Records Retention Disposal Guidelines - ??2013-09-19Document Description Records Retention Disposal Guidelines ... Major Incident ... closure Common practice . 6 Ref

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  • Page 1 of 76 I:\Information Governance\Policies and Guidance\Records Management\Record Retention\Records Retention Scheme - Mar 2012 (additions in May 2012).doc

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    Records Retention & Disposal Guidelines

    London Borough of Barnet

  • Records Retention & Disposal Guidelines

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    Document Control Document Description Records Retention & Disposal Guidelines Version V.001 Date Created January 2009 Status Awaiting CDG sign off Authorisation Name Signature Date Prepared By: All services

    Checked By

    Version Control Version number

    Date Author Reason for New Version

    V.001 Jan 2009 Vinod Mandora Review V.002 Nov 2010 Lucy Wicks Review V.003 Mar 2012 Lucy Wicks Amendments made as per service

    requirements

    Date last reviewed: November 2010 Date of next review: November 2012

  • Records Retention & Disposal Guidelines

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    Table of Contents 1. Introduction ...................................................................................................... 1 2. Scope ................................................................................................................ 1

    2.1. Reviewing the Schedule............................................................................. 1 2.2. Further Information..................................................................................... 1

    3. Part 2 - Disposal Guidelines............................................................................ 2 3.1. Democratic Processes ............................................................................... 2

    Elections ............................................................................................... 2 Council and Committee Meetings ......................................................... 2 Partnership, Agency and External Meetings ......................................... 3 Honours and Submissions .................................................................... 4 Political Parties Papers ......................................................................... 4

    3.2. Management and Administration................................................................ 5 Corporate Planning and Reporting ....................................................... 5 Statutory Returns.................................................................................. 6 Policy, Procedures, Strategy and Structure .......................................... 6 Public Consultation ............................................................................... 7 Information Management ...................................................................... 7 Enquiries and Complaints ..................................................................... 8 Quality & Performance Management .................................................... 9 Public Relations .................................................................................... 9 Publications .......................................................................................... 9 Media Relations .................................................................................... 9 Marketing ............................................................................................ 10 Civic and Royal Events ....................................................................... 10

    3.3. Client Services ......................................................................................... 11 Case Management ............................................................................. 11 "Looked After" Children....................................................................... 11 Child Protection .................................................................................. 12 Case Management - Childrens Services General ........................... 13 Special Educational Needs ................................................................. 14 Family Support.................................................................................... 14 Adult and Elderly Case Files............................................................... 14 Contracts ............................................................................................ 15 Admissions and Exclusions ................................................................ 16 Programme Management and Development ...................................... 16 Residential Homes.............................................................................. 16 Housing Provision............................................................................... 17

    3.4. Legal and Contracts ................................................................................. 19 Litigation ............................................................................................. 19 Advice ................................................................................................. 19 Agreements ........................................................................................ 19 Conveyance........................................................................................ 19 Contracts and Tendering .................................................................... 20 Pre Contract Advice............................................................................ 20

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    Specification and Contract Development ............................................ 20 Tender Issuing and Return ................................................................. 20 Evaluation of Tender........................................................................... 20 Post Tender Negotiation ..................................................................... 21 Awarding of contract ........................................................................... 21 Contract Management ........................................................................ 22 Tenancy Agreements.......................................................................... 22

    3.5. Statutory Services .................................................................................... 24 Registrars of Births Deaths and Marriages ......................................... 24 Registration......................................................................................... 24 Marriage Services............................................................................... 24 Notices................................................................................................ 24 Coroners ............................................................................................. 24 Coroners case work ........................................................................... 25 Treasure Trove ................................................................................... 26 Magistrates ......................................................................................... 26

    3.6. Human Resources ................................................................................... 27 Personnel Administration .................................................................... 27 Employee and Industrial Relations ..................................................... 28 Equal Employment Opportunities ....................................................... 29 Occupational Health ........................................................................... 30 Recruitment ........................................................................................ 30 Staff Monitoring................................................................................... 31 Staff Retention .................................................................................... 31 Termination......................................................................................... 31 Training and Development.................................................................. 32 Appointments of Statutory Officers ..................................................... 33

    3.7. Financial Management ............................................................................. 34 Accounts & Audit ................................................................................ 34 Reporting ............................................................................................ 34 Financial Transactions Management .................................................. 35 Payroll................................................................................................. 37 Financial Provisions............................................................................ 37 Budgets and Estimates....................................................................... 37 Loans.................................................................................................. 38 Housing............................................................................................... 38 Business Rates / Council Tax Valuation ............................................. 39 Property History .................................................................................. 39 Business Rates / Local Taxation and Benefit Correspondence .......... 40 Summary Assets Management........................................................... 41 Asset Monitoring and Maintenance..................................................... 42 Asset Acquisition and Disposal........................................................... 42

    3.8. Property and Land Management.............................................................. 44 Property and Land Management ........................................................ 44 Property Acqu

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