06 Document Retention Policy rev3:Layout 1€¦ · Contents page 1. Introduction 2 2. Scope &...

on Document Retention and Records Management

www.southlakeland.gov.uk

August 2011

Corporate Policy

To detail the Council’s commitment to records management, advisingon the policy and procedures to be adopted regarding documentretention and disposals.

Contents

page

1. Introduction 2

2. Scope & Purpose 2

3. The Retention/Disposal Protocol 3

4. Roles and Responsibilities 3

5. Disposal 4

6. Data Protection Legislation – obligation to

dispose of certain data 4

7. Standard Operating Procedure (SOP) 4

8. Format of Records 5

9. Reviewing the Schedule 5

Appendix 1

Key Disposal/Retention Considerations

Appendix 2

Records Management Society Retention

Schedules

Appendix 3

Record and Document Disposal Register

page 1

Corporate Policy on Document Retention and Document Management


1. Introduction

1.1 South Lakeland District Council

recognises that its records are an important

public asset, and are a key resource to effective

operation and to accountability. Like any asset,

they require careful management and this policy

sets out the Council’s responsibilities and

activities in regard to the management/retention

of its records.

1.2 In the course of carrying out its various

functions and activities, the Council collects

information from individuals and external

organisations and generates a wide range of

data/information which is recorded. These

records can take many different forms e.g.

• Letters received from third parties

• Copy letters which have been sent out

• File attendance notes

• Invoices

• Completed application forms

• Plans/drawings

• Financial records

• Registers

• Contracts/deeds

• E-mail communications (and any

attachments)

• Photographs

• Tape Recordings

1.3 Many of the above can be retained as

‘hard’ paper copies or in electronic form.

1.4 Retention of specific documents may be

necessary to:

• Fulfil statutory or other regulatory

requirements.

• Evidence events/agreements in the case of

dispute.

• Meet operational needs.

• Ensure the preservation of documents of

historic or other value.

1.5 The untimely destruction of documents

could cause the Council:

• Difficulty in defending litigious claims.

• Operational Problems.

• Embarrassment.

• Failure to comply with the freedom of

Information or Data Protection Acts.

1.6 Conversely, the permanent retention of all

documents is undesirable, and appropriate

disposal is to be encouraged for the following

reasons:

• There is a shortage of new storage space.

• Disposal of existing documents can free up

space for more productive activities.

• Indefinite retention of personal data may be

unlawful.

• Reduction of fire risk (in the case of paper

records).

• There is evidence that the de-cluttering of

office accommodation can be

psychologically beneficial for many workers.

1.7 The effective management of records in

all formats depends as much on their efficient

disposal as well as their long-term preservation.

Records disposal policies are essential for

effective records management. As a local

authority we must be consistent in the way we

handle and dispose of our information. These

guidelines will assist the Council in meeting local

needs whilst providing a consistent approach to

record keeping across Government.

2. Scope & Purpose

2.1 The purpose of this policy is to provide a

corporate policy framework to govern

management decisions on whether a particular

document (or set of documents) should either be:

• Retained – and if so in what format, and for

what period of time; or


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• Disposed of – and if so when and by what

method.

Additionally, this policy seeks to clarify the roles

and responsibilities of Assistant Directors (or

designated officer) in the decision making

process.

2.2 This policy is not concerned with the

disposal/retention of unused materials (e.g.

stocks of paper, unused forms, duplicated

documents).

3. The Retention/Disposal Protocol

3.1 Any decision whether to retain or dispose

of a document should be taken in accordance

with the retention/disposal protocol. This protocol

consists of:

• The key disposal/retention considerations

criteria checklist, set out in Appendix 1.

Essentially no document should be

disposed of unless all these have been

considered in relation to the document.

• The retention Schedules (taken from the

Record Management Society) contained in

Appendix 2. These provide guidance on

recommended and mandatory minimum

retention periods for specific classes of

documents/records.

