Social Care and Housing Directorate

Directorate Service Service Area Processing activity Type of file Retention Basis of retention
Social Care & Housing Adult Social Care Adult Care Services Asylum seekers Advice and support 6 years after last contact Business Decision
Social Care & Housing Adult Social Care Adult Care Services Asylum seekers Nationality checking 6 years after last contact Business Decision
Social Care & Housing Adult Social Care Adult Care Services Carers  not applicable 6 years after closure Business Decision
Social Care & Housing Adult Social Care Adult Care Services Carers Agency provided services 25 years after end of employment Business Decision
Social Care & Housing Adult Social Care Adult Care Services Carers Assessment 25 years after end of employment Business Decision
Social Care & Housing Adult Social Care Adult Care Services Carers Financial support 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980
Social Care & Housing Adult Social Care Adult Care Services Carers Legal 25 years after end of employment Business Decision
Social Care & Housing Adult Social Care Adult Care Services Carers Licensing 1 year after end of employment Business Decision
Social Care & Housing Adult Social Care Adult Care Services Carers Review 25 years after end of employment Business Decision
Social Care & Housing Adult Social Care Adult Care Services Community support Day centres, groups 6 years from closure Business Decision
Social Care & Housing Adult Social Care Adult Care Services Criminal Justice Court orders, people on bail 6 years from closure Business Decision
Social Care & Housing Adult Social Care Adult Care Services Residential homes Operation of homes • Diary • Roster • Daily log • Secure unit records 25 years from closure RGLA 3.25
Social Care & Housing Adult Social Care Adult Care Services Residential homes Operation of homes - Menu 1 year after closure Business Decision
Social Care & Housing Adult Social Care Adult Care Services Residential homes Registration • Children's/adults home Registers • Admissions registers • Discharge registers Retain permanently RGLA 3.25
Social Care & Housing Adult Social Care Adult Care Services Social Issues Substance misuse 6 years from closure Business Decision
Social Care & Housing Adult Social Care Adult Care Services Supporting adults Assessment • Care Plan • Carer Details • Contact Sheet • Essential Information 6 years after last contact RGLA 3.18
Social Care & Housing Adult Social Care Adult Care Services Supporting adults • Finance + commissioning • Grants • Health • Legal • Looked after in care • Occupational therapy • Referral 8 Years after provision of support ended Business decision
Social Care & Housing Adult Social Care Adult Care Services Supporting adults Licensing - Disabled Parking Permits 3 years after provision of service ended Business Decision
Social Care & Housing Adult Social Care Adult Care Services Supporting adults Transport services 6 years from closure Business Decision
Social Care & Housing Adult Social Care Adult Care Services Supporting adults Mental Health 10 years after last contact RGLA 3.17
Social Care & Housing Adult Social Care Adult Care Services Supporting disabilities • Deaf • Employment • Equipment advice • Independence at home • Personal transport 6 years from closure Business Decision
Social Care & Housing Adult Social Care Adult Care Services Welfare Rights Advice and support 6 years from closure Business Decision
Social Care & Housing Adult Social Care Adult Integrated Safeguarding Responding to an adult safeguarding concern, deciding on action required and ensuring individuals are protected not applicable 10 years - if need to keep for longer would complete a risk assessment as to why. not applicable
Social Care & Housing Adult Social Care Adult Integrated Safeguarding Supervision not applicable Destroy 93 years from staff DOB (or dates to run in line with LAC files of children whichever is longer) not applicable 
Social Care & Housing Adult Social Care Alcohol and Substance Misuse Team Assessing, providing care and support, reviewing and managing risk not applicable Destroy 10 years after last contact not applicable 
Social Care & Housing Adult Social Care Community  Care - Intake and Joint Discharge Team Staff emergency contact details not applicable For duration of employment not applicable 
Social Care & Housing Adult Social Care Community  Care - Intake and Joint Discharge Team Supervision not applicable Keep until 75th birthday Staff record Check with your local PoD about possible accession. If the PoD does not accession them, then the records can be securely destroyed once the retention period has been reached.
Social Care & Housing Adult Social Care Community  Care - Intake and Joint Discharge Team To provide advice and assistance or carry out an assessment on individual and/or carers for the purpose of eligibility and care and support planning. not applicable 8 Years Adult social care records (including care plans). Review and destroy if no longer required.
Social Care & Housing Adult Social Care Community Care - Adult Community Team, Sensory and Occupational Therapy Staff Appraisals not applicable Keep until 75th birthday Staff record. Check with your local PoD about possible accession. If the PoD does not accession them, then the records can be securly destroyed once the retention period has been reached.
Social Care & Housing Adult Social Care Community Care - Adult Community Team, Sensory and Occupational Therapy Supervision records not applicable Keep until 75th birthday  Staff record. Check with your local PoD about possible accession. If the PoD does not accession tem, then the records can be securly destroyed once the retention period has been reached.
Social Care & Housing Adult Social Care Community Care - Adult Community Team, Sensory and Occupational Therapy To carry out an assessment on the individual and/or carer for the purpose of eligibility and care and support planning not applicable 8 years Adult social care records (including care plans). Review and destroy if no longer required.
