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Nottingham City Council's Information Asset Register

Introduction

Nottingham City Council's Information Asset Register is a catalogue of all information and data sets held across the organisation along with how long that data is retained for. Where the data consists of personal information, the legal basis for processing that data is identified (1). An additional legal basis for processing is identified for all information assets that contain special category data. Special category data includes any information that identifies an individual's race, ethnic origin, politics, religion, trade union membership, genetics, biometrics (where used for ID purposes), health, sex life or sexual orientation (2).

The register is categorised by the four departments of the Council as well as an additional category of "Organisational wide information" which lists the types of data that are held by various different services across the Council.

Notes on the 'Legal Basis for processing' fields

The Legal Basis for processing section is only relevant for information assets that contain personal information. Where it is the case that an information asset does not contain personal information, a legal basis for processing is not required.

Where it is the case that an information asset does not contain special category/sensitive data (2), but does contain personal information (1) and therefore a legal basis for processing, an additional legal basis for processing is not required.

Contents

Contents by department.

Organisational wide information

This section includes information, which may be held across all services of the Council such as team specific HR and finance records.

Id Business function Information asset
name
Description Trigger event Retain for Legal basis for processing
(1) (2)

Children and Adults

The Children and Adults department is responsible for providing statutory social care services for both children and adults, early intervention services, education strategy and public health.