3.2 Where a retention period has expired in

relation to a particular document a review should

always be carried out before a final decision is

made to dispose of the document. Such reviews

need not necessarily be detailed or time

consuming. Where the Assistant Director (or

designated officer) is familiar with the contents of

the document or where the contents are

straightforward and easily apparent then such

exercises may only take a few minutes.

3.3 In the event that a decision is taken to

dispose of a particular document or set of

documents, then consideration should be given

to the method of disposal (paragraph 5 below).

4. Roles & Responsibilities

Assistant Directors (or designated

officers)

4.1 Assistant Directors may delegate the

operational aspects of this function to one or

more senior officers within the Department.

However in doing so they should ensure that

such Officer is fully conversant with the Policy

and is also familiar with the operational

requirements of the Department in relation to

document retention/disposal.

4.2 Responsibility for determining (in

accordance with the Retention/Disposal protocol

mentioned above) whether to retain or dispose of

specific documents rests with the individual

Assistant Director (or designated officer), in

respect of those documents that properly fall

within the remit or control of his/her Department.

The rationale for this is that it is reasonable to

both assume and expect that each Assistant

Director (or designated officer) should be broadly

conversant with the types of documents received,

generated and stored by his/her Department.

Because of the clear benefits resulting from the

disposal of unnecessary documentation,

Assistant Directors (or designated officers) are

expected to be proactive in carrying out or

instigating audits of existing documentation that

may be suitable for disposal.

Role of the Legal Department and the

Research & Intelligence Unit

4.3 The Legal Department can advise on

whether minimum retention periods are

prescribed by law, and whether retention is

necessary to protect the Council’s position where

the likelihood of a claim has been identified by

the relevant Assistant Director (or designated

officer).

The Legal Department staff cannot be expected

to possess the operational or background

knowledge required to assess whether a

particular document may be required by the

Department concerned for operational need. This

is the responsibility of the relevant Assistant

Director or his/her designated Officers.


4.4 The Research & Intelligence Unit are

available to provide Assistant Directors (or

designated officers) with advice on effective

records management practices.

5. Disposal

5.1 A Record and Document Disposal

Register (Appendix 3) of destroyed records will

be maintained. Enough detail will be recorded to

identify which records have been destroyed. It is

not sufficient to indicate that a quantity of records

have been destroyed on a certain date. Enough

details should be retained to identify which

records have been destroyed.

5.2 Disposal can be achieved by a range of

processes:

• Confidential waste.

• Physical destruction on site (paper records

– shredding).

• Deletion – where computer files are

concerned.

• Migration of documents to an external body.

5.3 Assistant Directors (or designated

officers) should take into account the following

considerations when selecting any method of

disposal:

• Under no circumstances should paper

documents containing personal data or

confidential information be simply binned or

deposited in refuse tips. To do so could

result in the unauthorised disclosure of

such information to third parties, and render

the Council liable to prosecution or other

enforcement action under the Data

Protection Act. Such documents should be

destroyed on site (e.g. by shredding) or

placed in the specially marked “Confidential

Waste” refuse bins.

• Deletion – the Information Commissioner

has advised that if steps are taken to make

data virtually impossible to retrieve, then

this will be regarded as equivalent to

deletion.

• Migration of documents to a third party

(other than for destruction of recycling) is

unlikely to be an option in most cases.

However, this method of disposal will be

relevant where documents or records are of

historic interest and/or have intrinsic value.

The third party here could well be the Public

Records Office (PRO). “Migration” can, of

course, include the sale of documents to a

third party.

• Recycling – wherever practicable disposal

should further recycling, in-line with the

Council’s commitment to sustainable

development and promoting an alternative

waste disposal strategy.

6. Data Protection Act 1998

6.1 Assistant Directors (or designated

officers) need to be aware that under the Data

Protection Act personal data processed for any

purpose must not be kept for any longer than is

necessary for that purpose. In other words,

retaining documents or records that contain

personal data beyond the length of time

necessary for the purpose for which that data

was obtained is unlawful.

The Data Protection Legislation contains no

interpretive provisions on this provision. It is a

matter for reasonable judgement and common

sense as to how long personal data should be

retained.

