Please note: individual Information Asset Owners are not named because these activities are carried out across the organisation.
COVID-19 response - keep indefinitely to comply with the terms of the public inquiry, then review for transfer to Dorset History Centre (ref MCA1)
More details about the retention:
- disposal action – transfer to Dorset History Centre
- scope – records relating to the response to the COVID 19 pandemic - the public inquiry is likely to require records relating to policy and decision making as a minimum
- authority – business need
Audit – retain for 6 years after end of audit, investigation or legal action (ref MCA2)
More details about the retention:
- disposal action – destroy
- scope – audit of financial management, administration, systems, and transactions to identify and prevent fraud and misappropriation, prevention or investigation of alleged fraud and / or misappropriation
- authority – business need
Regulation of Investigatory Powers Act processing authorisations – retain for 6 years after date last modified (ref MCA3)
More details about the retention:
- disposal action – destroy
- scope – RIPA application forms and approvals for directed surveillance and access to communications data
- authority – business need
CCTV recording – retain for 31 days after recording (ref MCA4)
More details about the retention:
- disposal action – destroy
- scope – CCTV recordings from DC owned, operated or commissioned cameras or surveillance equipment
- authority – Home Office National CCTV Strategy report 2007
Publications – retain indefinitely until superseded, offer a copy of external publications to Dorset History Centre (ref MCA5)
More details about the retention:
- disposal action – destroy
- scope – records relating to the creation and publication of team and service-level publications
- authority – business need
Complaints processing – retain for 3 years after date last modified (ref MCA6)
More details about the retention:
- disposal action – destroy
- scope – records relating to complaints dealt with as business as usual
- authority – business need
Correspondence and feedback – retain for 3 years after date last modified (ref MCA7)
More details about the retention:
- disposal action – destroy
- scope – records relating to correspondence and feedback dealt with as business as usual
- authority – business need
Performance reporting – retain for 6 years after date last modified (ref MCA8)
More details about the retention:
- disposal action – destroy
- scope – records relating to the collection and publication of performance indicators
- authority – business need
Financial planning – retain for 6 years after date last modified (ref MCA9)
More details about the retention:
- disposal action – destroy
- scope – records relating to the creation, implementation and monitoring of service budgets
- authority – business need
Recruitment administration (for unsuccessful candidates) – retain for 1 year after recruitment decision (ref MCA10)
More details about the retention:
- disposal action – destroy
- scope – interview notes
- authority – business need
Flexible working requests – retain for 18 months years after date of last appeal (ref MCA11)
More details about the retention:
- disposal action – destroy
- scope – flexible working request form
- authority – CIPD Keeping records factsheet
Performance monitoring and appraisals – retain for 6 years after date last modified (ref MCA12)
More details about the retention:
- disposal action – destroy
- scope – individual target setting to meet business plan requirements, mid-year and end of year formal review of performance against targets
- authority – Limitation Act 1980
References – retain for 6 years after date last modified (ref MCA13)
More details about the retention:
- disposal action – destroy
- scope – references given for employees who have left Dorset Council, or for employees moving to a different role within the Council
- authority – Limitation Act 1980
Driving at Work risk assessment – retain for 3 years after date last modified (ref MCA14)
More details about the retention:
- disposal action – destroy
- scope – driving at work risk assessment self-declaration form to be completed and shared with your manager
- authority – business need
Tender processing - unsuccessful tenders – retain for 1 year after contract award (ref MCA15)
More details about the retention:
- disposal action – destroy
- scope – records relating to pre-tender planning, evaluation, negotiation and notification
- authority – Limitation Act 1980
Tender processing - successful tenders, contract under signature – retain for 6 years after last action on the contract (ref MCA16)
More details about the retention:
- disposal action – destroy
- scope – records relating to pre-tender planning, evaluation, negotiation and notification
- authority – Limitation Act 1980
Tender processing - successful tenders, contract under seal – retain for 12 years after last action on the contract (ref MCA17)
More details about the retention:
- disposal action – destroy
- scope – records relating to pre-tender planning, evaluation, negotiation and notification
- authority – Limitation Act 1980
Contract management - contract under signature – retain for 6 years after last action on the contract (ref MCA18)
More details about the retention:
- disposal action – destroy
- scope – records relating to the management of contracts for goods and services
- authority – Limitation Act 1980
Contract management - contract under seal – retain for 12 years after last action on the contract (ref MCA19)
More details about the retention:
- disposal action – destroy
- scope – records relating to the management of contracts for goods and services
- authority – Limitation Act 1980
Risk assessments – retain for 6 years after superseded (ref MCA20)
More details about the retention:
- disposal action – destroy
- scope – records relating to service delivery risk assessments
- authority – Limitation Act 1980
Reports – retain for 6 years after date last modified (ref MCA21)
More details about the retention:
- disposal action – destroy
- scope – records relating to the submission of reports and responses to Full Council / Cabinet, or committees and working groups
- authority – business need
Corporate meetings – keep permanently, transfer to Dorset History Centre once administrative use over (ref MCA22)
More details about the retention:
- disposal action – transfer to Dorset History Centre
- scope – cross-functional meeting and working group minutes and papers
- authority – business need
Team meetings – retain for 6 years after date last modified, consider transferring significant subjects to Dorset History Centre (ref MCA23)
More details about the retention:
- disposal action – destroy
- scope – team meeting / management team meeting minutes and papers held by individual teams
- authority – business need
Business planning – retain for 6 years after date last modified, consider transferring significant subjects to Dorset History Centre (ref MCA24)
More details about the retention:
- disposal action – destroy
- scope – records relating to creation, implementation and monitoring of strategic plans for teams and services
- authority – business need
Policies and procedures – retain for 3 years after superseded, consider transferring significant subjects to Dorset History Centre (ref MCA25)
More details about the retention:
- disposal action – destroy
- scope – records relating to the creation, implementation and monitoring of service and team policies, procedures and guidance
- authority – business need
Minor projects – retain for 6 years after last action on the project (ref MCA26)
More details about the retention:
- disposal action – destroy
- scope – records relating to the management of minor projects where there is a small (or no) budget involved
- authority – business need
Major projects – retain for 6 years after last action on the project, transfer significant projects to Dorset History Centre (ref MCA27)
More details about the retention:
- disposal action – destroy
- scope – records relating to the management of major projects funded through internal or external funds
Note: Retention of externally funded programmes may be defined by the funding programme
- authority – business need
Training delivery – Materials created for training courses (ref MCA28)
More details about the retention:
- disposal action – destroy
- scope – materials created for training courses
- authority – retain for 3 years after superseded