Id Business function Information asset
name
Description Trigger event Retain for Legal basis for processing
(1) (2)
2354 10 Daycare Centres and 2 Residential Care Homes Daycare and residential care home - citizen records Various records including assessments, referrals, daily records, care plan checklists, medication records, body maps, personal life history, reviews, contact logs and signing sheets, wills and funeral arrangements etc. Date of closure 6 years Public interest
3987 10 Daycare Centres and 2 Residential Care Homes Daycare and residential care home - operational records Care home operational records including statement of purpose, inspection reports, duty roster, menus, visitor books, accident books, records of valuables and furniture brought by residents, accident procedures, daily diaries, etc. Date closed 6 years Public interest
2485 Access to Learning Education Performance data Performance data including Exclusion data from primary and secondary schools and census data End of financial year 6 years
2483 Access to Learning Exclusion Letter Templates Template letter for exclusion cases Document is superseded 0 years
2469 Access to Learning Fair Access and Managed Move Protocols Local Authority Protocols for both the Primary & Secondary Fair Access process, as well as the Managed Move process (Word & PDF) Policy being superceded or replaced 6 years
2420 Access to Learning Fair Access Casework All documentation in relation to Fair Access to schools including case information, assessments, decision letters and referral (to EWO) forms DOB of child 25 years Public interest
2400 Access to Learning Fair Access Casework - Castle All documentation in relation to Fair Access to schools casework including case information, application forms, assessments, decision letters and referral (to EWO) forms DOB of child 25 years Public interest
2476 Access to Learning Fair Access Overview Spreadsheets Excel spreadsheets detailing the number of children considered by the Fair Access Panel since 2013/14 When no longer operationally required 6 years Public interest
2477 Access to Learning Fair Access Panel Data Data requests and analysis regarding Fair Access (Word, PDF, & Excel) End of financial year 6 years Public interest Substantial Public interest
2478 Access to Learning Fair Access Panel financial details Excel documents outlining funding for Secondary Fair Access Protocol, along with historical memo's to finance regarding individual pupils End of financial year records relate to 6 years Public interest
2475 Access to Learning Individual Primary Fair Access Cases Pupil cases and statistical information relating to Primary Fair Access (Word, PDF & Excel) End of financial year 6 years Public interest
2470 Access to Learning Individual Secondary Fair Access Cases Pupil cases and statistical information presented at the monthly Fair Access Panels since 2006/2007.(Word, Excel, PDF and Powerpoint) End of financial year 6 years Public interest
3679 Access to Learning Press statements All press and media statement issued by the Education directorate Date statement finalised 7 years
2395 Access to Learning Primary School Admissions All documentation in relation to admissions to Nottingham City primary schools including application forms, previous school information, proof of residency, special circumstances, late applications, decision letters, communications and referrals to Education Welfare. DOB of child 25 years Public interest
2422 Access to Learning School Applications records Details of applications made to school admissions including online application forms and fair access application forms. DOB of child 25 years Public interest
3753 Access to Learning School changes and consultations Responses to public consultations on school planning proposals No retention information recorded. Public interest
2419 Access to Learning School Exclusions Casework All documentation in relation to school exclusions including fixed period forms, permanent forms, headteacher reports, local authority views, governors decisions, and appeals lodged documentation. DOB of child 25 years Public interest
2399 Access to Learning School Exclusions Casework - Castle All documentation in relation to school exclusions including fixed period forms, permanent forms, headteacher reports, local authority views, governors decisions, and appeals lodged documentation. DOB of child 25 years Public interest
2424 Access to Learning School Roll number database Access Database showing how many children are on roll at each school and the names of children that have been offered a place at each school for the current year. End of academic year records relate to 3 years Public interest
2468 Access to Learning School terms and holidays for maintained schools Documentation in relation to the setting of maintained schools terms and holidays Permanently
2397 Access to Learning School Transfers All documentation in relation to schools transfers (when pupils transfer between different schools) including application forms, previous school information, proof of residency, special circumstances, late applications, decision letters, communications and referrals to Education Welfare. DOB of child 25 years Public interest
2396 Access to Learning Secondary School Admissions All documentation in relation to admissions to Nottingham City secondary schools including application forms, previous school information, proof of residency, special circumstances, late applications, decision letters, communications and referrals to Education Welfare. DOB of child 25 years Public interest
5131 Achievement of Vulnerable Groups Elective Home Education case files Individual pupil case notes/school files for children electively educated at home DOB of child 25 years Public interest
5130 Achievement of Vulnerable Groups Elective Home Education student register Details of children being electively educated at home, eg. names, personal information, contact details, other agencies, safeguarding etc DOB of child 25 years Public interest
5135 Achievement of Vulnerable Groups Funding management Records related to management of funding bids and grants received End of funding period 6 years
5134 Achievement of Vulnerable Groups New Arrivals case files Individual case files for students - eg. correspondence, referral forms, applications, reports Date of birth 25 years Public interest
5133 Achievement of Vulnerable Groups New Arrivals projects Records relating to management of educational access projects for new arrivals/refugees/asylum seekers Date created 7 years Public interest
5132 Achievement of Vulnerable Groups New Arrivals student register Details of students covered by new arrivals in Year 11 and Post-16 educational support schemes, eg. names, contact details, personal and educational information DOB of child 25 years Public interest
399 Adult Sensory Team Sensory Team Data Bases Two spreadsheets containing information on the AST register and dual sensory register Date of death (of service user) 6 years Public interest
411 Adult Social Care - Strategy ASC Gifts and Hospitality Register Register of all interests, gifts and hopitality given to the Adults Social Care dept. End of financial year records relate to 6 years
409 Adult Social Care - Strategy Minutes of Policy Decisions for ASC Minutes for the following meetings: SLT Assessment, SLT Provision, Joint SLT, Extended SLT, SLT Away aDys" Date of meeting or report 6 years
410 Adult Social Care - Strategy Notifiable incident documents for ASC Documents of any Notifiable incident that ASC have received or been involved with Date of closure 6 years
373 Adults Services cross directorate asset Adult Panel Sign-off log Logs detailing all ASC packages of care signed off by Team Managers, HofS and Directors within a financial year. Date of closure 6 years
3693 Adults Services cross directorate asset Adult Social care contacts All enquiry only contacts made to adults social care Contact start date 6 years Public interest
374 Adults Services cross directorate asset Adults Social Care - Citizen records and personal information LiquidLogic - All citizens demographic details, package of care, contact details, all completed assessments and relationships. This includes all protection of vulnerable adult and adult safeguarding records for both substantiated and unsubstantiated episodes. Date of closure 6 years Public interest
378 Adults Services cross directorate asset Adults Social Care - Citizen records and personal information ContrOCC - ASC client database holding all citizens package of care, fairer charging contributions, completed Servcie initiation documents and completed financial assessments Date of closure 6 years Public interest
379 Adults Services cross directorate asset Blank copies of forms for ContrOCC Blank copies of forms used in ContrOCC: Financial Assessments Service Initiation Documents When superseded or no longer operationally required 0 years
375 Adults Services cross directorate asset Blank copies of assesment forms All blank versions of all assessment forms used in the ASC case management system When superseded or no longer operationally required 0 years
2463 Adults Services cross directorate asset Property Receipts, Service User Receipts of property received from service users and receipts returned to them. Date record created 6 years Public interest
4055 Alternative Education Provision and Education Support for pregnant teenagers and teenage parents Alternative education provision - Quality Assurance data Reports produced by the local authority to ensure quality assurance across the alternative education provision sector. Date of audit 3 years
4057 Alternative Education Provision and Education Support for pregnant teenagers and teenage parents Alternative Education Provision Management Reports Summary of attendance and progress by provider. End of financial year 6 years Public interest
4056 Alternative Education Provision and Education Support for pregnant teenagers and teenage parents Pupil Tracking Data Information maintained on which children are with which providers No retention information recorded. Public interest
4058 Alternative Education Provision and Education Support for pregnant teenagers and teenage parents Teenage pregnancy casework Case summaries, logs of telephone calls, case emails, meeting minutes, case notes, running records, referrals to other agencies, referrals received to teenage pregnancy service (mainly from health). DOB of child 25 years Public interest
6580 ASHA (Assessment of Sexual Harm Arrangements) Panel ASHA case files Files for each individual, including relevant meeting notes, assessment, police info, etc. Date closed 75 years
6575 ASHA (Assessment of Sexual Harm Arrangements) Panel ASHA policy and procedure Policies and procedures for the ASHA team When outdated or superseded 0 years
6579 ASHA (Assessment of Sexual Harm Arrangements) Panel Bookings Records related to arranging for specific cases to be discussed by ASHA panel Date closed 75 years
6576 ASHA (Assessment of Sexual Harm Arrangements) Panel Forms and templates Forms and templates used by the ASHA team When outdated or superseded 0 years
6581 ASHA (Assessment of Sexual Harm Arrangements) Panel Meeting reports Minutes and reports from meetings of the ASHA panel Date closed 75 years
6578 ASHA (Assessment of Sexual Harm Arrangements) Panel Referrals Referrals to the ASHA Panel Date closed 75 years
6577 ASHA (Assessment of Sexual Harm Arrangements) Panel Training Training materials and records of training delivered relating to ASHA When outdated or superseded 0 years
6397 Behaviour Support Team Case work evaluation Performance monitoring records related to evaluation of support provided to individual children Date employee leaves organisation 7 years Public interest
5172 Behaviour Support Team Child protection notes Child protection notes received by the team DOB of child 25 years Public interest
5169 Behaviour Support Team Consent forms Consent forms signed by parents/carers Date of birth of child 35 years Public interest
6392 Behaviour Support Team Education and healthcare planning Records related to supporting Education and Healthcare Plans, ie. correspondence requesting stage 1 information/records, plus stage 2 reports written if required Date of birth of child 35 years Public interest
6393 Behaviour Support Team Elective home education plans Records related to supporting Elective Home Education assessment - correspondence requesting information, forms completed and returned by email to EHE Date of birth of child 35 years Public interest
6394 Behaviour Support Team Medical consent forms Medical forms signed by participants to check their health before they undertake restrictive intervention training End of employment 6 years Public interest
5166 Behaviour Support Team Pupil records Running record of work carried out with individual pupils - eg. observations, reports, notes and minutes from meetings Date of birth of child 35 years Public interest
6395 Behaviour Support Team Restrictive Intervention Training evaluation Performance monitoring records related to restrictive intervention training, eg. statistics End of financial year 6 years Public interest
5171 Behaviour Support Team School running record Running record of contact with each specific school, listing requests, visits and services provided Date created 0 years 1 months Public interest
5170 Behaviour Support Team School traded log Spreadsheet listing what packages/services a specific school has purchased End of financial year 6 years Public interest
7701 Behaviour Support Team Theraplay Recording of sessions, which are uploaded onto the NCC server and the images looked at by the therapist practitioners (1-4 staff) to inform next session’s planning. File is automatically deleted from the video camera upon upload and from the NCC server once viewed. Date created 0 years 1 months Public interest Substantial Public interest
6396 Behaviour Support Team Training evaluation Other performance monitoring related to training Date employee leaves organisation 7 years Public interest
5167 Behaviour Support Team Work requests Form used by schools to commission work Date of birth of child 35 years Public interest
5168 Behaviour Support Team Workbooks Spreadsheet logging details of all work commissioned relating to an individual pupil, used for reporting purposes DOB of child 25 years Public interest
407 Business Improvement Team ContrOCC Project Documentation Documents and spreadsheets used to administrate the ContrOCC Project Project closure 10 years
408 Business Improvement Team Direct Payments Project Documentation Documents and spreadsheets used to administrate the Direct Payment Project closure 10 years Public interest
401 Business Improvement Team Emergency Planning Documentation Business Continuity Plans, Emergency plans and procedures, weather, flu pandemic, Risk, Industrial action planning, Health Plans and record of critical incidents in the past. Old tests of resilence of plans Date the plan expires 6 years
403 Business Improvement Team Emergency Planning Documentation "Emergency Planning documentation. Wall Map of the City, Street Atlas of the City x 5 Emergency Multi-lingual phase book Emergency Log book Order Book (for issuing paper purchase orders) Hi-Visibility vests x 6 1 x Wind up torch 2x Battery operated torch. Set of 6 new batteries for torches Laptop- ThePIN number for this laptop (required when logging on) is 015874 Projector" Date the plan expires 6 years
415 Business Improvement Team Project Plans for ASC Some high level Project plans for ASC where Senior Management has to report to Programme boards are located here. Project closure 10 years
406 Business Improvement Team Projects carried out by Business Improvement Team Documents and spreadsheets used to administrate all projects e.g. Care Act 2, IT Review, Mobile Working etc Project closure 10 years
6618 Child and Adolescent Mental Health Services (CAMHS) CAMHS Casework, Assessments and supporting documents Assessments, case summaries, genograms, routine outcomes measures (e.g. questionnaire that provide a snapshot of a service user's emotional wellbeing). Date of Birth 25 years Public interest Substantial Public interest
3997 Child and Adolescent Mental Health Services (CAMHS) CAMHS Initial Referrals All referrals received into the CAMHS Single point of access (SPA). Referrals for support are received from both agencies and service users. DOB of child 25 years Public interest Substantial Public interest
3998 Child and Adolescent Mental Health Services (CAMHS) Therapeutic Running Records Clinical notes - personal reflections disclosed by service users concerning their emotional wellbeing. Date of Birth 25 years Public interest Substantial Public interest
3999 Child and Adolescent Mental Health Services (CAMHS) Video material of therapeutic sessions (CAMHS) Video material of CAMHS therapeutic sessions which are recorded by consent for the purposes of practitioner accreditation by educational providers. Date record created 10 months Public interest Substantial Public interest
454 Children in Care Children in Care - client documentation Completed documents for clients including pdfs, scans and word docs Date of Birth of Child 75 years Legal obligation Substantial Public interest
2486 Children in Care Children in Care casework and citizen personal information Citizens demographic details, role, status, contact details, all completed assessments, relationships etc Date of Birth of Child 75 years Legal obligation Substantial Public interest
457 Children in Care CIC health and dental appointment monitoring Spreadsheet to monitor performance of health and dental appointments for CIC Date child leaves care 75 years Legal obligation Substantial Public interest
3977 Children in Care Leaving care casework and citizen personal information Casework for citizens leaving care, including contact details, demographic information, personal history etc. Date of Birth of Child 75 years Legal obligation Substantial Public interest
486 Children's centres Case management quality assurance Citizens personal details and information from case workers Date of Birth 25 years Public interest
487 Children's centres Children and young people's event attendance planning and tracking Children and young peoples group activities, photographs and attendances on some events Date of Birth 25 years Public interest
471 Children's centres Citizens personal records and attendances at universal groups Monitoring and recording reach figures Date of Birth 25 years Public interest
488 Children's centres Early Help Services managers folders Health and safety, ofsted information, strategic plans Year records created 10 years Public interest
489 Children's centres Early Help Services Ofsted reports Ofsted recording and evidence Year records created 10 years Public interest
490 Children's centres Premises information Building information, health and safety, continegency plans, rotas and building management Date facility is no longer used 6 years Public interest
5112 Children's Placements East Midlands Provider Framework for Looked After Children Formal agreement between participating local authorities for care placements in the region, and related documents End of contract 10 years
5113 Children's Placements Individual placement agreements Agreements between the council and care providers specifying terms for each individual looked-after child Date of Birth of Child 75 years Public interest
5111 Children's Placements Placement database Records of each individual care placement, eg. personal details, demographic information, location of placement, costs Date of Birth of Child 75 years Public interest
5125 Children's Residential Care Complaint logs Records of complaints about residential care services which are recorded and resolved informally Date of last entry 75 years Public interest
5129 Children's Residential Care Crocus Fields website Information on the Crocus Fields website When outdated or superseded 0 years Consent
5120 Children's Residential Care Leaving care casework All casework and files for service users leaving care Date of Birth of Child 75 years Public interest
5124 Children's Residential Care Registration and licensing Records related to registration and licensing of residential care settings Permanently
5128 Children's Residential Care Regulation 44 and 45 reports Reports of regular quality monitoring inspections/visits made under regulations 44 and 45 of the Children's Home Regulations Date report published 15 years
5121 Children's Residential Care Residential setting operational files Operational files for residential care settings, eg. registers, accident records, medicine records, duty rosters, accounts Date of last entry 75 years Public interest
5126 Children's Residential Care Serious incident reports Reports of serious incidents in residential care settings Permanently Public interest
5118 Children's Residential Care Service user documentation Documentation collected to support children in care referrals, eg. birth certificate, medical records, court records Date of Birth of Child 75 years Public interest
5127 Children's Residential Care Staff disciplinaries Disciplinary records of residential care staff Permanently Public interest
5123 Children's Residential Care Statement of purpose Each residential setting's statement of purpose Permanently
2325 Children's Social Care Duty Service Adults who pose a risk to children All records relating to adults who pose a risk to children. Permanently Public interest
4094 Children's Social Care Duty Service CAFCASS and Ofsted checks All completed forms received from CAFCASS and Ofsted requesting information and dealt with by the Safeguarding Children Information Management Team (SCIMT). Date information disclosed 1 years Public interest
6387 Children's Social Care Duty Service Children in need casework Casework for children who are considered in need but who are not looked after/adopted and are not subject to child protection, inc. assessments, reports Close of case 10 years Public interest
452 Children's Social Care Duty Service Children's Social care contacts/referrals Contact and/or referral records received by children's social care, including DART referrals Date of Birth of child 25 years Public interest
6385 Children's Social Care Duty Service Early Help cases Casework for services and support for children/young people who haven't met Children in Need thresholds, are not adopted/looked after, and are not subject to child protection, inc. assessments, reports Close of case 10 years Public interest
6386 Children's Social Care Duty Service Early Help family casework Casework involving individual case management for support given to local families, inc. assessments, reports Close of case 10 years Public interest
4092 Children's Social Care Duty Service Known Persons Checks Requests received by the Safeguarding Children Information Management Team (SCIMT) for information from the Police, Home Office, Health and Probation. Includes reason(s) for request and nature of offence where applicable. Contact record is placed on Adult liquid logic profile. Date information disclosed 1 years Public interest
4093 Children's Social Care Duty Service Out of City Missing Children Alerts Notifications received from other local authorities when a child from another local authority area is believed to have gone missing in Nottingham City. Date notification received 3 years Public interest
6384 Children's Social Care Duty Service Safeguarding allegations Records related to process of managing allegations of child sexual exploitation and abuse. Includes: LADO minutes. Date closed 35 years Public interest
6383 Children's Social Care Duty Service Safeguarding casework Records related to case assessment, investigation and management of child protection cases. Includes: referral forms, concerns shared from third parties, meeting notes, schedule 1 notifications, DV notifications Date closed 35 years Public interest
6660 City Safeguarding Case files Safeguarding casework files, including referral details, information gathering, actions taken Date closed 35 years
6661 City Safeguarding Casework notes Notes and draft documents relating to current cases When information added to Liquid Logic 0 years
6662 City Safeguarding Multiagency meetings Agendas, minutes and reports from multiagency meetings relating to safeguarding cases Date closed 35 years
6663 City Safeguarding Policies and procedures Policies and procedures for the safeguarding team Date closed 35 years
6664 City Safeguarding Referrals Log of all safeguarding referrals Date closed 35 years
3996 College Street College Street inventory Inventory of items for hire When updated or superseded 0 years
3995 College Street Hiring paperwork Records related to hiring of equipment, including request forms and paperwork for checking items in and out Date of last action 6 years Consent
3994 College Street Room bookings Records related to booking of rooms at College Street Date of last action 6 years Consent
7755 Contact Centres CCTV CCTV images are recorded withni all the contact rooms at the Garden St and Larkdale sites. 1 months Public interest Substantial Public interest
4028 Contact Centres Contact Centre Index Cards Index cards containing the details of the service users currently being worked with for quick reference purposes. When service provision ceases 0 years Public interest
4026 Contact Centres Contact Centre referral forms Referral from received from Social Workers requesting contact sessions Date of allocation (in the contact centre) 0 years Public interest
4029 Contact Centres Contact Centre Supporting administrative documentation All documentation that supports the operation of the Contact Centres including Amendment sheets (staff sheets, daily work) and daily booking sheets. No longer required 0 years Public interest
4025 Contact Centres Contact Records Notes taken by the contact worker during the contact session. Date of Birth of Child 75 years Public interest
4027 Contact Centres Contact Session Service Plan Notes of meeting attended by the service users, social worker, contact worker and contact centre manager that establish the polices, procedures and practice of the contact sessions. Date of Birth of Child 75 years Public interest
6406 Deputyship Charge card statements Records related to the team Visa card used for making financial transactions End of financial year 6 years
6402 Deputyship Client case files Case files for clients of Deputyship team - eg. running case notes, financial information, personal details Date of closure 6 years Public interest
6404 Deputyship Client paper files Client paperwork generated as part of day to day work, eg. financial transactions Date of closure 6 years Public interest
6403 Deputyship Deputyship court orders Court orders granting deputyship to the council Permanently
6405 Deputyship Financial investment certificates Records of investments being managed by the deputyship team Permanently Public interest
382 DoLS team DoLS Team pending work , legal documentation and assessment tracking documents The DoLS team collate data of on Deprevation of Liberty for Dept of Health. This ranges from spreadsheets to client tracking of cases and analysis purposes and legal documentation Case Closure 20 years Public interest
2435 Early Help (Cross Service asset) Early Help Citizen records and personal information Citizens demographic details, role, status, contact details, all completed assessments, relationships etc Date of Birth 25 years Public interest
2436 Early Help (Cross Service asset) Early Help Citizen records and personal information Completed documents for a specific client including pdfs, scans and word docs Date of Birth 25 years Public interest
4007 Early Years Communications Information/guidance published by the Early Years Team, eg. newsletter, email alerts, website When no longer relevant 0 years
4002 Early Years Directory of providers Contact details for Early Years providers Termination of provision 6 years Public interest
4004 Early Years Early Years training Management of training programmes for Early Years providers, eg. booking sessions, hiring external trainers Date course is deemed to have closed 7 years Public interest
4001 Early Years Funded children Records of children receiving funding for Early Years care/education End of financial year 6 years Public interest
4003 Early Years Funding management Records related to provision and management of Early Years funding, including application forms and financial records End of financial year 6 years Public interest
4005 Early Years Mediation Records related to mediation services provided by the Early Years team Date created 6 years Public interest
4008 Early Years Performance and reporting Statistics used to monitor uptake of services End of financial year 6 years
4000 Early Years Policies and procedures Local procedures on management of funding for Early Years provision Policy being superceded or replaced 6 years
4006 Early Years Support programmes Records related to support given to providers to assist with making changes and improvement Date created 6 years Public interest
463 Edge of Care Hub Family type assessments monitoring Database for monitoring performance and holding family assessments type and plans Date of Birth of child 25 years Public interest
4010 Education Improvement Board and Nottingham Schools Trust Nottingham Schools Trusts Plans All records in relation to the establishment of the Nottingham Schools Trust. Date plan expires 6 years
4011 Education Improvement Board and Nottingham Schools Trust Project monitoring records All performance monitoring information for projects and courses run by the Educational Improvement board End of financial year 6 years
6566 Education Improvement Board and Nottingham Schools Trust School improvement advisors Records related to monitoring and payment of school improvement advisors End of year created 3 years Contract Employment
6568 Education Improvement Board and Nottingham Schools Trust Schools causing concerns Records related to schools causing concern, including NST contributions to meetings and individual support and advice provided to schools Date of last action 3 years Contract
6567 Education Improvement Board and Nottingham Schools Trust Trustee information Information about trustees received from Companies House When individual stops being a trustee 0 years Contract Employment
5179 Education Welfare Attendance enforcement Records related to legal enforcement of school attendance Date of birth of child 35 years Public interest
5174 Education Welfare Attendance management - service requests Requests from schools for attendance management support for specific children When details are entered into service user file 0 years Public interest
5175 Education Welfare Attendance management - service user files Records of work carried out to support school attendance for specific children Date of birth of child 35 years Public interest
5186 Education Welfare Chaperone licences - applications and supporting documents Applications and supporting documents (eg. training process, verification of DBS check) for adults to be approved as official chaperones for performances involving children Date licence expires 0 years Public interest
5187 Education Welfare Chaperone licences - licences Chaperone licences issued Date licence expires 0 years Public interest
5183 Education Welfare Child work permit - licences Licenses for children to work End of employment or when child reaches statutory school leaving age 0 years Public interest
5181 Education Welfare Child work permits - applications Applications from employers to employ a child younger than school leaving age End of employment or when child reaches statutory school leaving age 0 years Public interest
5182 Education Welfare Child work permits - inspections Records of inspections of sites potentially employing minors Date of inspection 6 years
5180 Education Welfare Interviews under caution Interviews recorded as part of process of legal enforcement of school attendance Date of birth of child 35 years Public interest
5176 Education Welfare Missing pupil tracking - service requests Requests from schools to track pupils missing from education When details are entered into service user file 0 years Public interest
5177 Education Welfare Missing pupil tracking - service user files Records of work carried out to track pupils missing from education Date of birth of child 35 years Public interest
5184 Education Welfare Performance licences - applications and supporting documents Applications and supporting documents for children under school age to take part in performances Date of last contact or date performer reaches statutory school leaving age (whichever is soonest) 6 years Public interest
5185 Education Welfare Performance licences - licences Performance licences issued Date licence expires 0 years Public interest
5178 Education Welfare Service level agreements Ad hoc agreements with schools to deliver specified packages of work End of partnership 6 years Public interest
