| Directorate | Service | Service Area | Processing activity | Type of file | Retention | Basis of retention |
| Resources | Audit, Risk and Information | Access to Records | Subject Access Requests (disclosure made) | Correspondence between: •The data subject (or their agent) and the Council. •Internal departmental correspondence. •All information that was disclosed. •All information that was withheld along with grounds for withholding. •All correspondence relating to the processing of the request through to disclosure. | 6 years plus current | not applicable |
| Resources | Audit, Risk and Information | Access to Records | Subject Access Requests (no disclosure made) | Correspondence between: •The data subject (or their agent) and the Council. •Internal departmental correspondence. | 6 years plus current | not applicable |
| Resources | Audit, Risk and Information | Compliments, Concerns & Complaints | Adult Services Complaints | not applicable | Keep in line with Adult Services records - 7 years following the end of the Authority's involvement which is normally after they pass away. | not applicable |
| Resources | Audit, Risk and Information | Compliments, Concerns & Complaints | Children's Services Complaints | not applicable | Keep in line with Children's Services records - generally 75 years from 18th birthday | not applicable |
| Resources | Audit, Risk and Information | Compliments, Concerns & Complaints | Complaint | not applicable | 6 years from the complaint being received | not applicable |
| Resources | Audit, Risk and Information | Compliments, Concerns & Complaints | General Complaints | not applicable | 6 years (plus current) | not applicable |
| Resources | Audit, Risk and Information | Compliments, Concerns & Complaints | Interview Statements | not applicable | 6 years plus current | not applicable |
| Resources | Audit, Risk and Information | Compliments, Concerns & Complaints | Investigation Reports | not applicable | 6 years plus current | not applicable |
| Resources | Audit, Risk and Information | Compliments, Concerns & Complaints | Ombudsman Complaints | Complaints files, correspondence etc | 6 years (plus current) | not applicable |
| Resources | Audit, Risk and Information | Compliments, Concerns & Complaints | Personal Information in relation to Investigators - incl. Instructions, Invoices etc | Instructions, invoices etc | Instructions etc kept in line with file retention periods. Investigator personal details - keep until they inform us they no longer want to work for us. | not applicable |
| Resources | Audit, Risk and Information | Compliments, Concerns & Complaints | Reports generated from Complaints processed | Complaints reports - Pentana statistical reports | Previous year plus current | not applicable |
| Resources | Audit, Risk and Information | Data Protection | Data Breaches - reports and correspondence relating to internal investigations into compliance with information legislation. | •Incident investigation reports •Supporting correspondence | 6 years plus current | not applicable |
| Resources | Audit, Risk and Information | Data Protection | Data Protection Impact Assessments (DPIAs), Data Sharing Documentation | •Data Protection Impact Assessments •Data Sharing Agreements/Data Processing Agreement/WASPI Information Sharing Protocols/Data Disclosure Agreements •Ad hoc data sharing requests | 15 years plus current (will then review to see if documents are still required i.e. if systems/sharing still in use) | not applicable |
| Resources | Audit, Risk and Information | Data Protection | Enquiries - internal deliberations relating to DPA requests and/or advice provided by or received by Information Governance Team | •Advice to stakeholders regarding DPA | 6 years plus current | not applicable |
| Resources | Audit, Risk and Information | Freedom of Information | Disclosures | •Disclosure letter •Outcome of review/appeal responses (if applicable) •Attachments | 6 years plus current Request and response transferred to Disclosure Log (personal data redacted) which is publicly available and will also be held for 6 years in line with retention. | not applicable |
| Resources | Audit, Risk and Information | Freedom of Information | Requests from Customers | •Details of the request •Outcome of review/appeal responses (if applicable) •Attachments | 6 years plus current Request and response transferred to Disclosure Log (personal data redacted) which is publicly available and will also be held for 6 years in line with retention. | not applicable |
| Resources | Audit, Risk and Information | Internal Audit | CIFAS Fraud Checks | not applicable | Service data will be retained in line with their own retention policies. CIFAS have their own retention policy. CIFAS uploads may be held on fraud investigation files and will be held in line with their retention period. | not applicable |
| Resources | Audit, Risk and Information | Internal Audit | Credit Checks | Personal credit checks, company credit checks | 1 year plus current | not applicable |