Clearly, in many instances the retention of

personal data will be necessary and thus justified

for a very long period of time. In general,

provided there is adherence to this policy few

problems should arise.

Assistant Directors (or designated officers) and

their staff need to be conscious of the fact that in

some contexts it can be relatively easy to fall foul

of the Data Protection Act regarding the retention

of personal data.

7. Standard Operating Practice (Sop)

7.1 There are some records that do not need

to be kept at all; Standard Operating Procedure

defines types of records which staff may routinely

destroy in the normal course of business.

However, the retention and disposal schedule


must still contain reference and instructions

referring to them.

7.2 SOP usually applies to information that is

duplicated, unimportant or only short-term

facilitative value. Unimportant records or

information include:

• Compliment slips

• Catalogues and trade journals

• Telephone message slips

• Non-acceptance of invitations

• Requests for stock information such as

maps, plans or advertising material

• Out-of-date distribution lists

• Duplicate copies (see para: 7.3)

7.3 Duplicated and superseded material such

as stationary, manuals, drafts, forms, address

books and reference copies of annual reports

may be destroyed as being unimportant.

7.4 Electronic copies of documents where a

hard copy has been printed and filed are included

as unimportant.

7.5 This does not apply to records or

information that could be used as evidence (para

4.3 refers). If you are in doubt about what

information might be required then consult the

Legal Department.

8. Format of Records

8.1 Record retention policies were primarily

created to define retention periods for paper

records. However, as more of the Council’s

business is performed electronically there is a

need to define the retention periods of electronic

records. These record retention guidelines are

relevant to records which are electronic, paper or

records which have been transferred to another

format such as microfiche.

9. Reviewing The Schedule

9.1 These guidelines prescribe minimum and

permanent retention periods. The guidance will

be reviewed at regular intervals (at least every

three years). The Local Government

Classification Scheme is the source of the data

used in the retention/disposal policy.

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1. Democratic Process


page 7

2. Management and Administration


page 9

3. Housing


4. Legal


page 11

5. Human Resources


page 13


page 15

6. Financial Management


page 17


page 19

7. Property and Land Management


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8. General Public Services


page 23

9. Planning and Land Use


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10. Infrastructure and Transport

Appendix 1

Key Disposal/RetentionConsiderations

Introduction

No document should be earmarked for disposal

unless due regard has first been given to (i) the

five Key Disposal/Retention considerations

detailed in this Appendix, and (ii) to the Retention

Schedules contained in Appendix 2.

Key Consideration 1

Has the document been appraised?

1. As a first step, the nature/contents of any

document being considered for disposal should

be ascertained. No document(s) should be

earmarked or designated for disposal unless this

has been done. Insofar as existing documents

are concerned it follows that the above can only

be achieved by the carrying out of physical

inspection and appraisal. The process may only

take a few minutes – perhaps even seconds.

Nonetheless it can be a skilled task – depending

on the complexity of the document(s) concerned

– and should only be undertaken by officers who

possess the sufficient operational knowledge to

enable them to identify the document concerned

and its function within both the individual

Department and corporate frameworks. Any

decision to the effect that future documents of a

specified description be disposed of on expiry of

a specified retention period should be an

informed one i.e. taken with a full appreciation

and understanding of the nature and function of

such documents.

2. The above is largely commonsense, and

hardly needs to be stated. However, if appraisal

is inadvertently overlooked or carried out

negligently, or by an employee who lacks the

necessary background operational knowledge,

the Council runs the very real risk of important

documents being destroyed in error.

Key Consideration 2

Is retention required to fulfil statutory or

other regulatory requirements?

There is, in fact, very little specific legislation that

stipulates mandatory retention periods for

documents in Local Government.

The pieces of legislation which do, either directly

or indirectly, impose minimum retention periods

are as follows:

Tax Legislation: Minimum retention period for

certain financial records are imposed by statutes

such as the VAT Act 1994, and the Taxes

Management Act 1970. These retention periods

are identified in the retention schedules.

Statutory Register: Various Local Government

statutes require to be kept of certain events,

notifications, or transactions. It is implicit with

such legislative requirement that these records

be maintained on a permanent basis, unless the

legislation concerned stipulates otherwise.

