Standard Operating Records associated with superceded Destroy operation all sports facilities Procedures Associated Notices Records associated with notices Until superceded Destroy and Memos and memos Buildings, Plant, Records associated with pool 2 Destroy Equipment and water checks, cleaning, plant Maintenance equipment, etc. Leisure Centre Work schedules None Applicable 1 year Destroy Records associated with Equipment Loans equipment 2 years Destroy Internal meetings Minutes None 2 years Destroy Working groups Records associated with working None Applicable 2 years Destroy meetings group meetings SECTION 14.5: LEISURE: ARTS AND CULTURE Sub-work Area Example of Records Statutory Retention Period Action at end of administrative life – Basic Work Activities provisions/Authority of record Art Databases To include inventories, None Permanent Permanent Retention by Council. acquisitions, disposals, loans Update annually - data removed and transfer of titles Artists’ files To include artists proposal, Personal data Data 3 years Destroy – artists history, personal Protection Act 1998 information (CV, contact details etc.) Project Files - e.g. Council funded arts projects None 7 years. (Lifetime of strategy Destroy exhibitions, classes, + 1 year) events Funded Projects None As specified by funding body. Destroy If not specified, 7 years Events, Activities and Booking forms/consent forms Personal data Data 25 years for persons under Destroy – Programmes Protection Act 1998 18 years. 3 years for persons over 18 years Events / Activities / None At the end of the lifetime of Destroy Programme files the project + 1 year Funded Events / Activities / None As specified by funding body. Destroy Programmes If not specified, 7 years
Standard Operating Procedures Records associated with operation all sports facilities superceded Destroy Associated Notices and Memos Records associated with notices and memos Until superceded Destroy Buildings, Plant, Equipment and Maintenance Records associated with pool water checks, cleaning, plant equipment, etc. 2 Destroy Leisure Centre Work schedules None Applicable 1 year Destroy Equipment Loans Records associated with equipment 2 years Destroy Internal meetings Minutes None 2 years Destroy Working groups meetings Records associated with working group meetings None Applicable 2 years Destroy SECTION 14.5: LEISURE: ARTS AND CULTURE Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Art Databases To include inventories, acquisitions, disposals, loans and transfer of titles None Permanent Permanent Retention by Council. Update annually - data removed Artists’ files To include artists proposal, artists history, personal information (CV, contact details etc.) Personal data – Data Protection Act 1998 3 years Destroy Project Files - e.g. exhibitions, classes, events Council funded arts projects None 7 years. (Lifetime of strategy + 1 year) Destroy Funded Projects None As specified by funding body. If not specified, 7 years Destroy Events, Activities and Programmes Booking forms/consent forms Personal data – Data Protection Act 1998 25 years for persons under 18 years. 3 years for persons over 18 years Destroy Events / Activities / Programme files None At the end of the lifetime of the project + 1 year Destroy Funded Events / Activities / Programmes None As specified by funding body. If not specified, 7 years Destroy