| Resources | Audit, Risk and Information | Internal Audit | Internal Audit files | not applicable | 6 years plus current | not applicable |
| Resources | Audit, Risk and Information | Internal Audit | National Fraud Initiative | NFI Matches | Data on NFI system - retention managed by NFI. Data sent to us to upload and data matches returned saved on network drive - retain previous exercise plus current. Archive record (no personal data contained) will be retained for 10 years in line with NFI data deletion schedule. | not applicable |
| Resources | Audit, Risk and Information | Internal Audit | Whistleblowing/Fraud Allegations | Investigation Files | 6 years plus current (if Police investigation would keep until trial completed and/or any appeal - if longer than 6 years) | not applicable |
| Resources | Audit, Risk and Information | Records Management | Digital Mail and Mailroom | Original Mail. Transfer sheets. Parcel log | 6 months in RMU. | not applicable |
| Resources | Audit, Risk and Information | Records Management | Service files | not applicable | Files retained in line with service retention periods | not applicable |
| Resources | Finance & Revenue Services | Benefits | Cost of Living Support Scheme (COLSS) | not applicable | 6 years plus current year | Financial Regulations |
| Resources | Finance & Revenue Services | Benefits | Housing Benefit and Council Tax Reduction Scheme (CTRS) | not applicable | 7 years after claim terminated/rejected | Financial Regulations |
| Resources | Finance & Revenue Services | Benefits | Housing Renovation Grants | not applicable | 6 years plus current | Financial Regulations |
| Resources | Finance & Revenue Services | Benefits | Self Isolation Payments | not applicable | 7 years | Financial Regulations |
| Resources | Finance & Revenue Services | Benefits | Support Payment for Unpaid Carers | not applicable | 6 years plus current year | Financial Regulations |
| Resources | Finance & Revenue Services | Benefits | Welsh Winter Fuel Scheme | not applicable | 6 years plus current financial year | Financial Regulations |
| Resources | Finance & Revenue Services | Business Rates | Grants for Welsh Government (Temporary) | not applicable | 6 years plus current year | Financial Regulations |
| Resources | Finance & Revenue Services | Business Rates | Producing Bills & Initiating Recovery Action | not applicable | NDR Court Files destroy 6 years from end of case NDR applications for discounts/exemptions retain for life of claim NDR Financial reports retain until audited by PCC Internal Audit. Council Tax/NDR applications for discounts/exemptions retain for life of claim Council Tax/NDR Financial reports retain until audited by PCC Internal Audit. | not applicable |
| Resources | Finance & Revenue Services | Council Tax | Processing Council Tax Bills/Reminders/Exemptions/Post Office Cards | not applicable | Council tax/NDR Court Files destroy 6 years from end of case Council Tax/NDR applications for discounts/exemptions retain for life of claim Council Tax/NDR Financial reports retain until audited by PCC Internal Audit | Financial Regulations |
| Resources | Finance & Revenue Services | Financial Services | 21st Century Schools Grant Monitoring data | not applicable | 7 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Cheque Information | not applicable | Destroy 7 years after administrative use is concluded We will retain the information provided to us for six complete financial years and your information will be securely disposed of once it is no longer required | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Children's Direct Payments | not applicable | 7 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Claims and Asset Data | not applicable | Destroy 7 years after administrative use is concluded. | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Council House Tenants | not applicable | 7 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Council Housing - Right to Buy | not applicable | 7 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Debt raised by Debtors Dept | not applicable | 6 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Debtors Information | not applicable | 6 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Direct Payments | not applicable | Destroy 7 years after administrative use is concluded. | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Financial Monitoring for Homecare and Supported Accommodation | not applicable | 7 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Grants (in excess of 90 separate grants) | not applicable | Dependent on grant. | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Highway Bonds, Road Adoptions | not applicable | 7 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Information for processing BACS payments | not applicable | Destroy 7 years after administrative use is concluded We will retain the information provided to us for six complete financial years and your information will be securely disposed of once it is no longer required | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Leasehold Tenants Reports | not applicable | Destroy 7 years after administrative use is concluded | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Mutual Absence Scheme | not applicable | 5 year contract in place with Powys County Council. Data stored for 5 years plus 1 extra year | not applicable |