The Audit Commission Act 1998: This provides

auditors with a right of access to every document

relating to the Council that appears necessary for

the purpose of carrying out the auditor’s function

under the Act.

The Local Government Act 1972, S225: Any

document deposited with “the proper officer” of

the Council in accordance with Statute should be

retained permanently. (This is analogous to the

position re Registers, above).

Part VA of the Local Government Act: This

governs public access to certain documents

relating to Council and Committee meetings.

Certain documents that form part of the public

part of the agenda are required to be available

for inspection by members of the public.

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Key Consideration 3

Is retention required to evidence events

in the case of dispute?

On occasions, the Council becomes involved in

disputes with third parties. Such disputes, if not

satisfactorily resolved, can result in the

dissatisfied party bringing legal proceedings

against the Council, usually (but not always) with

a view to obtaining monetary compensation.

Conversely, the Council may wish to institute

legal proceedings against an individual or

organisation e.g. to recover an unpaid debt, or in

respect of faulty workmanship. Where a dispute

arises, or litigation has been commenced it is

important that the Council has access to all

correspondence and other documentation that is

relevant to the matter. Without such, there is the

danger that the Council’s position will be

compromised, and the very real possibility that

an unmeritorious claim might succeed, or that the

Council may be unable to assert legal

entitlements.

The Limitations Act 1980 specifies time limits for

commencing litigation. The starting point

therefore, is that the retention period is the length

of time that has to elapse before a claim is

barred. The main time limits that are directly

relevant to local government are as follows:

• Claims founded on simple contract or tort

(other than personal injury claims) cannot

be brought after the expiration of 6 years

from the date on which the cause of action

occurred.

• Compensation claims for personal injury

are barred on expiry of 3 years from the

date on which

(i) the cause of action occurred (this will

usually be the date when the incident

causing the injury occurred; or

(ii) the date when the injured person first

had knowledge of the injury, its cause and

the identity of the person responsible (some

injuries are latent and do not manifest

themselves for some period of time).

• Claims that are based on provisions

contained in documents that are ‘under

seal’ are barred after the expiration of 12

years from the date on which the cause of

the action occurred.

Limitations Act 1980 S.14A and S.14B: “Latent

damage claims”: S.14A provides a special time

limit for negligence actions (excluding personal

injuries) where facts relevant to the cause of

action were not known to the claimant at the date

of the negligence.

The six-year retention period and risk

assessment: As stated above the majority of

potential legal claims are statute barred on the

expiry of 6 years. For this reason many

organisations consider it prudent to retain

files/records for a period of 6 years from the date

when the subject matter was completed.

It is important, though, to keep in mind that in the

course of the Council’s everyday business large

masses of document action are generated that

serve no purpose after relatively short periods of

time. Many documents will relate to complete

matters where, realistically, the risk of

subsequent litigation or other dispute is minimal,

if not non-existent. Long-term retention of such

documents is counter productive. Assistant

Directors (or designated officers) should be

prepared to carry out a risk analysis, with a view

to disposal of such documents within a shorter

period of than the 6 year time frame.

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Key Consideration 4

Is retention required to meet the

operational needs of the department?

In some cases retention may be desirable

(whether permanent or otherwise) even though

no minimum retention period applies. Assistant

Directors (or designated officers) should be open

to the danger of discarding documents or records

that might be useful for future reference purposes

(e.g. training), as precedence, or for performance

management (performance indicators,

benchmarking and comparison exercises). A

professional judgement needs to be made as to

the usefulness of a particular document.

Key Documents

The Audit Commission recognises that key

records may merit permanent preservation,

notwithstanding nothing is prescribed. These are

covered in the Retention Schedules.

Key Consideration 5

Is retention required because the

document or record is of historical

interest or intrinsic value?

In most cases this consideration will not be

applicable. However, it is certainly possible that

some documents currently in Council storage

may be of historic interest and/or even have

some monetary value.

Illustration

A Local Authority may have in its possession

records of damage to property caused by air

raids during WWII. These records may well be of

interest to museums, local history societies, and

the County Records office.