Social Care & Housing Adult Social Care Community Care - Community Alarms Community Alarm Service and referrals to Fire Service not applicable  8 years Adult social care records (including care plans). Review and desroy if no longer required
Social Care & Housing Adult Social Care Community Care - Community Alarms Staff emergency contact details not applicable  Duration of employment not applicable
Social Care & Housing Adult Social Care Community Equipment Services (previously SHAPES) All Wales COVID risk assessment not applicable  Awaiting response from all Wales Risk Assessment details not applicable 
Social Care & Housing Adult Social Care Community Equipment Services (previously SHAPES) CCTV not applicable  30 days then overwrites not applicable 
Social Care & Housing Adult Social Care Community Equipment Services (previously SHAPES) Staff Appraisals not applicable  Current year plus 2 previous not applicable 
Social Care & Housing Adult Social Care Community Equipment Services (previously SHAPES) To determine the type of equipment required and provide to customer. not applicable 10 years - there is a retention module in ELMS2. 3 months for hard copy job sheets not applicable 
Social Care & Housing Adult Social Care Community Mental Health To receive services and/or treatment not applicable Destroy 20 years after last contact (or 8 years after date of death, whichever is the sooner) not applicable 
Social Care & Housing Adult Social Care Day Centres and SAC's Record of DBS not applicable For duration of employment not applicable 
Social Care & Housing Adult Social Care Day Centres and SAC's Supervision not applicable Staff record - Keep until 75th birthday Staff record. Check with your local PoD about possible accession. If the PoD does not accession them, then the records can be securly destroyed once the retention period has been reached.
Social Care & Housing Adult Social Care Day Centres and SAC's To provide day activities not applicable 8 years Adult social care records (including care plans). Review and desroy if no longer required
Social Care & Housing Adult Social Care Emergency Duty Team Emergency calls not applicable Destroy 10 years after last contact not applicable
Social Care & Housing Adult Social Care Home Care Support Care and Support Plan not applicable 8 years Adult social care records (including care plans). Review and destroy if no longer required.
Social Care & Housing Adult Social Care Home Care Support Communication Books not applicable  8 years Adult social care records (including care plans). Review and destroy if no longer required.
Social Care & Housing Adult Social Care Home Care Support Observations not applicable  8 years Adult social care records (including care plans). Review and destroy if no longer required.
Social Care & Housing Adult Social Care Home Care Support Scheduling System  not applicable  8 years Adult social care records (including care plans). Review and destroy if no longer required.
Social Care & Housing Adult Social Care Home Care Support Supervision not applicable  Keep until 75th birthday Staff record. Check with your local PoD about possible accession. If the PoD does not accession them, then the records can be securly destroyed once the retention period has been reached.
Social Care & Housing Adult Social Care Liberty Protection Safeguard DOLS assessments and authorisations not applicable  Destroy 10 years after last contact not applicable
Social Care & Housing Adult Social Care Liberty Protection Safeguard Supervision not applicable  Destroy 93 years from staff DOB (or dates to run in line with LAC files of children whichever is longer) not applicable 
Social Care & Housing Adult Social Care Reablement All Wales COVID Risk Assessment not applicable  Awaiting response from All Wales risk assessment details not applicable 
Social Care & Housing Adult Social Care Reablement Customer file for episode of support not applicable  8 years Adult social care records (including care plans). Review and destroy if no longer required.
Social Care & Housing Adult Social Care Reablement Goal plan not applicable  8 years Adult social care records (including care plans). Review and destroy if no longer required.
Social Care & Housing Adult Social Care Reablement Lone working/Staff emergency contact details not applicable  For duration of employment not applicable
Social Care & Housing Adult Social Care Reablement Observations not applicable  8 years Adult social care records (including care plans). Review and destroy if no longer required.
Social Care & Housing Adult Social Care Reablement Scheduling system not applicable  8 years Adult social care records (including care plans). Review and destroy if no longer required.
Social Care & Housing Adult Social Care Reablement Supervision not applicable  Staff record - Keep until 75th birthday Staff record. Check with your local PoD about possible accession. If the PoD does not accession tem, then the records can be securly destroyed once the retention period has been reached.
Social Care & Housing Adult Social Care Reablement Tracker sheet not applicable  8 years Adult social care records (including care plans). Review and destroy if no longer required.
Social Care & Housing Adult Social Care Residential Homes and Supported Accommodation Sickness Absence Monitoring not applicable  Keep until 75th birthday not applicable
Social Care & Housing Adult Social Care Residential Homes and Supported Accommodation Supervision not applicable  Staff record - Keep until 75th birthday -  Check with your local PoD about possible accession. If the PoD does not accession them, then the records can be securely destroyed once the retention period has been reached.
Social Care & Housing Adult Social Care Residential Homes and Supported Accommodation To provide care and support and rehabilitation not applicable  People with mental illness (People who are "mentally disordered") - held for 20 years after last contact (or 8 years after date of death, whichever is the sooner / all other people - held for 10 years from date of last contact. not applicable
Social Care & Housing Children's Social Care Childcare Management Team 1,2 and 3 MARAC - sharing information on high risk domestic abuse cases not applicable  99 years not applicable 
Social Care & Housing Children's Social Care Childcare Management Team 1,2 and 3 Staff emergency contact details not applicable  For duration of employment not applicable 
Social Care & Housing Children's Social Care Childcare Management Team 1,2 and 3 Supervision records not applicable  HR Records relating to staff working with children & vulnerable adults - Destroy 93 years from staff DOB (or dates to run in line with LAC files of children whichever is longer) not applicable 
Social Care & Housing Children's Social Care Childcare Management Team 1,2 and 3 To assess and provide safeguarding or care and support not applicable  99 years not applicable 
Social Care & Housing Children's Social Care Childcare Management Team 1,2 and 3 To identify permanency for children not applicable  99 years not applicable 
Social Care & Housing Children's Social Care Children & Families Adoption and fostering Adoptive parent 100 years from date of adoption Adoption and Children Act 2002 ss.56-65 and the Disclosure of Adoption Information (Post-Commencement Adoptions) Regulations 2005
Social Care & Housing Children's Social Care Children & Families Adoption and fostering • Adoptive parent counselling files • Approved adopters 25 years from closure / 35 years for Adoption RGLA 3.4
