Leases Short Term (up to 7 after expiry of lease Permanent Retention by Council – 21 years) Rent Reviews For duration of lease period + Destroy 7 years Maps Maps, Drawings, Permanent Permanent Retention by Council Photographs relating to land and property schemes Usage Statistics Records associated with Permanent Permanent Retention by Council usage of council property and land Valuations Records associated with Permanent Permanent Retention by Council valuation of property and land SECTION 3.5: COUNCIL PROPERTY - FLEET MANAGEMENT Sub-work Area Example of Records Statutory provisions/Authority Retention Period Action at end of administrative – Basic Work life of record Activities Vehicle MOT details, servicing history Goods Vehicles (Licensing of Keep for 15 months following Destroy Maintenance Operators) Act 1995- Currently repairs Records under review so may change Tracker Records Records associate with EU Regulation 561/2006 EC Review (subject to contract) Destroy distance and speed Log Books for Records vehicles ownership, Requirement of the Driver and Indefinitely. If vehicle is sold Transferred to new owner of Council vehicles servicing history, manual Vehicle Licensing Agency to new logbook must go vehicle. with the vehicle. Drivers record record sheets 2 years Destroy sheets SECTION 3.6: COUNCIL PROPERTY - PROPERTY USE AND DEVELOPMENT Sub-work Area Example of Records Statutory provisions/Authority Retention Period Action at end of administrative – Basic Work life of record Activities
Leases – Short Term (up to 21 years) 7 after expiry of lease Permanent Retention by Council Rent Reviews For duration of lease period + 7 years Destroy Maps Maps, Drawings, Photographs relating to land and property schemes Permanent Permanent Retention by Council Usage Statistics Records associated with usage of council property and land Permanent Permanent Retention by Council Valuations Records associated with valuation of property and land Permanent Permanent Retention by Council SECTION 3.5: COUNCIL PROPERTY - FLEET MANAGEMENT Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record Vehicle Maintenance Records MOT details, servicing history Goods Vehicles (Licensing of Operators) Act 1995- Currently under review so may change Keep for 15 months following repairs Destroy Tracker Records Records associate with distance and speed EU Regulation 561/2006 EC Review (subject to contract) Destroy Log Books for Council vehicles Records vehicles ownership, servicing history, manual Requirement of the Driver and Vehicle Licensing Agency Indefinitely. If vehicle is sold to new logbook must go with the vehicle. Transferred to new owner of vehicle. Drivers record sheets record sheets 2 years Destroy SECTION 3.6: COUNCIL PROPERTY - PROPERTY USE AND DEVELOPMENT Sub-work Area – Basic Work Activities Example of Records Statutory provisions/Authority Retention Period Action at end of administrative life of record
CCGC_Retention_and_disposal_schedule_as_laid_before_Assembly.docx