Where it is suspected that the document falls

within this description, appropriate enquires

should always be made before taking any further

action. The Research & Intelligence Unit should

be contacted for advice and guidance in the first

instance.

Even if the document is of historical or monetary

value, disposal rather than retention by the

Council, may well be the appropriate option – but

in the form of transfer to, say, the County

Records office; or even sale to an external body

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Appendix 2

Document Retention Schedules

Introduction

The following schedules provideguidance on the retention periodsapplicable to a wide range of Councildocuments.

Documents/records relating to Personnel matters

warrant careful attention insofar as retention

periods are concerned. There is the need, when

considering appropriate retention periods, to be

aware of the fact that the Council may need

recourse to certain documents/records in the

event of a claim being made against it under

employment protection or anti-discrimination

legislation. Many employment documents or

records will contain “personal data” and

“sensitive personal data” as defined by the Data

Protection Act 1984. The fifth data protection

principle (personal data processed for long

purpose or purposes shall not be kept for longer

than is necessary for that purpose or those

purposes) is therefore relevant. Thus, in some

instances, the Council will be under a legal duty

to destroy employment records, the Information

Commissioner has stated, however, that in

considering an employer’s compliance with the

principle he/she will have regard to the need for

the employer or from Inland Revenue as well as

for its own use. The Information Commissioner

has published a draft code of practice (“ICE of P”)

on the use of personal data in

employer/employee relationships that provides

guidance on retention periods for certain

categories of employment records. Where

applicable, these are referred to in the schedule.

Documents in the custody or care of the Legal

Department warrant special consideration, as

they may have legal significance. In addition to

the document retention considerations set out in

the main body of the policy it should be noted that

the Head of the Legal Department, as Solicitor to

the Council, is governed by guidelines issued by

the Law Society of England and Wales under the

guise of its Professional Conduct Rules. The Law

Society at the outset stresses that it is unable to

specify particular periods of years for which

individual old files should be retained. Solicitors

should exercise their own judgement in this

respect, having regard to such factors as the

subject matter of the contents and their own

circumstances, including availability of storage

space and the costs thereof. Subject to that, The

Law Society considers it may well be advisable to

retain all files for a minimum period of 6 years

from when the subject matter was wholly

completed. At the end of the 6 year period,

solicitors should review the files again according

to the nature of the particular transactions to

which they refer, and the likelihood of any claims

arising there from within the appropriate limitation

period. After taking these matters into account

and before deciding that certain old files can be

destroyed, solicitors should consider whether

there are any documents that ought to

nevertheless be preserved for their archival or

historic value. If there is any possibility of this it is

suggested that contact should be made with the

County Archivist in order to arrange for an

inspection.

The Law Society guidelines are, of course, in line

with the key Disposal/Retention considerations

set out in this Policy. This schedule seeks among

other things to identify documents/files that can

be safely disposed of before expiry of the six year

‘rule of thumb’.

Retention/disposal decisions in respect of

‘residual documentation/records’ (i.e. those which

are not specifically covered by the preceding

schedules) should be considered against the

guidelines in this Schedule. Indeed, it is likely that

the majority of documentation will fall within this

‘residual’ category. It cannot be over emphasised

that in determining the retention period

appropriate for documents regard must be had to

the Key Disposal/Retention Considerations set

out in Appendix 1. Assistant Directors (or

designated officers) should be prepared, where

necessary, to carry out a risk analysis i.e. assess

(i) the value (or possible value) of a particular

document/class of document; (ii) the likelihood

that recourse may be needed to it in the future

(Key Disposal/Retention Consideration No. 4 is

relevant here); and (iii) the consequences to the

Council/Department if that document is not

available because it has been destroyed. Clearly,

there will be the temptation to adopt a policy of

retaining every single document or Record for at

least 6 years. Undoubtedly, this will be the safest

option; but it is also unduly cautious and

page 29

generally to be discouraged. As the Audit

Commission has remarked, in the everyday

course of public sector business large masses of

documentation are generated which serve no

purpose after short periods of time.