5228 Educational Partnerships and Intervention Applications for changes to tests School applications for early opening or additional time in tests Date record created 6 years
5239 Educational Partnerships and Intervention Communications News and updates sent out to schools by the school improvement team When no longer relevant 0 years
5237 Educational Partnerships and Intervention Continuing professional development Booking and administration of professional development training provided to schools by the council Date course is deemed to have closed 7 years Public interest
5238 Educational Partnerships and Intervention Event booking Records of events set up by the school improvement team When no longer relevant 0 years
5235 Educational Partnerships and Intervention Locality School Group meetings Records related to meetings of Locality School Groups, eg. agendas, minutes Date of meeting 6 years Public interest
5226 Educational Partnerships and Intervention Monitoring reports Teacher monitoring data to be submitted to Standards and Testing Agency Date record created 6 years Public interest
5225 Educational Partnerships and Intervention Monitoring visits Records related to organising and administrating programme of moderation visits to school to evaluate teachers' assessments Date record created 6 years Public interest
5223 Educational Partnerships and Intervention Newly qualified teachers - registration Records relating to registering newly qualified teachers, eg. registration forms, assessment reports Date of registration 6 years Public interest
5224 Educational Partnerships and Intervention Newly qualified teachers - support Records of support and advice given to new teachers and their advisers Date of registration 6 years Public interest
5236 Educational Partnerships and Intervention Partnership project files Records related to partnership projects Date of closure 6 years
5232 Educational Partnerships and Intervention Performance reports Records related to reporting on school quality Date record created 6 years
5231 Educational Partnerships and Intervention Quality assurance monitoring visits Records related to visits made to schools to monitor governance and development Date record created 6 years
5233 Educational Partnerships and Intervention Referrals Records of referrals to external agencies when there are serious concerns about a school Date record created 6 years
5229 Educational Partnerships and Intervention Reporting of concerns Reports to Standards and Testing Agency of irregularities in test administration, submitted data, etc. Date record created 6 years
5234 Educational Partnerships and Intervention Service level agreements Agreements with external partners setting out the terms of the partnership End of partnership 6 years
5227 Educational Partnerships and Intervention Testing support and advice Records of training and advice given to schools about testing Date record created 6 years
3855 EPS, EYSEND, IES, Autism Casework All documents and records that make up the casework for children involved with the Autism team. This includes referrals and consents, observations, Assessments, CAF's and Reviews, HLN and IEP, Correspondence, transition support and enhanced support. Date of birth of child 35 years Public interest
3857 EPS, EYSEND, IES, Early Years Foundation Stage Special Educational Needs and Disability Casework All documents and records that make up the casework for children involved with the Early Years Foundation Stage Special Educational Needs and Disability Casework team. This includes referrals, consent forms and reports. Date of birth of child 35 years Public interest
3853 EPS, EYSEND, IES, Education Psychology - Final Report All finalised client reports of the Educational Psychology team including the record of involvement Date of birth of child 35 years Public interest
3854 EPS, EYSEND, IES, Educational Psychology - Client Supporting documents All supporting documents produced by the educational psychology team to support the final client report. This includes case supervision, assessments, scoring sheets, consent forms, home visit records, observation records, HEN requests, Education Health Plan (Stage 1&2) and statements. Date of birth of child 35 years Public interest
6374 EPS, EYSEND, IES, Learning Support Casework All documents and records that make up the casework for children involved with the Learning Support team. Date of birth of child 35 years Public interest
3856 EPS, EYSEND, IES, Sensory Team Casework All documents and records that make up the casework for children involved with the Sensory team. This includes referrals and consents, audiology and functional hearing assessments, speech and language assessments support agreements, HLN, reviews, reports and IEP's, diary sheets visit plans, CAFS and correspondence Date of birth of child 35 years Public interest
2473 Families Information Service Citizen's Personal Information stored on Evince A database of all citizens who have contacted the Families Information Service. This data includes names, addresses and DOB. This is linked to a database of individual contacts. Date of last contact 6 years Public interest
2472 Families Information Service Disabled Children's register Database of disabled children and their disabilities. Parents can elect to register their disabled children. DOB of child 25 years Public interest
2471 Families Information Service Early Learning Programme database Details of parents and children who have applied for a free nursery place for two year olds. Date of application 6 years Public interest
2474 Families Information Service Enquiries to the Families Information Service A database of holding personal details and enquiries from citizens who have contacted the Families Information Service. Date of last contact 6 years Public interest
2466 Families Information Service Family Information - Services Directory Adults and Children's family directory. This includes data on services for children, families and adults such as childcare provision, support and health provision. Termination of provision 6 years Public interest
2467 Families Information Service Ofsted childcare register Holds all registered child care providers as notified by Ofsted. Termination of provision 6 years Public interest
483 Family Intervention Project Families interventions family budget Citizens financial spending budgets End of financial year records relate to 6 years Public interest
481 Family Intervention Project Families interventions records Citizens records and personal information Date of Birth 25 years Public interest
6561 Fostering Access requests Log of all requests by social workers to access records of adopters, foster carers or adopted children End of retention period for relevant care file No retention information recorded.
462 Fostering Adopters approved list Contained within a database for tracking timescales and progress of adoptions After carer has ceased to foster 35 years Public interest
2272 Fostering Adopters unapproved list Contained within a Database for tracking timescales and progress of adoptions Date approval was not granted 10 years Public interest
2231 Fostering Adoption - Citizen records and personal information Completed documents for clients including pdfs, scans and word docs Date of adoption order 100 years Public interest
2232 Fostering Adoption (Social Care) casework Citizens demographic details, role, status, contact details, all completed assessments, relationships etc Date of adoption order 100 years Public interest
3976 Fostering Adoption/Special Guardianship/Child Arrangements Order assessment Records related to processing of adoption, special guardianship or child arrangements order payment applications, including assessment process and outcome letters Date of adoption order 100 years Public interest
3975 Fostering Adoption/Special Guardianship/Child Arrangements Order payment applications Application forms and supporting documents received from applicants for adoption, special guardianship or child arrangements order payments Date of Birth of Child 75 years Public interest
2332 Fostering Foster Careers (Approved) information All details relating to approved foster careers Date that approval is terminated 10 years Public interest
2334 Fostering Foster Careers (Unapproved) information All details relating to unapproved foster careers Date of refusal or withdrawal 3 years Public interest
465 Fostering Letterbox contact between children and birth families monitoring Recording and tracking of letterbox contact between children and birth families Date of Birth of Child 75 years Public interest
3807 Housing Aid Housing Aid case conferences Records of meetings held to discuss actions plans for clients with complex needs Close of case 3 years Public interest
3681 Housing Aid Housing Aid case files Case files of Housing Aid clients. This includes: client personal details, correspondence, referrals, legal documents, records of contact, etc. Close of case 3 years Public interest
3806 Housing Aid Housing Aid client supporting documents Copies of client documentation, eg. ID, evidence of residency, financial information, tenancy agreements, medical records, etc. Close of case 3 years Public interest
3809 Housing Aid Housing Aid contact lists Details of landlords and agencies that Housing Aid have working relationships with Close of case 3 years Public interest
3680 Housing Aid Housing and support needs assessments Records of assessments, including updates on support needs, eviction notices and case notes about the customer Close of case 3 years Public interest
3808 Housing Aid Multiagency public protection (MAPPA) records Records of MAPPA meetings and outcomes Close of case 3 years Public interest
5162 Independent Reviewing Officer Service and Child Protection Chairs Minutes Minutes of Children in Care/Child Protection Review meetings, to be sent out to children, parents and/or external organisations When minutes are sent out 0 years Public interest
5163 Independent Reviewing Officer Service and Child Protection Chairs Translation arrangements Records related to arranging translation of minutes When minutes are sent out 0 years Public interest
384 Integrated Enablement Team Spreadsheet on allocation and monitoring savings by using interim care beds Spreadsheet that list when a client uses an interim care bed instead of bed blocking at the hospital and monitors savings by this action. Tracks policy followed etc End of financial year records relate to 6 years Public interest
6217 Integrated Workforce Agreements Formal service agreements with partnership organisations, eg. Teaching Partnership, Step Up scheme, ASYE scheme End of partnership 6 years
6214 Integrated Workforce Assessed and Supported Year in Employment (ASYE) Trainee Social Work Staff Scheme ASYE paper portfolios to evidence competence over the ASYE year End of training or placement 6 years Public interest
6218 Integrated Workforce Communications Mailouts to interested parties When no longer relevant 0 years
6216 Integrated Workforce Contracts Contracts held by the Integrated Workforce team End of contract or last action on project 6 years
6219 Integrated Workforce Mailing list List of email addresses for communications emails When outdated or superseded 0 years Public interest
6212 Integrated Workforce Placement information forms Student Information forms received for Social Work student placements End of training or placement 6 years Public interest
6215 Integrated Workforce Social work trainees bursary (Step Up to Social Work National Scheme) End of financial year records relate to 6 years Public interest
6213 Integrated Workforce Student placement database Management of students and trainees, including names, details, tracking of learning, records of student development, etc. End of training or placement 6 years Public interest
6211 Integrated Workforce Training and development Project files for training and development schemes, eg. planning, management, delivery. Date of closure 6 years Public interest
480 Looked After CAMHS LAC CAMHS Casework, Assessments and supporting documents Assessments, case summaries, genograms, routine outcomes measures (e.g. questionnaire that provide a snapshot of a service user's emotional wellbeing). Date of Birth of Child 75 years Public interest
6617 Looked After CAMHS LAC CAMHS Initial Referrals All referrals received into the LAC CAMHS team. Referrals for support are received from both agencies and service users. DOB of child 75 years Public interest Substantial Public interest
6619 Looked After CAMHS Video material of therapeutic sessions within LAC CAMHS Video material of CAMHS therapeutic sessions which are recorded between children and carers to make recommendations on interaction. The video can also be used as part of practitioner accreditation. Date of Birth of Child 75 years Public interest
2437 Mental Health South Mental Health Team blank referral forms Blank MHA Assessment Referral Forms and AMHP request forms. When superseded or no longer operationally required 0 years
388 Mental Health South Mental Health Team pending work allocation list A spreadsheet containing all cases waiting to be allocated to a practitioner for a specific team with prioritization allocated to each case and Paper list of people referred for tribunals and Mental Health Assessments Last contact with client 10 years Public interest
391 Mental Health South Mental Health Team referral forms Completed MHA Assessment Referral Forms and AMHP request forms. Case Closure 20 years Public interest
475 Multi-Systemic Team (MST) Data on interventions Assessments case summaries genograms Date of Birth 25 years Public interest
478 Multi-Systemic Team (MST) MST referral forms Referral forms holding personal informaton and carers information, feedback and performance indictors Date of Birth 25 years Public interest
474 Multi-Systemic Team (MST) MSTI Referral forms received from the edge of care panel Referral forms holding personal informaton and carers information, feedback and performance indicators Date of Birth 25 years Public interest
477 Multi-Systemic Team (MST) Multi Systemic Team family Contact directory Family Contact directory Date of Birth 25 years Public interest
479 Multi-Systemic Team (MST) Multi Systemic Team financial information Financial information, reporting where intervetion has stopped children going into care End of financial year records relate to 6 years Public interest
476 Multi-Systemic Team (MST) Multi Systemic Team workers interventions Multi Systemic Team reporting and monitoring Date of Birth 25 years Public interest
539 Open Door Project Adult Mental Health physical files All case recordings and assessments relating to adult mental health. This includes health information and care plans. Case Closure 20 years Public interest
4095 OT (Occupational Therapy) Rapid Response Diaries Work diaries used by the occupational therapy team End of year created 2 years Public interest
4096 OT (Occupational Therapy) Rapid Response Project work Records relating to occupational therapy team projects, including limited client information gathered for purposes of analysis and reporting Date of closure 6 years Public interest
404 Performance Team Adults Services staff rotas Rotas used in Adults services including the Practitioner Safeguarding Rota to list when certain social workers are on Duty to Cover the period of time between normal office hours and emergency duty team take over. End of current year record relates to 4 years
413 Performance Team Tri-X - Training tool Complete processes and policies for ASC Document is superseded 0 years
6382 Placement Review Continuing Healthcare files Administration of CHC decision making process, eg. notes from meetings, administration of panels Date of last action 30 years Public interest
6381 Placement Review Placement reviews Records of assessment and review of care being received by older citizens - contact from first line, assessment reports, placement details Date of closure 6 years Public interest
491 Priority Families Data warehouse This is database that contains data from other systems that includes CareFirst, Police and other local authority systems. The data base is only used by the Priority Family analysts and not the operational team itself. It is used to capture data from other systems and produce reports which can be provided to the Priority Families team regarding the families that they are/should be working with. Year records created 10 years Public interest
492 Priority Families IT platform Priority Families casework including family plans, family issues, closure forms etc. Date of Birth 25 years Public interest
473 Priority Families Priority families Citizen records and personal information Completed assessments for specific clients Date of Birth 25 years Public interest
493 Priority Families Priority Families Tracker Cases from LAP, EOC, MST, FIP and Direct Referrals from partnerships that meet Priority Family criteria Date of Birth 25 years Public interest
7723 Public Health Consultants Advice The Public Health team provide advice to the Planning and Licensing teams to offer a Public Health perspective when permission to grant a license is in consideration. No retention information recorded. Public interest
7722 Public Health Consultants Email contact list Interested parties provide their emails to receive correspondence about Public Health forums. No retention information recorded. Consent
7705 Public Health Consultants Health Intelligence products – Joint Strategic Needs Assessments (JSNA) and Pharmaceutical needs assessments (PNA) The above products are used to deliver our public function. They are publicly available on the Nottingham insight website and do not contain any personal/sensitive information. 3 years
7707 Public Health Consultants Michael Varnam Awards Customer Information Michael Varnam Awards Customer Information Names, email addresses and telephone numbers of nominees that have been shortlisted for the awards 1 years Public interest
7706 Public Health Consultants Personal Staff Records Records for old/current staff of the department, going back to the time public health was still in the NHS 6 years Legal obligation Employment
6380 Quality Assurance and Safeguarding (Adults) Individual safeguarding cases Restricted archive of individual safeguarding cases where there is a conflict of interest with social care staff Date of closure 6 years Public interest
6378 Quality Assurance and Safeguarding (Adults) Provider Failure Procedure Records related to management of the process of closing settings when contract comes to an end Date case closed 6 years
6376 Quality Assurance and Safeguarding (Adults) Provider Investigation Procedure casework Records related to investigation of providers whose contracts have been suspended, or where quality improvement work is required eg. visit notes, records of support given to improve standards Date case closed 6 years Public interest
6377 Quality Assurance and Safeguarding (Adults) Provider Investigation Procedure meeting minutes Records of meetings relating to providers who are being investigated Permanently Public interest
6379 Quality Assurance and Safeguarding (Adults) Quality Information Forum Records related to multi-agency care delivery review meetings, including outcomes, reports, action plans Date case closed 6 years Public interest
4071 School Governors Instruments of government Legal documents that record the constitution of the governing body and the term of office for each category of governor, for each school End of lifetime of school Permanently
4072 School Governors School governor details Names and contact details of school governors When individual stops being a school governor 0 years Public interest
4069 School Governors School governor meetings Records related to meetings of school governors, eg. minutes, agendas, reports, action plans. This includes meetings related to complaints from parents. End of lifetime of school Permanently Public interest
4070 School Governors School policies School policies for approval by governors End of lifetime of school Permanently
4013 School Transport and Volunteer Drivers Unit Post-16 SEN college students Spreadsheets containing details of SEN college students who have applied for school transport including whether it was approved, what college they attend and date of application. End of school year applied for 6 years Public interest
4024 School Transport and Volunteer Drivers Unit Referrals for VDU transport Referrals from received from Social Workers for service from the Volunteer Driver's Unit End of involvement with client 6 years Public interest
4012 School Transport and Volunteer Drivers Unit School transport funding - applications and supporting documentation All applications received for School transportation. A bus pass can be awarded for eligible children. End of school year applied for 6 years Public interest
6653 Shared Lives Carer files Files for Shared Lives carers, eg. applications, training, ongoing records Date of last contact 6 years
6655 Shared Lives Carer money management Records of small cash payments to carers and auditing of carer finances Date created 7 years
6652 Shared Lives Client files Files for Shared Lives clients, eg. name, contact details, medical and social care history Date of closure 6 years
6656 Shared Lives Public information Information on Shared Lives services for the public When outdated or superseded 0 years
6654 Shared Lives Shared Lives finance Records related to payment of carers, eg. payment schedules, Fairer Charging records Date forwarded on to EMSS/Finance 3 years
6657 Shared Lives Shared Lives policy and procedure Records relating to policies and procedures When no longer relevant 0 years
460 Social Care Complaints Complaints to Social Care Service Files to enable monitoring and reporting on complaints timescales, themes, progress, outcomes Date of completion of records 6 years Public interest
531 Social Care Fieldwork Child Protection - Citizen records and personal information Completed documents for clients including pdfs, scans and word docs Date of Birth of child 25 years Public interest
528 Social Care Fieldwork Child Protection (Social Care) casework Citizens demographic details, role, status, contact details, all completed assessments, relationships etc Date of Birth of child 25 years Public interest
530 Social Care Fieldwork Children in Need - Citizen records and personal information Completed documents for clients including pdfs, scans and word docs Date of Birth of child 25 years Public interest
529 Social Care Fieldwork Children in Need (Social Care) casework Citizens demographic details, role, status, contact details, all completed assessments, relationships etc Date of Birth of child 25 years Public interest
7731 Social Care Fieldwork Neighbourhood Fieldwork Management Information collected to discuss with health colleagues to resolve any conflicts in relation to cases which cause concerns. This is normally around child protection issues. No retention information recorded. Public interest Substantial Public interest
3909 Special Educational Needs Needs service-user-specific support funding requests from schools, colleges, and early years settings Requests for support funding detailing an individual’s SEN and support requirements. Date of birth of child 35 years Public interest
3907 Special Educational Needs Special Educational Needs Service casework documentation All documents and records that make up the casework for children and young people who have applied for or who have undergone a statutory special educational needs assessment. Date of birth of child 35 years Public interest
3908 Special Educational Needs Special Educational Needs Service Statutory Plans (Statements of SEN, and Education, Health and Care Plans) Statutory Plans and their appendices (professional reports and the views of service users). Date of birth of child 35 years Public interest
6391 Sports, Outdoor Learning, Life Skills, Adventure, Risk Management (SOLAR) Leisure centre folders Records related to delivery of classes at leisure centres - registers, lesson plans, copies of policies for reference When no longer relevant 6 years Public interest
5108 Sports, Outdoor Learning, Life Skills, Adventure, Risk Management (SOLAR) MyChallenge app Information stored on the MyChallenge application, used by schools to track participation in activities When no longer operationally required 0 years Consent
5107 Sports, Outdoor Learning, Life Skills, Adventure, Risk Management (SOLAR) Opportunity Notts website Website used by schools to track participation in activities as part of Opportunity Notts challenge When no longer operationally required 0 years Consent
5110 Sports, Outdoor Learning, Life Skills, Adventure, Risk Management (SOLAR) Performance reports Reports on performance, eg. engagement levels, care plans. End of financial year 6 years
5109 Sports, Outdoor Learning, Life Skills, Adventure, Risk Management (SOLAR) Project files Development of projects, business plans, etc. Date of closure 6 years
5104 Sports, Outdoor Learning, Life Skills, Adventure, Risk Management (SOLAR) Promotional material and information Records providing information on services provided by SOLAR team, eg. leaflets, posters, websites When no longer operationally required 0 years
5105 Sports, Outdoor Learning, Life Skills, Adventure, Risk Management (SOLAR) Resources Resources developed by SOLAR team for use in schools When no longer operationally required 0 years
5106 Sports, Outdoor Learning, Life Skills, Adventure, Risk Management (SOLAR) Social media Information posted by SOLAR team on Twitter and Facebook When no longer operationally required 0 years
7754 Sports, Outdoor Learning, Life Skills, Adventure, Risk Management (SOLAR) Swimming Teacher services Contracted swim teachers process children's swimming progress data for NCC. When no longer relevant 6 years Contract Substantial Public interest
6295 Strategy and Improvement Mind of My Own (MOMO) user accounts User login details and account info for Mind Of My Own app, eg. names, passwords, email address When no longer relevant 0 years Consent
6296 Strategy and Improvement Unaccompanied children statistics Monthly data return of numbers of unaccompanied asylum seeker children Date created 0 years 6 months
6574 Targeted Family Support and Missing Children Direct work files Details of individual cases which are separate or additional to information on Liquid Logic Date of birth of child 25 years
6572 Targeted Family Support and Missing Children Forms and templates Blank forms and templates used by the Missing Children team When outdated or superseded 0 years
6569 Targeted Family Support and Missing Children Missing children files Records related to missing child cases - details, actions taken, outcomes etc. Date of birth of child 25 years
6571 Targeted Family Support and Missing Children Missing children meetings Multiagency meetings discussing missing child cases Date of birth of child 25 years
6570 Targeted Family Support and Missing Children Missing children monitoring Overview of all missing child cases When outdated or superseded 0 years
6573 Targeted Family Support and Missing Children Procedure and guidance Records related to guidance for the missing children team When outdated or superseded 0 years
467 Targeted Family Support and Missing Children Targeted Family Support Citizen records and personal information Citizens demographic details, role, status, contact details, all completed assessments, relationships etc Date of Birth 25 years Public interest
6255 Targeted Support Team Performance monitoring Spreadsheets tracking performance, workload, capacity etc. - contain client names and ID numbers End of financial year 6 years Public interest
464 Targeted Support Team Referrals to Targeted Support Team monitoring Tracking length of involvement, presenting issues, type of intervention, referral reason, outcome Date of Birth of child 25 years Public interest
3981 Virtual School Team Education Progress Grant applications for funding and decision forms Applications for EPG funding received from schools and social workers detailing funding needed to support individual children in care. Review form with each application detailing decision of funding request End of financial year records relate to 6 years Public interest
5188 Virtual School Team Historical education case files for children in care. Historic files for individual children in care, relating to their education needs, outcomes and assessment and includes some care information. Date of Birth of Child 75 years Public interest Substantial Public interest
3982 Virtual School Team Pupil Premium Plus applications for funding. Applications for PPP funding received from schools, detailing the funding needed to support individual children in care. Also includes a spreadsheet with key information from those applications with decisions recorded. Also includes historic email applications for PPP funding received from schools, detailing the funding needed to support individual children in care and decisions in respect to this. Historic email reminders to schools who didn't apply for PPP during 15/16 and 16/17 financial years. End of financial year records relate to 6 years Legal obligation Statutory basis
3983 Virtual School Team Pupil Premium Plus reports Spreadsheets and reports sent to finance to arrange payments of funding approved, historic. End of financial year records relate to 6 years
3980 Virtual School Team School Improvement Information Information and documentation regarding schools, based on improvement work undertaken with them. Date of last action on case 35 years
6676 Virtual School Team Training information Spreadsheets detailing the names and roles of professionals and the training course they have booked onto. Attendance lists (saved electronically) detailing the names and positions of professionals that have attended specific Virtual School training. Date course is deemed to have closed 7 years Legal obligation
3979 Virtual School Team Virtual School Assessments and Reports Educational reports, plans, documents and assessments pertaining to individual children in care including Personal Education Plans, educational and progress reports, Education Health and Care Plans assessments for individual children in care. Date of Birth of Child 75 years Public interest Statutory basis
3978 Virtual School Team Virtual School Running Records Running chronology of the Virtual School involvement with children in care, pertaining to their education. Date of Birth of Child 75 years Public interest Statutory basis
3985 Virtual School Team Virtual School Supporting Administrative documentation All supporting documentation held by the Virtual School including lists of early years children in care, addresses for children in care, admission and discharge lists of children in care and educational information logs. When no longer operationally required 0 years Public interest Statutory basis
6298 Whole Life Disability Service Client records - adults All data related to adult clients - referrals, assessments, visits, contact details, supporting documents, case notes etc. Date of closure 6 years Public interest
6297 Whole Life Disability Service Client records - children All data related to clients - referrals, assessments, visits, contact details, supporting documents, case notes etc. Date of Birth of Child 75 years Public interest
6299 Whole Life Disability Service Contact notes Notes made by duty team recording queries, advice given, etc., for contacts which do not progress to requiring a full case file Date received 6 years Public interest
6301 Whole Life Disability Service Personal budgets Records related to direct payments / personal budgets for clients and their carers Last financial year records relate to 6 years Public interest
6302 Whole Life Disability Service Serious incident reports Serious incident reports recorded by this team Permanently Public interest
494 Youth Justice Service Youth Justice Casework All records in relation to the management of youth justice casework. This includes referral forms, reports, assessments, case notes, court outcomes, police information (bail and sentencing outcomes), intelligence from other partner agencies (health and education). Records contain details of anti social behaviour, offences, court hearings and voluntary of statutory programmes attended. DOB of subject 28 years 6 months Public interest
6665 Youth Justice Service Youth Justice Volunteers management All records associated with the management of the volunteer community panel members. This includes DBS, volunteer personal information (such as addresses, contact details etc) and contracts/agreement documents. No retention information recorded. Public interest Substantial Public interest
495 Youth Justice Service Youth Offending Team (YOT) audits Youth Offending Team (YOT) audit records DOB of subject 28 years 6 months
496 Youth Justice Service Youth Offending Team (YOT) court recordings Youth Offending Team (YOT) court recording records DOB of subject 28 years 6 months Public interest