Social Care & Housing Children's Social Care Children & Families Adoption and fostering Financial support 3 years from end of finanical year Accounts and Audit Regulations 1974; Limitations Act 1980
Social Care & Housing Children's Social Care Children & Families Adoption and fostering Foster carer 10 years from provider status ceases not applicable
Social Care & Housing Children's Social Care Children & Families Adoption and fostering Withdrawn Adoption Applications 10 years not applicable 
Social Care & Housing Children's Social Care Children & Families Adoption and fostering Legal Carer files 25 years / Adoption 35 years not applicable 
Social Care & Housing Children's Social Care Children & Families Adoption and fostering Licensing - The process of registration of homes or carers for the care and support of children, in the responsibility of the LA • Organisation files • Child carers files • Childcare registration • Day care registration • Children's home Keep permanently. Offer to archivist. RGLA 9.18
Social Care & Housing Children's Social Care Children & Families Adoption and fostering Review 35 years not applicable
Social Care & Housing Children's Social Care Children & Families Child protection Case assessment • Conference minutes • Core assessment • Investigation • Registration 35 years from closure RGLA 3.8
Social Care & Housing Children's Social Care Children & Families Child protection Case assessment • Initial assessment • Advice only 5 years from closure RGLA 3.9
Social Care & Housing Children's Social Care Children & Families Child protection Child protection 35 years from closure not applicable
Social Care & Housing Children's Social Care Children & Families Child protection Child Protection Register Permanent (retain for 70 years then offer to archivist) RGLA 3.6
Social Care & Housing Children's Social Care Children & Families Child protection Registered Sex Offenders - RSOs (formerly known as Schedule 1 offenders) Permanent (retain for 70 years then offer to archivist) RGLA 3.7
Social Care & Housing Children's Social Care Children & Families Children looked after in care not applicable 75 years after the child's 18th birthday not applicable
Social Care & Housing Children's Social Care Children & Families Children looked after in care Registration Until the child is 23, or if the child dies before this, 5 years from date of death - then offer to archivist  Arrangements for Placement of Children (General) Regulations 1991 reg. 10
Social Care & Housing Children's Social Care Children & Families Communications Complaints 10 years after complaint dealt with not applicable
Social Care & Housing Children's Social Care Children & Families Programme management and development Process involved in development of services or programmes for children 7 years from closure RGLA 3.20
Social Care & Housing Children's Social Care Children & Families Programme management and development Process involved in provision of services or programmes to adults 7 years from closure RGLA 3.23
Social Care & Housing Children's Social Care Children & Families Programme management and development Process involved in provision of services or programmes to support the development of children • Attendance records • Course reports 25 years from closure RGLA 3.21
Social Care & Housing Children's Social Care Children & Families Programme management and development Process involved in provision of a services or programmes to support the development of young persons 15 years from closure RGLA 3.22
Social Care & Housing Children's Social Care Children & Families Residential homes • Documentation about the running of a children's home. Information about individual clients must go on the individual child file. • Operation of homes – Activities • Operation of homes – Diary • Operation of homes - Roster Sheet 15 years from date of last entry Children's Homes Regulations 2001 reg. 29
Social Care & Housing Children's Social Care Children & Families Residential homes Operation of homes - Menus 1 year from date of last entry Children's Homes Regulations 2001 reg. 29
Social Care & Housing Children's Social Care Children & Families Residential homes Children's home register Retain permanently. Offer to archivist 50 years after closure RGLA 3.1
Social Care & Housing Children's Social Care Children & Families Social issues Substance misuse 6 years not applicable
Social Care & Housing Children's Social Care Children & Families Supporting children Adoption process 100 years from date of adoption order Adoption and Children Act 2002 ss. 56-65 and the Disclosure of Adoption Information (Post-Commencement Adoptions) Regulations 2005
Social Care & Housing Children's Social Care Children & Families Supporting children Advice Destroy on childs 21st birthday not applicable
Social Care & Housing Children's Social Care Children & Families Supporting children Assessment : • eligibility / service provision • Care Plan • Carer Details • Contact Sheet • Essential Information 25 years from date of birth of youngest child RGLA 3.15
Social Care & Housing Children's Social Care Children & Families Supporting children Child protection 35 years from closure not applicable
Social Care & Housing Children's Social Care Children & Families Supporting children Children's rights On child's 75th birthday - or 5 years after death if child dies before 18 Arrangements for Placement of Children (General) Regulations 1991 reg. 9. RGLA 3.2
Social Care & Housing Children's Social Care Children & Families Supporting children • Finance and commissioning • Financial support • Financial support - Travel Pass 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980
Social Care & Housing Children's Social Care Children & Families Supporting children Fostering Process • Foster carer files • Supported lodging files 35 years after carer has ceased to foster RGLA 3.5
Social Care & Housing Children's Social Care Children & Families Supporting children Grants 3 years after end of financial year Accounts and Audit Regulations 1974; Limitations Act 1980
Social Care & Housing Children's Social Care Children & Families Supporting children Health 35 years unless LAC not applicable
Social Care & Housing Children's Social Care Children & Families Supporting children Hospital and home tuition On child's 21st birthday not applicable 
Social Care & Housing Children's Social Care Children & Families Supporting children Legal - Children and young people subject to supervision orders On child's 21st birthday RGLA 3.3
Social Care & Housing Children's Social Care Children & Families Supporting children Licensing - performance, work, sports, activities etc. 2 years after registration lapses RGLA 9.16
Social Care & Housing Children's Social Care Children & Families Supporting children Looked After in Care On 75th anniversary of the child's birth or 15 years after death if the  Children's Homes Regulations 2001 reg. 28
Social Care & Housing Children's Social Care Children & Families Supporting children Referral On child's 21st birthday not applicable
Social Care & Housing Children's Social Care Children & Families Supporting children Care Review On child's 21st birthday not applicable 
Social Care & Housing Children's Social Care Children & Families Supporting children Special Educational Needs 35 years from closure RGLA 3.13
Social Care & Housing Children's Social Care Children & Families Supporting disabilities Deaf 6 years not applicable
