5. Community services

Statistics

As long as required

• Performance indicators, tonnage figures, recycling figures etc

Records are held electronically and used for reference

Delivery Notes

As long as required

• Litter bins, park equipment, refuse sacks etc.

Returns

As long as required

• Recycling tonnage to County

Records are held electronically

Waste Transfer Notes – Duty of Care

2 years after the end of the financial year in which the collection of waste took place

Records are held electronically

Commercial Agreements

As long as required

• Garden Waste Application
• Commercial Waste Agreements
• Island Advertising Agreements

Records are held electronically

Drivers Vehicle logs

2 months

• Vehicle check logs

Kept in a book until book completed then destroyed

Tipper Weight logs

As long as required

Records are held electronically

Driver Assessments

Until the person leaves WFDC employment

• Medical records

Tree Works

As long as required

• Applications for tree work to be carried out by WFDC

Records are held electronically

Hire The Team

As long as required

• Landscaping
• General work

Records are held electronically

Household Waste & Recycling

As long as required

Driver’s paper copy securely

• Pull out lists

Records are held electronically

Six years

Stored digitally

• Graves of deceased
• Burial plot ownership

Body camera

• 30 days if no evidence
• 7 years if evidence

• Filming

Enforcement record book

• Abandoned vehicle letters to registered keeper

• Environmental crime - Fine or Fixed Penalty Notice issued
• Litigation

• Four years
  
  
• Seven years from date of last action

• Cases taken to court

Indefinitely

• Information regarding donation

5.6.1

Accidents

3 years from the date of the last entry (or, if the accident involves a child/young adult, then until that person reaches 21 years old)

(See below for accidents involving chemicals or asbestos)

· Accident books/records/reports

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations1995 (RIDDOR) (SI1995/3163) as amended

Limitation Act 1980

(Special rules apply concerning incidents involving hazardous substances – see below)

5.6.2

Medical records and details of biological tests under the Control of Lead at Work Regulations

40 years from the date of last entry

The Control of Lead at Work Regulations 1998 (SI 1998/543) as amended by the Control of Lead at Work Regulations 2002 (SI 2002/2676)

5.6.3

Medical records as specified by the Control of

Substances Hazardous to

Health Regulations (COSHH)

40 years from the date of last entry

The Control of

Substances Hazardous to

Health Regulations 1999 and 2002 (COSHH) (SI 1999/437 and SI 2002/2677)

5.6.4

Medical records under the Control of Asbestos at Work Regulations

40 years from the date of the last entry

4 years from date of issue

· Medical records containing details of employees exposed to asbestos.

· Medical examination certificates.

The Control of Asbestos at Work Regulations 2002 (SI 2002/2675

The Control of Asbestos Regulations 2006 (SI 2006/2739)

The Control of Asbestos Regulations 2012 (SI 2012/632)

5.6.5

Medical records under the Ionising Radiations Regulations 1999

Until the person reaches 75 years of age, but in any event for at least 50 years

The Ionising Radiations Regulations 1999 (SI 1999/3232)

5.6.6

Records of tests and examinations of control systems and protective equipment under COSHH Regulations

5 years from the date on which the tests were carried out

The Control of

Substances Hazardous to

Health Regulations 1999 and 2002 (COSHH) (SI 1999/437 and SI 2002/2677)

5.6.7

Health and safety training records

75 years from date of birth

Common Practice