Commercial and Operations

The Commercial and Operations department is responsible for providing essential services in the community including Neighbourhood Services, Community Protection services and the provision of library and leisure facilities as well as maintaining the City's Parks and Open Spaces.

Id Business function Information asset
name
Description Trigger event Retain for Legal basis for processing
(1) (2)
3879 Allotments Allotment association contracts Association contracts and management agreements End of contract or last action on project 6 years
3878 Allotments Allotment association details Allotment association and association officer contact information Date allotment association stops managing site 0 years
3880 Allotments Allotment association leases and consents Leases and consents for activities for sites run by allotment associations Permanently
3877 Allotments Allotment complaints Records of correspondence and action taken in response to complaints Year records created 3 years Public interest
3876 Allotments Allotment financial information Documents and correspondence related to financial details, payments received and discount eligibility of allotment users End of financial year records relate to 6 years Public interest
3873 Allotments Allotment management Records related to general administration of allotments, completed projects, and information about allotment services When updated or superseded 1 years
3882 Allotments Allotment site management and maintenance plans Allotment site management maps and plans Date created 6 years
3883 Allotments Allotment strategy and policy Strategies and policies relating to allotments Date plan expires 6 years
3875 Allotments Allotment tenancy agreements Allotment tenancy agreements and consent forms End of tenancy 1 years Legal obligation
3872 Allotments Allotment user information Records related to day-to-day interactions with allotment tenants and other interested parties, including enquiries, service requests, and contact details for tenants and allotment site neighbours End of tenancy 1 years Consent
3874 Allotments Allotment waiting list Waiting list of applications for allotment plots, including contact details When updated or superseded 0 years Contract
3881 Allotments Annual lease inspections Records relating to annual allotment site lease inspections Date created 6 years
3755 Archaeology Archaeological assessments Records relating to assessments and field evaluations carried out as part of planning and development, including research, maps and reports Permanently
3756 Archaeology Excavation projects Records relating to excations - planning, contracting, monitoring, reports, maps, etc. Permanently
3754 Archaeology Historic Environment Record Information about historical buildings, monuments, parks and gardens, archaeological sites, caves, and other sites of historic interest in the city Permanently
3802 Arts Arts grants and funding Records relating to arts grants and funding No retention information recorded.
3803 Arts Arts service level agreements Service level agreements with funding bodies and organisations receiving money, including signed agreements and progress reports End of contract or date of last action 7 years
3805 Arts NAAC financial records Records of membership payments received by the NAAC End of contract or date of last action 7 years Public interest
3804 Arts NAAC membership Records of membership of the Nottingham Asian Arts Council (NAAC) When updated or superseded 0 years Public interest
2556 ASB Alcohol Confiscations Details of alcohol confiscations undertaken by Community Protection Officers including details of individuals by whom alcohol was surrendered Date of case closure/resolution of enforcement action 6 years Public interest
2551 ASB ASB Case Records - NCH Records of all anti-social behaviour cases commissioned by Nottingham City Homes to NCC for enforcement action including commissioning forms and record of all actions taken on each case Date of case closure/resolution of enforcement action 6 years Public interest
2552 ASB ASB Case Records - Non NCH Records of all anti-social behaviour cases (other than those commissioned by NCH) upon which the ASB team are taking action or considering action Date of case closure/resolution of enforcement action 6 years Public interest
2554 ASB ASB Legal Proceedings Case files for court proceedings taken against anti-social behaviour perpetrators Date of case closure/resolution of enforcement action 6 years Public interest
2553 ASB ASB Victim and Perpetrator profiles Details of victims and perpetrators of anti-social behaviour used for form the basis of ASB cases recorded on ECINs Date of case closure/resolution of enforcement action 6 years Public interest
2555 ASB Community Trigger Requests and Actions Details of requests to activate the Community Trigger pursuant to ASB, Crime and Policing Act 2014 and actions taken in response Date of case closure/resolution of enforcement action 6 years Public interest
2549 ASB Environmental Crime Notices Record of formal enforcement notices served by ASB team Closure date 6 years Public interest
2550 ASB Environmental Crime Prosecutions Records of prosecutions and potential prosecutions undertaken or considered by the ASB team Closure date 7 years Public interest
2548 ASB Environmental Crime Service Requests Service requests made by members of the public or partner agencies or identified by Community Protection staff for investigation and action by the ASB Team including details of all actions undertaken on the case When no links remain 0 years Public interest
2559 ASB Licensing representations Details of representations submitted by the ASB team in respect of licensing applications submitted by individuals/businesses within the City of Nottingham Date of case closure/resolution of enforcement action 6 years Public interest
2558 ASB Official Searches Records of the results of official searches made i.e. Land Registry, Companies House Date search activity complete 6 years Public interest
2560 ASB PACE Interviews Recordings of interviews conducted by officers within the ASB team pursuant to Police and Criminal Evidence Act including compact disc on which the interview is recorded Date of case closure/resolution of enforcement action 6 years Public interest
2561 ASB Public Spaces Protection Orders Actions taken by the ASB team in connection with the implementation of Public Spaces Protection Orders including details of consultation exercises undertaken and the results thereof Date record created 6 years Public interest
6446 Business Development Business Development project files Documents related to ongoing projects, eg. analysis, business cases, correspondence, reference material Date of closure 6 years
2360 Cemeteries and Crematorium Book of Remembrance order sheets - received but not yet written into Books Details of Inscriptions, date of first entry, illustrations, applicants address and contact details. (Norhtern & Southern cemeteries) Date recorded in BOR 6 years
2358 Cemeteries and Crematorium Burial Ledgers All ledgers and Deed books containing information regarding burials and grave ownership in the Northern and Southern Cemeteries Permanently
2363 Cemeteries and Crematorium Burials paperwork All paperwork that relates to forthcoming and recent burial details (Northern & Southern Cemetery) Permanently
2359 Cemeteries and Crematorium Cemetery Maps All maps of historical cemeteries looked after by the City Council Permanently
2368 Cemeteries and Crematorium Cremations paperwork Records of cremations where the cremator operator sheets are not yet returned for filing. (Ashes either still at Crem, on hold, for witness scatter, for unwitness scatter, for interment or for collection by Funeral Director) End of current year 15 years
2367 Cemeteries and Crematorium Environmental funerals All records in relation to environmental health funerals Permanently
2366 Cemeteries and Crematorium Exhumation paperwork All records relating to exhumations Permanently
2362 Cemeteries and Crematorium Grave Purchase/transfer details All records that detail the purchase of graves and/or transfers of ownership Permanently
2369 Cemeteries and Crematorium Ledgers - Southern Crematorium and burial records and Northern indicies All books containing information listing cremations and burials in date order with burial numbers in the Northern and Southern Cemeteries. Also additional deed books. Permanently
2364 Cemeteries and Crematorium Memorial applications All records of applications made for memorials Permanently
2365 Cemeteries and Crematorium Memorial Permits (Completed) All records of completed Memorial Permits Date of completion 20 years
2361 Cemeteries and Crematorium Records of orders and messages that have been placed in the books of remembrance Records of orders and messages that have been placed in the books of remembrance (Northern & Southern cemeteries) Date recorded in BOR 6 years
3884 Colwick Marina Boat owner information Mooring applications, licenses and personal details of boat owners using the marina When no longer relevant 1 years Contract
6408 Community Centres Hire Agreements Details of agreements made by individual/organisation to hire space at an NCC directly managed community centre. Date agreement is terminated 6 years Public interest
6409 Community Centres Training Records Names of volunteers who have attended training (health and safety, first aid, fire training etc.), and dates attended. Date of most recent training (ie. held 7 years from taht date) 7 years
6407 Community Centres Volunteer Contact details Contact details for the volunteer groups who run Community Centres When no longer required 1 years Public interest
2480 Community Cohesion New arrivals (refugees and asylum seekers) case notes Service users’ case notes and other records are kept they contain general information, which includes; the personal details of the client (these are on a referral sheet/cover sheet), family history, type of contact (whether you phoned the client or saw them at home, at a centre or at Loxley House, details of major issues, action plans (detailing who is responsible for which action), arrangements for the next meeting and other records will include support letters; letters from the Home Office; solicitors etc Date of last contact 8 years Public interest
2484 Community Cohesion New Arrivals Quarterly Monitoring Report Quarterly Monitoring of the New arrivals provision helps measure progress and development of the service. Ongoing checks against progress over time. It’s carried out regularly and consistently. It may be used as part of evaluation to support or adjust service goals and actions. It is used in individual PDR and is provided to Management End of financial year 6 years Public interest
2479 Community Cohesion New Arrivals Service Directory (Welcome to Nottingham) This directory of services aimed at refugees and asylum seekers has been designed to help new arrivals to the city and provide support to citizens and partner organisations. It aims to provide additional information about organisations in Nottingham that offer specialist services to support new arrivals to the city. When outdated or superseded 0 years
1983 Community Cohesion Prevent Partnership Steering group administration Agendas and minutes of steering group meetings Date of meeting or report 6 years Public interest
5114 Community Safety Partnership & Intelligence Domestic Homicide Reports CDP Domestic Homicide Reviews submitted to the Home Office No retention information recorded. Legal obligation Administration of justices
3956 Community Safety Partnership & Intelligence Domestic Homicide Reviews Reviews (these are like Serious Case Reviews) and are a statutory function, which is submitted to the Home Office. We collect personal and sensitive information through IMR’s ( Individual Management Reviews), multi-agency discussion and produce a report which is depersonalised and uploaded on to the website after it has been signed off by the CDP board and the Home Office. Date of review 6 years Public interest
6331 Community Safety Partnership & Intelligence Partnership Tasking Administration Presentations and minutes of multi-agency meetings Date record created 6 years
4090 Community Safety Partnership & Intelligence Problem Profiles Assessments of specific problems in relation to crime, ASB, substance misuse and re offending. Case closure 6 years Public interest
6651 Compliance and Safety Attendance and signing Recording of attendance at training sessions Date employee leaves organisation 7 years
6650 Compliance and Safety Competency sheets Records of assessments of competency to use machinery Date of assessment 6 years Public interest Vital interests
6647 Compliance and Safety Health and safety procedures Health and Safety policies and procedures for training, Neighbourhood Services Operations Permanently
6648 Compliance and Safety ISO accreditation Records related to maintaining ISO accreditation: log of all nonconformities, opportunities for improvement, monitoring and auditing Date created 6 years
6646 Compliance and Safety Risk assessments Risk assessments for training sessions and Neighbourhood Services operations Date of assessment 5 years
6645 Compliance and Safety Staff training Records related to training delivered by Workforce Development Date employee leaves organisation 7 years Public interest
6644 Compliance and Safety Taxi testing Records related to assessment of applicants for taxi licenses: booking, payment, checks, outcomes, contact details Date of assessment 6 years Public interest
6649 Compliance and Safety Training presentations Presentations to be delivered at training sessions Date created 6 years
6582 Customer Services and Commercial Customer accounts - domestic Customer records for clients in Nottingham city centre and St Ann's - contact details, monitoring, billing, payments etc. Date of last action 6 years
6584 Customer Services and Commercial Customer accounts - EE monitoring Customer records for clients with EE monitors - contact details, monitoring, billing, payments Date of last action 6 years
6583 Customer Services and Commercial Customer accounts - national Customer records for national clients - contact details, billing processes Date of last action 6 years
6585 Customer Services and Commercial Customer services Records related to customer services - eg. queries, fault reports, complaints, actions taken, case notes Date of last action 6 years
7776 Design Services Building and Design Records created and acquired containing information for a design project taken on by the Design team. NCC has no interest in the property. 10 years
3820 Design Services Design services contracts Contracts held by Design Services End of contract or last action on project 6 years
7778 Design Services Property files Records created or acquired about the property associated with each design and build brief. NCC has no interest in the property. 10 years
3822 Design Services Renovation and development Project specifications, plans, installation manuals, certificates of approval End of life of building No retention information recorded. Contract
7777 Design Services Warranty Warranty documents requested and received by the Design team against work completed for NCC. NCC has no interest in the property. 10 years
1677 Dog Control Dog disclaimer form Form for owner to sign dog over to city council Date of last action 2 years
2036 Dog Control Return of dog to owner form Form to record return of dog to owner Date of last action 2 years Public interest
2071 Dog Control Seizure of stray dog form Record of a seized dog, completed when Dog Warden is called to collect a stray dog Date of last action 2 years Public interest
4108 Energy Management DEC administration Management and administration of surveying carried out for DECs Date created 6 years
4105 Energy Management Development of energy management strategies Records related to development of strategy documents, eg. initial evidence, research, correspondence, drafts, meeting notes When no longer relevant 6 years
4107 Energy Management Display Energy Certificates (DECs) Display Energy Certificates for council-owned buildings and schools Date created 1 years
4110 Energy Management Energy and waste disposal contracts Management of contracts with organisations providing energy and waste disposal services End of contract or last action on project 6 years
4109 Energy Management Energy and water use monitoring Energy and water consumption data and billing information for council buildings Date created 6 years
4116 Energy Management Energy management funding Management of funding bids and grants received End of funding period 6 years
4106 Energy Management Performance monitoring Monitoring of performance against strategic targets, eg. reports, statistics End of financial year 6 years
4114 Energy Management School energy audits Records of audits of energy efficiency of school buildings Date created 7 years
4111 Energy Management School energy contracts Management of arranging gas and electricity supply to schools (local authority and some academies) End of contract or last action on project 6 years
4113 Energy Management School energy efficiency advice Records of correspondence and advice given to schools requesting information on energy efficiency Date created 6 years Public interest
4115 Energy Management School energy efficiency education Records related to promoting energy efficiency in the classroom Date created 7 years
4112 Energy Management School energy supply Consumption and billing data for schools Date created 6 years
3784 Energy Projects Energy efficiency surveying Records relating to surveying of energy efficiency in council-owned buildings Date of last action 7 years
3785 Energy Projects Energy Performance Certificates (EPCs) Energy Performance Certificates for individual buildings Date created 6 years
3786 Energy Projects Energy project development Records relating to development of services and technologies offered by Energy Projects Date of last action 6 years
3787 Energy Projects Energy project funding Records relating to management and administration of funding bids and grants received for energy projects No retention information recorded.
6639 Environmental Health and Safer Places Customer satisfaction data Records related to customer feedback and comments received by Environmental Health Date received 1 years Public interest
2523 Environmental Health and Safer Places Empty Homes - Housing Inspections Records of inspections of empty dwellings Date of Closure 6 years Public interest
2519 Environmental Health and Safer Places Empty Homes - Misc. Activities Miscellaneous activities undertaken by team Closure date 6 years Public interest
2520 Environmental Health and Safer Places Empty Homes - Notices Records of formal notices served by Empty Homes team Closure Date 6 years Public interest
2521 Environmental Health and Safer Places Empty Homes - Prosecutions Records of prosecutions for offences relating to Empty Homes Closure of Case 7 years Public interest
2522 Environmental Health and Safer Places Empty Homes - Samples Samples used to support casework Closure date 6 years Public interest
2518 Environmental Health and Safer Places Empty Homes - Service Requests Records of service requests and actions taken relating to Empty Homes Closure Date 6 years Public interest
232 Environmental Health and Safer Places Environmental Health – Misc. Activities Miscellaneous activities undertaken by team Closure date 6 years Public interest
233 Environmental Health and Safer Places Environmental Health – Notices Records of formal notices served by Environmental Health Closure date 6 years Public interest
234 Environmental Health and Safer Places Environmental Health – Prosecutions Records of prosecutions and potential prosecutions for offences relating to Environmental Health Closure date 7 years Public interest
235 Environmental Health and Safer Places Environmental Health – Samples Records of samples taken by Environmental Health and results Closure date 6 years Public interest
231 Environmental Health and Safer Places Environmental Health – Service Requests Environmental Health service requests and action details Closure date 6 years Public interest
6638 Environmental Health and Safer Places Environmental health guidance Guidance documents for Environmental Health When superseded 0 years
6637 Environmental Health and Safer Places Environmental health strategy Records relating to planning and strategy for Environmental Health When superseded 0 years
3974 Environmental Health and Safer Places NOR list Data of planned and past noise monitoring equipment installations Closure date 6 years Public interest
245 Environmental Health and Safer Places Pollution Control – Misc. Activities Miscellaneous activities carried out by the Pollution Control team Date of closure 6 years Public interest
246 Environmental Health and Safer Places Pollution Control – Notices Records of formal notices served by Pollution Control Closure date 6 years Public interest
247 Environmental Health and Safer Places Pollution Control – Prosecutions Records of prosecutions and potential prosecutions for offences relating to Pollution Control Closure Date 7 years Public interest
244 Environmental Health and Safer Places Pollution Control – Service Requests Service requests made relating to Pollution Control, including reports of statutory nuisances, air quality concerns, historical contamination of land, and records of investigations and resolutions resulting from these requests. Audio Records Associated with SR Records Audio records associated with FLARE Service Request records are currently unable to be included in the annual FLARE Retention Process & so must be dealt with on a manual basis. i. DVDs of audio recordings associated with nuisance investigations under FLARE Service Requests will be retained in the EHP secure Noise Lab for 4 years. ii. Digital records of audio recording associated with nuisance investigations under FLARE Service Requests will be retained on a secure laptop stored in the EHP secure Noise Lab for 2 years (subject to space being available on the laptop C Drive) Closure date 6 years Public interest
2539 Environmental Health and Safer Places Redundant unit codes (PH - Public Health (District)) - Housing Inspections Unit code not in use from 01/01/2016 On closure 6 years Public interest
2535 Environmental Health and Safer Places Redundant unit codes (PH - Public Health (District)) - Misc. Activities Unit code not in use from 01/01/2016 On closure 6 years Public interest
2536 Environmental Health and Safer Places Redundant unit codes (PH - Public Health (District)) - Notices Unit code not in use from 01/01/2016 Closure date 6 years Public interest
2537 Environmental Health and Safer Places Redundant unit codes (PH - Public Health (District)) - Prosecutions Unit code not in use from 01/01/2016 Closure date 7 years Public interest
2538 Environmental Health and Safer Places Redundant unit codes (PH - Public Health (District)) - Samples Unit code not in use from 01/01/2016 Closure date 6 years Public interest
2534 Environmental Health and Safer Places Redundant unit codes (PH - Public Health (District)) - Service Requests Unit code not in use from 01/01/2016 On closure 6 years Public interest
2584 Environmental Health and Safer Places Smoke Control Areas Map data showing areas covered by Smoke Control Orders. Smoke Control Orders declare and define Smoke Control Areas and restrict or prohibit the burning of coal or wood. Each area has a corresponding 'Operative Date' of when the Order came into effect. Permanently
114 Equalities Database of contact details Contact details tagged with group IDs for contacting external project stakeholders Request for removal 0 years Public interest Substantial Public interest
6670 Facilities Manager x 2 First aid response forms Form used when first aiders provide support, which identifies what first aid was given (where, why, and who by) Date of completion 3 years
174 Facilities Manager x 2 Policies and procedures Policies and procedures used by FM, eg. confidential waste disposal process When outdated or superseded 0 years
7726 Fleet Services CCTV footage CCTV is mounting around the workshop to monitor events occuring in the workplace. This information is used in cases where staff actions are called into question. No retention information recorded. Public interest
1680 Fleet Services Drivers licence consent form All signed consent forms completed by drivers who drive Nottingham City Council vehicles. The consent form allows the Council to undertake driving licence checks to ensure that drivers are fit to drive. Date consent obtained 3 years Public interest
3973 Fleet Services Driving Hours Records (tachographs) All records of drivers hours and breaks. Date employment terminates 6 years Public interest
1681 Fleet Services Driving licence check reports Reports produced by third party software (Licence check). These reports details the risks presented by individual drivers based upon details obtained from the DVLA (for example penalty points). When consent expires 0 years Public interest
3972 Fleet Services Driving Licence Information Details contained on all NCC driver driving licences. When consent expires 0 years Public interest
1722 Fleet Services Fleet list Contains information about all vehicles across NCC. Includes vehicle type, registration number, registration dates etc. When no longer operationally required 0 years
2206 Fleet Services Vehicle Files All vehicle files such as maintenance checks, MOTs, V5 (registration documents), vehicle statistics and every job raised for a particular vehicle and any money spent. Date of vehicle disposal 15 months Public interest
4039 Highway Infrastructure Area Capital funds Records related to Area Capital funds, including proposals, correspondence, and project files for local schemes End of funding period 12 years
7710 Highway Infrastructure Bridges asset management Catalogue of the structures under the care of NCC and private recorded structures within the city boundary. The catalogue details the structure reference, name, description, Co-ordinates, what the bridge goes over, HB rating, headroom, a contact number for enquiries, an external asset reference number, inspection data and when the bridge was last painted. Date created 7 years
4031 Highway Infrastructure Dropped kerb works Records relating to dropped kerb works, including queries, quotes, correspondence and financial records Date created 7 years Public interest
4037 Highway Infrastructure Environmental management Records relating to environmental management of highway infrastructure work, eg. environmental audits, guidance, action plans for meeting regulations Date work completed 6 years
4038 Highway Infrastructure Health and safety Health and safety records relating to the highway infrastructure team, including risk assessments, guidance and records of training When outdated or superseded 0 years
4036 Highway Infrastructure Highway infrastructure policies Policies governing highway works - Highway Asset Management Policy, gritting policy, etc. When outdated or superseded 0 years
4030 Highway Infrastructure Highway works Records of enquiries, requests, job allocations and actions carried out to maintain highway assets Date created 7 years
4035 Highway Infrastructure Personal injury claims Records relating to personal injury claims, eg. correspondence, notes, supporting information, development of response from highways team Date claim settled 6 years Public interest
4032 Highway Infrastructure Road inspections Records of inspections and surveys of roads the council is responsible for maintaining Date created 7 years
4034 Highway Infrastructure Road resurfacing Data from monitoring of road resurfacing projects, eg. time, treatments used, cost Date created 7 years
4033 Highway Infrastructure Road surveys Records of surveys of roads the council is responsible for maintaining Date created 7 years
1509 Housing Licensing & Compliance Applications received for Gambling Act 2005 licence or Permit Register of applications received under Gambling Act 2005 When no longer operationally required 0 years Public interest
1510 Housing Licensing & Compliance Applications received list (Licensing Act 2003) Weekly list of applications received for premises licences under Licensing Act 2003 When no longer operationally required 0 years
2506 Housing Licensing & Compliance Enforcement Interviews log List of Enforcement Interviews When no longer operationally required 0 years Public interest
2504 Housing Licensing & Compliance Fraud Enquiry List Fraud Enquiry List - used for immigration and records driver's name and date taxi licence was suspended When no longer operationally required 0 years Public interest
2490 Housing Licensing & Compliance Free Printed Material Applications Applications received for Free Printed Material distribution Date of application 6 years
2491 Housing Licensing & Compliance Gambling Act 2005 - Annual Fee Details of premises licensed under the Gambling Act 2005 for premises licence and permit and are eligible to pay the annual fee When no longer operationally required 0 years
2492 Housing Licensing & Compliance Gambling Act 2005 - Correspondence, Hearings & Representations Gambling Act 2005 - Correspondence in respect of fees paid, general correspondence, Hearing information to include copies of application forms, notices of hearing, reports and correspondence & Representations from Responsible Authorities, Citizen's and Councillors Date proceedings (including appeals) complete 5 years Public interest
1742 Housing Licensing & Compliance Gambling Act 2005 premises visited log List of licensed gambling establishments visited Date record created 6 years
1744 Housing Licensing & Compliance Gaming machines in licensed premises Register of licenses under Licensing Act 2003 - having gaming machines on site. List is used for Compliance Officers to plan visits to premises that having gaming machines on site Date record ceases 11 years
1760 Housing Licensing & Compliance Highways Amentities Licences list showing where the current HAL's are situated in the City List of permits for outside seating on a public highway Date licence agreement ceases 1 years Public interest
1825 Housing Licensing & Compliance Licenses issued Current licenses issued. Hard copy held and available for public view Date of expiry 6 years Public interest
226 Housing Licensing & Compliance Licensing – Service Requests (including Taxi Licensing) Data connected with compliance checks, including inspections, complaints and concerns. Closure date 6 years Public interest
2494 Housing Licensing & Compliance Licensing Act 2003 - annual fee Licensing Act 2003 - annual fee - monthly lists to show dates that premises licence annual fees due, lists used to send to finance for Internal Journals When no longer operationally required 0 years
2496 Housing Licensing & Compliance Licensing Act 2003 - dermination notices Licensing Act 2003 - determination notices for different types of licences issued, Police Reform and Social Responsibility Act 2011 website notices, registers of appeals, applications received for the website, archived premises licences, Nomad list, Notification of interest, Review, TENS and TENS counter notices When no longer operationally required 0 years
2487 Housing Licensing & Compliance Licensing Administration All applications, registrations, certifications and licensing records in relation to the local authorities registration requirements. This includes animal boarding, house to house, massage and special treatment, performing animals, pet shops, scrap metal, sex establishments, skin piercing and street colleactions Date registration/entitlement lapses 2 years Public interest
2489 Housing Licensing & Compliance Licensing Finance Audit Log Record of receipt details, remittance sheets, cancelled receipts (including Taxi Licensing) End of financial year records relate to 6 years Public interest
1812 Housing Licensing & Compliance List of licensed premises eligible to pay the Late Night Levy - including names and addresses of the premises licence holders List of premises who are eligible to pay late night levy. Information also used to pass to finance for internal journal requests When no longer operationally required 0 years Public interest
2150 Housing Licensing & Compliance List of Temporary Event Notices received List of Temporary Event Notices received When no longer operationally required 0 years Public interest
1928 Housing Licensing & Compliance Outstanding Licensing Fees Payable All types of applications that have been invoiced for licensing annual fee, gambling annual fee and late night levy but are still outstanding When no longer operationally required 0 years Public interest