Social Care & Housing Children's Social Care Children & Families Youth justice Case management 25 years from date of birth or 10 years from last contact RGLA 3.12
Social Care & Housing Children's Social Care Children's Services - Family Intervention Team & Integrated Family Support Team Supervision records/Personal development record not applicable  HR Records relating to staff working with children & vulnerable adults - Destroy 93 years from staff DOB (or dates to run in line with LAC files of children whichever is longer) not applicable
Social Care & Housing Children's Social Care Children's Services - Family Intervention Team & Integrated Family Support Team To undertake intervention and improve safeguarding not applicable  Process involving individual case management in the provision of support by the local Council to families - Destroy 6 years from file closure. Process involved in assessing a family's suitability in the care of children - Destroy in accordance with applicable retention period for the main Social Care and Health case record.      not applicable 
Social Care & Housing Children's Social Care Children's Services - Family Placement Team/Foster Care Application and Assessment not applicable  10 years not applicable 
Social Care & Housing Children's Social Care Children's Services - Family Placement Team/Foster Care Foster Carer Daily Diary not applicable  75 years not applicable 
Social Care & Housing Children's Social Care Children's Services - Family Placement Team/Foster Care Staff Appraisals not applicable  Current plus 2 previous years not applicable 
Social Care & Housing Children's Social Care Children's Services - Family Placement Team/Foster Care Supervision records not applicable  HR Records relating to staff working with children & vulnerable adults - Destroy 93 years from staff DOB (or dates to run in line with LAC files of children whichever is longer) not applicable 
Social Care & Housing Children's Social Care Independent Reviewing Officers Supervision records not applicable  For duration of employment (where supervision records pertain to the individual employee. Where the records pertain to a young person looked after, these records should be retained in line with that specific schedule).  not applicable 
Social Care & Housing Children's Social Care Independent Reviewing Officers To review child's care plan not applicable  75 years after childs 18th Birthday not applicable 
Social Care & Housing Children's Social Care Pembrokeshire Family Contact Centre PCC Social Care teams contact service not applicable  99 years in line with Social Care record. not applicable 
Social Care & Housing Children's Social Care Short Break Unit (Holly House) Staff appraisals not applicable  Current plus 2 previous years - kept alongside Supervision record not applicable 
Social Care & Housing Children's Social Care Short Break Unit (Holly House) Staff emergency contact details not applicable  For duration of employment not applicable 
Social Care & Housing Children's Social Care Short Break Unit (Holly House) Supervision not applicable  99 years not applicable 
Social Care & Housing Children's Social Care Short Break Unit (Holly House) To provide short term respite for children not applicable  99 years not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Design and Installation/Replacement of Heating Systems for Council Housing Stock not applicable To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Design, Supply & Installation of Windows not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Electrical Rewiring of Council Housing Stock not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Ext pre-planned repairs inc Decoration to Council Housing Stock not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance General Build/Refurb Works not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Information on Insurance Claims, Complaints and Customer Enquiries not applicable  7 years from the date the claims or enquiries have been closed not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Inspections completed by external agencies on behalf of PCC not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Kitchen and Bathroom Refurb & Internal Improvements inc Void Properties to Council Housing Stock not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Leaseholders not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Optimised Retrofit Programme not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Periodic Testing of Domestic Electrical Installations within the Council Housing Stock not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Re-roofing Works to Council Housing Stock [Supply & Fix] not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Responsive Repairs to Council Properties not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Servicing of Fire & Security/Intruder Alarms not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable
Social Care & Housing Housing Building Repairs and Maintenance Servicing of Gas & Oil Fired Heating Appliances within the Council Housing Stock not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Servicing of Gas, Oil & Solid Fuel Boilers & Water Heating appliances for Schools & Public Buildings not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Servicing of Patient Hoists & Servicing of Stair Lifts not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Servicing records of CCTV for PCC & Ateb not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Structural repairs to Non Traditional Properties not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Supply & Erection of Scaffolding not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Supply & Fit of Composite Doors to Council Housing Stock not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Building Repairs and Maintenance Tenants applications to carry out alterations to a council property not applicable  To be destroyed 5 years after the property has been disposed/destroyed or sold. not applicable 
Social Care & Housing Housing Homelessness CCTV at Emergency/Temporary Accommodation Sites, Including but not limited to Etienne House, PODS and Riverside Hostel not applicable  Automatically deletes after 31 days. not applicable 
Social Care & Housing Housing Homelessness CCTV at Homeless PODs (Hakin) not applicable  Automatically deletes after 31 days. not applicable 
Social Care & Housing Housing Homelessness Emergency Accomodation Provider - B&B or Silverdale not applicable  7 years not applicable 
Social Care & Housing Housing Homelessness Emergency/Temporary Accommodation agreement not applicable  7 years not applicable 
Social Care & Housing Housing Homelessness Homeless Application/Housing Needs Assessment not applicable  7 years from date of application or review closure whichever is later not applicable 
Social Care & Housing Housing Homelessness Loans, bonds, rent in advance or assistance with mortgage not applicable  7 years from date of issue or closure whichever is later not applicable 
Social Care & Housing Housing Homelessness Old Homeless Hostel (Riverside) CCTV not applicable  Automatically deletes after 31 days. not applicable 
Social Care & Housing Housing Housing Allocations and Tenancy Management Anti-Social Behaviour not applicable  Kept for duration of tenancy, plus 7 years following termination. not applicable 
