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Retention periods of documents held within Wyre Forest District Council

4. Planning services

Last updated 22 September 2020

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

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)
 

4.6. Regeneration

Reference Function description/type of record 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

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