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.

• Organisation wide information
• People
• Resident Services
• Growth and City Development
• Finance and Resources

Organisation 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)
535	Facilities Management Organisational Wide	Visitors books (Staff/clients/visitors signing in and out records)	This is a generic, organisation wide asset that contains records of staff/clients/visitors signing in and out of the office.	Closure of record	3 years Has exceptions...	Public interest
6468	Finance - Organisational Wide	Customer information	Information about customers stored in the Council's main financial system	Last transaction affecting supplier	6 years
6469	Finance - Organisational Wide	Money transferred between accounts	Records of money transferred between accounts on the core financial system	Last transaction affecting supplier	6 years
3868	Finance - Organisational Wide	Orders and charges	This is a generic organisational wide asset for all documents relating to ordering and charging for goods and services, ie. invoices, recharges, customer orders, purchase orders	End of financial year	6 years Has exceptions...
537	Finance - Organisational Wide	Petty Cash	This is a generic organisational wide asset that contains all records that relate to the petty cash budget	End of financial year records relate to	6 years
2007	Finance - Organisational Wide	Purchase card invoices / receipts	Information showing previous transactions made through a purchase card.	End of financial year	6 years
6467	Finance - Organisational Wide	Supplier information	Information about suppliers stored in the Council's main financial system	Last transaction affecting supplier	6 years
7770	Organisational Wide Information Assets	Audit Report	Reports recieved to conclude an audit carried out internally or by external bodies.	Date of report	6 years
6658	Organisational Wide Information Assets	Data Flow Maps	Audits of personal information processing within business function	When superseded or no longer required	0 years	Legal obligation
3971	Organisational Wide Information Assets	Data Protection Impact Assessments	Records related to the assessment of new projects/systems to identify data protection requirements	End of life of project or system record relates to	No retention information recorded.
3739	Organisational Wide Information Assets	Fire Assessments	All fire assessments undertaken	Date of review	5 years	Public interest
3838	Organisational Wide Information Assets	Guidance documentation	All Nottingham City Council guidance documentation used to support policy and procedures. E.g. maintenance manuals, how to guidance policy guidance and templates.	Document is superseded	0 years
3970	Organisational Wide Information Assets	Information Sharing Agreements	Agreements setting out legal basis for sharing of personal data between partner agencies/organisations	End of life of project or system record relates to	No retention information recorded.
7727	Organisational Wide Information Assets	Insurance and legal claim records	Records generated to respond to an insurance or legal claim.		No retention information recorded.	Legal obligation
3837	Organisational Wide Information Assets	Policies	All Nottingham City Council policies. E.g. Data Protection Policy, Records Management Policy, School Admissions policies and Housing Allocations policy.	Policy being superceded or replaced	6 years
3740	Organisational Wide Information Assets	Risk Assessments	All risk assessments undertaken of the working environment	Date of assessment	5 years	Public interest

People

The People Directorate leads our ambition to provide the appropriate conditions for all our people to have the best possible life chances, as part of our ambition to make Nottingham a World Class City for Everyone.

The People Directorate is comprised of Public Health, Children's Integrated Services, Education Services and Adult Social Care.

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 Has exceptions...	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 Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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	15 years	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 Has exceptions...	Public interest
5167	Behaviour Support Team	Work requests	Form used by schools to commission work	Date of birth of child	35 years Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	Public interest
471	Children's centres	Citizens personal records and attendances at universal groups	Monitoring and recording reach figures	Date of Birth	25 years Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...
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 Has exceptions...	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 Has exceptions...	Public interest
7801	EPS, EYSEND, IES,	Early Years SEN Pathway	Information relating to EY SEN Pathway meetings that occur every 2-3 weeks. These discuss requests for support that come through the pathway - Includes contributions from Educational Psychology, Autism Team, Sensory Team and Learning Support - Assessment and decision as to which team deals with the Early Years person.	Date of birth of child	35 years Has exceptions...	Public interest	Substantial 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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	Public interest
3808	Housing Aid	Multiagency public protection (MAPPA) records	Records of MAPPA meetings and outcomes	Close of case	3 years Has exceptions...	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 Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	Public interest
477	Multi-Systemic Team (MST)	Multi Systemic Team family Contact directory	Family Contact directory	Date of Birth	25 years Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	Public interest
473	Priority Families	Priority families Citizen records and personal information	Completed assessments for specific clients	Date of Birth	25 years Has exceptions...	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 Has exceptions...	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 Has exceptions...	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
7807	School Governors	Emails - School Governors	Responses to queries from governors and schools, internal emails between staff - for the purpose of governance, making informed decisions.	End of the programme	2 years 0 months	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
7799	SEND Administration Team	BST Administration	To record and administer traded services - Names are obtained so that the amount of work with the pupil can be represented. Completely internal administrative process. Sometimes a school can query their package, however this will not contain any personal data relating to the pupil.	Date of birth of child	35 years Has exceptions...	Public interest	Substantial Public interest
7798	SEND Administration Team	EPS Administration Inbox	To provide administration for Educational Psychology Service, maintainig children's records in a manner which alllows for effective retrieval of records.	Date of birth of child	35 years Has exceptions...	Public interest	Substantial Public interest
7800	SEND Administration Team	EY SEND Referrals	To provide administration for Early Years SEND Pathway Team	Date of birth of child	35 years Has exceptions...	Public interest	Substantial 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 Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
6571	Targeted Family Support and Missing Children	Missing children meetings	Multiagency meetings discussing missing child cases	Date of birth of child	25 years Has exceptions...