| Resources | Finance & Revenue Services | Financial Services | S106 Agreements | not applicable | 7 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Salary Estimates/Monitoring | not applicable | Destroy 7 years after administrative use is concluded We will retain the information provided to us for six complete financial years and your information will be securely disposed of once it is no longer required | not applicable |
| Resources | Finance & Revenue Services | Financial Services | State Aid/Subsidy Control | not applicable | 10 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Statement of Accounts | not applicable | 7 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Sub contractors Tax, Vat issues | not applicable | 7 years | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Supplier Details P2P | not applicable | Kept until supplier no longer trading or relevant to PCC | not applicable |
| Resources | Finance & Revenue Services | Financial Services | Vehicle Users | not applicable | Until we no longer have the vehicle new owner details replace old data which is deleted | not applicable |
| Resources | Finance & Revenue Services | Housing Rents | Rent Payments/Post Office Cards | not applicable | Rent Accounts destroy 6 years after tenancy terminated plus current year. | not applicable |
| Resources | Finance & Revenue Services | Macmillan - Welfare Benefits Advice | Welfare Application Assistance | not applicable | 7 years | Financial Regulations |
| Resources | HR & Organisational Development | Health & Safety | Accident & Incident Records | a. Incident report forms –employees b. Incident report forms –members of the public (adults) c. Incident report forms –members of the public (children) d. Investigation of work related ill health cases by Safety Adviser e. Individual’s accidental exposure to radiation or Asbestos | (Retain both paper copy and electronic version) a. Retain for 6 years b. Retain for 6 years c. Retain for 25 years from DOB d. As relevant to above group e. Retain for 40 years | Where the documents relate to identifiable individuals, the period of retention is absolute. Therefore they should not be disposed of prior to this period, and should only be exceeded where there is a justifiable reason. Where documents relate to non identifiable individuals, the periods stated here are the minimum recommended, but sections are at liberty to retain these longer if they wish. |
| Resources | HR & Organisational Development | Health & Safety | Closed Circuit Television systems, footage and related materials | CCTV footage CCTV still images | Destroy 31 days after footage/images are recorded unless footage/images have been requested for another use | not applicable |
| Resources | HR & Organisational Development | Health & Safety | Process of carrying out monitoring to ensure that processes are safe | • Monitoring results • Health & Safety Inspection reports | Destroy 6 years from last action | Statutory |
| Resources | HR & Organisational Development | Health & Safety | Process of inspecting equipment to ensure it is safe | Equipment inspection records | Destroy 7 years from disposal of the equipment | Statutory |
| Resources | HR & Organisational Development | Health & Safety | Process of monitoring of areas where employees and persons are likely to have become in contact with asbestos | Property asbestos files | Destroy 5 years from last action Health Surveillance records-destroy 40 years from last action | Control of Asbestos at Work Regulations 1987 and 2002 |
| Resources | HR & Organisational Development | Health & Safety | Risk Assessments | a. COSHH substance risk assessments b. DSE risk assessments c. Asbestos risk assessments (of tasks and activities where exposure exceeds action level – incidents of exposure is listed above) d. Noise risk assessments/surveys e. Vibration risk assessments/surveys f. Person/individual stress risk assessments (individual Risk Assessments for identifiable LCC employees) g. Collective/ team based stress risk assessments h. Other risk assessments not specifically listed above, that do not contain personal data. | a. Retain for 6 years (minimum retention period) b. Retain for 6 years (minimum retention period) c. Old RAs to be kept at least 6 years after new RA carried out (minimum retention period) d. Old RAs to be kept at least 6 years after new RA carried out (minimum retention period) e. Old RAs to be kept at least 6 years after new RA carried out (minimum retention period) f. Length of employment, plus 6 years g. Retain for 6 years (minimum retention period) h. Retain for 6 years (minimum retention period) | Control of Substances Hazardous to Health Regulations 1999 Control of Asbestos at Work Regulations 1987 and 2002 |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Absence Data. Statutory Sick Pay (SSP) records, calculations, certificates, self-certificates, occupational health reports. Also COVID-19-related SSP records such as the dates off sick. | not applicable | The Statutory Sick Pay (Maintenance of Records) (Revocation) Regulations 2014 (SI 2014/55) abolished the specific statutory retention period, therefore we keep sickness records to best suit business needs. 