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
1187Corporate - purchasingCase files relating to the purchase of property where contracts are used1629
1188Corporate - resource planningAll records relating to the collection and analysis of staff statistics1631
1189Procurement - contracts managementAll records relating to the creation and monitoring of service level agreements829
1190Cemeteries and crematoriaAll records relating to the management of the burials and cremations process1538
1191ICT - maintenanceAll records relating to the maintenance and monitoring of ICT networks1634
1192Staff - communicationsAll records relating to responses made by councils to external consultations1640
1193Staff - communicationsTeam Meeting/Management Team meeting minutes and papers held by individual teams where no corporate...1640
1195Staff - recruitmentThe selection of an individual for an established position1645
1196Staff - recruitment processAll records relating to an individual's employment history - paid employment1646
1197Staff - recruitment processAll records relating to an individual's employment history - voluntary service1646