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 Has exceptions...	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 Has exceptions...	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	Date of Birth of Child	75 years Has exceptions...	Legal obligation	Substantial 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 Has exceptions...	Legal obligation	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.	End of financial year records relate to	6 years	Legal obligation	Substantial Public interest
3983	Virtual School Team	Pupil Premium Plus reports	Spreadsheets and reports sent to finance to arrange payments of funding approved. This also includes historic requests for Pupil Premium Plus payments.	End of financial year records relate to	6 years	Legal obligation
3980	Virtual School Team	School Improvement Information	Information and documentation regarding schools, based on improvement work undertaken with them. Names of the schools, a description of the audit findings and the improvement work necessary and undertaken is logged on files.	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 Has exceptions...	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. The Virtual School is statutory required to monitor the completion of personal education plans off all Nottingham City children in care, and quality assure these plans. The Virtual School is statutory required to monitor and track the educational progress and outcomes of its authority's children in care, we do so by collecting attainment and progress data for each child and track educational outcomes using a dashboard. The Virtual School are also responsible for ensuring that Personal Education Plans are of high quality.	Date of Birth of Child	75 years Has exceptions...	Legal obligation	Substantial Public interest
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 Has exceptions...	Legal obligation	Substantial Public interest
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	Legal obligation	Substantial Public interest
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...
496	Youth Justice Service	Youth Offending Team (YOT) court recordings	Youth Offending Team (YOT) court recording records	DOB of subject	28 years 6 months Has exceptions...	Public interest

Resident Services

The Resident Services Directorate comprise of those front-line services which provide universal services to all of our residents, the effective delivery of which positively contributes to the quality of life for our residents and the liveability of the city.

Resident Services comprise of Neighbourhood Services; Community Protection; and Sport and Culture.

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 Has exceptions...
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 Has exceptions...
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
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	Closure date	6 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 Has exceptions...
6267	CCTV Control Room	3G and web camera checks	Daily checking of cameras to ensure they are functioning	Date created	6 years
6270	CCTV Control Room	Alarm response incident forms	Forms used when responding to alarms, to be filled out by responder and left with client	Date created	6 years
6259	CCTV Control Room	Camera footage receipt log book	Signed receipts for when footage is released from the control room	Date created	6 years	Public interest
6258	CCTV Control Room	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	CCTV Control Room	CCTV images - High rise buildings	All CCTV images recorded high rise buildings	Date record created	0 years 0.5 months	Public interest
2438	CCTV Control Room	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
6269	CCTV Control Room	Equipment faults	Forms for logging and reporting faults with cameras/alarms/access systems, and related reports	Date of last action	6 years
6304	CCTV Control Room	External auditing	Records of audits carried out by external bodies, eg. NSI security inspections	End of financial year	6 years
6257	CCTV Control Room	Images taken as evidence	CCTV and body worn camera recordings requested by police as evidence	Date created	0 years 1 months Has exceptions...	Public interest
6303	CCTV Control Room	Internal auditing	Records of checks for performance and compliance across our systems, processes and people	End of financial year	6 years	Public interest
6268	CCTV Control Room	Liberator checks	Daily checking of Liberator camera hard drives to ensure they are functioning	Date created	6 years
6272	CCTV Control Room	Noise complaint letters	Blank form letters to be sent to subjects of noise complaints	Date created	6 years
6265	CCTV Control Room	Out of hours dog reports	Reports related to out of hours stray dog service	Date created	6 years	Public interest
6266	CCTV Control Room	Out of hours traffic reports	Reports of traffic equipment faults received by out of hours traffic fault service	Date created	6 years
6309	CCTV Control Room	Performance and process measurement	Records used to report on alarm system activity, eg. dates, times, type, frequency	End of financial year	6 years
6264	CCTV Control Room	Shift handover forms	Handover templates completed by officers at end of each shift	When no longer relevant	6 years	Public interest
6276	CCTV Control Room	Visitor logs	Details of visitors to the control centre - name, organisation, purpose of visit, photograph	Date created	1 years 6 months	Public interest
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
6537	Community Cohesion	Hate Crime Action Plan	Action plan setting out aims and targets for the service	Date plan expires	6 years
6536	Community Cohesion	Mailing list	Mailing list for the Nottingham Hate Incident Improvement and Performance Panel	When outdated or superseded	0 years	Consent
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 Has exceptions...	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
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 Has exceptions...
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 Has exceptions...	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 Has exceptions...
3820	Design Services	Design services contracts	Contracts held by Design Services	End of contract or last action on project	6 years Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
4107	Energy Management	Display Energy Certificates (DECs)	Display Energy Certificates for council-owned buildings and schools	Date created	1 years Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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
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 Has exceptions...
