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Retention periods of documents held within Wyre Forest District Council

7. Housing services

Last updated 22 September 2020

Contents

Housing services

7.1. Housing services

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

7.1.1

The provision of housing advice on housing related issues and homeless applications Six years automatic deletion after closure
  • Advice notes/options appraisal
  • Advice and prevention records
  • Enhanced Housing Options records

We are working with a software company to reduce this to 3 years

Common Practice

7.1.2 The administration of the process for registering households on the housing register

Six years automatic deletion after closure, including unsuccessful applications

  • Housing/Home Choice Plus Applications, reviews and other supporting information
  • Medical questionnaires
  • Priority Award applications
  • Homeless applications including appeal records
  • Nomination records
  • Homeless prevention records
  • Rent Deposit/Bond Guarantee Scheme approvals

We are working with a software company to reduce this to 3 years

Common Practice
7.1.3

The administration of the process for awarding Disabled Facilities and Discretionary Housing Assistance Grants

Six years plus one year for audit – after closure, in line with Council’s financial regulations

  • Discretionary Housing Assistance Grant applications
  • Disabled Facilities Grant applications
  • Requests for review and other supporting

We would store information for longer where there is a repayment obligation attached and is recorded on Land Registry

Common Practice
7.1.4 The administration of the process of contracts and tendering e.g. Home Improvement Agency and Housing Needs/Homelessness contracts Six years plus one year for audit – after closure, in line with Council’s financial regulations
  • Expressions of interest
  • Stages of the tender process including financial information
  • Contractual arrangements
  • Monitoring performance and contract compliance
Common Practice
7.1.5 The administration of the process for enforcing property standards within the district.

Six years after closure, including unsuccessful applications

Six years plus one year for audit – after closure, in line with Council’s financial regulations

  • Empty Home Records
  • Houses in Multiple Occupation Records
  • Property Standard complaints
  • Caravan licensing
Common Practice
7.1.6 The administration of the process associated with bringing forward additional affordable housing schemes within the district

Six years – after closure

This will be longer where we have paid the RP a grant – usually with a 30 year repayment term attached
  • Housing Needs Surveys/Assessments
  • Housing needs assessment requests and responses
  • Scheme progress files

This might be longer if there is a S.06 Agreement that lasts 10 years of grant funding agreement

7.1.7 The monitoring of performance information Six years after record made
  • Bed and breakfast placements
  • Affordable Housing Programme
  • Service Delivery Plan
  • Strategic objectives and actions
Common practice
7.1.8 The process of passing information on to Central Government and the Region Six years after record made
  • P1E returns
  • LAHS return
  • Bi-annual traveller count and GTCC return
  • Monitoring of the Worcestershire Housing Partnership Plan and Worcestershire Homelessness Strategy
Common practice
7.1.9 The process of strategic planning Six years after record made
  • Service Delivery Plan
  • Strategic plans e.g. Housing Strategy, Homelessness Strategy, Tenancy Strategy, HECA Plan etc.
Common practice
7.1.10 The process of public consultation in the development of policies and plans

One year after closure (minor policies)

Five years afyer closure (major policies and plans)

  • Housing Strategy
  • Homelessness Strategy
  • Other housing related strategies
  • Benchmarking
  • Surveys
Common practice
7.1.11 The process of any court proceedings Six years after record made
  • Any housing related court action where the council is directly involved.
Common practice
7.1.12 The process of licensing Caravan Sites Indefinitely
  • Holiday parks
  • Residential parks
Common practice - licences last the lifetime of the park
7.1.13 The process of licensing HMOs
  • Seven years (licences are renewed every five years)
  • Indefinitely

  • Five years
  • Licences

  • Floor plans, fire/smoke alarms systems
  • Fit and proper person test
  • Common practice

  • Common practice

  • Common practice
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