4. Planning services

The process of controlling development of land and property through planning and other statutory applications

Indefinitely

· Planning application files and plans

· Correspondence relating to representations

· Planning application register

· Appeal papers and decision letters

Statutory

The process of enforcing planning control

Closed files – destroy after 10 years

all formal notices and register keep indefinitely

· Enforcement register

· Enforcement notices

· Breach of condition notices

· Enforcement files

Statutory

The process of recording all other documents

relating to planning matters not covered above

Any paper copies destroyed once scanned

Other paper records keep indefinitely

· Pre-application enquiries

· General correspondence

· Permitted development enquiries

Common Practice

The process of conserving the landscape for public amenity

Tree Preservation Orders and Hedgerow Retention Notices to be archived

Destroy other files 7 years after administrative use concluded.

· Tree Preservation Orders

· Hedgerow Retention Notices

· Section 211 Notices – Trees in

· Conservation Areas

Common Practice

The activity of recording information on historic buildings, monuments and landscape at a specific site

Refer to the archives

· Listed Building records

· Registered Parks and Gardens

· Conservation Area designations

Common Practice

The process of approving applications for grants to historic buildings

Destroy 5 years after administrative use concluded

· 1962 Act Historic Buildings Grants

Common Practice

Paper copies

Paperwork is now scanned onto info@work and kept indefinitely

Indefinitely

· Completed searches

· Departmental forms

· Application forms

· Plans

The activity of recording responses to proposed new planning policy documents

Until the Policy document is replaced/superseded

· Duly made comments to the emerging Local Plan

· Supplementary Planning Documents

· Statement of Community Involvement

Common Practice

Contact details of consultees held (e.g. name, address, email, telephone no.) in relation to Planning Policy documents

12 months after the legal challenge period has finished following the formal adoption of the document

· Contact details of consultees that are responding to, or are interested in Planning Policy related documents such as Local Plan, Supplementary Planning Documents, Statement of Community Involvement & evidence base documents such as the Housing Economic Land Availability Assessment (HELAA)

Market Town Initiative

(MITI) documents

10 years

• Application forms, monitoring forms, action and implementation plans, evidence of meeting outputs, evaluation forms

Business Grants – start up and development

6 years

• Application forms, correspondence and monitoring information

European Regional Development Fund grants

10 years

• Application form, monitoring forms, compliance forms, appraisal form, correspondence.

Currently not applicable to WFDC.

European Regional

Development Fund grants

– Inward investment

Project

10 years

• Timesheets and correspondence – this project is mainly about keeping records of staff time involved in inward investment work.

Currently not applicable to WFDC.

Destroy seven years after last action

• Application forms, plans and general correspondence are scanned into info@work
• Database records are destroyed after 7 years

Common practice