Social Care & Housing Housing Housing Allocations and Tenancy Management Choice Homes Housing Application not applicable  7 Years from date of closure of application unless re-housed into a Pembrokeshire County Property. If re-housed into a PCC tenancy then the application will become part of the Council Housing tenancy File schedule.  not applicable 
Social Care & Housing Housing Housing Allocations and Tenancy Management Council Housing Tenancy File not applicable  Key tenancy records destroy 6 years after tenancy terminated. not applicable 
Social Care & Housing Housing Housing Allocations and Tenancy Management Housing Support Grant Funded Activities not applicable  10 Years from date of services provided, plus 6 years following termination of any tenancy (if longer than the 10 years). This length of time is longer than those tenancy related documents who do not receive Housing Support Grant Funding. 10 years is in line with Grant Funding Requirements.  not applicable 
Social Care & Housing Housing Housing Allocations and Tenancy Management Mount Estate (Chestnut Way Flats/Larch Road) CCTV not applicable  31 days not applicable 
Social Care & Housing Housing Housing Allocations and Tenancy Management Tenant Financial Support not applicable  7 years from date of closure of assistance not applicable 
Social Care & Housing Housing Housing Customer Liaison Team Engagement, Consultation and Survey not applicable  5 years not applicable 
Social Care & Housing Housing Housing Customer Liaison Team Housing Complaints not applicable  Kept in line with PCC complaints Dept Retention, 7 years. not applicable 
Social Care & Housing Housing Housing Customer Liaison Team Social Media not applicable  Photos are on Facebook indefinitely unless an individual asks us to delete it or we feel it is no longer required/relevant for our page. We keep the photos /videos taken/received on our shared drive for 5 years not applicable 
Social Care & Housing Housing Private Sector Housing Grants ECO Flex (help to heat) Scheme not applicable Minimum period of 1 year but no longer than the ECO 4 period which completes in March 2026 not applicable 
Social Care & Housing Housing Private Sector Housing Grants Provision of empty homes/home improvement loans not applicable  10 years not applicable 
Social Care & Housing Housing Private Sector Housing Grants Provision of grants for adaptations not applicable  Over £5000 - 10 years.    Under £5000 - 7 years not applicable 
Social Care & Housing Housing Private Sector Housing Grants Staff emergency contact details not applicable  For duration of employment not applicable 
Social Care & Housing Housing Private Sector Housing Grants To facilitate the help to heat scheme not applicable  5 years not applicable 
Social Care & Housing Housing Sheltered Housing Staff emergency contact details not applicable  For duration of employment not applicable
Social Care & Housing Housing Sheltered Housing Support plans/call plans not applicable  Destroy after the length of the tenancy plus 10 years. Welsh Government grant condition/requirement
Social Care & Housing Housing Sheltered Housing TV Licences not applicable  2 years not applicable
Social Care & Housing Public Protection Commercial Pollution Control Contaminated Land Details not applicable  Indefinitely (as do not know at what stage the land may be brought into use). We do not know at what stage the land may be brought into use
Social Care & Housing Public Protection Commercial Pollution Control Environmental Permits not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history, which may be relevant when determining suitability should the subject of the complaint, be a current permit holder or make a new application.
Social Care & Housing Public Protection Commercial Pollution Control Noise App not applicable  In the absence of formal guidance, a retention period of 6 years provides a history. not applicable 
Social Care & Housing Public Protection Commercial Pollution Control Private Water Supplies not applicable  25 years Legislation
Social Care & Housing Public Protection Commercial Pollution Control Prosecutions not applicable  In the absence of formal guidance, a retention period of 6 years provides a history. not applicable
Social Care & Housing Public Protection Commercial Pollution Control Scrap Metal Applications/Licences not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history, which may be relevant when determining suitability should the subject of the complaint, be a current licence holder or make a new licence application.
Social Care & Housing Public Protection Commercial Pollution Control Service Requests not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Communicable Disease Control Infectious Disease Surveillance & Sample Results (Cause for Concern) not applicable  6 years not applicable
Social Care & Housing Public Protection Communicable Disease Control Service Requests not applicable  6 years not applicable
Social Care & Housing Public Protection Dog Control Community Protection Notice not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Dog Control Community Protection Warning Notice not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Dog Control Fixed Penalty Notices for Non Compliance not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Dog Control Stray Dog Micro Chip Records not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Dog Control Stray Dogs Ownership not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Food Safety Advisory Visits not applicable  7 years after the food business has ceased to trade. not applicable
Social Care & Housing Public Protection Food Safety Applications/Registrations not applicable  7 years after the food business has ceased to trade. not applicable 
Social Care & Housing Public Protection Food Safety Food Sample Analysis & Results not applicable  7 years after the food business has ceased to trade. not applicable 
Social Care & Housing Public Protection Food Safety Penalty Notices not applicable  7 years after the food business has ceased to trade. not applicable 
Social Care & Housing Public Protection Food Safety Prosecutions not applicable  7 years after the food business has ceased to trade. not applicable 
Social Care & Housing Public Protection Food Safety Service Requests not applicable  7 years after the food business has ceased to trade. not applicable 
Social Care & Housing Public Protection Licensing BACS Details not applicable  6 years not applicable 
Social Care & Housing Public Protection Licensing Caravan & Tent Site Licences not applicable  Retain whilst current and then for 6 years after transferred, surrendered, expired, withdrawn or not pursued. In the absence of formal guidance a retention period of 6 years provides a history of any previous issues, complaints or other matters which may be relevant when determining suitability should a new application be made by the same applicant or for the same location.
Social Care & Housing Public Protection Licensing Gambling Act 2005 • Premises licences  • Notifications of gaming     machines • Gaming permits • Small society lottery     Registrations and return forms • Occasional and temporary use notices not applicable  Retain whilst current and then for 6 years after transferred, surrendered, suspended, lapsed, expired, revoked, refused, withdrawn or not pursued. In the absence of formal guidance a retention period of 6 years provides a history of any previous issues, complaints or other matters which may be relevant when determining suitability should a new application be made by the same applicant or for the same location.