1997 Housing Licensing & Compliance Prosecution Case Files for breach of licence (including Premises Licences) Files containing information with regards to breach of licence Date proceedings (including appeals) complete 5 years Public interest
2021 Housing Licensing & Compliance Register of Lottery Registrations List of organisations who hold a small society lottery registration (includes applications made, lottery returns, cancelled & lapsed registrations) Close of record 6 years Public interest
1975 Housing Licensing & Compliance Register of Premises Licences (showing individual licensable activities) List of licensed premises under the Licensing Act e.g. pubs/takeaways/off licences When no longer operationally required 0 years Public interest
1824 Housing Licensing & Compliance Register of Premises that have been subjected to Premises Licence Review Register of Premises that have been subjected to Premises Licence Review When no longer operationally required 0 years Public interest
1731 Housing Licensing & Compliance Representations Received list List of Licensing Act 2003 representations made by other Responsible Authorities, members of the public and Councilors Date proceedings (including appeals) complete 5 years Public interest
1827 Housing Licensing & Compliance Statistics showing applications received for all types of Licensing processes Monthly information collated and entered into a statistics spreadsheet showing how many applications have been processed in the team No retention information recorded.
2135 Housing Licensing & Compliance Surrendered Licences (Licensing Act 2003 and Gambling Act 2005) List of premises licences that have lapsed/surrendered Licence lapsed/surrendered 6 years Public interest
2137 Housing Licensing & Compliance Suspension Notices Suspension Notice sent to premises licence holder or gaming permit holder to advise that premises licence or permit will be suspended for non payment of annual fee or late night levy fee Closure date 6 years Public interest
2143 Housing Licensing & Compliance Taxi Licensing Interviews Log Register of all taxi drivers that have been interviewed in respect of taxi badge review and results of interview (i.e badge suspended, revoked) When no longer operationally required 0 years Public interest
2505 Housing Licensing & Compliance Taxi licensing supporting documentation Record of supporting documents such as DBS for applications received in respect of Taxi Licensing Applications When no longer operationally required 0 years Public interest
2141 Housing Licensing & Compliance Taxi Operator Visits Register of visits to Taxi Operators When no longer operationally required 0 years Public interest
2583 Housing Licensing & Compliance Taxi rank locations Map data about the locations of taxi ranks When no longer operationally required 0 years
2593 IFM Site Delivery Room Booking data Names, dates and times of staff members booking rooms at Nottingham City Council. No retention information recorded. Public interest
2594 IFM Site Delivery Visitor booking information Names, dates and times of visitors at the Isabella Street office No retention information recorded. Public interest
6669 IFM Site Delivery Workspace planning Records of planning for departments moving - notes from meeting, assessment of equipment requirements, etc. Date of move 6 years
6623 Infrastructure Delivery AD117 files Records of project planning and decisions made in development of the district heating scheme Permanently
6631 Infrastructure Delivery Design planning Archived records of design files relating to work carried out by District Heating Permanently
6633 Infrastructure Delivery District Heating contracts Contracts and agreements between NCC and other organisations relating to district heating End of contract or last action on project 6 years
6632 Infrastructure Delivery District Heating finances Invoices, budgeting, purchase orders and other routine financial records. End of financial year records relate to 6 years
6624 Infrastructure Delivery District heating litigation Records of legal cases and litigation relating to district heating Permanently
6628 Infrastructure Delivery District heating site plans AutoCAD site plans showing heating system for each building Site is demolished or sold 0 years
6629 Infrastructure Delivery Heating accounts Records of account payments received for District Heating End of financial year records relate to 6 years
6621 Infrastructure Delivery Manuals Operational manuals for District Heating systems Permanently
6626 Infrastructure Delivery Planned maintenance - NCH and council owned buildings Records of buildings receiving district heating, specifications, needs, etc. Site is demolished or sold 0 years
6627 Infrastructure Delivery Planned maintenance - Right to Buy Records of dwellings bought under Right to Buy receiving district heating, with specifications, requirements Site is demolished or sold 0 years
6622 Infrastructure Delivery Right to Buy district heating records Records of Right to Buy sales of properties where district heating is provided including correspondence with Tenant/purchaser. Permanently Public interest
6625 Infrastructure Delivery Steam reconciliation Records relating to the charges set for steam, including financial information, transactions and calculations Date created 10 years
6620 Infrastructure Delivery Technical specifications Records of technical information relating to the development of the district heating project, including completion sheets Permanently
6343 Libraries Circulation of library stock Records of library stock being moved between libraries Date created 3 years
6353 Libraries Communications Email communications and newsletters, eg. Library News When no longer relevant 0 years Consent
6344 Libraries Contracts Records relating to contracts and agreements to provide library services, eg. subscriptions to electronic resources End of contract 6 years
6348 Libraries Home library service Records of users of home library service and management of volunteers and delivery Date of last action 6 years Public interest
6342 Libraries Inter-library loans Records of loans between libraries Date created 6 years
6345 Libraries IT usage monitoring Management and monitoring of computer reservations and use Date created 1 years Public interest
6336 Libraries Library accounts User accounts linked to library card: personal info, loans, reservations, overdue books, fines owed and paid, computer booking Date user leaves library 6 months Public interest
6337 Libraries Library catalogue Catalogue of library books When no longer operationally required 0 years
6350 Libraries Library profiles Community and performance profiles for each library End of financial year 6 years
6341 Libraries Library projects Records related to planning, development and delivery of projects to improve library services Date of closure 6 years
6349 Libraries Library service info Information about library services, eg. locations, opening times When no longer relevant 0 years
6339 Libraries Local Studies catalogue Catalogue of items held by Local Studies service Permanently Public interest
6338 Libraries NPALS Information held by Nottingham Performing Arts Library Services, including stock catalogue, membership details, loan records and payments Date of last action 1 years Public interest
6340 Libraries Parental consent forms Consent forms signed by parents in order for children to join library services Date child turns 14 0 years Public interest
6356 Libraries Summer Reading Challenge membership Records of children taking part in annual Summer Reading Challenge End of that year's reading challenge 0 years Public interest
6352 Libraries Surveys and feedback Customer experience surveys and feedback Date report published 6 years Consent
7738 Libraries Visa Applications Biometric data processed to support application for a visa. No retention information recorded.
6355 Libraries Volunteer records Volunteer information and management End of last role 2 years Consent
5147 Markets and Fairs Application forms Application forms for stalls and attractions at markets and fairs End of event 0 years Public interest
5157 Markets and Fairs Arrears spreadsheet Record of traders in arrears on estate rent End of financial year 6 years Public interest
5161 Markets and Fairs Casual worker leave management Holiday requests for casual staff employed by Markets team, eg. market operatives Date action completed 6 years Public interest
5159 Markets and Fairs Goose Fair database Reference information about Goose Fair showpeople, eg. names, contact details, notes on useful background information When updated or superseded Permanently Public interest
5160 Markets and Fairs Historical files Hard copy information predating routine scanning, eg. on private markets, correspondence. When no longer relevant No retention information recorded.
5153 Markets and Fairs Incident forms Completed forms for reporting health and safety incidents Date of completion 3 years Public interest
5152 Markets and Fairs Incident log Spreadsheet of all incidents at fairs and markets, including records of hazards, repairs, accidents, complaints and cleansing which take place Permanently Public interest
5155 Markets and Fairs Indoor market trader bank details Copies of standing orders for indoor market traders End of financial year 6 years Public interest
5149 Markets and Fairs Insurance records Insurance documents, eg. employers' liability, claims paperwork When outdated or superseded 0 years Public interest
5156 Markets and Fairs Ledger spreadsheet Record of traders' names and rent payments for stalls End of financial year 6 years Public interest
5146 Markets and Fairs Legal documents Licenses, permits, legal agreements and other legal documents needed for operations of markets and fairs Date document expires 6 years
5145 Markets and Fairs Market projects and events All records relating to management of projects and events End of project or event 6 years
5150 Markets and Fairs Publicity Templates for local promotions Document is superseded 0 years
5148 Markets and Fairs Risk assessments Risk assessment documents for markets and fairs Date of assessment 5 years
5151 Markets and Fairs Stall availability register Register of availability of stalls in Victoria Market When outdated or superseded 0 years
5158 Markets and Fairs Trader contact list Names and email addresses of market traders When outdated or superseded 0 years Public interest
5154 Markets and Fairs Trader information Database on information about market traders, including their personal details (name, address, NI number, legal agreements, enforcement letters), where they trade from, whether they have up to date personal liability etc. Date that trader ceases trading 6 years Public interest
6538 Modern Slavery Modern Slavery case files Casework carried out by the Modern Slavery team Date of close of case 6 years Public interest Substantial Public interest
3939 Museums Collections Accessions register Historical record of new items added to the museum collection, 1878-1987 Permanently Public interest
3944 Museums Collections Acquisition reviews Records of examination and approval of proposed acquisitions to the collection by the Acquisition Review Panel Permanently
3938 Museums Collections Collection images Store of digital images and photographs in museum collection Permanently Public interest
3951 Museums Collections Collection management resources Records related to the day-to-day management of collections, including applications, awards, minutes, reference information, collection indexes, policies, strategy and guidance Permanently
3948 Museums Collections Condition checking forms Forms recording routine condition checks of items on loan or display Permanently
3947 Museums Collections Conservation database Records related to monitoring conservation status of museum collection Permanently
3946 Museums Collections Deaccession proposals Documentation of proposals and approval of collection items to be disposed of, and of the disposal process Permanently Public interest
3955 Museums Collections Enquiries, reference and research Records of enquiries, reference and research queries and responses Permanently Public interest
3942 Museums Collections Entry documentation Entry forms and records of legal title of items in museum collection Permanently Public interest
3953 Museums Collections Find list Database of collection items that have gone missing No retention information recorded. Public interest
3954 Museums Collections Insurance and indemnity Records relating to insurance of collection items Permanently
3945 Museums Collections Loan out forms Forms for recording loaning out of items in museum collection Permanently Public interest
3943 Museums Collections Loans in Records related to loaning in of collection items, including planning, decisions and agreements with the owners of items Permanently Public interest
3937 Museums Collections Museum Collections Database Documentation and management of items in collections Permanently Public interest
3949 Museums Collections Museum operational records Historical records relating to operations of the museum, eg. committee annual reports, day books, exhibitions, labels Permanently Public interest
3941 Museums Collections Peer reviews Peer reviews of collection items, eg. as part of assessment of whether to retain or dispose Permanently
3952 Museums Collections Risk management Records related to managing potential risks to museum collections, including procedures, guidance, disaster plans and security assessments Date created 6 years Public interest
3940 Museums Collections Valuations Records relating to valuation of items in collections Permanently
6533 Museums Operations Bookings Event bookings for heritage sites, schools bookings, access artefacts loans bookings, group bookings, venue hire Date created 1 years Consent
5165 Museums Operations Conservation plans Plans for conservation of historical buildings Permanently
6534 Museums Operations Customer correspondence Correspondence with customers/public via Have Your Say and email enquiries Date received 2 years Consent
6530 Museums Operations Emergency plans Records related to planning for emergencies, including operational orders and disaster plans Date the plan expires 6 years
3991 Museums Operations Exhibition contracts Records related to contracts and contractors involved with exhibitions End of contract or last action on project 6 years
3993 Museums Operations Exhibition mailing list Email contact lists for exhibitions and related events, eg. talks and symposiums When outdated or superseded 0 years Public interest
3990 Museums Operations Exhibitions management Planning, development and management of exhibitions End of project 6 years
3992 Museums Operations Freelancers Records of freelance workers involved in delivering museum projects End of project 6 years Public interest
5164 Museums Operations Museum inventories Inventories of items on each site Permanently
6532 Museums Operations Museum membership Records of membership details for entrants to heritage sites Date of last action 6 years Consent
2588 Museums Operations Museums and Galleries location data Information on the locations and opening times of museums and galleries run by Nottingham City Council. No retention information recorded.
6531 Museums Operations Surveys and feedback Audience and visitor surveys and feedback Date received 6 years Consent
3988 Museums Operations Volunteer database Records of museum volunteers - eg. names, contact details, application forms, placements on sites End of last role 2 years Public interest
3989 Museums Operations Volunteer rotas Management of volunteer shift rotas When no longer relevant 0 years Public interest
3926 Neighbourhood CPOs Community Protection Notice Warning All warnings issued by the Community Protection Service Date of issue 7 years Public interest
3927 Neighbourhood CPOs Community Protection Notices All notices issued by the Community Protection Service Date of issue 7 years Public interest
3925 Neighbourhood CPOs Community Protection Warning Notices (CPWN) Books All CPWN enforcement books containing individual records of CPNW. Date of closure 7 years Public interest
3924 Neighbourhood CPOs DIPPS (Driver Improvement Penalty Points Schemes) All DIPPS enforcement books. Date of closure 7 years Public interest
1720 Neighbourhood CPOs Fixed Penalty Notice Fixed penalty notices issued to prosecute low-level offences, eg. littering, dog fouling. Information published as a dataset on OpenData. Date of issue 7 years Public interest
1735 Neighbourhood CPOs Fixed Penalty Notice case work A prosecution file with the pink copy of the FPN containing information about why FPN issued, date, address of person issued to, statements if needed, photographs Date of issue 7 years Public interest
2113 Neighbourhood CPOs Statements Statements written by CPO in support of a prosecution No retention information recorded. Public interest
6371 Neighbourhood Management Local issues case management All records related to neighbourhood action case management including intelligence gathering conversation and surveys Case closure 6 years Public interest
6368 Neighbourhood Management Neighbourhood Action - Citizens personal information Personal names, telephone numbers and email addresses of citizens involved with neighbourhood action officers. Date of last correspondence 2 years Public interest
6369 Neighbourhood Management Neighbourhood action - supporting admin All supporting administrative documents including invitations to meetings, records of attendance and meeting minutes. Date of meeting 6 years Public interest
4015 Nottingham Castle Transformation Activity plan Key policy outlining development of Nottingham Castle regeneration project End of project 20 years
4014 Nottingham Castle Transformation Conservation management plan Key policy outlining conservation plans for Nottingham Castle End of project 20 years
4019 Nottingham Castle Transformation Consultation questionnaires Copies of Nottingham Castle consultation questionnaires When no longer relevant 0 years Public interest
4020 Nottingham Castle Transformation Consultation report Report of outcomes of Nottingham Castle consultations End of project 20 years
4018 Nottingham Castle Transformation Design files Records relating to new designs for the the castle, eg. maps, site plans, landscaping, exhibits, interpretative notes Disposal or end of life of property Permanently
4021 Nottingham Castle Transformation Events planning Records relating to planning of events to be held at castle during period the Regeneration team is responsible for it Date of event 6 years
4022 Nottingham Castle Transformation Newsletter Newsletter containing updates and news on the Castle regeneration project When no longer relevant 0 years
4016 Nottingham Castle Transformation Nottingham Castle funding bids Records related to submissions for funding bids End of project 20 years
4017 Nottingham Castle Transformation Nottingham Castle funding management Records related to management of grants and funding received, including donations from private individuals End of project 20 years Public interest
6540 Nottingham Castle Transformation Volunteer management Records relating to recruitment and management of volunteers End of last role 2 years Consent
6529 Nottingham Catering Catering Catering contracts and supporting information End of contract or last action on project 6 years
6564 Nottingham Catering Education catering survey Records related to surveys sent out to monitor catering service performance When no longer relevant 0 years
6528 Nottingham Catering Pest control Customer records for pest control services, eg. service requests, work scheduled, actions taken. Date of last action 6 years
6565 Nottingham Catering Reward card Records related to administration of reward card for commercial sites Date closed 0 years Consent
6562 Nottingham Catering School meal debt recovery Records related to recovery of unpaid school meal fees Date of last action 6 years Contract
6563 Nottingham Catering Special meal plans Individual school meal plans for children with special dietary requirements Date created 6 years Contract Statutory basis
6673 Nottingham Events Event funding Records related to bidding for and managing funding from external sources End of funding period 6 years
6672 Nottingham Events Events files Records relating to the planning, development, implementation and management of events Date of closure 6 years
6675 Nottingham Events Feedback Records related to citizen feedback for events – eg. satisfaction surveys Year records created 3 years
7718 Nottingham Events Lost Person Form If, a person or child is reported lost during an event, the lost person form is completed by a member of staff/Police/reporting individual. No retention information recorded. Legal obligation Substantial Public interest
7719 Nottingham Events Outdoor event booking form Organisations or individuals who wish to book a public space will complete an electronic form through the online DASH system. No retention information recorded. Public interest
6674 Nottingham Events Promotional materials Promotional materials for events Permanently
3870 Nottingham in Bloom Nottingham in Bloom events Records relating to planning and management of Nottingham in Bloom events and activities, including entry forms for competitors Date of closure 6 years Consent
3871 Nottingham in Bloom Nottingham in Bloom sponsorship Contracts and supporting documents for sponsors of Nottingham in Bloom End of contract or last action on project 6 years Public interest
7720 Nottingham Together Photographs taken at events Used to create montages and in reports and presentations for evaluation of and reporting on the Nottingham Together programme End of the programme 0 years 6 months Consent
2309 Parking Compliance and Enforcement Blue Badge Information All case data information relating to blue badges held on the Si-dem system and All scanned information relating to Blue Badges stored within the Si-dem system. Case closure 7 years Public interest
2458 Parking Compliance and Enforcement Body Worn Camera footage Camera footage taken by CPO traffic officers as and when required - for example in the event of a public altercation. Footage can only be taken where a criminal offence is occurring or has the potential to occur. Date of incident 0 years 1 months Public interest
2300 Parking Compliance and Enforcement Case data information - Road Traffic Act 1991 All case data information regarding the enforcement of the Road Traffic Act 1991 used for the purposes of government reporting. Date information collated Permanently Public interest
2304 Parking Compliance and Enforcement Case data information - Traffic Management Act 2004 Case information data collected to monitor and report on the enforcement of the Traffic Management Act. Date information collated Permanently Public interest
238 Parking Compliance and Enforcement Parking Services – Notices All records of s.46 and S.16 notices and certificates of services. Closure date 6 years Public interest
1934 Parking Compliance and Enforcement Payment If taking payment from a member of public for prosecution of an FPN the payment will be made through Si-Dem, information will include member of public details, credit card details, reason for payment. End of financial year records relate to 6 years Public interest
2298 Parking Compliance and Enforcement PCN Cases (Bus lane enforcement and CCTV) - Case information data Data from PCN cases that is used for government reporting purposes. Date information collated Permanently Public interest
2315 Parking Compliance and Enforcement Restricted Access Permits All case data information and scanned information in relation to restricted access permits Case Creation 3 years Public interest
2299 Parking Compliance and Enforcement Road Traffic Act 1991 - Still Photos Still photos used to enforce the Road Traffic Act 1991. Case creation 6 years Public interest
2301 Parking Compliance and Enforcement Road Traffic Act 1991 - Archived data Archived data from the Processing and Enforcement team regarding the enforcement of the Road Traffic Act 1991. Date inforation collated Permanently Public interest
3923 Parking Compliance and Enforcement Vehicle detail Photographs All photo's taken on CPO Windows phones (including blue badges, Vehicle Registration Number, residential parking permits) for evidential purposes. Date of incident 0 years 1 months Public interest
3929 Parking Compliance and Enforcement Vehicle Release Information Hard copies of customer photo id (e.g. driving licence) and proof of address (e.g. utility bill) and release paperwork. Vehicle release date 7 years Public interest
2541 Parking Operations ANPR data Citysync database - Used for all multistorey car parks. This is the dataset of customers who are allowed to use the car park via a pass or via their licence plate number. Each user can have upto 9 registration plates, only one of which will be granted access by licence plate recognition at any point in time. Date record created 2 years Public interest
4082 Parking Operations Car Park Activity - Daily Log Incidents and issues within car park are recorded so the next staff on shift can be made aware of what has taken place as they may need to know. This may include recording some customer information. Date of final entry in book 2 years Public interest
2585 Parking Operations Car park location data Data on the locations and opening times of car parks, parking spaces and motorcycle bays around Nottingham Date Superseded 1 years
2544 Parking Operations Contract Parkers Database Details of all contract parkers at Nottingham City Council car parks Date contract is cancelled 1 years Public interest
2545 Parking Operations Contract Parking Standing Order/DD database Details of standing order and direct debit payments made by contract parkers at Nottingham City Council car parks. This form is received from the customer duly completed and uploaded against the customer's record on the Contract Parker database (see 2544) Date contract is cancelled 1 years Public interest
4066 Parking Operations Contract Parking Waiting list Spreadsheet listing name and contact details of potential customers wanting a parking contract Date added to waiting list 3 years Public interest
4065 Parking Operations Debt collection spreadsheet Spreadsheet providing summary of action taken for contract parkers in attempt to settle charges Date issued 1 years Public interest
4064 Parking Operations Debts submitted for collection Spreadsheet summarising debts submitted to third party dept collection agency (for collection on behalf of NCC), in respect of contract parking. Date submitted to debt collection firm 6 years Public interest
4073 Parking Operations Disabled Blue badge (Blue Badge) parking log Paper record with details of Blue badge holders who have benefited at Trinity Square car park from a reduced parking charge because of the Blue Badge Date of parking 1 years Public interest
7712 Parking Operations Lost and Found Property This is a log of all property found or handed in by customers from any of NCC car parks, this information is used if someone comes to claim property. Details of property returned, recording the details of the person property has been returned to for audit purposes. No retention information recorded. Public interest
4067 Parking Operations Monthly run advance advance notices Word documents - copies of advanced notices issued each month to contract parkers Closure date 6 years Public interest
4063 Parking Operations No Funds Declaration (NFD) spreadsheet Details obtained from paper form completed when customer is unable to pay at the time of parking for whatever reason. Payment of the required amount as per the NFD form 1 years Contract
7713 Parking Operations Nottingham College contract records Car registration data is collected and used for parking enforcement purposes. No retention information recorded. Contract
4068 Parking Operations On street parking and surface parking permits book and spreadsheet On-street parking permits are valid for either 3 months or 12 months and need to be displayed in the vehicle to show proof of entitlement to park. From 01.02.18 information recorded on spreadsheet. Expiry of permit 2 years Public interest
2586 Parking Operations Parking account annual report Annual report which sets out the existing parking provision in Nottingham and details specific actions which have taken place in that financial year. End of financial year 6 years
2547 Parking Operations Parking Customer correspondence All customer correspondence regarding Nottingham City Council Parking services and contract parking. Date contract is cancelled 1 years Public interest
7714 Parking Operations Permit to Drive Permits to drive are requested by schools for volunteers to drive their vehicles/mini bus. No retention information recorded. Public interest
7715 Parking Operations Receipt for payment made at Pay and Display machines If a customer paying over the phone requests a receipt for payment for their parking. Data recorded is – Name, amount in words and figures, name of car park, name of customer advisor taking information. Date issued 1 years Public interest
3897 Parks Admin Bootcamp agreements Agreements with groups running bootcamp sessions in parks, inc. public liability insurance End of agreement 1 years Public interest
3901 Parks Admin Bowls application form Application forms for use of bowling green When no longer relevant 0 years Consent
3898 Parks Admin Event applications Applications and risk assessment forms for events being held in parks Date of last action 6 years Contract
3896 Parks Admin Keyholder agreements Agreements with groups who have keys to access Harvey Hadden track End of agreement 1 years Public interest
3899 Parks Admin Sports pitch application forms Application forms and related documents for teams applying to use sports pitches/courts/tracks When no longer relevant 0 years Contract
3900 Parks Admin Sports team contracts Agreements with teams using sports pitches/courts/tracks End of agreement 1 years Public interest
3893 Parks Development Licenses Records of license holders and related administration, eg. for fishing licenses When outdated or superseded 1 years Public interest
3889 Parks Development Management agreements Agreements with organisations contracted to manage park sites on our behalf, eg. Nottinghamshire Wildlife Trust End of partnership 6 years Public interest
3888 Parks Development Management plans Park site management plans and related documents Date created 6 years
3892 Parks Development Park bids and grants Application forms and accompanying documents for funding bids End of funding period 12 years
3891 Parks Development Park funding Records related to management of funding, including briefs on funding organisations, agreements, claims made and payments received End of funding period 6 years
3886 Parks Development Park site inspections Records related to park site inspections Date created 6 years
3890 Parks Development Park site leases Leasing agreements and related financial information for contracted site management organisations Permanently
3887 Parks Development Playground inspections Repair logs and records of weekly checks of playgrounds Date of inspection 21 years
3895 Parks Development Project files Reports and related information on ongoing projects Date of closure 6 years Public interest
3885 Parks Development Site files Correspondence, general admin and site information for sites owned by Parks When outdated or superseded 1 years Public interest
3894 Parks Development Site photos Photographs of sites managed by the Parks Development team Permanently
3826 Property Maintenance Asbestos records Building asbestos records Date created 40 years
3824 Property Maintenance Building certification Building certificates Date carried out 15 years
3821 Property Maintenance Building services SLAs Service Level Agreements (SLAs) between Building Services and other organisations, eg. NCH, electrical and energy companies End of partnership 6 years
3825 Property Maintenance Condition surveys Building condition surveys Date carried out 15 years
6668 Property Maintenance GEM refunds Forms used when colleagues request refunds from GEM vending machines Once details are logged and passed on to GEM 0 years Consent
6666 Property Maintenance Job profiles and service desk requests Details of individual FM tasks set up on Concerto - nature of request, location, details of requester, etc. Date created 6 years
3827 Property Maintenance Legionella monitoring Legionella monitoring Date information no longer current 5 years
6667 Property Maintenance Meeting room bookings Booking of meeting rooms Date created 1 years