7 years after the employment ceases to cover, Equality Act, Personal Injury Claims & breach of contract claims | The Statutory Sick Pay (Maintenance of Records) (Revocation) Regulations 2014 (SI 2014/55) |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Bank Details | not applicable | Bank details should be deleted as soon after the end of employment as possible once final payments have been made | not applicable |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | DBS Checks | not applicable | Certificates not retained (they go to the individual) - just record the outcome. | not applicable |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Disciplinary/Grievance Data | not applicable | 7 years after employment ceases (may be unreasonable to refer to expired warnings after two years have elapsed, but required to ensure that all Disciplinary Records involving Children/vulnerable adults are retained on the File for duration of contract plus 7 years.)– placed on personal file permanently. No archiving exercise undertaken. | Recommended period |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Driving offences | not applicable | Must be removed once the conviction is spent under the Rehabilitation of Offenders Act 1974. | Rehabilitation of Offenders Act 1974 |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Furlough Records | not applicable | 6 years for furlough records including amounts claimed, claim period per employee, reference number and calculations. For flexible furlough - usual and actual hours worked. | Statutory retention period. |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Immigration checks | not applicable | 2 years after the termination of employment. | Statutory retention period |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Income tax and NI returns, income tax records and correspondence with HMRC | not applicable | Not less than 3 years after the end of the relevant financial year. | The Income Tax (Employments) Regulations 1993 (SI 1993/744) as amended |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | New Starter/Employment Terms and conditions including offers, written particulars, contracts and variations | not applicable | We will need to keep other types of records for as long as they remain relevant and are needed for the scheme to operate; usually the life of the contract plus 6 years. | Recommended 7 years may be justified to allow for potential extensions to claim periods. |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Payroll wage/salary records (also overtime, bonuses, expenses, benefits in kind) Timesheets & Travel Claims | not applicable | At least 3 years after the end of the tax year to which they relate. | Statutory retention period Taxes Management Act 1970. |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Pension records | not applicable | 12 years after the benefit ceases. Duty is for the Dyfed Pension Scheme Administrators as we process pension contributions and send to the Fund for recording. | not applicable |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Right to work in the UK checks | not applicable | Home Office recommended practice is 3 years after employment ends | Recommended |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Statutory Maternity Pay records including Mat B1s, dates of maternity leave, certificates showing the expected week of confinement (also shared parental, paternity and adoption pay records) | not applicable | 3 years after the end of the tax year in which the maternity period ends. | The Statutory Maternity Pay (General) Regulations 1986 (SI 1986/1960) as amended, Maternity & Parental Leave Regulations 1999 |
| Resources | HR & Organisational Development | Human Resources - HR Management/Trent/Payroll | Working time records including overtime, annual holiday, time off for dependents, opt outs etc | not applicable | 2 years from date on which they were made. | The Working Time Regulations 1998 (SI 1998/1833) and Employment Rights Regulations 2023 |
| Resources | HR & Organisational Development | Learning & Development | Corporate Employee Training | not applicable | Term of employment | Statutory retention period |
| Resources | HR & Organisational Development | Learning & Development | Training Records relating to children and young adults | not applicable | 25 years Limitation Act states until the child/young adult reaches the age of 21 | Limitation Act 1980 |
| Resources | HR & Organisational Development | Occupational Health | Accident/Incident reports | Accident reports and arising notes and recommendations | For accidents involving adults – 6 years For accidents involving children – until child reaches age 25. | HSE/Best Practice |