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 Has exceptions...	Public interest
1509	General Licencing	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	General Licencing	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	General Licencing	Enforcement Interviews log	List of Enforcement Interviews	When no longer operationally required	0 years	Public interest
2490	General Licencing	Free Printed Material Applications	Applications received for Free Printed Material distribution	Date of application	6 years
2491	General Licencing	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	General Licencing	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	General Licencing	Gambling Act 2005 premises visited log	List of licensed gambling establishments visited	Date record created	6 years
1744	General Licencing	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	General Licencing	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	General Licencing	Licenses issued	Current licenses issued. Hard copy held and available for public view	Date of expiry	6 years	Public interest
2494	General Licencing	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	General Licencing	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	General Licencing	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	General Licencing	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	General Licencing	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	General Licencing	List of Temporary Event Notices received	List of Temporary Event Notices received	When no longer operationally required	0 years	Public interest
1928	General Licencing	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	General Licencing	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	General Licencing	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	General Licencing	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	General Licencing	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	General Licencing	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	General Licencing	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	General Licencing	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	General Licencing	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
2505	General Licencing	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
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 Has exceptions...
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 Has exceptions...	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
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
3992	Museums Operations	Freelancers	Records of freelance workers involved in delivering museum projects	End of project	6 years Has exceptions...	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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
6672	Nottingham Events	Events files	Records relating to the planning, development, implementation and management of events	Date of closure	6 years Has exceptions...
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 Has exceptions...	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 Has exceptions...	Public interest
6527	Nottingham Together	Management of external funding	Management of external funding for NCC posts	End of funding period	6 years Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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
7805	Parking Operations	Bridgeway centre permits and processing	Issuing permits for Businesses in the Bridgeway centre. Taking information/details from the business and processing the permits		No retention information recorded.	Contract
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 Has exceptions...	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
7806	Parking Operations	Panthers permits and processing	Issuing permits for Panthers parkers to park in Broad Marsh car park. We take customer details and process the information on to a spreadsheet then process the permits and put their details on the ANPR. The ANPR (Automatic Number Plate Recognition) is a system which allows us to input customer name and vehicle registration to allow them entry into the car park without having to take a ticket.		No retention information recorded.	Contract
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 Has exceptions...	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
7803	Parking Operations	RHParking Web-based back office system	This system is used to check customers permits and parking sessions when parking at our Multi Storey Car Parks and paying via the app.		No retention information recorded.	Contract
7802	Parking Operations	RingGo – permits, refunds and queries – Web-based back office system	Allows us to be able to access the permits (On Street, Surface Car Parks) that customers have purchased. Along with being able check customer parking sessions if they have a query, we can also process refunds if a session has been purchased incorrectly.		No retention information recorded.	Contract
7804	Parking Operations	Your Parking Space (YPS) Web-based back office system	This system is used for customers who purchase their parking sessions / permits through YPS. We use this system to audit customers who have purchased parking through this system.		No retention information recorded.	Contract
3897	Parks Admin	Bootcamp agreements	Agreements with groups running bootcamp sessions in parks, inc. public liability insurance	End of agreement	1 years Has exceptions...	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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...	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
6274	Projects	Contract archive	Copies of contracts and agreements with external organisations	End of contract or last action on project	6 years Has exceptions...
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
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...	Contract
6501	Royal Centre	Donations	Donations from customers	Date of last action	7 years Has exceptions...
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 Has exceptions...
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 Has exceptions...
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	Has exceptions...
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	Has exceptions...