3828 Property Maintenance Other building safety monitoring Safety inspections, risk assessments/registers, log sheets and monitoring records not otherwise specified Date created 6 years
230 Property Maintenance Pest Control – Service Requests Pest control service request payment and treatment records Date of closure 6 years Public interest
6671 Property Maintenance Pest control records Details of individual pest control jobs carried out by FM - nature of service request, location, etc. Date of closure 6 years
3823 Property Maintenance Planned preventative maintenance Records of planned preventative maintenance Date carried out 15 years
3984 Property Maintenance Reactive maintenance Records related to reactive maintenance, including service requests, job notes, work orders, quotes, etc. Date created 6 years
251 Public Realm and Trade Waste Public Realm – Misc. activities Miscellaneous activities undertaken by team Date of Closure 6 years Public interest
252 Public Realm and Trade Waste Public Realm – Notices Enforcement Notices served by team Date of Closure 6 years Public interest
253 Public Realm and Trade Waste Public Realm – Prosecutions Prosecution undertaken by team Closure date 7 years Public interest
250 Public Realm and Trade Waste Public Realm – Service Requests Requests for action by public realm team, generally received from members of the public Date of Closure 6 years Public interest
1490 Response and City Centre Airwaves spreadsheet List of devices held by SCPO's/CPO's such as an Airwave unit Date subject leaves the service 0 years Public interest
6240 Response and City Centre Commendation Award Ceremony records Records of citizens (name, address, outline of involvement) invited to the Commendation award ceremony Date of ceremony 2 months Public interest
6518 Response and City Centre Community Protection Colleague Delegations Individual’s signed delegated powers. Date record created 6 years Public interest
6241 Response and City Centre Community Protection Interview transcripts All transcript records of interviews undertaken by Enforcement Officers. Date record created 1 years Public interest Substantial Public interest
2193 Response and City Centre Community Protection Officer uniform admin work All administrative records in relation to for example spread sheet which has all prices of uniform and the new boots list No longer required 0 years
6519 Response and City Centre Community Protection Photographs Photographs taken for communications and social media Date photograph taken 6 years Consent Explicit consent
1525 Response and City Centre Community Protection Projects All community protection project documentation. For example, Estates plan for Aurora II. Date of closure 6 years
1915 Response and City Centre Community Protection Rotas Rotas such as the operational support rota containing information on who is working which shifts by location. Also contains who is on call for a certain time period. End of current year record relates to 4 years
1665 Response and City Centre Declaration forms Declaration forms for bluetooth usages, bite back spray, torch. No longer required 0 years Public interest
1734 Response and City Centre Enforcement book trackers A password protected spread sheet containing information around fixed penalty notice books (FPN),DIPPS, CPNW's and CPN's. This to used to track the details of the issued tickets. Date of issue 7 years
3867 Response and City Centre Penalty Charge Notices All penalty charge notices issued by Community Protection Officers such as for traffic violations. Date of issue 7 years Public interest
3801 Response and City Centre Pocket Note Books Note books used by Community Protection Officers to record information in the course of their duties. Date of last entry 6 years Public interest
2089 Response and City Centre Social media administration spread sheet containing Names of CP officers who have access to social media accounts, usernames and passwords for the different accounts and disclaimer forms for each officer who has access to social media. When no longer operationally required 0 years Contract
3839 Response and City Centre Vehicle check emails All email correspondence between Community Protection Officers and staff authorised to check the DVLA database. The DVLA states there is a requirement to keep these emails. Date record created 2 years Public interest
1644 Response and City Centre Vetting Results Spreadsheet detailing applications for CP staff for vetting and process and status and associated documents Date subject leaves the service 0 years Public interest
6507 Royal Centre Access Requirement Register Register of customers making use of accessibility options Date of last action 7 years
6508 Royal Centre Accessibility registration forms Paper records sent in by customers registering for accessibility services, eg. DLA When details are entered onto customer file 0 years
6509 Royal Centre Accessibility resources Accessible information about the Royal Centre, eg. Braille brochures When outdated or superseded 0 years
6502 Royal Centre Corporate sponsorship Records of payments received from corporate sponsors End of financial year 6 years
6495 Royal Centre Customer records Records of customers, bookings, purchase history etc. Date of last action 7 years Contract
6501 Royal Centre Donations Donations from customers Date of last action 7 years
6498 Royal Centre Events management Records relating to administration of events, eg. contracting, notes on arrangements Date of event 6 years
6499 Royal Centre Finances Records of financial transactions and reporting sent to banking team End of financial year 6 years
6500 Royal Centre Funding Management of funding received, eg. from Arts Council End of funding period 6 years
6517 Royal Centre Historical archives Archive of historically significant information, eg. old posters and promotional materials Permanently
6511 Royal Centre Learning classes Records relating to management of learning classes When no longer relevant 0 years
6515 Royal Centre Management records Records related to management of the Royal Centre, eg. weekly meetings, SMT meetings, projects Date created 6 years
6505 Royal Centre Marketing Promotional items, such as posters and leaflets When no longer relevant
6496 Royal Centre Membership Records of customer and corporate membership End of membership 0 years
6516 Royal Centre Policies and procedures Policies and guidance documents When no longer relevant 0 years
6506 Royal Centre Print tracking spreadsheet Spreadsheet used to monitor use of print room No longer required 0 years
6512 Royal Centre Show files Records relating to the running of particular shows - finances, contracts, technical details, riders, etc. When no longer relevant No retention information recorded.
6514 Royal Centre Site plans Site plans for Royal Centre buildings Permanently
6504 Royal Centre Social media The Royal Centre's Facebook, Twitter, Instagram and Youtube accounts When no longer relevant
6513 Royal Centre Technical files Specifications of equipment and set-up for the building When no longer relevant 0 years
6497 Royal Centre Ticketing Online ticket sales Date of sale 6 years
6510 Royal Centre Venue hire Records relating to venue hire When no longer relevant 0 years
6503 Royal Centre Website Corporate website, providing news, updates, listings of what's on, etc. When no longer relevant 0 years
210 Safer Business Food Hygiene – Accidents Historic records of accidents which are now invetigated by the H&S team. Closure date 10 years Public interest
216 Safer Business Food Hygiene – Inspection Visits Investigation and compliance data for food safety to support their regulatory roles and repsonsibilities Closure Date 6 years Public interest
212 Safer Business Food Hygiene – Misc. Activities Inspection, investigation and compliance data for food safety to support their regulatory roles and repsonsibilities Closure Date 6 years Public interest
213 Safer Business Food Hygiene – Notices Compliance data for food safety to support their regulatory roles and repsonsibilities Closure Date 6 years Public interest
214 Safer Business Food Hygiene – Prosecutions Compliance data for food safety to support their regulatory roles and repsonsibilities Case closure 7 years Public interest
215 Safer Business Food Hygiene – Samples Investigation and compliance data for food safety to support their regulatory roles and repsonsibilities Closure Date 6 years Public interest
211 Safer Business Food Hygiene – Service Requests Investigation and compliance data for food safety to support their regulatory roles and repsonsibilities Closure date 6 years Public interest
249 Safer Business HA 2006 X-service (smoking in public places) – Inspection Visits Records of inspections carried out Date of Closure 6 years Public interest
248 Safer Business HA 2006 X-service (smoking in public places) – Service Requests Records of service requests and actions taken relating to smoking in public places Date of Closure 6 years Public interest
218 Safer Business Health and Safety – Accidents Records of notifiable accidents and the actions subsequently taken to investigate. 10 years Public interest
219 Safer Business Health and Safety – Complaints Initial log of complants made including the details of who has made the complaint Closure date 10 years Public interest
225 Safer Business Health and Safety – Inspection Visits All records of inspections undertaken by the team. Date of closure 10 years Public interest
221 Safer Business Health and Safety – Misc. Activities All records of misc. activities and special projects undertaken by the team Closure Date 10 years Public interest
222 Safer Business Health and Safety – Notices Official legal notices that are served on businesses. Date of Closure 10 years Public interest
223 Safer Business Health and Safety – Prosecutions Records of evidence such as interviews that are used to aid prosecutions. Date of Closure 10 years Public interest
224 Safer Business Health and Safety – Samples Both food and health and safety samples. The samples are a collection of evidence used to support casework. Closure Date 10 years Public interest
220 Safer Business Health and Safety – Service Requests Contains the initial log of a health and safety complaint. Closure date 10 years Public interest
3721 Safer Business Private water sampling results All records of results of private water sampling. Date record created 30 years Public interest
6549 Safer Housing Asylum seeker accommodation requests Checks carried out to see that properties and landlords are appropriate for placing asylum seekers Date assessment completed 7 years
6542 Safer Housing Customer satisfaction questionnaires Surveys sent to citizens to get feedback about services provided Year records created 3 years
6543 Safer Housing Drainage services Records related to drainage investigation service and outcomes Date of report 7 years
236 Safer Housing Environmental Health – Housing Inspections Records relating to housing inspections and Housing Health and Safety Rating System assessments Closure date 6 years Public interest
6547 Safer Housing Evidence Hard copy evidence recorded as part of investigations, eg. witness statements, interviews under caution End of investigation 7 years
2517 Safer Housing HMO Licensing - Housing Inspections Records of inspections carried out by HMO Licensing team Date of Closure 6 years Public interest
2514 Safer Housing HMO Licensing - Misc. Activities Miscellaneous activities undertaken by team Closure date 6 years Public interest
2515 Safer Housing HMO Licensing - Notices Records of formal notices served by HMO Licensing Closure Date 6 years Public interest
2516 Safer Housing HMO Licensing - Prosecutions Records of prosecutions for offences related to HMO licensing Closure of Case 7 years Public interest
2513 Safer Housing HMO Licensing - Service Requests Records of service requests and actions taken relating to HMO Licensing Closure Date 6 years Public interest
6548 Safer Housing Immigration overcrowding assessments Records relating to assessment of houses to confirm there will not be overcrowding if a new person joins the household Date assessment completed 7 years
6546 Safer Housing Interim and final management orders Notices issued by Safer Housing when taking over management of property Date property is sold 0 years
6545 Safer Housing Landlord appeals Landlord legal appeals against actions taken by Safer Housing, and related records Date of decision 7 years
6636 Safer Housing Large case files Case records too large to manage in Flare Depends on what the record relates to - see other documents No retention information recorded.
6550 Safer Housing Mail shots Mailouts sent to landlords to inform them of issues they need to know about When no longer relevant 0 years
2533 Safer Housing Redundant unit codes (PM - HMO Team) - Housing Inspections Unit code not in use from 01/01/2016 Date of Closure 6 years Public interest
2530 Safer Housing Redundant unit codes (PM - HMO Team) - Misc. Activities Unit code not in use from 01/01/2016 Closure date 6 years Public interest
2531 Safer Housing Redundant unit codes (PM - HMO Team) - Notices Unit code not in use from 01/01/2016 Closure Date 6 years Public interest
2532 Safer Housing Redundant unit codes (PM - HMO Team) - Prosecutions Unit code not in use from 01/01/2016 Closure of Case 7 years Public interest
2529 Safer Housing Redundant unit codes (PM - HMO Team) - Service Requests Unit code not in use from 01/01/2016 Closure Date 6 years Public interest
243 Safer Housing Safer Homes – Housing Inspections Records of inspections and investigations relating to housing safety Date of Closure 6 years Public interest
240 Safer Housing Safer Homes – Misc. Activities Miscellaneous activities undertaken by team Closure date 6 years Public interest
241 Safer Housing Safer Homes – Notices Records of formal notices served by Safer Homes team Closure Date 6 years Public interest
242 Safer Housing Safer Homes – Prosecutions Records of prosecutions for offences related to Safer Homes Closure of Case 7 years Public interest
239 Safer Housing Safer Homes – Service Requests Safer Homes service requests and action details Closure Date 6 years Public interest
6544 Safer Housing Works in default Records related to works in default charges When property is sold 0 years
6267 Security and Logistics 3G and web camera checks Daily checking of cameras to ensure they are functioning Date created 6 years
6310 Security and Logistics Action and improvement reports Response reports from Accreditation bodies End of financial year 6 years
6270 Security and Logistics Alarm response incident forms Forms used when responding to alarms, to be filled out by responder and left with client Date created 6 years
6256 Security and Logistics Body worn camera footage All images recorded by cameras worn by security staff Date created 0 years 1 months Public interest
6308 Security and Logistics Calibration records System check reports by contractor/supplier, required for auditing of contracts Date created 6 years
6259 Security and Logistics Camera footage receipt log book Signed receipts for when footage is released from the control room Date created 6 years Public interest
6258 Security and Logistics Camera footage viewing statements Statements by police officers viewing downloaded camera footage, authorising production and/or release of media Date created 6 years Public interest
2439 Security and Logistics CCTV images - High rise buildings All CCTV images recorded high rise buildings Date record created 0 years 0.5 months Public interest
2438 Security and Logistics CCTV images - Public Space and Council Buildings All CCTV images recorded in public spaces and council owned buildings Day footage is recorded 0 years 1 months Public interest
6274 Security and Logistics Contract archive Copies of contracts and agreements with external organisations End of contract or last action on project 6 years
6306 Security and Logistics Customer monitoring records Records related to customer service performance monitoring and support, eg. complaints. End of financial year 6 years Public interest
6311 Security and Logistics Customer records Records of client details and service requests Date created 6 years Public interest
6260 Security and Logistics Daily log books Records of daily activity and incidents Date created 6 years Public interest
6269 Security and Logistics Equipment faults Forms for logging and reporting faults with cameras/alarms/access systems, and related reports Date of last action 6 years
7716 Security and Logistics External Audit Reports Reports are received detailing the results of external audits completed. This report indicates whether the service has carried out the correct procedures required for the team to operate. Date created 6 years Public interest
6304 Security and Logistics External auditing Records of audits carried out by external bodies, eg. NSI security inspections End of financial year 6 years
6257 Security and Logistics Images taken as evidence CCTV and body worn camera recordings requested by police as evidence Date created 0 years 1 months Public interest
6303 Security and Logistics Internal auditing Records of checks for performance and compliance across our systems, processes and people End of financial year 6 years Public interest
6273 Security and Logistics Key issue lists List used for recording issuing of control room keys to engineers or others who do not usually have access Date created 6 years Public interest
6271 Security and Logistics Key receipt Receipts for keys, to be given out when responding to alarm responses Date created 6 years
6268 Security and Logistics Liberator checks Daily checking of Liberator camera hard drives to ensure they are functioning Date created 6 years
6272 Security and Logistics Noise complaint letters Blank form letters to be sent to subjects of noise complaints Date created 6 years
6265 Security and Logistics Out of hours dog reports Reports related to out of hours stray dog service Date created 6 years Public interest
6266 Security and Logistics Out of hours traffic reports Reports of traffic equipment faults received by out of hours traffic fault service Date created 6 years
6263 Security and Logistics Patrol notes Notes taken by security officers while on patrol Date created 6 years Public interest
6309 Security and Logistics Performance and process measurement Records used to report on alarm system activity, eg. dates, times, type, frequency End of financial year 6 years
6305 Security and Logistics Security screening Records of security screening for colleagues in the Security team End of employment 7 years Public interest
6264 Security and Logistics Shift handover forms Handover templates completed by officers at end of each shift When no longer relevant 6 years Public interest
6262 Security and Logistics Site surveys Security surveys undertaken of individual sites Date created 6 years
6307 Security and Logistics Supplier records Records relating to suppliers, inc. evaluations, audits, performance details Date created 6 years Public interest
6261 Security and Logistics Vehicle log books Records of vehicle use and mileage Date created 6 years Public interest
6276 Security and Logistics Visitor logs Details of visitors to the control centre - name, organisation, purpose of visit, photograph Date created 1 years 6 months Public interest
6694 Selective Licensing Selective Licencing Budget Planning Software It is used for preparing budgets, medium term financial plans, pay reconciliation and producing forecasts for selective licencing Start of the selective licencing scheme 5 years 6 months Public interest Not-for-profit body
3782 Solar Energy Commercial solar panel monitoring Records of commercial solar panel locations and monitoring data Date of last action 7 years
3781 Solar Energy Domestic solar panel monitoring Records of domestic solar panel locations and monitoring data Date of last action 7 years Public interest
6537 Specialist Projects Hate Crime Action Plan Action plan setting out aims and targets for the service Date plan expires 6 years
6536 Specialist Projects Mailing list Mailing list for the Nottingham Hate Incident Improvement and Performance Panel When outdated or superseded 0 years Consent
6539 Specialist Projects Modern Slavery project files Records related to project development, eg. planning, analysis, reporting Date of last action 6 years
6535 Specialist Projects Nottingham Hate Incident Improvement and Performance Panel All records related to the Hate Incident Improvement and Performance Panel, including agendas, reports, data, comments Date of meeting 1 years
3792 Sports and Leisure Leisure centre management Records relating to management of leisure facilities, e.g. facility checks and inspections, cleaning records, meeting minutes Date created 6 years
3933 Sports and Leisure Lifeguard Training Records All lifeguard training records maintained by Sports and Leisure for students who undertake Lifeguard training provided by the City Council. These records include assessments and attendance records. End of course 1 years Public interest
3795 Sports and Leisure Sport activities Planning, development and implementation of sports events and activities Date created 6 years
3931 Sports and Leisure Sport and Leisure Centre - Anti-social behaviour enforcement records Records of persons who are subject to enforcement action under the Sport and Leisure Anti-social behaviour policy. For example, letter of exclusion. Date enforcement actions ends 6 years Public interest
3936 Sports and Leisure Sport and Leisure Project files Records and documentation of various projects carried out in Sport and Leisure. Date created 6 years Consent Archiving purposes
3789 Sports and Leisure Sports and Leisure Business Planning Records related to the development and review ofplans including drafts, planning, research, meetings. When document finalised 0 years
3794 Sports and Leisure Sports and leisure communications and marketing Development and final versions of promotional materials Date created 6 years
3793 Sports and Leisure Sports and leisure general information General information about sports and leisure facilities, eg. locations, opening times, timetables, booking forms. When outdated or superseded 0 years
3788 Sports and Leisure Sports and Leisure Strategies Documents detailing the aims for Sport and Leisure Service within Nottingham- The Sport and Physical Activity Strategy and the Leisure Facilities Strategy. Date plan expires 6 years
3712 Street Scene and Grounds Maintenance Garden assistance Records relating to the Garden Assistance service provided for NCH tenants, including service specifications, and details of residents receiving this service When resident leaves address or no longer requires service 0 years Public interest
3714 Street Scene and Grounds Maintenance Gardening services Records relating to gardening services provided for individuals and organisations, including details of service users, logs of work carried out, and financial information Date of last action 6 years
3713 Street Scene and Grounds Maintenance Street cleaning Operational data relating to street cleaning, eg. routes, schedules, assigned workloads When updated or superseded 0 years
7769 Support Services and Building Cleaning Building measurements Records relating to each building site that the support team service. The information will include details the building, such as the number of windows, rooms ect. End of the contract 7 years
7741 Support Services and Building Cleaning Cheques received Log of the details of cheques received by FM Last date in a book 1 years Public interest
7740 Support Services and Building Cleaning Special/Recorded mail Special/Recorded mail log book The date of the last entry in the log book. 1 years Contract
7775 Trading Standards Checkatrade Records created when Checkatrade submit a vetting request. The end of the approval period. 7 years Public interest
1713 Trading Standards Fake Tobacco Campaign Analysis and written report of activity and performance for Fake Tobacco campaign End of financial year 6 years Public interest
1499 Trading Standards Inspection documentation Various forms detailing involvement with animal feed, PACE code B notices and CRA notices. 7 years
1788 Trading Standards Intel reports Reports of intel or complaints for inspections by Trading Standards Date of the resolution of any action taken 7 years Public interest
1958 Trading Standards Penalty Notices Disorders related to test purchases Penalty Notices Disorder (Fixed penalty notices) to seller of tobacco/alcohol to underage buyer Date action taken 6 years Public interest
7771 Trading Standards Petroleum Tank Records of the locations where petroleum tanks existed. Permanently Legal obligation
1986 Trading Standards Product information testing Various information on confiscated products sent to the Lab for analysis Date record closed 6 years Public interest
2014 Trading Standards RAPEX Documentation relating to the European product safety alert for Trading Standards to investigate Date enquiries finalised 6 years Public interest
2069 Trading Standards Section 70 Weights and Measures Act 1985 spreadsheet Work undertaken and submitted to National Measurement Office (NMO) regarding weights and measures When no longer operationally required 6 years
2153 Trading Standards Test purchase database - underage sales Record of test purchases made to combat underage sales Date action taken 6 years Public interest
254 Trading Standards Trading Standards – Complaints Service requests made by members of the public and other agenices for action by the team. Case Closure 7 years Public interest
259 Trading Standards Trading Standards – Enforcement Visits: AQ visits Investigation and compliance data for Trading Standards to support their regulatory roles and responsibilities for weights and measures purposes. Case Closure 7 years Public interest
258 Trading Standards Trading Standards – Enforcement Visits: non AQ Invetigation and compliance data for trading standards to support their regulatory roles and responsibilities. Case Closure 7 years Public interest
255 Trading Standards Trading Standards – Misc. Activities Miscellaneous activities undertaken by the Trading Standards Team Case Closure 7 years Public interest
256 Trading Standards Trading Standards – Prosecutions Details of prosecutions undertaken by the team Case Closure 7 years Public interest
257 Trading Standards Trading Standards – Samples Compliance samples taken to support the Trading Standards Team's regulatory roles and responsibilities Case Closure 7 years Public interest
1583 Trading Standards Trading Standards advice letters Civil and criminal generic advice letters When superseded or no longer operationally required 0 years
1507 Trading Standards Trading Standards licence applications and renewals All application and renewal documentation including, explosive licencing, petrol certificates, fireworks, second hand dealers and vapour recovery sites and permits. Date records closed 6 years Public interest
7773 Trading Standards Vulnerable Persons Records of vulnerable citizens. The date the record was created. 6 years Public interest Substantial Public interest
6523 VCS Partnerships DIGITS database Contacts for community organisations and useful individuals When updated or superseded 0 years
6521 VCS Partnerships Funding administration Management of funds granted End of funding period 6 years
6520 VCS Partnerships Funding applications Applications for Community Engagement funding End of funded project 6 years
6527 VCS Partnerships Management of external funding Management of external funding for NCC posts End of funding period 6 years
6522 VCS Partnerships Performance monitoring Quarterly reports on performance and activities of funded organisations End of financial year 6 years
6524 VCS Partnerships Serious Organised Crime (SOC) Board Management of Serious Organised Crime Board, including external funding received for its operation End of funding period 6 years
6526 VCS Partnerships SOC funding administration Management of funds granted relating to SOC Board End of funding period 6 years
6525 VCS Partnerships SOC funding applications Applications for funding relating to SOC Board End of funded project 6 years
3711 Waste Management Assisted pullouts (APOs) Records of residents who require assisted pullouts of waste bins When resident leaves address or no longer requires service 0 years Public interest
6418 Waste Management Bulky waste collections Records of residents requesting bulky waste collections Date created 3 years Public interest
6417 Waste Management Clinical waste collection services Records of residents requesting clinical waste collections, and records of arrangements made to dispose of this waste Date of last action 1 years Public interest
6444 Waste Management Commercial waste - AMCS Records of Commercial Waste clients, waste collection schedules, waste tonnage collected and assets (containers) deployed Date account closed 6 years
6445 Waste Management Commercial waste - Waste Manager archive Historical records of commercial waste clients Date created 2 years
6448 Waste Management Contract files Copies of Commercial Waste contracts End of contract or last action on project 6 years
6447 Waste Management Customer list Record of sales opportunities, quotes provided and business conducted (copy of contract stored) between individual business and NCC Date of last action 6 years Contract
3710 Waste Management Waste collections Operational data relating to waste collection, eg. routes, schedules, assigned workloads When updated or superseded 0 years Public interest
4081 Woodfield Industries Catalogues Catalogues produced in-house listing products or services available from Woodfield Industries When no longer relevant 0 years
4080 Woodfield Industries DWP management monthly report Data sent to DWP for monitoring management and support given to Woodfield Industries employees. NCC are NOT the Data Controllers here. End of financial year 6 years Public interest
4079 Woodfield Industries DWP vacancies monthly return Data sent to DWP for monitoring numbers of posts filled and number of vacancies End of financial year 6 years
4077 Woodfield Industries Personnel files - DWP Employee records held for reporting to DWP. Includes records of reports, appraisals, activities, reviews, incidents, training, etc. End of employment 0 years Public interest
4076 Woodfield Industries Personnel files - NCC Employee records held for reporting to NCC. Includes records of reports, appraisals, activities, reviews, incidents, training, etc. End of employment 6 years Public interest
4078 Woodfield Industries Shaw Trust monthly return Data sent to Shaw Trust for monitoring purposes, eg. numbers of employees, leavers and new starters. NCC NOT the Data Controllers. End of financial year 6 years Public interest
4075 Woodfield Industries Woodfield Industries funding management Records related to management of funds received from the DWP and Shaw Trust Date created 6 years
4074 Woodfield Industries Woodfield Industries service level agreement Agreement with the Shaw Trust setting out the terms of the Work Choice contract delivery and NCC Supported Business obligations Commencement of agreement 6 years
2511 Work Place Charge (WPC) and Work Place Parking Levy (WPL) Work Place Charge blank forms Blank forms associated with the administration of the WPC such as those to be completed by colleagues who want to join the WPC scheme. When superseded or no longer operationally required 0 years
2524 Work Place Charge (WPC) and Work Place Parking Levy (WPL) Workplace Parking Levy - A Code of practice A Code of Practice for Site Survey Data Collection, Storage & Disposal Using an Automatic Number Plate Recognition Equipped vehicle Policy being superceded or replaced 6 years
2512 Work Place Charge (WPC) and Work Place Parking Levy (WPL) Workplace Parking Levy Automatic Number Plate Recognition (ANPR) images Images gathered via ANPR equipment in pursuance of WPL compliance activity gathered from the mobile ANPR unit. The information is used to analyse whether or not the employer is compliant with the WPL scheme. Date employer notified of outcome 0 years 3 months Public interest
2509 Work Place Charge (WPC) and Work Place Parking Levy (WPL) Workplace Parking Levy Site survey analytical report Analytical report containing Information gathered via ANPR equipment in pursuance of WPL compliance activity gathered from the mobile ANPR unit. The information is used to analyse whether or not the employer is compliant with the WPL scheme. Date record created 2 years Public interest
2540 Work Place Charge (WPC) and Work Place Parking Levy (WPL) WPL CCTV Compliance & Enforcement Rule Book WPL CCTV Compliance & Enforcement Rule Book Policy being superceded or replaced 6 years