| Resources | HR & Organisational Development | Occupational Health | Diaries | • Appointments with Occupational Health (OH) team and Medical Officers. | 1 year | Best Practice |
| Resources | HR & Organisational Development | Occupational Health | Manual Handling | • Individual Training Records (TR) • Records database | Electronic record stored on HR system including; dates of attendance at courses for life of employment. Rationale for keeping of individual TR is that these remain relevant in practice until superseded by later training, and assist managers in assessing level of competence and future training need e.g. to support redeployment, accident/incident investigation etc. | OH Best Practice |
| Resources | HR & Organisational Development | Occupational Health | Medical Notes - non OH | • NHS Consultant reports • GP medical reports • Counselling feedback evaluations. | Retain hard / electronic copy for 6 years from date of last entry or leaving employment – whichever is reached first. | Faculty of Occupational Medicine (FOM) |
| Resources | HR & Organisational Development | Occupational Health | Occupational Health Referrals | • Referral form • OH medical professional clinical notes. • OH medical professional clinical reports. • Medical redeployment health records • Ill health retirement health records. | Retain hard / electronic copy for 6 years from date of last entry or leaving employment – whichever is reached first. | Faculty of Occupational Medicine (FOM) |
| Resources | HR & Organisational Development | Occupational Health | Pre Placement Questionnaires | • Questionnaires and arising clinical notes and internal recommendations. | Retain hard / electronic copy for 6 years or Age 75 – whichever is reached first. | Faculty of Occupational Medicine (FOM) |
| Resources | HR & Organisational Development | Occupational Health | Statutory Health Surveillance | • Hard copy or electronic record of Statutory Health surveillance including; test results and medical assessment records (screening forms for audiometry, spirometry, skin surveillance and Hand Arm Vibration) | 40 years from date of last entry | HSE / Statutory requirement |
| Resources | HR & Organisational Development | Occupational Health | Worker Assessments | • Parking assistance request • Night worker assessment • Drivers annual health declaration | Retain hard / electronic copy for 6 years from date of leaving employment or Age 75 – whichever is reached first. | OH Best Practice |
| Resources | HR & Organisational Development | Recruitment & Selection | Applications (part completed applications) | not applicable | Until job application closes. | not applicable |
| Resources | HR & Organisational Development | Recruitment & Selection | Applications (Successful candidates) | not applicable | The successful applicant’s application will be retained on EDMS File as part of the employee record. | Part of the ongoing employee data required & therefore deemed key information under contract in respect of stated training & qualifications. |
| Resources | HR & Organisational Development | Recruitment & Selection | Applications (Unsuccessful candidates) | not applicable | 1 year after unsuccessful application - Please note that applicants registered on our job site have access to their previous applications and are likely to refer to complete newer applications. We would have to ensure that they are aware that prior applications of 6 months duration only will be retained | 6 months would be in line with the current statutory limitation period for Equality Act 2010 |
| Resources | HR & Organisational Development | Social Care Workforce Development Team | Mailing List | not applicable | 2 years | not applicable |
| Resources | HR & Organisational Development | Social Care Workforce Development Team | Social Care Workforce Development Programme (SCWDP) Training (commissioned providers employees) | not applicable | 7 years after employment ceases | not applicable |
| Resources | HR & Organisational Development | Social Care Workforce Development Team | Social Care Workforce Development Programme (SCWDP) Training (internal employees) | not applicable | 2 years - when the new GDPR review happened we contacted everyone on our lists asking if they wanted to remain on our lists. | not applicable |
| Resources | IT | Design and Marketing | Social Media - Sprout Social | not applicable | Sprout Social (social media management platform) will hold the data for the lifetime of our contract, and will hold the data for 13 months after the termination of the contract, after which it is automatically deleted. (The contract will expire June 2025) | Provide insights into performance and sentiment metrics. |
| Resources | IT | Digital Services | My Account | not applicable | Retain for life of account. When account closed or inactive retain for 5yrs then destroy. | To allow easier, digital access to our services. |