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 Has exceptions...	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 Has exceptions...	Public interest
213	Safer Business	Food Hygiene – Notices	Compliance data for food safety to support their regulatory roles and repsonsibilities	Closure Date	6 years Has exceptions...	Public interest
214	Safer Business	Food Hygiene – Prosecutions	Compliance data for food safety to support their regulatory roles and repsonsibilities	Case closure	7 years Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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
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
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 Has exceptions...	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
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
240	Safer Housing	Selective licence applications	Receipt and processing of selective licencing applications	Closure date	6 years Has exceptions...	Legal obligation
6544	Safer Housing	Works in default	Records related to works in default charges	When property is sold	0 years
6256	Sales	Body worn camera footage	All images recorded by cameras worn by security staff	Date created	0 years 1 months	Public interest
6260	Sales	Daily log books	Records of daily activity and incidents	Date created	6 years	Public interest
6273	Sales	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	Sales	Key receipt	Receipts for keys, to be given out when responding to alarm responses	Date created	6 years
6263	Sales	Patrol notes	Notes taken by security officers while on patrol	Date created	6 years	Public interest
6262	Sales	Site surveys	Security surveys undertaken of individual sites	Date created	6 years
6261	Sales	Vehicle log books	Records of vehicle use and mileage	Date created	6 years	Public interest
6310	Security and Logistics	Action and improvement reports	Response reports from Accreditation bodies	End of financial year	6 years
6308	Security and Logistics	Calibration records	System check reports by contractor/supplier, required for auditing of contracts	Date created	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	Contract
6311	Security and Logistics	Customer records	Records of client details and service requests	Date created	6 years	Contract
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
6305	Security and Logistics	Security screening	Records of security screening for colleagues in the Security team	End of employment	7 years	Public interest
6307	Security and Logistics	Supplier records	Records relating to suppliers, inc. evaluations, audits, performance details	Date created	6 years	Contract
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
7794	Solar Energy	Green Homes Grant - Local Authority Delivery Scheme 2 - Customer Data	Customer data relating to the GHG LAD 2 Scheme - Processed by NCC data processor Acton Energy on their CRM. NCC data shared with and used by other local authorities	Conclusion of the project	10 years 0 months	Public interest
7795	Solar Energy	Green Homes Grant - Local Authority Delivery Scheme 2 - Reporting Customer Data	Spreadsheet containing the personal data of customers relating to the GHG LAD Phase 2 Scheme. This data is provided by the data processor, Acton Energy and subsequently shared with the Department of Business Energy and Industrial Strategy. The data contains customer details from other Local Authorities	Conclusion of the project	10 years 0 months	Public interest
6539	Specialist Projects	Modern Slavery project files	Records related to project development, eg. planning, analysis, reporting	Date of last action	6 years
7790	Specialist Projects	Slavery and Exploitation Risk Assessment Conference	Agenda, minutes of SERAC and associated case notes for referrals to Exploitation and Slavery Team Adults for possible referral to SERAC	Date of last action	6 years	Public interest	Administration of justices
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
2504	Taxi Licencing	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
226	Taxi Licencing	Licensing – Service Requests (including Taxi Licensing)	Data connected with compliance checks, including inspections, complaints and concerns.	Closure date	6 years	Public interest
2143	Taxi Licencing	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
2141	Taxi Licencing	Taxi Operator Visits	Register of visits to Taxi Operators	When no longer operationally required	0 years	Public interest
2583	Taxi Licencing	Taxi rank locations	Map data about the locations of taxi ranks	When no longer operationally required	0 years
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 Has exceptions...	Public interest
2014	Trading Standards	RAPEX	Documentation relating to the European product safety alert for Trading Standards to investigate	Date enquiries finalised	6 years Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	Public interest
255	Trading Standards	Trading Standards – Misc. Activities	Miscellaneous activities undertaken by the Trading Standards Team	Case Closure	7 years Has exceptions...	Public interest
256	Trading Standards	Trading Standards – Prosecutions	Details of prosecutions undertaken by the team	Case Closure	7 years Has exceptions...	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 Has exceptions...	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 Has exceptions...	Public interest
7773	Trading Standards	Vulnerable Persons	Records of vulnerable citizens.	The date the record was created.	6 years	Public interest	Substantial Public interest
6521	VCS Partnerships	Funding administration	Management of funds granted	End of funding period	6 years Has exceptions...
6520	VCS Partnerships	Funding applications	Applications for Community Engagement funding	End of funded project	6 years Has exceptions...
6522	VCS Partnerships	Performance monitoring	Quarterly reports on performance and activities of funded organisations	End of financial year	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 Has exceptions...
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 Has exceptions...	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 Has exceptions...	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

Growth and City Development

Growth and City Development lead on our programme to increase the level of investment and jobs growth in the city, and crucially to do this in a way which positively contributes to reducing persistent inequalities and improve life chances for all our citizens. This includes delivering sustainable growth and providing key corporate enablers.

The directorate comprise of Planning, Regeneration and Housing; Economic Development; Major Projects; Property; and Carbon Reduction, Sustainability and Energy Services.

