14 Transport Planning
TR14.1 Joint Transportation Boards
TR14.1.1 Joint Transportation Board reports Limitation Act 1980 Date decision taken + 6 SECURE N NOT TR1.1
and decisions used to inform Kent (Section 2) years then review DISPOSAL PROTECTIVELY
Highways Services works MARKED
TR14.2 Surveys
TR14.2.1 Traffic Surveys Limitation Act 1980 Current year + 6 years SECURE N NOT TR38.1
MARKED
TR14.2.2 Road Traffic Count data Current year + 12 years SECURE N NOT TR38.2
MARKED
TR14.3 Weather Data
TR14.4 Transport Plans
TR14.4.1 Local Transport Plan Date of plan + 5 years then Offer to Archives N NOT TR42.1
review PROTECTIVELY
MARKED
TR14.4.2 Integrated Transport Improvement Limitation Act 1980 Current year + 6 years Offer to Archives N NOT TR42.2
Schemes (Section 2) PROTECTIVELY
MARKED
WM Waste Management
Reference Description Statutory Provisions Retention Action at Contains Indicative Protective Notes Previous reference
Period End of Personal Marking numbers

June 2017
WM1 Recycling
WM1.1 Composting
WM1.2 Recycling
WM1.2.1 Recycling Credits Environmental Protection Act Current year + SECURE N NOT WM8.1
1990 1 year DISPOSAL PROTECTIVELY
MARKED
WM1.2.2 Records relating to waste Environmental Protection Act Last action on Offer to N NOT WM8.2
minimisation 1990 contract + 30 Archives PROTECTIVELY
years MARKED
WM1.2.3 Waste Management: Recycling: Environmental Protection Act Current year + SECURE N NOT No previous reference
Public Consultation Questionnaires 1990 5 years DISPOSAL PROTECTIVELY
MARKED
WM2 Street Cleaning
WM2.1 Street Cleaning Processes
WM3 Waste Collection
WM3.1 Collections - Bulk
WM3.1.1 Records relating to Waste The Waste (England and Wales) Last action on SECURE N OFFICIAL WM2.1
Licencing Regulations 2011 contract + 30 DISPOSAL
years
WM3.1.2 Waste Transfer Notes The Environmental Protection Minimum of 2 SECURE N NOT WM3.1
(Duty of Care) Regulations 1991 years DISPOSAL PROTECTIVELY
(SI 1991 No 2839) MARKED
WM3.1.3 Waste Carriers/Application Forms The Waste (England and Wales) Life of SECURE N NOT No previous reference
Regulations 2011 registration + DISPOSAL PROTECTIVELY
3 years MARKED
WM3.2 Collections - Controlled
WM3.2.1 Records relating to the Safe management of healthcare Date of SECURE N NOT WM3.2
management and collection of waste Version; 2.0: England disposal + 7 DISPOSAL PROTECTIVELY
clinical waste in residential homes (spaceforhealth.nhs.uk) years MARKED
WM3.3 Collections – Domestic
WM3.4 Collections - Trade
WM4 Waste Sites
WM4.1 Waste Sites Management
WM4.1.1 Weighbridge Tickets Weights & Measures Act 1985 Current year + SECURE N NOT WM10.1
(Section 18) 6 years DISPOSAL PROTECTIVELY
MARKED
WM4.1.2 Records relating to the direct Household Waste Recycling Act Life of the site Offer to N OFFICIAL WM10.3
control of household recyclable 2003 and then Archives
sites review

June 2017
WM4.1.3 Reports made every 6 months Environmental Permitting Life of the SECURE N OFFICIAL WM10.4
during the life of the contract of Regulations (England and contract then DISPOSAL
waste management sites Wales) 2010 review
WM4.1.4 Maintenance reports submitted by Environmental Permitting Current year + SECURE N NOT WM10.5
contractors relating to the kit and Regulations (England and 1 year DISPOSAL PROTECTIVELY
equipment on waste sites Wales) 2010 MARKED
WM4.1.5 Site files relating to individual waste Environmental Permitting Life of the site SECURE N OFFICIAL WM10.6
sites which may be managed by a Regulations (England and + 7 years DISPOSAL
number of different contractors Wales) 2010
over its life span
WM4.1.6 Files relating to individual Environmental Permitting Last action on SECURE N OFFICIAL WM10.7
contractors responsible for Regulations (England and contract + 12 DISPOSAL
managing waste site Wales) 2010 years
WM4.2 Waste Sites Development
WM4.3 Waste Sites Aftercare
WM4.3.1 Records relating to the licencing Environmental Permitting Life of the site SECURE N OFFICIAL WM10.2
and environmental control of closed Regulations (England and DISPOSAL
landfill sites Wales) 2010
WM4.3.2 After Care files Environmental Permitting Last contact + Offer to N OFFICIAL WM12.1
Regulations (England and 3 years Archives
Wales) 2010
WM5 Waste Tipping
WM5.1 Abandoned Vehicles
WM5.1.1 Records relating to abandoned Clean Neighbourhoods and Last action on SECURE N OFFICIAL WM1.1
vehicles Environment Act 2005 contract + 3 DISPOSAL
years
WM5.2 Fly Tipping
WM5.2.1 Enforcement files Limitation Act 1980 (Section 2) Date case SECURE Y OFFICIAL WM7.1
prosecuted + DISPOSAL
6 years
WM5.2.2 PACE notebooks used in the Police and Criminal Evidence Act Date notebook SECURE Y OFFICIAL WM7.2
process of collecting evidence in fly 1984 closed + 6 DISPOSAL
tipping cases years

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KENT COUNTY COUNCIL: RETENTION SCHEDULE

Using the retention schedule

Version: 2017 Revision June 2017

Quick Find Guide

AS Adult Services ................................................................................................................................................... 12

CA9.4 Consumer Credit .................................................................................................................................................... 34

CS5.3 Closed Schools ...................................................................................................................................................... 56

ED5.5 Town Centre Management ..................................................................................................................................... 72

Version: 2017 Revision June 2017

FN7.4 Banking (Income) .................................................................................................................................................. 87

HR4.5 Training - Directorate Specific .............................................................................................................................. 106

IC5.19 Systems - Tracking .............................................................................................................................................. 124

LS17.2 Action founded on a speciality ............................................................................................................................ 136

PBC4.1 Public Enquiries ................................................................................................................................................. 151

Version: 2017 Revision June 2017

TR4 Enforcement (Transport) ................................................................................................................................ 165

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