| Resources | IT | Digital Services | Records of Return to Work Meetings | not applicable | The Statutory Sick Pay (Maintenance of Records) (Revocation) Regulations 2014 (SI 2014/55) abolished the specific statutory retention period, therefore we keep sickness records to best suit business needs. 7 years after the employment ceases to cover, Equality Act, Personal Injury Claims & breach of contract claims | Provide valuable data on absence trends. Ensure we are fulfilling our legal obligations and exercising duty of care to our employees. |
| Resources | IT | IT Development | Digital Mailbox - for customer queries | not applicable | 12 months | To allow a reasonable timescale for complaints to be investigated. |
| Resources | IT | IT Infrastructure | Contractors/Suppliers | not applicable | For as long as the contract lasts | For business administration and support |
| Resources | IT | IT Infrastructure | Security Logs | not applicable | Up to 13 months | Security monitoring and compliance |
| Resources | IT | Service Desk | Self Service Portal (Top Desk) | not applicable | Retention Policies for staff leavers - (Persons) within Topdesk are archived one month after leaving the authority. Then automatically anonymised 3 months later. On the person card, all data will be anonoymised except for branch, department and location. *On the linked cards, the caller information will be anonymised. Operators (IT Staff) are anonymised 1 month after archiving. Data in closed cards is deleted after 36 months. | To operate an internal ICT ticketing solution. Provide insights into performance metrics, user satisfaction, and common issues to improve the support process. |
| Resources | Policy & Communications | Communications | Contacts Book | not applicable | Until they move on/we stop working with them. | not applicable |
| Resources | Policy & Communications | Communications | Prgloo Onclusive | not applicable | Until our contract with the organisation ends. | not applicable |
| Resources | Policy & Communications | Corporate Planning & Performance Team | Engagement, Consultation and Survey Respondees | not applicable | Folders kept on shared drive containing consultation information will be labelled with their retention period and reviewed and deleted/managed as appropriate within the 5 year period. Any consultation data that may be held by services on their servers will need to be erased/managed by individual services | not applicable |
| Resources | Resources & Procurement | Accounts Payable | Suppliers and Customers | not applicable | 6 complete financial years plus current year | Public Records Act. HMRC Retention and Disposal Policy |
| Resources | Resources & Procurement | Insurance | Insurance purposes including Insurance claims | not applicable | 10 years after completion of an insurance claim, or expiry of a individually specific insurance policy. 40 years for information relating to potential long term risks or diseases: e.g. Mesothelioma | not applicable |
| Resources | Resources & Procurement | Procurement | Barclaycard purchase card transaction information and applications | not applicable | Until they no longer have a card | not applicable |
| Resources | Resources & Procurement | Procurement | Supplier Record and Contact Details | not applicable | Current plus 2 previous years - kept alongside Supervision record | not applicable |
| Resources | Resources & Procurement | Procurement | Tenderers Employee Details/Historic Tenders/Contracts | not applicable | No retention but Bravo has an automated process for archiving Tenders so it will go into the archived folder after a certain amount of time - within 12 months | In line with Welsh Government Portal |
| Resources | Resources & Procurement | Procurement | TUPE arising from Tender process | not applicable | 6 years from the end of the financial year which the contract period ends within | Financial Regulations |
| Resources | Resources & Procurement | Strategic Funding Team | Active Inclusion: Youth Futures Pembrokeshire (European Social Fund project) | not applicable | Paperwork is retained for the period of the project-rolling retention period dependent on grant conditions as stipulated by ESF and WEFO: 7 or 5 years once year has closed depending on year (since 2014 this is 5 years) Hold records until advised otherwise. | This is a contractual requirement imposed on the basis of the Common Provisions Regulation EC1303/2013. |
| Resources | Resources & Procurement | Strategic Funding Team | Active Inclusion: Youth Futures Pembrokeshire (European Social Fund project) | not applicable | Paperwork is retained for the period of the project-rolling retention period dependent on grant conditions as stipulated by ESF and WEFO: 7 or 5 years once year has closed depending on year (since 2014 this is 5 years) Hold records until advised otherwise. | This is a contractual requirement imposed on the basis of the Common Provisions Regulation EC1303/2013. |
| Resources | Resources & Procurement | Strategic Funding Team | Ancient Connections (European Regional Development Fund grant funded Operation) | not applicable | Paperwork is retained for the period of the project-rolling retention period dependent on grant conditions as stipulated by ESF and WEFO: 7 or 5 years once year has closed depending on year (since 2014 this is 5 years) Hold records until advised otherwise. | This is a contractual requirement imposed on the basis of the Common Provisions Regulation EC1303/2013. |
