Retention schedule

Staffordshire County Council is required by the Lord Chancellor’s Code of Practice on the Management of Records issued under Section 46 of the Freedom of Information Act 2000 to have and to implement a records retention and disposal schedule.

Contents

Retention and disposal policies - Planning and development control

Complaint investigation and enforcement

  • Retention: Retain records 10 years after resolution, end of enforcement action or sentence period
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Investigation of complaints, enforcement action relating to unauthorised mineral extraction and waste deposit

Developer contribution and obligation negotiations

  • Retention: Retain records 6 years after expiry of funding period or lifetime of development
  • Disposal: Destroy or transfer to new authority
  • Authority: SCC business need based on requirements of Town and Country Planning Act 1990 s.106 and Highway Act 1980 s.278
  • Scope: Negotiation and management of developer contributions and obligations for developments impacting on for e.g. highways and school places including Assessment of impact of proposed developments, negotiation, agreements and engrossment of contributions and obligations, monitoring of compliance and developer funding contribution expenditure monitoring

Land and property enquiry processing

  • Retention: Retain records 6 years after date created
  • Disposal: Destroy
  • Authority: Based on a 6-year period in which an action can be brought in the case of negligence under Limitation Act 1980 s.14A
  • Scope: Processing of land and property search enquiries including  common land, highway extent,  mineral and waste sites and developments, petroleum storage sites and rights of way searches

Mineral and waste site inspection and monitoring

  • Retention: Retain records until SCC is no longer responsible for function
  • Disposal: Transfer to new authority
  • Authority: SCC business need
  • Scope: Inspection and monitoring of mineral extraction and waste sites

Planning application processing

  • Retention: Retain records until SCC is no longer responsible for function
  • Disposal: Transfer to new authority
  • Authority: SCC business need
  • Scope: Processing of mineral and waste development planning applications including appeals and public inquiry processes including post‐application advice

Planning consultation processing

  • Retention: Retain records 6 years after consultation period
  • Disposal: Destroy
  • Authority: Based on a 6-year period in which an action can be brought in the case of negligence under Limitation Act 1980 s.14A
  • Scope: Processing, co‐ordination and submission of planning application consultation responses in relation to applications made to other decision‐making authorities for which SCC is the statutory consultee or development may impact SCC interests

Pre-planning application advice provision

  • Retention: Retain pre‐ application advice records 6 years after date created
  • Disposal: Destroy
  • Authority: SCC business need based on maintaining records in case of negligence under  Limitation Act 1980 s.14A
  • Scope: Provision of pre planning advice, documents, consultations, assessment, Regulation 21 statements