Where paper records are concerned Assistant

Directors (or designated officers) should also

endeavour to avoid duplicity of record keeping,

wherever it is practicable to do so. It may

sometimes be the case that two or more

Departments have the same documents/records

in their possession. Provided that one

Department has a full set in safe storage there

may well be the case that there is no need for the

other Department(s) to retain a set. Inter-

Department communication and cooperation in

the context of document retention is to be

encouraged.

The Disposal/RetentionGuidelines – Content

1. Democratic Process

Elections

1.1 Preparations

1.2 Voting

1.3 Results

Council and Committee Meetings

1.4 Process of preparing business for Council

consideration

1.5 Minute taking

Partnership, Agency and External

Meetings

1.6 Process of preparing business for agency

consideration

1.7 Process of preparing business for External

Committees consideration

Honours and Submissions

1.8 Process of preparing of honours submission

Political Parties Papers

1.9 Process of undertaking representation ofthe local authority

2. Management andAdministration

Corporate Planning and Administration

2.1 Corporate planning and reporting activitiesof Local Authorities

2.2 Process of preparing business for strategicconsideration

2.3 Process of preparing business for crossdepartmental consideration

2.4 Process of preparing business for BusinessUnit consideration

Statutory Returns

2.5 Process of preparing information to bepassed on to Central Government as part ofstatutory requirements

Policy, Procedures, Strategy and

Structure

2.6 Activities that develop policies, proceduresstrategies and structures

2.7 Process of monitoring and reviewingstrategic plans

Public Consultation

2.8 Process of consulting the public and staff inthe development of significant policies

2.9 Process of consulting the public and staff inthe development of minor policies

Information Management

2.10 Activity whereby standards, authorities,restraints and verifications are introduced andmaintained to manage information properly

2.11 Management of collection of recordstransferred to the archives

2.12 Process that records the disposal of

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records

Enquiries and Complaints

2.13 Management in summary form of enquiries

and complaints directed to Council

2.14 Management of enquiries, submissions

and complaints which result in significant

changes to policy and procedures

2.15 Management of detailed responses on

Council actions, policy or procedures

2.16 Management of routine responses on

Council actions, policy or procedures

Quality and Performance Management

2.17 Process of monitoring or reviewing the

quality, efficiency or performance of a Local

Authority service or unit

2.18 Process of assessing quality, efficiency or

performance of a Local Authority service or unit

Public Relations

2.19 Process of designing setting information

for publication

2.20 Published work of the Local Authority

Media relations

2.21 Process of interaction with the media

2.22 Media publications concerning Local

Authorities

Marketing

2.23 Process of developing and promotion of

Local Authorities campaigns and events

Civic and Royal Events

2.24 Recording of ceremonial events and civic

occasions

2.25 Process of organising a ceremonial event

or civic occasion

3. Housing

Housing Provisions

3.1 Registration of individuals housing

applications

3.2 Process for applying for council housing

(unsuccessful applications)