Id	Business function	Information asset name	Description	Trigger event	Retain for	Legal basis for processing
						(1)	(2)
2444	Adaptations and renewal	Adaptations and renewal Grant Register	The grants register is a record of all adaptations and renewal grants awarded by the Council.		Permanently	Public interest
2443	Adaptations and renewal	Adaptations Private Sector Case files	Client/property files including, OT referral, grant application including financial means test, verification checks, grant approval, works ordered, costs, contractor, and notes	Case closure	15 years	Public interest
2442	Adaptations and renewal	Adaptations Public Sector Case files -	Client/property files including OT referral, works ordered, sketches, plans, photos, specification, costs, contractor, and notes	Case closure	15 years	Public interest
2448	Adaptations and renewal	Preventative Adaptations Casework - PAD 3 database	Client database holding some personal information, referral, works ordered, costs for a preventative adaptations made in both the public and private sector.	Case closure	6 years	Public interest
2447	Adaptations and renewal	Private sector casework - Griffin database	Client/property database holding some personal information, OT referral, works ordered, costs, contractor, and notes for private sector jobs	Case closure	15 years	Public interest
2446	Adaptations and renewal	Public Sector Casework - Phoenix database	Client/property database holding some personal information, OT referral, works ordered, costs, contractor, and notes for public sector jobs	Case closure	15 years	Public interest
2445	Adaptations and renewal	Rehousing data (Adaptations and Renewals)	Rehousing data maintained by the adaptations and renewal agency. This data set includes property assessments.	Case closure	6 years	Public interest
325	Address Management	Local Street Gazetteer (LSG)	Corporate street gazetteer containing definitive list of streets including associated highway information		Permanently
323	Address Management	Street naming and numbering casework database	Records of all street naming and numbering cases, including historical information		Permanently	Public interest
6424	Area Planning 1	Assets of Community Value - applications	Records relating to applications for Assets of Community Value - applications received, supporting information, decisions made, etc.	Date created	5 years
6423	Area Planning 1	Assets of Community Value - register	Register showing all approved Assets of Community Value	Date created	5 years
2406	Area Planning 1	Planning Appeal Decisions	Records of final decisions relating to planning appeals, either by NCC or by Planning Inspectorate		Permanently	Public interest
6420	Area Planning 1	Planning appeals	Records related to appeals against planning decisions, eg. correspondence, evidence, statements	Date of decision or close of case	6 years
6419	Area Planning 1	Planning application supporting material	Records supporting planning applications, including correspondence, consultations and background information	Date of decision or close of case	6 years	Legal obligation
2405	Area Planning 1	Planning Applications	Records of planning applications received by Nottingham City Council, including application forms, approved site plans and decision notices		Permanently	Public interest
2407	Area Planning 1	Planning Enforcement Notices	Records relating to enforcement of planning regulations, eg. stop notices		Permanently	Public interest
6421	Area Planning 1	Planning enforcement supporting materials	Records supporting planning enforcement, eg. correspondence, photographs, requests for further information	Date of decision or close of case	6 years
6422	Area Planning 1	Secretary of State decision notices	Records of decision letters issued by Secretary of State for Housing, Communities and Local Government		Permanently
6425	Area Planning 1	Section 106 agreements	Agreements between the council and developers made under Section 106 of the Town and Country Planning Act, and supporting materials		Permanently	Legal obligation
6426	Area Planning 1	Section 278 agreements	Agreements between the council and developers made under Section 278 of the Highways Act, and supporting materials		Permanently	Legal obligation
7749	Area Planning 2	Assets of Community Value - applications	Records relating to applications for Assets of Community Value - applications received, supporting information, decisions made, etc.	Date created	5 years
7748	Area Planning 2	Assets of Community Value - register	Register showing all approved Assets of Community Value	Date created	5 years
7744	Area Planning 2	Planning Appeal Decisions	Records of final decisions relating to planning appeals, either by NCC or by Planning Inspectorate		Permanently	Public interest
7750	Area Planning 2	Planning appeals	Records related to appeals against planning decisions, eg. correspondence, evidence, statements	Date of decision or close of case	6 years
7746	Area Planning 2	Planning application supporting material	Records supporting planning applications, including correspondence, consultations and background information	Date of decision or close of case	6 years	Legal obligation
7743	Area Planning 2	Planning Applications	Records of planning applications received by Nottingham City Council, including application forms, approved site plans and decision notices		Permanently	Public interest
7745	Area Planning 2	Planning Enforcement Notices	Records relating to enforcement of planning regulations, eg. stop notices		Permanently	Public interest
7747	Area Planning 2	Planning enforcement supporting materials	Records supporting planning enforcement, eg. correspondence, photographs, requests for further information	Date of decision or close of case	6 years
7751	Area Planning 2	Secretary of State decision notices	Records of decision letters issued by Secretary of State for Housing, Communities and Local Government		Permanently
7752	Area Planning 2	Section 106 agreements	Agreements between the council and developers made under Section 106 of the Town and Country Planning Act, and supporting materials		Permanently	Legal obligation
7753	Area Planning 2	Section 278 agreements	Agreements between the council and developers made under Section 278 of the Highways Act, and supporting materials		Permanently	Legal obligation
