Corfe Castle Parish Council

Records category

Description

Scope and example document types

Action

Authority

Publications

All records relating to the creation and publication of team and service‐level

publications

Posters, flyers, booklets

Destroy when superseded, transfer a copy of external publications to the Dorset History Centre

Business need

Complaints Processing

All records relating to complaints dealt with as business as usual

Complaints

Destroy after complaint case closed.

Business need

Correspondence and Feedback

All records relating to correspondence and feedback dealt with as business as usual

Includes correspondence on general subjects from members of

the public

Destroy once correspondence issue dealt with, if contains any individual identifying comments, otherwise destroy 3 years after date last modified, unless Clerk believes may have historical interest then transfer to Dorset History Centre once administrative use over.

Business need

Performance Reporting

All records relating to the collection and publication of performance indicators

Performance data, benchmarking, quality assurance, statutory

returns

Destroy 6 years after close of corresponding year end.

Business need

Financial Planning

All records relating to the creation, implementation, and monitoring of service

budgets

Budget workings, budget monitoring

Destroy 6 years after, close of corresponding year end.

Business need

Records category

Description

Scope and example document types

Action

Authority

Tender Processing

All records relating to pre‐tender planning, evaluation, negotiation, and notification for

successful tenders

Tenders and quotations

If unsuccessful, destroy 1 year after contract award. If successful, destroy 12 years after last action on the contract, where the contract is under seal, or 6

years after last action on the contract, where the contract is under signature

Limitation Act 1980

Contract

Management

All records relating to the management of contracts for goods and services

Contract documentation

Destroy 12 years after last action on the contract, where the contract is under seal, or 6 years after last action on the contract, where the contract is under

signature

Limitation Act 1980

Risk

Assessments

All records relating to service delivery risk assessments

Risk assessment

Destroy 6 years after superseded

Limitation Act 1980

Reports

All records relating to the submission of reports and responses to Full Council /

Cabinet, or committees and working groups

Reports

Destroy 6 years after date last modified

Business need

Corporate Meetings

Cross‐functional meeting and working group minutes and papers

Minutes, reports

Keep permanently, transfer to Dorset History Centre once administrative use over

Business need

Team Meetings

Team meeting / management team meeting minutes and papers held by individual teams

Notes, action logs

Review 6 years after date last modified, consider transferring significant subjects

to Dorset History Centre

Business need

Records category

Description

Scope and example document types

Action

Authority

Business

Planning

All records relating to creation, implementation, and monitoring of strategic

plans for teams and services

Corporate business plan, service plans

Destroy 6 years after date last modified, consider transferring significant subjects

to Dorset History Centre

Business need

Policies and Procedures

All records relating to the creation, implementation and monitoring of service and team policies, procedures, and guidance

Policies, procedures, guidance

Destroy 3 years after superseded, consider transferring significant subjects

to Dorset History Centre

Business need

Minor Projects

All records relating to the management of minor projects where there is a small (or no)

budget involved

Standard project documents including project governance,

research, comms, meeting documents, reports

Destroy 6 years after last action on the project

Business need

Major Projects

All records relating to the management of major projects funded through internal or

external funds

Standard project documents including project governance,

research, comms, meeting documents, reports

Destroy 6 years after last action on the project, transfer significant projects to

Dorset History Centre. Note: Retention of externally funded programmes may be defined by the funding programme

Business need

Training Delivery

All materials created for training courses

Training notes, presentations, handouts

Destroy 3 years after superseded

Business need