3.3 Process for managing the tenancy of an

individual tenant

3.4 Information on type of housing stock

required

4. Legal

Litigation

4.1 Process of managing, undertaking or

defending for or against litigation

Advice

4.2 Process of providing legal advice on a point

of law

Agreements

4.3 Process of agreeing terms between

organisations

Conveyance

4.4 Process of changing ownership of land or

property

Contracts and Tendering Pre Contract

Advice

4.5 Process of calling for expressions of interest

Specification and Contract Development

4.6 Process involved in the development and

specification of a contract

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Tender Issuing and Return

4.7 Process involved in the issuing and return

of a tender

Evaluation of Tender

4.8 Summary tender evaluation criteria

4.9 Successful tender documents

4.10 Unsuccessful tender documents

Post Tender Negotiation

4.11 Process in negotiation of a contract after a

preferred tender is selected

Awarding of Contract

4.12 Process of awarding of contract

Contract Management

4.13 Contract operation and monitoring

4.14 Management and amendment of contract

Tenancy Agreement

4.15 Process of awarding tenancies in welfare

housing

5. Human Resources

Personnel Administration

5.1 Summary management systems that allow

the monitoring and management of employees

in summary form

5.2 Process of administering employees to

ensure that entitlements and obligations are in

accordance with agreed employment

requirements

5.3 All other records

Employee and Industrial Relations

5.4 Identification and development of significant

directions concerning industrial matters

5.5 Liaison processes of minor and routine

industrial matters

5.6 Processing of investigations where proved;

Disciplinary, Grievance, Dignity at work issues

5.7 Process of investigations where unfounded;

Disciplinary, Grievance, Dignity at work issues

Equal Employment Opportunities

5.8 Process of investigation and reporting on

specific cases to ensure that entitlements and

obligations are in accordance with agreed

policies

Occupational Health

5.9 Process of checking and ensuring the

health of staff

Recruitment

5.10 Selection of an individual for an

established position

Staff Monitoring

5.11 Performance

5.12 Process of monitoring staff leave and

attendance

Staff Retention

5.13 Financial reward

5.14 Other Strategy

Termination

5.15 Process of termination of staff

Training and Development

5.16 Routine staff training processes

5.17 Training (occupational health and safety

training)

5.18 Training – proof of completion

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Appointment of Statutory Officer

5.19 Summary management systems that allow

the monitoring and management of statutory

officers in summary form

5.20 Process of administering employees to

ensure that entitlements and obligations are in

accordance with agreed employment

requirements

5.21 Process of selection of an individual for a

statutory position

6. Financial Management

Accounts and Audit

6.1 Process that consolidates financial

transactions on an annual basis for corporate

reporting purposes

6.2 Process that supports and consolidates

financial transactions on a periodic basis

Financial Transaction Management

6.3 Management of the approvals process for

purchase, inc. investigations

6.4 Identification of the receipt, expenditure and

write offs of public moneys

6.5 Process involving the provision and support

for individuals using public transportation

6.6 Processes that balance and reconcile

financial accounts

6.7 Taxation Records

6.8 Processes involved in collection of National

Insurance Numbers

Payroll

6.9(1) Accountable processes relating to

payment of employees

6.9(2) Non-accountable processes relating to

payment of employees

Financial Provisions

6.10 Process of finalising Local Authorities’

annual budget

6.11 Process of developing Local Authorities’

annual budget

6.12 Process of reporting which examines the

budget in relation to actual revenue and

expenditure

6.13 Activity of borrowing money to enable local

authority to perform its functions and exercise

its powers

6.14 Summary management of loans

Housing

6.16 Mortgages

6.17 Right to Buy

6.18 Rent Payments

6.19 Home Improvement Grants

6.20 Records of sites/buildings which may be

developed for affordable housing

6.21 Homeless application records

6.22 Banding of domestic properties for the

purpose of calculating tax bas and levying

Council Tax

Non Domestic Rating List

6.23 Valuation of non domestic hereditaments

for purpose of levying non domestic rates

Council Tax and Non Domestic Rates

6.24 Activity of corresponding with Council Tax

payers

Benefits

6.25 Administration assessment and payment

of housing benefits and Council Tax

Summary Assets Management

6.26 Summary management reporting on

overall assets of Local Authorities

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Asset Monitoring and Maintenance

6.27 Management systems that allow

monitoring and management of assets in

summary form

6.28 Process of reporting and reviewing asset

status

6.29 Process of maintaining assets

6.30 Process of maintaining plant and

equipment

Asset Acquisition and Disposal

6.31 Management of the acquisition and

disposal process for assets

7. Property and LandManagement

Property and Land Management

7.1 Reports to management on overall property

of the Local Authority

Property Acquisition and Disposal

7.2 Management of the acquisition process for

real property

7.3 Management of the disposal process for

real property

Property Development and Renovation

7.4 Management of buildings and estates of

“special interest”