Development and Growth

The Development and Growth department is responsible for Planning, Housing, Commercial Property, Transport, Regeneration and growing the City's economy.

Id Business function Information asset
name
Description Trigger event Retain for Legal basis for processing
(1) (2)

Strategy and Resources

The Strategy and Resources department is responsible for providing the Council's internal support services including Human Resources, Finance, Legal Services and IT Services.

Id Business function Information asset
name
Description Trigger event Retain for Legal basis for processing
(1) (2)
7766 Adult Social Care Adult Social Care Performance data Performance data for Adult services including reports for senior management, heads of service and team managers. The data is derived from data held within social care systems. Date report finalised 6 years Public interest Substantial Public interest
7767 Adult Social Care ASC and Carers surveys The records generated with statutory surveys are carried out for the Department of Health. No retention information recorded.
7768 Adult Social Care Strategic Insight Project Reports and administrative documentation All strategic insight project reports and supporting information Date report finalised 6 years
6365 Analysis Action plans Action plans and related records for partnership projects, including data and dashboards Date finalised 6 years
6363 Analysis Childcare Sufficiency Assessments Assessment and reporting on required provision of childcare for children aged 0 to 8 years Date of report 6 years
6362 Analysis Children in Care surveys Surveying and reporting on perceptions of care experience by children in care and care leavers Date of report 6 years Public interest
6367 Analysis Data on incidences of crime Dataset about DSVA, incidences, locality, time, victims and perpetrators When no longer operationally required 0 years Public interest
6364 Analysis Internal strategies Strategic plans for the Insight team Date finalised 6 years
6357 Analysis Joint Strategic Needs Assessments Assessments of current and predicted health and wellbeing needs of the local population Date of report 6 years
6366 Analysis Service level data including contract monitoring Service level data on throughput and outcomes, as well as client data (not individual identifiable) When no longer operationally required 0 years
286 Audit and Fraud Annual Governance Statement Annual document that explains and evidences the processes and procedures that are in place to enable the Council to carry out its functions effectively (both past and present) Date created 5 years
417 Audit and Fraud Annual Governance Statement - Minutes, agendas and reports Minutes, agendas, reports and working papers related to the development of the Annual Governance Statement Date created 5 years
418 Audit and Fraud Asset Register and Disposal Log List of local assets, reference material on retention periods, and log of records disposed of When updated or superseded 3 years
433 Audit and Fraud Audit casework folders and files Collection of information and records relating to ongoing projects being carried out by Audit team When updated or superseded 3 years Public interest
419 Audit and Fraud Audit Committee papers Minutes, agendas and reports Date created 5 years
420 Audit and Fraud Audit manual Manual of local policies and procedures to ensure compliance with ICO standards When updated or superseded 3 years
421 Audit and Fraud Audit Plans Project folders including plans, strategies and background papers. Date created 5 years Public interest
3670 Audit and Fraud Audit plans on Galileo Audit plans, working papers, reports and timesheets managed via Galileo database Date created 5 years Public interest
422 Audit and Fraud Audit Reports Reports of audit findings Date of report 6 years Public interest
430 Audit and Fraud Auditing of other organisations Files relating to audit work done on behalf of NCC-linked organisations such as EMC, EMSS, NCH, Robin Hood Energy, Ice Centre (not all records contain personal information). Date created 5 years Public interest
425 Audit and Fraud Benchmarking Records of CIPFA benchmarking, benchmarking with Core Cities, queries and responses Completion of the benchmarking process 5 years Public interest
3669 Audit and Fraud IDEA data Data from external clients sent for analysis Date of completion of audit 1 years Public interest
432 Audit and Fraud Investigations relating to counter fraud Files relating to counter-fraud investigations Date of last action on case 2 years Public interest
3671 Audit and Fraud Quality assurance and improvement plans Records of internal and external assessments, and resulting action plans When superseded by new report 5 years Public interest
416 Audit and Fraud Records of advice Records of advice provided by Internal Audit to other service areas Date created 5 years
435 Audit and Fraud Register of Staff Interests Register of interests of Audit team When updated or superseded 3 years Public interest
437 Audit and Fraud Risk Management Group Meetings Minutes, agendas, and outcomes from the Risk Management Group meetings Date of meeting or report 6 years
4085 CDP Commissioning Audit Reports Reports written following an audit completed by commissioners or service providers on a range of subjects, such as contract compliance or safeguarding. Date of report 6 years
4086 CDP Commissioning CDP Business Plans All annual CDP Business Plans Date Plan eXPIRES 6 years
5117 CDP Commissioning CDP Commissioning supporting administrative documentation All supporting administrative documentation including letter register, letter templates, performance templates and meeting distribution lists. When superseded or no longer required 0 years
4088 CDP Commissioning CDP Contracts All CDP contracts and associated documentation including variation to contracts. End of contract 6 years
4089 CDP Commissioning CDP Performance information All CDP performance data in relation to crime, ASB, and substance misuse, including performance frameworks and quarterly and annual performance data. End of financial year report relates to 6 years
4084 CDP Commissioning CDP Project Plans All records associated with CDP Projects and Action Plans. Date project closure 6 years
5116 CDP Commissioning CDP Service User forums Service User Forums supporting documentation including minutes and agendas. Date of meeting 6 years Public interest
4087 CDP Commissioning Commissioning Reviews All CDP Reports, data analyses, consultation results, options appraisals, budget considerations. Date of report 6 years
4091 CDP Commissioning Needs Assessments Assessments undertaken by CDP on various community safety topics and substance misuse. Case closure 6 years
2453 Children's Integrated Services Children's Centre Performance Reports All Children's Centre Performance Reports Date report finalised 6 years Public interest
2454 Children's Integrated Services Priority Families Data Data used to support the priority families project including personal details of service users Date report finalised 6 years Public interest
2455 Children's Integrated Services Priority Families Performance Reports All Priority Families Performance Reports Date report finalised 6 years Public interest
2449 Children's Integrated Services Social Care Performance data Performance data for both Children's and Adults services including reports for senior management, heads of service and team managers. The data is derived from data held within social care systems. Date report finalised 6 years Public interest
2457 Children's Integrated Services Strategic Insight Project Reports and administrative documentation All strategic insight project reports and supporting information Date report finalised 6 years
2450 Children's Integrated Services Youth Offending Performance Reports Youth Offending Performance reports Date report finalised 6 years Public interest
6235 Commercial Finance Business Case Data All records associated with business cases in Commerical Finance End of financial year records relate to 6 years
6237 Commercial Finance Commercial Finance - Budgets All records related to the process of managing budgets (income and expenditure) including estimates, costings, savings information, income, investments, loans, funding bids, reporting, payroll, salary information, extracts of client data, budget packs retained, reconciliations. End of financial year records relate to 6 years Public interest
6236 Commercial Finance Grant Funding and Claims administration The process of managing and administering grant funding and claims administration (excluding ERDF and European grants) Date information created 10 years Legal obligation
6239 Commercial Finance Recharge information report Recharge information report for partners (Personal data is included in reports to the CCG). End of financial year records relate to 6 years Legal obligation Statutory basis
6238 Commercial Finance Section 256 joint funding agreements Section 256 joint funding agreements No retention information recorded. Public interest Public Interest for Public Health
3917 Communications and Marketing Arrow mailing list List of addresses of recipients of Arrow and Neighbourhood News mailouts When outdated or superseded 0 years Public interest
3912 Communications and Marketing Artwork Artwork and design files for promotional material When no longer relevant No retention information recorded.
3910 Communications and Marketing Communications and Marketing Forward Plan Nottingham City Council's strategy for communications and marketing Date plan expires 6 years
3918 Communications and Marketing Communications guidance Policies and guidance on communications and marketing materials issued by other departments, eg. corporate style guide Document is superseded 0 years
1598 Communications and Marketing Community Protection communication plan Information to show CP's communication plan for financial year will show what media campaigns are going to be released during the year in line with the Council Communications plan Date plan expires 6 years
1671 Communications and Marketing Design and artwork for marketing and communications publicity artwork in different formats including literature, city dressing, promotional items, style guide, logos etc Date of publication 6 years
3916 Communications and Marketing Mailing lists Email addresses collected for internal and external mass mailouts When outdated or superseded 0 years Public interest
3915 Communications and Marketing Market research Market research and evaluation of campaigns Date created 10 years
3914 Communications and Marketing Marketing planning and development Records relating to the planning and management of marketing campaigns – meeting notes, draft designs, etc End of campaign 3 years
3921 Communications and Marketing Photograph consent forms Consent forms signed by subjects of photographs taken for publicity purposes Date created 3 years Consent
3920 Communications and Marketing Photographs Photos of individuals taken for publicity purposes Date created 3 years Public interest
3913 Communications and Marketing Print management Records related to the print ordering process Date created 6 years
3911 Communications and Marketing Promotional materials Final published versions of communications and marketing materials Date created 6 months
3922 Communications and Marketing Social media NCC social media accounts, eg. Twitter, Facebook (for example the Community Protection twitter feed) When no longer relevant
3919 Communications and Marketing Templates and forms Templates and forms for use by NCC colleagues when designing their own promotional material Document is superseded 0 years
7764 Constitutional Services ADSO delegate list Records created with individuals register to attend a course. Course date 3 months Consent Explicit consent
2574 Constitutional Services Constitution working papers Notes, working papers and drafts for updates to the constitution When document finalised 0 years
2575 Constitutional Services Council and committee meetings Agendas, minutes, reports and decisions from council meetings, including committees and overview panels Permanently Public interest
3703 Constitutional Services Councillor annual reports Councillors' annual reports Date created 6 years Public interest
7765 Constitutional Services Councillor casework Councillors' casework records, including correspondence, supporting info and details of actions taken Close of case 6 years Public interest Substantial Public interest
3704 Constitutional Services Councillor development records Records of development and training undertaken by councillors Date employee leaves organisation 7 years Public interest
3699 Constitutional Services Councillors Information on past and current councillors Permanently Public interest
3701 Constitutional Services Councillors Register of Payments Records of expenses claimed and payments received by councillors Date created 6 years Public interest
3702 Constitutional Services Gifts and hospitality Records of gifts and hospitality claimed by councillors Date councillor leaves office 1 years 6 months Public interest
2572 Constitutional Services Nottingham City Council Constitution The Constitution is part of the Council's corporate governance framework, defining the systems and processes by which the Council leads, directs and controls its functions and relates to its communities and partners. Permanently
3697 Constitutional Services Overview and scrutiny research Research related to overview and scrutiny of the council executive Date created 6 years
540 Constitutional Services Public Petitions Online and/or paper form submissions in accordance with the Council’s Petition Scheme. The information retained consists of the petition organizer's proposal, the signatures and address of those signing the petition, notifications about the process from the Constitutional Services Team and responses from relevant departments. Closure of petition 6 years Public interest
3694 Constitutional Services Published decision documents Records of individual delegated decisions published online Permanently Public interest
2577 Constitutional Services Register of delegated decisions Lists of decisions by council members and officers under the Council's delegation scheme Permanently Public interest
3700 Constitutional Services Registers of interest Councillors' declarations of interest Date councillor leaves office 1 years 6 months Public interest
3706 Constitutional Services School appeals casework Records relating to ongoing school admissions appeals, including appeals forms, decision letters and supporting information Date of appeals panel meeting 2 years Public interest
3707 Constitutional Services School appeals panel meetings Agendas, minutes and decisions from school appeals panel meetings Date of appeals panel meeting 2 years Public interest
7784 Coroner's Office Court Recordings Audio recordings of the inquest. Date of the recording 15 years Legal obligation
7785 Coroner's Office Historical record search Records created when a request is received for past inquest papers. Details of the requester will be captured and retained on file. Request completion date 7 years Legal obligation
3676 Corporate Safety Advice Compliance auditing Audit forms for health and safety compliance in buildings When information is superseded/expires 6 years
3678 Corporate Safety Advice Corporate safety meetings Minutes of meetings between the Corporate Safety team and trade unions. Permanently
3675 Corporate Safety Advice DSE assessments Self-assessment forms for working with display screen equipment, and records of outcomes and recommendations Permanently Legal obligation
3677 Corporate Safety Advice Health and safety policies and strategies Health and safety policies and strategic documents, plus associated information sheets, manuals, forms and log books Permanently
3674 Corporate Safety Advice Health and safety training Records of health and safety training undertaken by NCC colleagues Permanently Legal obligation
3735 Corporate Safety Advice Incident Forms All completed incident forms completed as part of the health and safety process Date of completion 3 years Public interest
3673 Corporate Safety Advice Incident reporting Reports of accidents and violent incidents, investigations and outcomes Permanently Public interest
3738 Corporate Safety Advice RIDDOR investigations Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) investigations Date record created 40 years Public interest
6474 Customer Engagement Customer records Records of each customer who contacts Customer Services, including personal details, contact history, actions taken, etc. This asset includes records generated through the 'Have Your Say' reporting process. Date of last action 7 years Public interest Substantial Public interest
6476 Customer Engagement Customer service reports Weekly reports showing performance statistics Date of last action 7 years
6475 Customer Engagement Guidelines and procedures Guidelines and information used by customer services staff to advise customers When outdated or superseded 0 years
2403 Customer Engagement Telephone call logs - Macfarlane Records of all calls made through the Macfarlane system, including details of duration, time waiting, etc. No retention information recorded. Public interest Substantial Public interest
3930 Customer Engagement Telephone call logs - Tiger Phone call logs and statistics stored on Tiger software No retention information recorded. Public interest
2404 Customer Engagement Telephone voice recordings Voice recordings of calls made through the Macfarlane system Date of call 6 months Public interest
2451 Daisi Education - School Census Data All school census data Date report finalised 6 years Public interest
2452 Daisi Education Performance Reports All Education Performance Reports Date report finalised 6 years Public interest
3631 Elections Management, Registration and Canvassing Ballot papers NCC is DP for the Electoral Commission. Voting forms and related election paperwork Date of election 1 years Legal obligation Statutory basis
3632 Elections Management, Registration and Canvassing Election expenses NCC is DP for the Electoral Commission. Records of election candidates' expenses Date of election 2 years
2578 Elections Management, Registration and Canvassing Election results NCC is DP for the Electoral Commission. Results of local elections. Figures, maps and charts of this data are routinely published on the Nottingham City Council website. No retention information recorded.
3630 Elections Management, Registration and Canvassing Electoral register NCC is DP for the Electoral Commission. List of all registered voters in Nottingham Permanently Legal obligation
3639 Elections Management, Registration and Canvassing Electoral staff database Records of staff hired to work on elections End of staff employment Public interest
3638 Elections Management, Registration and Canvassing Electoral system support NCC is DP for the Electoral Commission. Records relating to administration of elections, eg. boundary reviews, advice on electoral process, appointing returning officers, accounts Date created 6 years
3637 Elections Management, Registration and Canvassing Evidence request forms NCC is DP for the Electoral Commission. Forms and returned information relating to requests for alternative ID where no NI number is available When outdated or superseded No retention information recorded. Legal obligation
3634 Elections Management, Registration and Canvassing Household enquiry forms (HEFs) NCC is DP for the Electoral Commission. Forms sent to households annually to ask them to update voter registration details Updated annually 1 years Legal obligation
3636 Elections Management, Registration and Canvassing Invitations to Register (ITRs) NCC is DP for the Electoral Commission. Forms sent out to new residents to request updates to the register When outdated or replaced 0 years Legal obligation
3633 Elections Management, Registration and Canvassing Nomination papers NCC is DP for the Electoral Commission. Candidate nomination papers and related paperwork Date of election 1 years Legal obligation Statutory basis
3640 Elections Management, Registration and Canvassing Petition figure NCC is DP for the Electoral Commission. Figure published annually listening minimum number of signatures required to support petition for referendum on governance When replaced 1 years
3635 Elections Management, Registration and Canvassing Postal and proxy vote forms NCC is DP for the Electoral Commission. Forms for registering for a postal or proxy vote When outdated or superseded No retention information recorded. Legal obligation
2460 Emergency Planning Emergency Incident documentation All records of emergency incidents including notes and photographs. Date after Incident. 6 years Public interest
2459 Emergency Planning Emergency plans – City and Local Resilence Forum (multi-agency emergancy planning) plans written by City Council All records relating to the creation, implementation and maintenance of emergency plans. Date the plan expires 6 years Public interest
6244 Executive and Majority Group Support Councillor casework Councillors' casework records, including correspondence, supporting info and details of actions taken Close of case 6 years Public interest Substantial Public interest
6245 Executive and Majority Group Support Press releases Press releases issued by councillors or on behalf of the Labour Group within the council When no longer relevant 0 years
5204 Finance Helpdesk Accrual Firmstep data Accrual data submitted at Year End for all departments - accrual type, balance sheet codes and reversal information for all accruals carried out End of financial year records relate to 6 years
5201 Finance Helpdesk Finance helpdesk call logs All records of calls logged with the Finance helpdesk. Date record created 5 years Public interest
5203 Finance Helpdesk Performance board data All finance performance board data including service plan KPI performance data End of financial year 6 years
6465 Financial Systems Payment categorisation Records of payments and supporting information on Civica Last transaction affecting supplier 6 years
6438 Financial Systems Payment records Information about income taken by the City Council End of financial year records relate to 6 years Legal obligation
6439 Financial Systems Receipts and miscellaneous income Information about money received being sent to the various systems responsible for billing End of financial year records relate to 6 years Contract
6442 Financial Systems Specialised payment information - detailed Information sent from specialist systems to provide better detail or splitting of money within the main financial system End of financial year records relate to 6 years
6440 Financial Systems Specialised payment information - internal Information sent from specialist systems to pay people in our main financial system, eg. Housing Benefits calculations, assessments of costs of property repairs End of financial year records relate to 6 years Legal obligation
6441 Financial Systems Specialised payment information - public Information sent from specialist systems to request payments from citizens, customers or businesses, eg. contract parking bills End of financial year records relate to 6 years
78 HR Business Change (EMSS and Oracle) Business Continuity Plan Plan for overall service area - Organisational Transformation Creation of record Permanently
154 HR Business Change (EMSS and Oracle) Employees employment information Information relating to employee's employment including pay, sickness, and holidays Permanently Public interest
156 HR Business Change (EMSS and Oracle) Employees employment information Pay and employment information Permanently Public interest
6437 HR Business Change (EMSS and Oracle) Invoices - raised All Invoices raised by Nottingham City Council End of financial year records relate to 6 years
3709 HR Business Change (EMSS and Oracle) Invoices - received All l Invoices received by Nottingham City Council End of financial year records relate to 6 years
287 HR Business Change (EMSS and Oracle) Performance Appraisal reports Collection, analysis and reporting on Performance Appraisal data - 3 times a year -both past and present No retention information recorded.
139 HR Business Lead C&O Service Redesign letter templates Service Redesign letter templates Document is superseded 0 years
136 HR Business Lead C&O Service Redesign project log Service Redesign project log Date project is completed 6 years
137 HR Business Lead C&O Service Redesign projects Service Redesign project information, e.g. Change and Transformation project, managers records in relation to service redesign projects. Date project is completed 6 years
147 HR Business Partners Overtime and allowance analysis data Information form Oracle for performance monitoring Date of creation of records 6 months
142 HR Business Partners Trade Union Meeting notes Notes from various meetings where Trade Union colleagues are in attendance date records created 6 years
7699 HR Delivery EMSS Pension Reports Reports that are run to determine Pension scheme membership, details of contributions, pay and service. Cessation of payment of benefit 12 years Legal obligation Statutory basis
127 HR Delivery Health and Wellbeing events planner Health and Wellbeing events planner Date event type is deemed to be no longer required 5 years
128 HR Delivery Health and Wellbeing service evaluation Health and Wellbeing service evaluation Date of evaluation period 3 years
120 HR Delivery Pension Scheme team work log Database used by Pension Team to manage workload Cessation of payment of benefit 12 years Public interest
143 HR Delivery Schools buy-back database Folder containing logs of school HR buy back information End of financial year in which records relate to. 6 years
33 HR Delivery Single Status calculation workbooks Workbooks and spreadsheets used to calculate pay model and employee outcomes No trigger point Permanently
34 HR Delivery Single Status process Documents and spreadsheets used to administrate the Single Status process for employees No trigger point Permanently
2243 HR Development and Change Corporate messages All internal communications from the Chief Executive, Corporate Directors and Directors to all colleagues across the organisation/department. This includes the 'All colleague emails' and the 'Managers bulletin'. Date of publication 6 years
99 HR Development and Change Financial reports on progress against savings targets Information about progress of Council transformation programmes and budget End of financial year records relate to 6 years
2271 HR Development and Change Learning Resource Centre Database Details of stock, lending history and borrowers (some personal information about borrower) Year records created 7 years Public interest
100 HR Development and Change Project initiation and development documents Information about content of change and design of Council transformation programmes Project completion date 6 years
107 HR Development and Change Training course development and administrative information Course administration, course planning, budget information, project information Date course is deemed to have closed 7 years
105 HR Development and Change Training course information Details of training and development courses (dates, content, attendance, course evaluations) from March 2013 Date course is deemed to have closed 7 years Public interest Employment
98 HR Development and Change Transformation Delivery Group Departmental reports Information about progress of Departmental transformation programmes Date of meeting 3 years
103 HR Development and Change Transformation portfolio Progress commentary, KPIs and risk management information for the Council’s Transformation Portfolio Project completion date 6 years
101 HR Development and Change Transformation project management guidance and templates Guidance and templates for Council transformation programmes Project completion date 6 years
