CCWater Records Management Schedule - electronic and records Version Description Date Author 1.0 Version 1 17/05/2018 Colin Lench Principles Records should only be retained as long as necessary to meet the operational needs of CCWater or to meet regulatory or financial requirements. There may be occasions when the timescales set out below are not practical in which case guidance from Data Protection Officer (DPO) should be sought before deciding on earlier destruction. Guidance has been provided by National Archives (except where indicated). Record Retention The record owner (which could be originator, creator, or file owner) is responsible for retaining a copy of all records produced and deciding when they are due for destruction. Consideration must be taken for the safety and security of personal identifiable information for the General Data Protection Regulation (GDPR). The addressee should retain copies of records received based on the business need but take into account the need not to hold personal identifiable information longer than what is needed and in line with the period. The copy recipient should retain copies of records based on the business need. All timescales below are guidelines for both electronic (including relevant e- mails) and records for non-personal data it is the responsibility of the record owner to manage the (including archiving) of their records and to use these guidelines as an aid. Personal data must be deleted within the timescales of this document. E-mail Retention Generally e-mails once actioned should be routinely deleted. Where emails form part of an official record they should be retained by the owner for no more than three months and the file owner should then retain a copy with the file as per the periods detailed below. Schedule of Record Archiving and Destruction The following are the timescales which we would normally expect to retain records, including periods when files should be held at the and where applicable they should be d. At the the period of, files should be reviewed for their continued relevance and the appropriate action taken. Personal identifiable information (highlighted red) should be destroyed in line with this policy.
Committee/ Council Membership Records Application Forms non appointees Selection Processes (sift & interview) records Appointment Records inc. application form 2 years 2 years (unsuccessful applicants) 2 years 2 years (unsuccessful applicants) General correspondence 2 years 2 years Policy documents * Honours 6 years (recommended) 6 years Council / Committee & Sub Groups Records Council or Committee Agendas, minutes and s Do not destroy Do not destroy Do not destroy Related admin s 3 years 3 years Correspondence with 3 years 3 years companies Information relating to 6 years 6 years company assessments Working or Sub Group 6 years 6 years meeting s Evidence to Parliamentary Committees Do not destroy Do not destroy Do not destroy Consultation responses, formal submission to Ofwat other Regulatory Bodies or OGD etc Do not destroy Do not destroy Do not destroy Handling / s / Records Manuals Written advice
Closed complaint files Statistical reports 10 years 10 years General correspondence Internal Review of complaints Customer Satisfaction Surveys Financial Records Banking records deposits, payment books etc Petty cash records Creditor records T&S Claims, purchase orders, accounts payable and invoices General, subsidiary and creditors ledgers Year end balances, reconciliations and published accounts Requisition orders Asset registers Depreciation records Financial Statements Tender Documents or Agreements with consultants Contracts contract ended Audit Reports 6 years 6 years Audit Programmes / One year after Plans/ Strategies the last date of contract ended plan plan Minutes of Audit 6 years 6 years Committee meetings Audit Guidelines Audit Manuals One year after the last date of
Freedom of Information Procedures for handling FOI requests Case file records detailing the FOI request, consideration of possible exemptions and possible appeals Statistical data concerning the number of requests answered and outcomes Information subject to FOI request but scheduled for destruction 2 years after. 3 years after response 2 years after 3 years after response 10 years DCA reporting. A period of 10 years is suggested 6 months from correspondence 6 months from correspondence Personnel Records Contracts / Particulars of Qualifications / References Annual assessments / reports Annual assessments / reports for last 5 years service Training history T&S claims Annual leave records Internal job applications Personnel files / Personal details Current address details 2 years 2 years
Recruitment documentation Employment history Security files Resignation / termination / retirement letters 1 year 1 year Policy and Research Records Policy s / statements Research s / reports Leaflets, Information Notes, Briefing notes etc 10 years 10 years Premises Surveys / inspections 25 years 25 years Fire precautions and services Review 10 years after Review 10 years after Financial and Accounting Review 12 years after Review 12 years after Leases 1 expiry 1 expiry Sub-let agreements termination termination Landlords consents 1 1 Licences 1 1 Maintenance schedules 1 1 Health & Safety inspection reports Accident books
Accident reports action or if a claim made 6 years after settled action or if a claim made 6 years after settled Forward maintenance registers 1 1 Schedules of known tenant alterations 1 1 Tests and statutory certificates Fire certificates Design drawings 25 years after completion 25 years after completion Agreements with contractors and consultants 1 date of final 1 date of final Asbestos inspections 40 years 40 years Architectural records 25 years 25 years Any other records 5 years after, or last action 5 years after, or last action Press / Media Records Press res 7 years 7 years Press cuttings 1 month 1 month Operational notes 3 months 3 months Press conference 3 years 3 years reports Correspondence with 7 years 7 years media Policy & Administrative 2 years 23 years 25 years records Handbooks / Guides to media / public relations Reports on media / 7 years 7 years public relations Special events: 7 years 7 years - Correspondence & s - Reports 7 years 7 years
- Brochures / Guides 3 years 3 years Project Management Proposals Project Initiation Documents Feasibility Studies: - reports - draft reports / 2 years after working s - correspondence 5 years after (major records may be kept for second review (25 years) (major records may be kept for second review (25 years) 2 years after 5 years after