Social Care & Housing Public Protection Licensing House to House and Street Collection Permits.            not applicable  Retain whilst current and then for 2 years after suspended, lapsed, expired, surrendered, revoked, refused or not pursued In the absence of formal guidance, a retention period of 2 years provides a history of any previous breaches or complaints, which may be relevant should the same applicant make a new application. The lower retention period compared to the other licensing functions is because there is low risk of harm to public from house to house and street collections
Social Care & Housing Public Protection Licensing Licensing Act 2003 - Premises licences. Club premises certificates. Personal licences. Temporary event notices not applicable  Retain whilst current and then for 6 years after transferred, surrendered, suspended, lapsed, expired, revoked, refused, withdrawn or not pursued. In the absence of formal guidance a retention period of 6 years provides a history of any previous issues, complaints or other matters which may be relevant when determining suitability should a new application be made by the same applicant or for the same location.
Social Care & Housing Public Protection Licensing Personal licence applications not applicable  Retain whilst current and then 2 years after grant of application not applicable
Social Care & Housing Public Protection Licensing Prosecutions not applicable  6 years not applicable 
Social Care & Housing Public Protection Licensing Service Requests Complaints and queries about licensing matters or service provision not applicable  Retain for 6 years - dealt with through Tascomi contract In the absence of formal guidance, a retention period of 6 years provides a history, which may be relevant when determining suitability should the subject of the complaint, be a current licence holder or make a new licence application.
Social Care & Housing Public Protection Licensing Sex Establishment Licences not applicable  Retain whilst current and then for 6 years after transferred, surrendered, suspended, lapsed, expired, revoked, refused, withdrawn or not pursued. In the absence of formal guidance a retention period of 6 years provides a history of any previous issues, complaints or other matters which may be relevant when determining suitability should a new application be made by the same applicant or for the same location.
Social Care & Housing Public Protection Licensing Taxi and Private Hire Licences Driver, vehicle and operator licences not applicable  Retain whilst licence is current and then for 6 years after surrendered, expired, suspended or not pursued. If a driver licence is refused or revoked the information will be retained for 25 years. This retention period is reflected from the NR3 database retention period. In the absence of formal guidance a retention period of 6 years provides a history of any previous offences, breaches, complaints or other matters which may be relevant when determining suitability should a new application be made by the same applicant. It also aligns with the period of time that information on licensed vehicles is held by Defra in accordance with the Air Quality (Taxi and Private Hire Vehicles Database) Regulations 2019. Driver licence applications that have been refused or driver licences that have been revoked will be retained for 25 years to align with the national Register of Taxi Licence Revocations and Refusals (NR3). The information on the National Register is retained by NAFN for 25 years and enquiries may be made to the Council by other Licensing authorities during that time when checking suitability of applicants.
Social Care & Housing Public Protection Pest Control Service Requests not applicable  In the absence of formal guidance, a retention period of 6 years provides a history. not applicable
Social Care & Housing Public Protection Port Health Applications for Approval for Food Premises not applicable  For as long as business is in operation and 6 years after. not applicable 
Social Care & Housing Public Protection Port Health Applications for Export Health Certificates not applicable  For as long as business is in operation and 6 years after. not applicable 
Social Care & Housing Public Protection Port Health Covid Port Health Cases not applicable  6 years not applicable 
Social Care & Housing Public Protection Port Health Fishing Vessel Inspections not applicable  For as long as business is in operation and 6 years after. not applicable 
Social Care & Housing Public Protection Port Health Prosecutions not applicable  7 Years after the business has ceased to trade not applicable 
Social Care & Housing Public Protection Port Health Service Requests/Complaints not applicable  6 years not applicable 
Social Care & Housing Public Protection Port Health Shellfish Classifications not applicable  Held as long as site in operation and 6 years after. not applicable 
Social Care & Housing Public Protection Private Sector Housing Empty Property Reporting not applicable  5 years not applicable 
Social Care & Housing Public Protection Private Sector Housing HMO Applications not applicable  For the period of the licence (5 years). not applicable 
Social Care & Housing Public Protection Private Sector Housing Immigration Applications not applicable  6 years or whatever application process details as necessary for the period of the licence held not applicable
Social Care & Housing Public Protection Private Sector Housing Rent Smart Wales not applicable  7 years after licence and/or registration expires not applicable 
Social Care & Housing Public Protection Private Sector Housing Residential Caravan Site Applications not applicable  For the term of the licence. not applicable 
Social Care & Housing Public Protection Private Sector Housing Service Requests not applicable  6 years not applicable 
Social Care & Housing Public Protection Public Health Alleged Perpetrator Data not applicable 6 years In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Public Health Enforcement Notices not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Public Health Noise App not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Public Health Prosecutions not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Public Health Service Requests not applicable  6 years In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Public Protection - Animal Health and Welfare Feed Inspections not applicable  6 years FSA Guidance
Social Care & Housing Public Protection Public Protection - Animal Health and Welfare Ferry Port Inspections not applicable  3 years Best Practice
Social Care & Housing Public Protection Public Protection - Animal Health and Welfare Improvement Notices not applicable  3 years Best Practice
Social Care & Housing Public Protection Public Protection - Animal Health and Welfare Inspection Reports not applicable  3 years Best Practice
Social Care & Housing Public Protection Public Protection - Animal Health and Welfare Licensing Applications/Feed Registrations not applicable  3 years Best Practice
Social Care & Housing Public Protection Public Protection - Animal Health and Welfare Notebooks not applicable  5 years Best Practice
Social Care & Housing Public Protection Public Protection - Animal Health and Welfare Prosecutions not applicable  3 years Best Practice
Social Care & Housing Public Protection Public Protection - Animal Health and Welfare Service Requests not applicable  3 years Best Practice
Social Care & Housing Public Protection Public Protection - Animal Health and Welfare Unlicensed Activities/Intelligence not applicable  After an intel log has been on IDB for 6years from submission, it will need to be reviewed. The log can be retained for a further 5 years or disposed of. Whilst awaiting review, the log will be placed in quarantine. These logs will not be returned in any search until reviewed. Best Practice
Social Care & Housing Public Protection Trading Standards Business Inspections & Advice Tascomi record including any uploaded documents. 7 Years after the business/trader has ceased to operate No legal time limit specified but considered reasonable to take into consideration all recorded history when determining current/future enforcement options. Enterprise enforcement action takes into consideration previous complaints and provision of business advice.
