Retention periods of documents held within Wyre Forest District Council

4. Planning services

Last updated 22 September 2020

4.1 Development Management
4.2 Heritage (landscape)
4.3 Heritage (conservation)
4.4 Land charges
4.5 Policy plans
4.6 Regeneration
4.7 Street naming and numbering

4.1. Development Managment

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
4.1.1	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
4.1.2	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
4.1.3	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

Reference

Function description/type of record

Retention action/retention period

Examples of records

Notes

4.1.1

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

4.1.2

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

4.1.3

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

4.2. Heritage (landscape)

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
4.2.1	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

4.3. Heritage (conservation)

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
4.3.1	The activity of recording information on historic buildings, monuments and landscape at a specific site	Refer to the archives	Listed Buildings records Registered parks and gardens Conservation area designations	Common practice
4.3.2	The process of approving applications for grants to historic buildings	Destroy 5 years after administrative use concluded	1962 Act Historic Buildings Grants	Common practice

4.4. Land charges

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
4.4.1	Paper copies Paperwork is now scanned onto info@work and kept indefinitely	Indefinitely	Completed searches Departmental forms Application forms Plans	Common practice

4.5. Policy plans

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
4.5.1	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 Supplementry Planning documents Statement of Community Involvement	Common practice
4.5.2	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)

Reference

Function description/type of record

Retention action/retention period

Examples of records

Notes

4.5.1

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
Supplementry
Planning documents
Statement of Community Involvement

Common practice

4.5.2

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)

4.6. Regeneration

Reference	Retention action/retention period	Examples of records	Notes
4.6.1	Ten years	Application forms Monitoring forms Action and implementation plans Evidence of meeting outputs Evaluation forms
4.6.2	Six years	Application forms Correspondence and monitoring information
4.6.3	Ten years	Application form Monitoring forms Compliance forms Appraisal forms Correspondence	Currently not applicable to Wyre Forest District Council
4.6.4	Ten years	Timesheets Correspondence - this project is mainly working about keeping records of staff time involved	Currently not applicable to Wyre Forest District Council

4.7. Street naming and numbering

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
4.7.1	The process of naming streets and issuing property numbering	Destroy seven years after last action	Application forms, plans and general correspondence are scanned into info@work	Common practice

Reference

Function description/type of record

Retention action/retention period

Examples of records

Notes

4.7.1

The process of naming streets and issuing property numbering

Destroy seven years after last action

Application forms, plans and general correspondence are scanned into info@work

Common practice

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4. Planning services

Contents

4.1. Development Managment

4.2. Heritage (landscape)

4.3. Heritage (conservation)

4.4. Land charges

4.5. Policy plans

4.6. Regeneration

4.7. Street naming and numbering