| Resources | Resources & Procurement | Strategic Funding Team | Bucanier (European Regional Development Fund grant funded Operation) | not applicable | Paperwork is retained for the period of the project-rolling retention period dependent on grant conditions as stipulated by Southern Regional Authority (Ireland) and WEFO: 7 or 5 years once year has closed depending on year (since 2014 this is 5 years) Hold records until advised otherwise. | This is a contractual requirement imposed on the basis of the Common Provisions Regulation EC1303/2013. |
| Resources | Resources & Procurement | Strategic Funding Team | CAM NESA (European Social Fund grant funded Operation) | not applicable | Paperwork is retained for the period of the project-rolling retention period dependent on grant conditions as stipulated by ESF and WEFO: 7 or 5 years once year has closed depending on year (since 2014 this is 5 years) Hold records until advised otherwise. | This is a contractual requirement imposed on the basis of the Common Provisions Regulation EC1303/2013. |
| Resources | Resources & Procurement | Strategic Funding Team | Cleddau to Coast Fishing Local Action Group | not applicable | Paperwork is retained for the period of the project-rolling retention period dependent on grant conditions as stipulated by EMFF and WG Rural Payments: 7 or 5 years once year has closed depending on year (since 2014 this is 5 years) Hold records until advised otherwise | This is a contractual requirement imposed on the basis of the Common Provisions Regulation EC1303/2013. |
| Resources | Resources & Procurement | Strategic Funding Team | CYNNYDD (European Social Fund grant funded project Operation) | not applicable | Paperwork is retained for the period of the project-rolling retention period dependent on grant conditions as stipulated by ESF and WEFO: 7 or 5 years once year has closed depending on year (since 2014 this is 5 years) Hold records until advised otherwise. | This is a contractual requirement imposed on the basis of the Common Provisions Regulation EC1303/2013. |
| Resources | Resources & Procurement | Strategic Funding Team | Experience for Industry (European Social Fund project) | not applicable | Paperwork is retained for the period of the project-rolling retention period dependent on grant conditions as stipulated by ESF and WEFO: 7 or 5 years once year has closed depending on year (since 2014 this is 5 years) Hold records until advised otherwise. | This is a contractual requirement imposed on the basis of the Common Provisions Regulation EC1303/2013. |
| Resources | Resources & Procurement | Strategic Funding Team | State Aid - Subsidy Control | not applicable | 10 years from date of subsidy, however, the retention period may depend on the legislation under which the state aid or subsidy was awarded: EU State Aid law; EU-UK Trade & Co-operation Agreement; Subsidy Control Act 2022. Generally, 10 years from date of an award under state aid law or the TCA but use this also for the Subsidy Control Act pending clarification on retention from UK Government. (The current Statutory Guidance gives no advice and there is no relevant case law). | not applicable |
| Resources | Resources & Procurement | Strategic Funding Team | Tackling Poverty Pembrokeshire (European Social Fund Operation) | not applicable | Paperwork is retained for the period of the project-rolling retention period dependent on grant conditions as stipulated by ESF and WEFO: 7 or 5 years once year has closed depending on year (since 2014 this is 5 years) Hold records until advised otherwise. | This is a contractual requirement imposed on the basis of the Common Provisions Regulation EC1303/2013. |
| Resources | Resources & Procurement | Strategic Funding Team | UK Community Renewal Fund | not applicable | All documentation is retained including by the project deliverer and any subcontractors for seven years from the date on which the funding period ends. (extract from “UK Community Renewal Fund Assurance guidance for Lead Authorities in England, Scotland, Wales, and Local Councils in Northern Ireland”, published by DLUHC) | not applicable |
| Resources | Resources & Procurement | Strategic Funding Team | UK Shared Prosperity Fund | not applicable | For a period of not less than ten years from 31 March 2025 | Southwest Wales Local Authorities Collaboration Agreement relating to: UK Shared Prosperity Fund (for the Southwest Region Submission), Clause 14.5. |
| Resources | Resources & Procurement | Strategic Funding Team | Workways Plus European Social Fund Operation (Pembrokeshire CC project) | not applicable | Paperwork is retained for the period of the project-rolling retention period dependent on grant conditions as stipulated by ESF and WEFO: 7 or 5 years once year has closed depending on year (since 2014 this is 5 years) Hold records until advised otherwise. | This is a contractual requirement imposed on the basis of the Common Provisions Regulation EC1303/2013. |