Social Care & Housing Public Protection Trading Standards Fixed Penalty Notices (for non-compliance with energy performance certificates) not applicable In the absence of formal guidance, a retention period of 6 years provides a history. In the absence of formal guidance, a retention period of 6 years provides a history.
Social Care & Housing Public Protection Trading Standards HMRC/TS MoU to tackle the possession of illicit tobacco by civil sanctions i) Tascomi business premises record ii) Email saved to Tascomi business premises record iii) Saved to tascomi business premises record i) TS record of the business owner & contact details retain for 7 years after the business/trader has ceased operating  ii) Documentation associated with a contravention referral sent to HMRC will be retained until such time as TS is notified by HMRC that the matter has been disposed of. iii) The outcome of referrals received from HMRC not applicable
Social Care & Housing Public Protection Trading Standards IDB Intelligence Database Secure online database 6 years Retention period informally agreed and used by all LA's
Social Care & Housing Public Protection Trading Standards Licensing Act - responsible person enquiries Email Hold information until decision made on whether response required and then destroyed.  If a response is made this would form part of licence application (refer to Licensing). Shortest period for retaining the data.
Social Care & Housing Public Protection Trading Standards National Scam Team Referrals (Compass referrals) Secure online database Managed by the National Scams Team - active cases will remain on the system.  Approved/closed cases and cases yet to be referred will be retained for 6 years plus the current year.  Once data reaches the end of the retention period, it will be anonymised on Compass (cases will be anonymised rather than deleted so that they are still able to provide statistics to show the work of each Local Authority). Retention set by National Scams team
Social Care & Housing Public Protection Trading Standards Prosecutions/Investigations not applicable i) 7 Years after the business/trader has ceased to operate – for Trading Standards records of prosecutions/investigations ii) 7 Years after the business/trader has ceased to operate – for PCC Trading Standards enforcement data recorded on the SiD (Sanctions Information Database managed by NAFN) No legal time limit specified but considered reasonable to take into consideration all recorded history when determining current/future enforcement options. Enterprise enforcement action takes into consideration previous complaints and investigations.
Social Care & Housing Public Protection Trading Standards Scam Victim Referrals (other than Compass referrals above) Tascomi record including any uploaded data Until the victim passes away Consumers maybe victims of different scams over many years, targeted by different individuals 
Social Care & Housing Public Protection Trading Standards Scrap Metal Dealers Act license applications Email Destroyed once responded to. not applicable
Social Care & Housing Public Protection Trading Standards Service Requests Tascomi record including any uploaded data SRs relating to a Pembrokeshire trader/business retain for 7 years after the business ceases operation. For all other SRs retain for up to 7 years. No legal time limit specified but it is consistent with retention period for business advice, inspections, enforcement actions.
Social Care & Housing Public Protection Trading Standards Trial use of Truecall Nuisance Call Blocking device Telephone/mobile phone numbers manually entered & stored in the unit. Also online record of the stored numbers along with personal details of the scam victim are held on the Truecall secure website. Data deleted from each unit and online after removal from victim.  Trial period for each unit is typically 3 -6 months. Earliest time that the data can be erased from the unit and online.
Social Care & Housing Public Protection Trading Standards Volunteers for Test Purchases Electronic record on Sharepoint Data deleted if no sale, data forms part of prosecution file if sale made - refer to Prosecutions/Investigations not applicable
Social Care & Housing Public Protection Trading Standards Weighbridge Operator Certificates Certificate uploaded on Tascomi business record. 50 years (on basis that certificate is there for life once they have been certificated). On the basis that certificate is there for life once they have been certificated.
Social Care & Housing Social Care Business Support Business Support and Policy Administration of Adult and Childcare documentation not applicable Everything stored has individual retentions based on each service not applicable
Social Care & Housing Social Care Business Support Residential/Domiciliary Care Payments Appointeeship and Deputyships not applicable  8 years As per the records management COP for health and social care 2021
Social Care & Housing Social Care Business Support Residential/Domiciliary Care Payments Debt recovery and securing deferred payments against property not applicable  8 years As per the records management COP for health and social care 2022
Social Care & Housing Social Care Business Support Residential/Domiciliary Care Payments Financial Assessments not applicable  8 years As per the records management COP for health and social care 2023
Social Care & Housing Social Care Business Support Residential/Domiciliary Care Payments Invoices and payments not applicable  8 years As per the records management COP for health and social care 2024
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Access to Work Scheme not applicable  10 years after last contact not applicable
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Café No5 CCTV not applicable  Automatically overwrites after a month of data - but depends on how much data is recorded as only records with movement (data will be held for approximately a month). not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Coastal Project (Archived) not applicable  30 years from 2015 not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Elite Scheme not applicable  For period of employment not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Employability Projects Referral Pathway not applicable  For EU funded project no later than 31 December 2027.  For other projects or programmes: 10 years after last contact not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Experience for Industries - Scheme 1 not applicable  Currently no later than 31 December 2027 in accordance with 'WEFO eligibility rules'. not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Experience for Industries - Scheme 2 not applicable  Currently no later than 31 December 2027 in accordance with 'WEFO eligibility rules'. not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Experience for Industries - Scheme 3 not applicable  Currently no later than 31 December 2027 in accordance with 'WEFO eligibility rules'. not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) In Work Support Service (contract with RCS Wales) paper files and electronic files Data will be retained to the end of the contract (currently March 2025) with extension to March 2027. It will then me transferred to RCS Wales. Grant funding requirement
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Integrated Care Fund Employment Project not applicable 10 years after last contact. not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Internal Staff Supervision & Appraisals not applicable  Current and 2 previous years not applicable
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Local Supported Employment Initiative not applicable  10 years from last contact. not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Norman Industries: Providers Businesses not applicable  Hard copies retained for 2 years.  not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Parent/Carer Information not applicable  Held whilst individual is on the scheme/employed. not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Participant Data not applicable  10 years after last contact not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Repair Café & Library of Things not applicable  End of volunteer contract not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) RIF Funded Projects and Community Renewal Fund not applicable  10 years after last contact. not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Social Media not applicable  Indefinitely unless consent withdrawn not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Staff Members not applicable Term of employment not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Tackling in Work Poverty Scheme not applicable  In accordance with WEFO retention rules, currently no later than 31 December 2027. not applicable 