4042	Bidding and Funding	Economic development funding bids	Records related to bids for funding from other organisations	Retention period set by funding body	No retention information recorded.	Public interest
7786	Bidding and Funding	Growth Hub 1 – Claim Folders	Defrayal evidence consisting of payslips, invoices, expenses, payment registers and bank statements - Project Info, Claim 1&2 (Apr-Sep 2016), Claim 3 (Oct-Dec 2016), Claim 4 (Jan-Mar 2017) and Claim 5 (Apr-Jun 2017) - Claim 6 (Jul-Sep 2017) x2, Claim 7 (Oct-Dec 2017) x2 and Claim 8 (Jan-Mar 2018) x2 - Claim 9 (Apr-Jun 2018), Claim 10 (Jul-Sep 2018), Claim 11 (Oct-Dec 2017), Claim 12 (Jan-Mar 2019), Events and Feedback	Signed Service Level Agreement with Partners and MHCLG at the beginning of the project.	14 years	Other	Substantial Public interest
7787	Bidding and Funding	Growth Hub 1 – Output Folders	Defrayal evidence consisting of SME Enrolment forms, De Minimis letters, Records of Support, New Enterprise and Jobs Created forms Output folders boxed with the following numbers: Box 1 = 1-99, 100-199, 200-299, 300-399 and 400-499, Box 2 = 500-599, 600-699, 700-799, 800-899 and 900-999, Box 3 = 1000-1099, 1100-1199, 1200-1299 and 1300-1399, Box 4 = 1400-1499, 1500-1599, 1600-1699 and 1700-1799, Box 5 = 1800-1899, 1900-1999, 2000-2099, and 2100-2199, Box 6 = 2200-2299, 2300-2399, 2400-2499 and 2500-2599	Signed Service Level Agreement with Partners and MHCLG at the beginning of the project.	14 years
7788	Bidding and Funding	Invest in D2N2 - Phase 1 Folders	Numbered boxes as follows: Box 1 = Claims 1 – 6, Box 2 = Claims 7 - 11, Box 3 = Claims 12 – 13, Project File, In the Works Procurement, Sign-in Sheets, Original Outputs, Box 4 = Publicity Evidence, Box 5 = Procurement Evidence 1 - 163	Signed Service Level Agreement with Partners and MHCLG at the beginning of the project.	14 years 0 months	Other	Substantial Public interest
4043	Bidding and Funding	Project management	Management of funded projects (including ERDF funded projects)	Retention period set by funding body	No retention information recorded.	Public interest
7789	Bidding and Funding	The Big House (CDI) ERDF Project - Phase 1 Folders	Numbered boxes as follows: Box 1 = Grant files 1-5, Box 2 = Claim 1 File 1, Claim 2 Files 1-4, Box 3 = Claim 3 File 1-4, Claim 4 File 1, Box 4 = Claim 4 Files 2-4, Claim 5 Files 1-2, Box 5= Claim 5 Files 3-5, Claim 6 Files 1-2, Box 6 = Claim 6 Files 3-5, Claim 7 Files 1-2, Box 7 = Claim 7 Files 3-6, Claim 8 File 1, Box 8 = Claim 8 Files 2-6, Box 9 Claim 9 Files 1-5, Box 10 = Claim 10 Files 1-5, Box 11 = Claim 11 Files 1-5, Box 12= Claim 11 File 6, Claim 12 Files 1-4, Box 13 = Claim 12 Files 5-6, NBV State Aid Letters (originals)	End of project	15 years	Other	Substantial Public interest
4044	Bidding and Funding	Unsuccessful funding bids	Unsuccessful ERDF funding bids and supporting documents	When no longer relevant	0 years
3865	Building Control	Building completion certificates	Records of formal certificates of completion issued	Date issued	15 years Has exceptions...	Legal obligation	Statutory basis
3861	Building Control	Building control decision notices	Notices of decisions made by Building Control in response to building regulation applications	Date issued	15 years Has exceptions...	Legal obligation	Statutory basis
3863	Building Control	Building control enforcement	All records relating to actions taken to enforce the Building Control Regulations	Date of last action	15 years Has exceptions...	Public interest
3862	Building Control	Building control inspections	All records relating to inspections and surveys of building work	Date issued	15 years Has exceptions...	Legal obligation	Statutory basis
3859	Building Control	Building control register	Building regulations and related documents, including correspondence, registration, and other records related to the creation and management of the register	Date of last action	15 years Has exceptions...	Legal obligation	Statutory basis
3860	Building Control	Building regulation applications	All building regulation applications	Date of last action	15 years Has exceptions...	Legal obligation	Statutory basis
3864	Building Control	Dangerous structure and demolition notices	Records of notices issued under Building Act Section 77 and 78 (Dangerous Structures) and Section 80, 81 and 82 (Demolitions), and actions taken	Date issued	15 years Has exceptions...	Public interest
3866	Building Control	Records of building control consultations	Records related to pre-application advice given by the department, and of work carried out by external consultants on behalf of the department	Date issued	15 years Has exceptions...	Consent	Statutory basis
6294	China Campaign	Events	Records related to organising events in the city, eg. Chinese New Year, business networking events, summer schools	Date of last action	6 years Has exceptions...	Public interest
6293	China Campaign	Visits	Records related to organisation of missions to China and visits to Nottingham, including the Nottingham-Ningbo Sister Schools programme	Date of last action	6 years	Public interest
6314	Cycling and Road Space Transformation	Citycard cycles - cycle hubs	Records related to secure cycle storage hubs	Date of last action	6 years	Public interest
6312	Cycling and Road Space Transformation	Citycard cycles - long term hire	Records related to long term cycle hire	Date of last action	6 years	Public interest
6313	Cycling and Road Space Transformation	Citycard cycles - street hire	Records related to short term hiring of Citycard bicycles	Date of last action	6 years	Public interest
3833	Cycling and Road Space Transformation	Cycle maps	Maps of cycle network	Date outdated or superseded	2 years
3835	Cycling and Road Space Transformation	Cycle route user surveys	User surveys and questionnaires of cyclists used as part of developing strategies	Final publication of the strategy they relate to	0 years	Public interest
3829	Cycling and Road Space Transformation	Cycling and road space strategy	Cycling and Road Space Transformation strategies, including the NCC Cycling Design Guide, Cycling Vision, Cycling Action Plan/Strategy		Permanently
3830	Cycling and Road Space Transformation	Cycling and road space strategy development	Documents supporting the drafting and development of strategic plans	When document finalised	0 years
3832	Cycling and Road Space Transformation	Funding administration	Management of funding and grants that have been received	End of funding period	6 years Has exceptions...