97 HR Development and Change Transformation Steering Board reports Information about progress of Council transformation programmes Date of meeting 6 years
109 HR Equalities Equality and Community Relations meetings Agendas, minutes and papers for Equality and Community Relations meetings Creation of record Permanently
111 HR Equalities Equality and Community Relations projects Information relating to Equality and Community Relations projects, e.g. British Sign Language Charter, Citizen First Creation of record Permanently
110 HR Equalities Equality Impact Assessment (EIA) and Delegated Decision Advice Information about EIAs and Delegated Decision Making process, including EIA tracking spreadsheet Creation of record Permanently
6698 HR Equalities Recruitment / Diversity Monitoring Data Nottingham City Council (NCC) encourages all colleagues to declare their personal information e.g. Ethnicity, Religion, Disability, Sexual Orientation. Although it is not mandatory for colleagues to declare their personal information having correct and up to date information of colleagues enables NCC to understand our staffing profile in order to give the right support to staff, create an environment that is welcoming, nurturing and supportive, assess whether we have a workforce profile that is representative of the city and to meet our legal obligations under the Equality Act 2010 and Data Protection Act. 6 years Consent Explicit consent
35 HR Organisation Ad hoc projects carried out by JE team Documents and spreadsheets used to administrate ad hoc projects e.g. Nottingham City Homes Single Status, Royal Centre House agreement No trigger point Permanently
206 HR Organisation Code of Conduct for Employees 2013 Code of Conduct for Employees 2013 - extract from Red Book? Superseded Permanently
75 HR Organisation Employee Relations Project files Folders containing files related to project work e.g. development of the Performance Management Policy, removal of Essential Car Allowance Date project is completed 6 years Contract Employment
72 HR Organisation Employee Relations Project log Spreadsheet containing information about projects, e.g. development of Performance Mangement Policy, removal of Essential Car Allowance Date project is completed 6 years Contract Employment
74 HR Organisation Employee Relations Queries log Spreadsheet containing information about queries that have been raised and answered previously Date superseded by updated policy relating to questions Permanently
31 HR Organisation Job Evaluations - data spreadsheets Folders containing job evaluation data spreadsheets used to track JE progress, payroll reports to help identify jobs, schools data to track service provision Date evaluation of job is complete Permanently
29 HR Organisation Job Evaluations - Job Packs Job evaluation documents, e.g. job descriptions, structure charts, job creation approvals, process forms Pack brought in for scanning 0 years
30 HR Organisation Job Evaluations - templates Folders containing job evaluation templates e.g. guidance documents, position creation forms, JE questionnaires Date template is superseded 0 years
82 HR Organisation Neutral Vendor Project documentation Neutral Vendor procurement and contract information, including implementation and background documents Last action of project 6 years
2418 HR Organisation Pay Policy Statement The Council's annual pay policy statement Superseded Permanently
73 HR Organisation People Management Handbook The Council's policies and procedures covering employment lifecycle. Superseded Permanently
135 HR Organisation People Plus operational documents Various letter email templates, policy and procedure documents. Date documents are superseded 6 years
150 HR Organisation Recruitment advertising and application processing information Recruitment advertising and application processing information Date Recruitment finalised 1 years
76 HR Organisation Trade Unions facility time records Spreadsheet containing details of Union reps and amount of facility time. Published on OpenData. Date that Union rep changes Permanently
131 HR Organisation Vacancy profiles Job details, vacancy management details, job descriptions Date record created Permanently
7729 HR Organisation Works perks newsletter Subscription list of colleague email addresses for the use of marketing works perks products, held in the .Gov Delivery system in communications marketing. Asset is a distribution list – people opt & out as they want & are taken out once they have left the organisation 0 years 0 months Consent
2417 Information Compliance Absent User Access requests All casework (voice mails, emails, personal U drives) related to absent user requests (when a manager requests access to a user accounts) Close of case 6 years Public interest
2461 Information Compliance Blue Bag Service Administration All administrative records related to the corporate blue bag and lock scheme. This is the scheme where a facility is provided to transport hard copy personal information off-site securely. This includes the register of blue bags and locks (spreadsheet), and a spreadsheet to collect the information such as blue bag holders and associated teams. When no longer operationally required 0 years Public interest
310 Information Compliance Data incident casework – ICO Collection of information required to manage data incidents. Includes the completed data incident reporting form, the outcome form and other correspondence associated with the case Closure of case Permanently Public interest
2238 Information Compliance Data Protection Principles Agreed principles of data protection at Nottingham City Council Document is superseded 0 years
168 Information Compliance Data Protection team forms Form to be completed when internal or partner organisations make requests for personal information, reporting data incidents and responding to an internal or partner organisation request for information form. When superseded or no longer operationally required 0 years
2464 Information Compliance Destruction Certificates All records relating to the documentation of data destruction activity at Nottingham City Council. Destruction of record or information 20 years
6635 Information Compliance DMS Admin data on Document Management System When superseded or no longer operationally required 0 years
6634 Information Compliance Information Asset Register Index of all information assets owned by NCC When superseded or no longer operationally required 0 years Public interest
314 Information Compliance Information rights performance framework Performance data and reports associated with information rights, including for FOI, EIR and personal information requests (S7, S29, S35) End of financial year 6 years
2394 Information Compliance Information Sharing Agreements (ISA) Register of Information Sharing Agreements (ISA's). To access the register: Menu bar in the IAR > Detail > Information Sharing Agreements (ISAs) End date 6 years
3629 Information Compliance Off-site storage system records All records of boxes sent off-site for storage by service area's across the Council. Box records include box content, ownership and retrieval details. Date system that holds records decommissioned 6 years Public interest
171 Information Compliance Regulatory of Investigatory Powers Act (RIPA) Policy on Parts I and II Regulatory of Investigatory Powers Act (RIPA) Policy on Parts I and II Being superseded 6 years Public interest
205 Information Compliance Visiting professional officers Code of Conduct Code of Conduct for visiting professional officers Document is superseded 0 years
6556 Insurance and Risk Claim archive Archive of past claim information with personal data redacted Permanently
6555 Insurance and Risk Claims Records related to management of insurance claims by both employees and members of the public, including correspondence, evidence, court files, signed lists of evidence disclosed, etc. Date closed 7 years Public interest
6551 Insurance and Risk Insurance policies Insurance certificates and schedules Permanently
6552 Insurance and Risk Insurance policy supporting documents Background information related to insurance policies Date policy expires 10 years
6557 Insurance and Risk Liability certificates Employers' certificates of liability Permanently
6554 Insurance and Risk Renewal information Records related to insurance renewals Permanently
6558 Insurance and Risk Risk management Records related to risk management work carried out by insurance team Date of last action 10 years
6553 Insurance and Risk Tenders Records related to tendering for insurance brokers Permanently Public interest
6490 IT Change, Projects and Strategy IT contract administration Records relating to day-to-day management of IT contracts, eg. correspondence with contractors Date of last action 6 years
6488 IT Change, Projects and Strategy IT strategy and policy Records relating to strategy, policy and guidance developed by IT services When outdated or superseded 0 years
6491 IT Change, Projects and Strategy Project documentation Records relating to development of ongoing IT projects Date project is completed 6 years
6489 IT Change, Projects and Strategy Templates and forms Templates and forms relating to IT services When outdated or superseded 0 years
6492 IT Customer Services IT Service Desk Records relating to the IT Service Desk, eg. service requests, actions taken Date closed 6 years
7724 IT Customer Services Reporting Tool request Data is pulled from one source and stored in another location accessible by IT. The requester is then able to use the data to create reports. Date closed 6 years Public interest Substantial Public interest
6493 IT Customer Services User registration systems Usernames and passwords for corporate systems, eg. Microsoft Active Directory End of employment 0 years
533 IT Infrastructure Backup Physical magnetic tapes and hard drives that are used to back up all servers (along with all files, folders and databases) on a regular basis Date created 0 years 3 months Public interest
3759 Knowledge Resources Knowledge Resources - Library Catalogue Details of all resources held by Knowledge Resources When no longer operationally required 0 years
3762 Knowledge Resources Knowledge Resources - Marketing material All marketing material produced by Knowledge Resources including the News and Info bulletin, newsletter, leaflet bulletin and general news. Date created 6 years
3757 Knowledge Resources Knowledge Resources - Membership Forms Forms completed by colleagues wishing to join the Knowledge Resource Centre. These details are also used for the marketing distribution list. Date of termination of membership 2 years Public interest
3758 Knowledge Resources Loans Module Knowledge resources - details of which users (staff, volunteers or higher education students ) whose role includes health or social care, working in any voluntary or Public sector organisation whose beneficiaries include Nottingham city residents) have borrowed a particular resource Date of termination of membership [of client] 2 years Public interest
3761 Knowledge Resources Marketing Distribution list Names of those colleagues who have registered to be part of the Knowledge Resources' distribution list for marketing material. When no longer operationally required 0 years Public interest
6330 Land Charges Deed log spreadsheets Log of collections of deeds and related items, eg. list of items in files sent to the Land Registry, list of deeds for schools and academies Permanently
6329 Land Charges Historical archive Historically significant information owned by the Deeds team Permanently
6328 Land Charges Historical card index Card index of archived deeds Permanently
6326 Land Charges Land charge searches / CON29 forms Records related to the process of providing information to property purchasers about any legal charges or notices affecting their property Date search concluded 6 years
6324 Land Charges Land charges register All entries on the local land charges register and related information, eg. financial charges, planning agreements, land owner compensation, listed buildings, etc. Permanently
6327 Land Charges Title deeds Deeds of title to land, original leases, tenancies and other property deeds. Permanently Public interest
5143 Legal - Children and Adults Adoption casework Legal casework relating to adoption Date of adoption order 100 years Public interest
5142 Legal - Children and Adults Adults legal casefiles Records related to legal cases involving adult care, eg. court orders, solicitor involvement, inherent jurisdiction Close of case 7 years Public interest
5141 Legal - Children and Adults Childrens legal case files Records related to legal cases involving children, eg. care proceedings, s7/s37/looked after children reports, court orders, inherent jurisdiction Date of Birth of Child 75 years Public interest
5144 Legal - Children and Adults Foster parent legal records Legal files for foster parents Date that approval is terminated 10 years Public interest
6640 Legal - Commercial, Employment and Education Legal advice files Records and files in relation to legal advice provided to service areas (Council departments plus Community Protection, NCH and external clients) Close of file 7 years
6643 Legal - Commercial, Employment and Education Legal Agreements Records and files in relation to preparation of completion of agreements (including but not limited to Settlement Agreements (settlement of employment-related claims) and Admission Agreements (in relation to access to Local Government Pension Scheme) Date of last activity on file 7 years
6642 Legal - Commercial, Employment and Education Tribunal Appeal Files Records and files in relation to appeals against Tribunal decisions Close of case file 7 years
6641 Legal - Commercial, Employment and Education Tribunal files Records and files in relation to legal action taken by the Council (or on behalf of external client) against individuals or bodies or where the Council (or external client) has been a defendant or respondent to such action Date of last activity on file 7 years
6322 Legal - Conveyancing Conveyancing supporting information Records supporting legal aspects of sale, purchase, leasing and tenancies, eg. correspondence, meetings, notes End of tenancy 7 years Public interest
6325 Legal - Conveyancing Improvement grants Records related to the issuing of property improvement grants Date grant issued 7 years Public interest
6321 Legal - Conveyancing Leases and tenancies Records relating to legal aspects of leasing and tenancy of council owned properties Date of last action 7 years Public interest
6323 Legal - Conveyancing Legal and Conveyancing Records Records supporting Right to Buy work, eg. transfers, correspondence. Close of case 7 years Public interest
6320 Legal - Conveyancing Sales and purchases Records of sale, purchase and transfer of land, eg. signed transfer documents evidencing transfer of ownership Date of last action 7 years Public interest
6429 Legal - Litigation and Dispute Resolution Appeal Files Records and files in relation to appeals against Court decisions Close of case file 7 years
6433 Legal - Litigation and Dispute Resolution Charging order spreadsheet Log of charging orders secured against debtors' houses When updated or superseded 0 years
6428 Legal - Litigation and Dispute Resolution Court files Records and files in relation to legal action taken by the Council (or on behalf of external client) against individuals or bodies or where the Council (or external client) has been a defendant or respondent to such action (including but not limited to SENDIST, County Court, Magistrates Court, High Court). Date of last activity on file 7 years
6435 Legal - Litigation and Dispute Resolution Debtor database Record of all court judgments obtained by the Litigation team against individuals and whether charges have been paid. Permanently
6436 Legal - Litigation and Dispute Resolution Housing/ASB matters spreadsheet Log of housing/ASB matters received and worked on Close of case 7 years
6430 Legal - Litigation and Dispute Resolution Judicial Review Files Records and files in relation to Council decisions and legal proceedings in relation to cases that are subject to judicial review Close of file 7 years
6427 Legal - Litigation and Dispute Resolution Legal advice files Records and files in relation to legal advice provided to service areas (Council departments plus Community Protection, NCH and external clients) Close of file 7 years
6431 Legal - Litigation and Dispute Resolution Legal Agreements Records and files in relation to preparation of completion of legal agreements Date of last activity on file 7 years
6434 Legal - Litigation and Dispute Resolution Litigation spreadsheet Ongoing log of all cases - names of claimants, addresses, case ID numbers and date case closed When updated or superseded 0 years
6432 Legal - Litigation and Dispute Resolution Live tracking spreadsheets Tracking of live cases - eg. sundry debtors, trade waste, possessions When updated or superseded 0 years
3654 Legal - Planning and Environment Judicial Review Files Records of Council decisions and legal proceedings in relation to cases that are subject to judicial review. Close of file 7 years Public interest
3641 Legal - Planning and Environment Legal Advice Files Records of legal advice provided to service areas (Primarily Development and Growth and Commercial and Operations departments but covers all departments) Close of file 7 years Public interest
3667 Legal - Planning and Environment Legal Agreements Agreements with the Council eg Agreements with developers under the Town and Country Planning Act 1990 or Highways Act 1980. Close of file 7 years Public interest
3657 Legal - Planning and Environment Legal Notices Legal notices served by the Council to members of the public and/or bodies. Close of file 7 years Public interest
3668 Legal - Planning and Environment Orders and Byelaws Orders and byelaws made on behalf of the Council such as Public protection orders, stopping up orders etc. Closure of file 7 years
3665 Legal - Planning and Environment Planning Certificates Certificates issued by the Council to members of the public and/or bodies regarding lawful use or development Close of file 7 years Public interest
3642 Legal - Planning and Environment Prosecution Files Records in relation to legal action taken by the council against individuals or bodies and where the Council has been a defendant to a prosecution. Close of file 7 years Public interest
3643 Legal - Planning and Environment Tribunal and Appeal Files Records and files of appeals made against council decisions made against Council decisions, notices or orders. This also includes subsequent appeals made against court and tribunal decisions. Close of case file 7 years Public interest Legal proceedings
6318 Market and Business Partnerships Ask Lion Website providing information and contact details about city services When no longer relevant 0 years Public interest
6317 Market and Business Partnerships Attendee lists Lists of attendees for courses, events, activities or forums run by NCC When no longer relevant 0 years Public interest
6319 Market and Business Partnerships Market intelligence Records related to market intelligence - eg. stats, surveys, research Date of last action 25 years
7725 Market and Business Partnerships Reports Information about the listings on the AskLiON website to enable us to manage the data on it, for example downloading the listings into a spreadsheet to check for duplicate entries, or to check all entries have a logo etc. 6 years Public interest
6315 Market and Business Partnerships Residential homes information List of information about residential homes, used for organising quality improvement visits - contains contact details for owners/managers, location, CQC score When no longer relevant 0 years Public interest
6316 Market and Business Partnerships Social care providers List of information about social care providers, used for organising quality improvement visits - contains contact details, location, CQC score When no longer relevant 0 years Public interest
2281 Non-Domestic Rates National Non-Domestic rates Records of hereditaments (business premises) that appear on the valuation list as prepared by the Valuation Office Agency. This includes accounts (including records of payments made) for individual businesses and property details. Date of last access 7 years
6457 One Nottingham Board meeting papers Agendas, minutes and papers of One Nottingham board meetings Date of meeting 6 years Contract
6455 One Nottingham Board member declarations of interest Declarations of interest for members of the One Nottingham Board Date member leaves role 1 years 6 months
6451 One Nottingham Communications and marketing Publicity materials, e.g.. One Nottingham bulletin, website, event advertising Date created 6 years Consent
6454 One Nottingham Electorate lists Electorate lists for appointment of voluntary and community sector board members When no longer relevant 0 years Consent
6453 One Nottingham Mailing list Mailing list for One Nottingham partners When outdated or superseded 0 years
6452 One Nottingham One Nottingham funding Records related to funding and funding agreements End of funding period 6 years Contract
7779 One Nottingham One Nottingham Plan development One Nottingham plan development records. Date plan expires 6 years
6449 One Nottingham One Nottingham plans Strategic plans, e.g.. Nottingham Plan to 2020 Date plan expires 6 years Consent
6450 One Nottingham One Nottingham project files Records relating to planning, development, funding, delivery, reporting and review of projects Date of closure 6 years Contract
6458 One Nottingham Other meeting papers Agendas, minutes and papers of One Nottingham meetings not otherwise specified Date of meeting 6 years
6456 One Nottingham Voluntary Sector Strategic Reference Group Members Expression of interest forms Date member leaves role 1 years 6 months
83 Policy Development Corporate Delivery Board Performance reports Quarterly reports to Corporate Leadership Team on organisational performance Date of creation 12 years
80 Policy Development Council Plan Development Archive Reports on the development of the Council Plan 2012 -15 Date that the plan exires 10 years
88 Policy Development Councillor Manifesto Pledges Annual commentary and KPIs, for the life of the pledges Date that the manifesto expires Permanently
81 Policy Development Covalent procurement and contract Covalent procurement and contract, including implementation documents End of contract or last action on project 6 years
89 Policy Development Departmental performance, risk and planning information Progress against actions, KPIs, risk assessments, report templates and dashboards Year records created 12 years
2564 Policy Development Horizon Scanning Records Work to record and analyse national and local policy developments which inform the Council’s corporate awareness and knowledge of significant developments that will impact on the Council via new legislation or regulations End of parliamentary term records relate to 6 years
85 Policy Development Organisational Business Plans Collection of all Business Plans, guidance and templates Date plan expires 6 years
2568 Policy Development Partnership Governance Records Monitoring of various partnerships and their functions including monitoring of the governance arrangements of the Council’s significant partnerships which are reported on annually to Audit Committee Date record created 6 years
84 Policy Development Performance Management Framework 2014 Performance Management Framework 2014 Date framework agreed 6 months
2563 Policy Development Policy briefings Policy Alerts, Policy Digests and City Briefings aimed at a general audience of officers and Councillors internally, and partners and interested members of the public externally. Published on nottinghaminsight.org.uk Date records created 6 years
2565 Policy Development Policy Projects Policy analysis which supports local policy improvement, development and implementation Date research completed 6 years
87 Policy Development The Council Plan Annual commentary and KPIs, for the life of the plan Date that plan expires Permanently
2567 Policy Development The Nottingham and Council Plan Development The Nottingham and Council Plan and ancillary development products and documents relating to its development. End date of project/plan 2 years
2566 Policy Development The Nottingham and Council Plan monitoring. Monitoring of the Council and City performance against Nottingham Plan targets and associated reporting and Council Performance against the Council Plan. The Nottingham and Council Plan reporting products and documents. End date of project/plan 2 years
86 Policy Development The Nottingham Plan progress information Annual commentary and KPIs, for the life of the plan Date plan expires 6 years
3656 Procurement Contract management Management and amendment of contracts, eg. variations, extensions, changes of requirements, resolution of payment disputes End of contract or last action on project 6 years Contract Employment
3655 Procurement Contract operation and monitoring Records of actions taken to monitor performance of contractors, eg. SLAs, auditing visits, performance reports End of financial year 6 years
3658 Procurement Contracting accounts and payments Management of accounts, eg. allowances, work orders, invoices End of financial year records relate to 6 years
3653 Procurement Contracts Contracts End of contract or last action on project 6 years
3662 Procurement Contracts Register Spreadsheet of every contract currently being managed by Procurement When updated or superseded 0 years Public interest
3663 Procurement Contracts Register - public version Spreadsheet published online for public viewing - compiled from the Procurement projects and contracts registers When updated or superseded 0 years
3648 Procurement Interview panels Reports and notes of proceedings from tendering interview panels End of contract 1 years
3652 Procurement Minutes of meetings Minutes taken from meetings with contractors or prospective contractors Date of meeting or report 6 years
3660 Procurement Procurement Forward Plan - public version Spreadsheet showing planned and expected procurement projects - version for publication online When updated or superseded 0 years
3659 Procurement Procurement Plan Spreadsheet of planned and expected procurement projects When updated or superseded 0 years
3644 Procurement Procurement Strategy Document outlining Nottingham City Council's strategy and long-term plans for procurement Date plan expires 6 years
3645 Procurement Procurement templates Standardised set of templates used for each procurement project Document is superseded 0 years
3661 Procurement Project Register Access database of all projects, containing key details. Used for monitoring performance and day to day management of projects. When updated or superseded 0 years
3666 Procurement Regulation 84 procurement documentation Documents related to tendering and awarding contracts subject to public contract regulations 2015 - regulation 84 Date contract awarded 3 years
3664 Procurement Regulation 84 report Spreadsheet report of contracts subject to public contract regulations 2015 - regulation 84 When updated or superseded 0 years
3649 Procurement Successful tenders Papers relating to successful tenders End of contract or last action on project 6 years
3647 Procurement Tender issuing and return Tender envelopes Date contract awarded 1 years
3646 Procurement Tendering and process of awarding contracts Documents related to tendering and awarding contracts, including development and specification of tenders, criteria and process of evaluating tenders, and protocols for interview panels End of contract or last action on project 6 years
3650 Procurement Unsuccessful tenders Papers relating to unsuccessful tenders Date contract awarded 1 years
3840 Provider Performance and Development Supporting People contacts and tenders documentation All records and information relating to Housing related support contracts and tenders. End of contract or last action on project 6 years