Retention periods of documents held within Wyre Forest District Council

9. Legal services

Last updated 22 September 2020

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
9.1.1	Contract registers	Retain indefinitely		Common practice
9.1.2	Succesful tenders	Destroy 12 years after expiry of contract if under seal or 6 years for ordinary contract	N.B. Tenders are now received electronically	Common practice
9.1.3	Unsuccessful tenders	One year after contract awarded	N.B. Tenders are now received electronically	Common practice
9.1.4	Contracts under seal	Destroy 12 years after expiry of contract		Common practice
9.1.5	Ordinary contracts	Destroy six years after expiry of contract		Common practice

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
9.2.1	Acquisition of property/land by sale or lease	For as long as Wyre Forest Distrcit Council own the land	Legal documents pertaining to the acquisition	Common practice
9.2.2	Sale or property or land	6 years if under £50,000 12 years if over £50,000	Legal documents pertaining to the sale Particulars of the sale Tender documents	Common practice
9.2.3	Management of leased property	Destroy 15 years after expiry of the lease	Lease agreements Rent details Applications for leases, licences and rental revisions	Common practice

Reference

Function description/type of record

Retention action/retention period

Examples of records

Notes

9.2.1

Acquisition of property/land by sale or lease

For as long as Wyre Forest Distrcit Council own the land

Common practice

9.2.2

Sale or property or land

6 years if under £50,000

12 years if over £50,000

Common practice

9.2.3

Management of leased property

Destroy 15 years after expiry of the lease

Common practice

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
9.3.1	Developer Contribution and Obligation Negotiation	Agreement - indefinitely File - destroy 12 years from date pf agreement	S.106 agreements	TCPA 1990 Limitations Act 1980
9.3.2	Appeal decisions	Indefinitely
9.3.3	Certificate of Lawful Use or Development	Certificate - indefinitely File - destroy 12 years from date pf agreement		TCPA 1990 Limitations Act 1980
9.3.4	Tree Preservation Orders	Certificate - indefinitely File - destroy 12 years from date pf agreement		Common practice limitations Act 1980
9.3.5	Enforcement	Indefinitely	Enforcement notices
9.3.6	HMO licensing

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
9.4.1	Debt collection	Destroy seven years after last action

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