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Retention periods of documents held within Wyre Forest District Council

5. Community services

Last updated 22 September 2020

5.1. Depot activities

Reference Function description/type of record Retention action/retention period Examples of records Notes

5.1.1

Complaints and correspondence Destroyed once complaint has been resolved
  • Written and emailed complaints

General complaints, for example; bin collection, grass cutting

5.1.2 Statistics

Ten years

  • Performance indicators
  • Tonnage figures
  • Recycling figures etc
Records held electronically and used for reference
5.1.3

Delivery notes

18 months

  • Litter bin
  • Park equipment
  • Refuse sacks etc
 
5.1.4 Returns Six years
  • Recycling tonnage to County
Records held electronically
5.1.5 Waste Transfer Notes - duty of care Two years after the end of the financial year in which the collection of waste took place   Records held electronically
5.1.6 Trade agreements As long as required
  • Refuse collection agreements for businesses
Records held electronically
5.1.7 Driver vehicle logs Two months
  • Vehicle check logs
 
5.1.8 Tipper weight logs Ten years   Records held electronically
5.1.9 Driver assessments Until the person leaves Wyre Forest District Council employment
  • Medical records
 
5.1.10 Tree works As long as required
  • Applications for tree work to be carried out by WFDC
Records held electronically
5.1.11 Hire the Team As long as required
  • Lanscaping
  • General work
Records held electronically
5.1.12 Household waste and recycling

As long as required

Driver's paper copy securely destroyed daily

  • Pull out lists
Records held electronically

5.2. Parking services

Reference Function description/type of record Retention action/retention period Examples of records Notes
5.2.1 Car park season ticket application forms

Six years

  HMRC requirement - VAT purposes

5.3. Cemetery

Reference Function description/type of record Retention action/retention period Examples of records Notes
5.3.1 Kidderminster Cemetery Indefinitely
  • Graves of deceased
  • Burial plot ownership
 

5.4. Enforcement Officers

Reference Function description/type of record Retention action/retention period Examples of records Notes
5.4.1

Body camera

  • 30 days if no evidence
  • 7 years if evidence
  • Filming
Records are held electronically
5.4.2

Enforcement record book

Seven years
  • Abandoned vehicle letters to registered keeper
Records are held electronically
5.4.3
  • Environmental crime - Fine or Fixed Penalty Notice issued
  • Litigation
  • Four years

  • Seven years from date of last action
  • Cases taken to court
 

5.5. Bewdley Museum

Reference Function description/type of record Retention action/retention period Examples of records Notes
5.5.1 Record of donations

Indefinitely

 

  • Information reagrding donation

 

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