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Training Scheme - Pembrokeshire College not applicable  Copy retained in paper format until course results received then destroyed.   not applicable
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) UKSPF People and Skills Anchor Project (Achieve) Paper files and Electronic files - drive and database In line with UK GOV Guidance to Summer 2030 or 7 years from implementation Grant funding requirement
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Work Choice (Archived) not applicable 7 years from April 2019 not applicable
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Workways Scheme (LTU and STU) not applicable  Currently no later than 31 December 2027 in accordance with 'WEFO eligibility rules'. not applicable
Social Care & Housing Strategic Joint Commissioning Norman Industries & Supported Employment (Workways) Youth Engagement and Progression Framework not applicable  According to Welsh Government Education Records Guidance retention rules, currently December 2027. not applicable
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Ageing Well Ageing Well 7 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Capital  Grant applications  10 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Capital  Other funding applications  10 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Capital  Quality Assurance and compliance  10 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Childcare Childcare offer Details to be destroyed within 18 months after providers de-register to deliver the Childcare Offer. Financial information to be retained for 7 years. Childcare Act 2006 https://www.gov.wales/childcare-offer-wales-privacy-notice-providers   
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Childcare Childcare Sufficiency Assessment 5 years date last modified Childcare Act 2006
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Childcare Family Information Service (FIS) Information about the provider will be stored on the Family Information Service database and FIS Wales (Dewis) until the provider is no longer operating or the provider asks for the information to be removed Childcare Act 2006 - sections 22, 26 and 27 
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Childcare  Flying Start expansion  2 years following individual child's 3rd birthday.  WG Programme
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Childrens Rights Childrens Rights 7 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Commisioning Contracts and Agreements  7 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Commissioning 3rd Sector Compact  7 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Commissioning Grant applications  10 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Commissioning Other funding applications  10 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Commissioning Trust fund applications  7 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Community Safety MARAC 7 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Community Safety Prevention and early intervention 7 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Early Years Flying Start  5 years following staff member leaving post. WG Programme
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Early Years Flying Start 5 years after individual setting closure  WG Programme
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Early Years Additional Learning Needs (ALN) 35 years after child leaves early years provision ARA guidelines on education records(In line with Education's SEN retention period)
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Play Play Development 7 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Play Play Sufficiency Assessment 5 years date last modified Childcare Act 2006
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Project Management Quality Assurance and compliance 10 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Project Management Partnership  7 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Project Management Quality Assurance and compliance  10 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Reporting Monitoring and data 10 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Reporting Surveys 7 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Partnership & Strategic Commissioning Strategic Work Strategic Work 7 years date last modified Business Decision
Social Care & Housing Strategic Joint Commissioning Strategic Commissioning Housing Support Gateway Service not applicable 10 Years As per WG grant conditions – clarification sought from WG and requirement confirmed
Social Care & Housing Strategic Joint Commissioning Strategic Commissioning Housing Support Grant (HSG) not applicable  10 Years As per WG grant conditions – clarification sought from WG and requirement confirmed
Social Care & Housing Strategic Joint Commissioning Strategic Commissioning Liaison with Family Members not applicable  Held for specific purpose in dealing with correspondence or in relation to engagement to inform policy development/ commissioning intent or in conducting service reviews and then destroyed. Broadened as engagement not limited to dealing with correspondence
Social Care & Housing Strategic Joint Commissioning Strategic Commissioning Quality Assurance & Contract Compliance (customer information) not applicable  Term of individual contract (ISA/ IPA) with the supplier, plus 1 year Required for contract management purposes
Social Care & Housing Strategic Joint Commissioning Strategic Commissioning Quality Assurance & Contract Compliance (supplier information) not applicable  Term of contract with the supplier, plus 1 year Required for contract management purposes
Social Care & Housing Strategic Joint Commissioning Strategic Commissioning Staff Supervision not applicable  Current and 2 previous years not applicable
Social Care & Housing Strategic Joint Commissioning Strategic Commissioning Tender Process TUPE not applicable  Destroyed once TUPE transfer complete. not applicable 
Social Care & Housing Strategic Joint Commissioning Strategic Safeguarding and Historic Cases Information is used to prepare timelines and reports for Case Practice Reviews, MAPF's (Multi Agency Professional forum), Domestic Homicide Reviews not applicable  Commissioned by the Regional Safeguarding Board. Information is stored on Eclipse - historic information is reviewed and deleted for service users who have passed away more than seven years ago. For service users who have been accessing a service for more than 7 years any documents more than 7 years old are deleted. not applicable 
Social Care & Housing Strategic Joint Commissioning Strategic Safeguarding and Historic Cases Information used to determine if concerns raised are founded and look at vulnerability around radicalisation and or extremism behaviours. not applicable  Information is stored on Eclipse - historic information is reviewed and deleted for service users who have passed away more than seven years ago. For service users who have been accessing a service for more than 7 years any documents more than 7 years old are deleted. not applicable 
Social Care & Housing Strategic Joint Commissioning Strategic Safeguarding and Historic Cases MARAC - sharing information on high risk domestic abuse cases not applicable  Information is stored on Carefirst and Eclipse - historic information is reviewed and deleted for service users who have passed away more than seven years ago. For service users who have been accessing a service for more than 7 years any documents more than 7 years old are deleted. not applicable 

Retention Schedule

 

ID: 13685, revised 17/09/2025
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