Retention periods of documents held within Wyre Forest District Council

7. Housing services

Last updated 22 September 2020

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 after 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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7. Housing services

Contents

7.1. Housing services