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Data retention, storage and disposal

Records and information are vital to the effective operation of the council. Records are the basis on which decisions are made, services provided and policies developed. A record can be on paper, digital or a physical object.

The councils are required to retain certain data, usually for a specified amount of time. However, we should not retain data (especially personal data) for longer than we need it. Retaining data too long can be unlawful, expose us to risk as well as be a cost to the council.

The Data Retention, Storage and Disposal Policy sets out the councils’ guiding principles on data management, reflecting the legal and commercial framework in which we operate.  The Retention and Disposal Schedule lists the types of record or information the councils hold and how long we should keep them. It will help you understand retention periods for different categories of personal data.

Items In This Category

Retention and disposal schedule

Unique IDService NameRecords DescriptionService ID
newProcurement - contracts managementWritten Report under Regulation 84(1) Public Contracts Regulations 2015: 
newProcurement - contracts managementDocumentation to justify decisions taken in all stages of the procurement procedure... 
1382aPrivate Wholly owned company EHICL advice Documentation relating to the EHICL tenancy agreement and any related accounts.  
1382bPrivate Wholly owned LHICL company advice Documentation relating to the LHICL tenancy agreement and any related accounts .  
1382cPrivate Wholly owned AHLLP company advice Documentation relating to the AHLLP tenancy agreement and any related accounts .  
1033Local Housing AllowanceClient records relating to the provision of Local Housing Allowance schemes  
1733Local Housing AllowanceRecords relating to processes to support the provision of Local Housing Allowance schemes  
1038Private tenants rent assistanceClient records relating to rent assistance offered to private tenants  
1734Private tenants rent assistanceRecords relating to processes to support the payment of rent assistance offered to private... 
904aFacilities - Vehicle Maintenance All records relating to Drivers hours books