3831	Cycling and Road Space Transformation	Funding bids	Records of successful bids for funding	End of funding period	12 years Has exceptions...
3834	Cycling and Road Space Transformation	Monitoring and reporting	Ongoing monitoring of performance and quality, eg. progress reports, tracking of targets	End of project	6 years
6659	Digital Growth	Digital Growth Programme	Applications from businesses for grants/support from Digital Growth Programme	End of project	15 years
4048	Employment and Skills	Application forms	Forms received from applicants for funding or employment and skills schemes	Once details added to electronic database	5 years	Public interest
7774	Employment and Skills	Apprenticeship approved provider list	Records of trainers that are approved to provide training		No retention information recorded.	Contract
4051	Employment and Skills	ESF monitoring	Monitoring of project compliance with ESF conditions	Date last aid was granted on scheme	10 years
4050	Employment and Skills	European Social Fund (ESF)	Management of bids and funding received from European Social Fund for training and skills provision, and project files for funded projects	Retention rules set for each project by ESF	No retention information recorded.
4047	Employment and Skills	Funding management	Management of funds given out by Employment and Skills, eg. Nottingham Jobs Fund, Youth Engagement Fund	End of funding period	6 years Has exceptions...
4049	Employment and Skills	Jobseekers database	Database of personal details and contact information for individuals who have expressed an interest in employment schemes	When no longer relevant	0 years	Public interest
4046	Employment and Skills	Project planning and delivery	Records related to planning and delivery of employment projects, eg. Work Academy	Date of closure	6 years Has exceptions...
4045	Employment and Skills Strategy	Strategies	Records related to development of Employment and Skills strategies	When document finalised	0 years
296	GIS	Code Library	Software code snippets indicating previously solved problems		0 years
328	GIS	GIS Resource Manager	On Line application detailing information about all spatial data stored and maintained by GIS team	No further operational need for the data	2 years
329	GIS	GIS Spatial Data	Corporate GIS Spatial database, including backup data	No further operational need for the data	2 years
327	GIS	Public Sector Mapping Agreement Database (PSMA)	Record of all completed Ordnance Survey PSMA contractor licences	Date licence agreement ceases	6 years
298	GIS	Web Mapping Code Library	Collection of Java script modules to enable the building of map focussed websites		0 years
6398	GIS Business Development	GIS project files	Files used in various types of GIS project work comprising non-personal data.	Completion of project	3 years
6399	GIS Business Development	GIS sensitive project files	Files used in various types of GIS project work comprising personal data. Data is supplied for specific projects usually to carry out spatial analysis.	Completion of project	6 months Has exceptions...	Public interest
6253	Growth Hub	Client acquisition strategy	Document setting out strategic plan for acquiring new clients	Commencement of funding period	17 years
6254	Growth Hub	Event organisation	Records related to organising business events, including project plans, presentations, sign-in sheets	Commencement of funding period	17 years	Public interest
6251	Growth Hub	Growth Hub business casework	Individual accounts for local businesses involved with the D2N2 Growth Hub - eg. information about the business, log of meeting and tasks, referrals to support	Commencement of funding period	17 years	Public interest
6252	Growth Hub	SME enrolment forms	Forms used by local businesses to register for the Growth Hub	Commencement of funding period	17 years	Public interest
4053	Growth Plan Programme	Economic strategy	Final versions of strategies relating to economic growth	Date superseded	6 years
4052	Growth Plan Programme	Nottingham Growth Plan	Published document outlining strategies and plans for economic growth in Nottingham	Date superseded	6 years
4054	Growth Plan Programme	Strategy development	Supporting documents for drafting and development of strategic plans	When document finalised	0 years
3779	Heritage and Urban Design	Conservation area supporting documents	Formal orders specifying designated conservation areas (eg. Article 4 directions, historic site preservation orders), plus background information, reports, appraisals and other related materials	End of life of site covered by order	No retention information recorded.
3778	Heritage and Urban Design	Conservation areas	Locations and boundaries of designated conservation areas	End of life of site covered by order	No retention information recorded.