7.5 Management of all other buildings and

estates

7.6 Action process involved in development and

renovation of property

Leasing and Occupancy

7.7 Process of managing leased properties

7.8 Process of managing the occupancy of

property

Housing Provisions

7.9 Process of managing local authority welfare

housing estates

Systems Management

7.10 Internal process to develop or extend

capabilities of a system used to support

activities of Local Authority

7.11 Process to implement a system used to

support activities of Local Authority

7.12 Process to support and administer a

system used to support activities of Local

Authority

Transport Management

7.13 Process of acquisition and disposal of

vehicles through lease or purchase

7.14 Process of managing allocation and

maintenance of vehicles

7.15 Process of recording vehicle usage

7.16 Process of recording driver usage

Insurance

7.17 Summary management of insurance

arrangements

7.18 Process of insuring Local authority

officers, property, vehicles and equipment

7.19 Process of renewing insurance policies

Claims Management

7.20 Process that records insurance claims

against the Local Authority or officers

8. General Public Services

Inspections and Assessments

8.1(1) Process of inspecting equipment to

ensure it is safe

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8.1(2) Documentation regarding inspections

made on establishments concerning food

hygiene standards

8.2 Processing the geo-technical assessments

of a quarry

8.3 Process of carrying out monitoring to

ensure it is safe

8.4 Process of monitoring of areas in regards to

contact with asbestos

8.5 Process of monitoring of areas in regards to

contact with radiation

8.6 Process to ensure safe systems of work

8.7 Process to assess the level of risk

8.8 Processes that permit work

8.9 Process that records injuries to adults

Enforcement, Certification and

Prosecution

8.10 Summary management systems for

monitoring and management of registration,

certification and licence registration

requirements

8.11 Administration of applications,

registrations, certification and licences

8.12 Process involved in licensing sites for the

holding of toxic or hazardous substances

Notification

8.13 Process of issuing notices to citizens with

respect to particular responsibilities

Investigation, Inspection and Monitoring

8.14 Process of investigation, monitoring or

inspection laws in the responsibility of the Local

Authority

Prosecution

8.15 Process of prosecution or sanction of an

individual or organisation

By-Laws

8.16 Process of making local laws

8.17 Process of administering and enforcing by-

laws

Cemeteries and Crematoria

8.18 Summary management systems that

record location and occupancy of deceased

individuals

8.19 Process of regulation of burials and

cremations

Waste Management

8.20 Process of arranging collection or

transportation of household waste

8.21 Process of arranging or transportation of

controlled waste

9. Planning and Land Use

Planning Scheme Development and

Amendment

9.1 Activity of developing a vision and strategic

directions regarding existing and future land

use

9.2 Activity of consultation to gain approval for

the Structure Plan and Local Plans

9.3 Activity of recording information on historical

buildings, monuments and ecology at a specific

site

9.4 Activity of establishing planning scheme

controls and providing for them to be amended

9.5 Process of receiving, considering and

responding to submissions and objections to

planning schemes and amendments

9.6 Process of controlling development of areas

through application for planning permission

9.7 Process of maintaining countryside and

developing open spaces

9.8 Tree Preservation Orders

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Planning Scheme Regulation

9.9 Summary management of planning scheme

regulation

9.10 Process of regulating planned use of land

or buildings

9.11 Process of approving building applications

in relation to listed or other significant buildings

9.12 Process of approving building applications

for all other buildings

9.13 Process of inspecting building work for

purpose of insuring compliance

9.14 Process of enforcing building or land

regulations

Planning and Development

9.15 Activity of recording location of highways,

bridle paths and rights of way

9.16 Activity of establishing planning scheme

controls and providing for them to be amended

and modified

9.17 Process of receiving, considering and

responding to submissions and objections to

planning schemes and amendments

9.18 Process of enforcing infrastructure and

transport regulations

10. Infrasructure and Transport

Traffic Management

10.1 Activity of planning and programming

continued flow, diversion or reduction of traffic

Design and Construction

10.2 Activity of planning, designing,

programming and constructing roads, streets,

bridges and tunnels

Infrastructure Management and

Maintenance

10.3 Activity of providing municipal services in

relation to infrastructure within the Local

Authority

Road Maintenance

10.4 Activity of maintaining and repairing roads,

streets, bridges, bridle paths, rights of way and

tunnels

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