2408	Heritage and Urban Design	Listed Buildings	All listed building records and documentation held on Uni-form		Permanently	Public interest
3585	Heritage and Urban Design	Nottingham Heritage Strategy	Document outlining strategy for heritage management over the next few years		Permanently
3777	Heritage and Urban Design	Nottingham Heritage Strategy supporting documents	Records of meetings, consultations, action plans, potential projects, etc. relating to heritage strategy		10 years	Public interest
2409	Heritage and Urban Design	Tree Preservation Orders	All Tree preservation orders held within UNi-form.		Permanently	Public interest
3780	Heritage and Urban Design	Tree works	Records of works carried out on trees	Date of action	5 years	Public interest
3841	Highway Metrics	Automatic traffic counts	Traffic flow data produced by automatic monitoring	Date created	5 years
3846	Highway Metrics	Casual staff database	Records of casual staff who collect highway data, including personal details, financial information, and work scheduling	Date created	6 years	Public interest
3842	Highway Metrics	Cycle flow data	Cycle flow data	Date created	5 years
3845	Highway Metrics	Draft reports and project work	Records related to analysis and reporting of information on behalf of other service areas	When document finalised	0 years	Public interest
3843	Highway Metrics	Manually collected highway data	Highway usage data collected by manual methods	Date created	5 years	Public interest
3844	Highway Metrics	Registration number surveys	Manually collected information about registration numbers of cars, used to track highway flow	Date created	5 years
2432	Housing Strategy and Partnership	Draft Memorandum of Understanding to Support Joint Action on Improving Health through the home - Nottingham a local perspective	The Nottingham Memorandum of Understanding is an agreement between health, housing, social care and support colleagues committing to partnership working to ensure that there is cross-sector identification and awareness of the health, housing, support and care needs of local population.	When document finalised	0 years
2427	Housing Strategy and Partnership	Homelessness Prevention Strategy	The Nottingham Inter-Agency Homelessness Prevention Strategy 2013 to 2018 has been developed to help the Council and partner agencies set an agenda and delivery plan for homelessness prevention in Nottingham.	Date plan expires	6 years
2429	Housing Strategy and Partnership	Homelessness Prevention Strategy Annual Review documents	Summary of data provided by agencies in response in data collection questionnaire.	Date plan expires	6 years
2329	Housing Strategy and Partnership	Housing Plan Nottingham	A three year plan of the Nottingham Housing Strategic Partnership 2012 - 2015	Date plan expires	6 years
2426	Housing Strategy and Partnership	Housing Revenue Account Business Plan 2012 - 2042	The Housing Revenue Account Business Plan describes Nottingham City Council's vision for the future of the housing stock. It sets out how NCC intend to meet the investment requirements necessary to maintain our homes to a decent standard over the next 30 years and build new council homes.	Date plan expires	6 years
2430	Housing Strategy and Partnership	NCC Joint Protocol for Children and Young People in Need of Housing	This protocol aims to promote joint working between staff working in children's services and housing agencies to ensure suitable provision of support, advice and housing for children and young people in Nottingham who are homeless or threatened with homelessness.	End of partnership	6 years
3619	Housing Strategy and Partnership	NCC- NCH Repairs Agreement	Management Agreement between Nottingham City Council and Nottingham City Homes. This agreement is for the delivery of the repairs and maintenance services to the housing portfolio.	End of partnership	6 years
2425	Housing Strategy and Partnership	NCC/NCH Partnering Agreement	The document set out the partnering agreement between Nottingham City Homes and Nottingham City Council.	End of partnership	6 years
2433	Housing Strategy and Partnership	Nottingham City Joint Strategic Needs Assessment	This is a local assessment of current and future health and social care needs. The aim of the JSNA is to improve the health and well being of the local community and reduce inequalities for all ages through ensuring commissioned services reflect need.	Date plan expires	6 years
2434	Housing Strategy and Partnership	Nottingham Core Strategic Housing Market Assessment	Housing market data mapped, visualized and analysed.	Date plan expires	6 years
2428	Housing Strategy and Partnership	Nottingham Extended Cold Weather Provision Plan 2015-16	The Nottingham Extended Cold Weather Provision Plan includes measures that are all deliverable within the existing resources of providers and partnerships.	Date plan expires	6 years
2328	Housing Strategy and Partnership	Nottingham HomeLink Partnership Agreement	Nottingham Homelink is a choice based lettings (CBL) scheme, which operates in partnership with NCC, NCH and registered providers.	End of partnership	6 years
2330	Housing Strategy and Partnership	Nottingham HomeLink Partnership Rent in Advance Protocol	This protocol applies to Registered Providers operating within the Nottingham City boundary. The purpose of this protocol is to ensure that prospective tenants receive consistent treatment throughout the social rented sector upon the request for rent in advance.	Policy being superceded or replaced	6 years
3620	Housing Strategy and Partnership	Service Level Agreement 2016-18 Nottingham City Council	This agreement is between DASH Services and Nottingham City Council	End of partnership	6 years
4102	International Team	Biographies	Information about speakers at events organised by International Team	When no longer relevant	0 years	Public interest
4101	International Team	Event registration	Records related to booking and registration of attendees at events organised by International Team	Date of event	6 years	Public interest
4099	International Team	Funding bids	Records related to bidding for funding	End of project	6 years Has exceptions...
4100	International Team	Funding management	Records related to administration of funds received	End of funding period	6 years Has exceptions...
4097	International Team	International Team projects	Records related to planning, management and delivery of projects - research, reporting, presentations, meetings, etc.	Date of closure	6 years Has exceptions...
4098	International Team	International Team strategies	Documents setting out strategic plans for the service area	Date plan expires	6 years
6284	Major Projects	Communications	Records related to communications and publicity for major projects, including newsletters, websites, press releases and other marketing materials	Date created	6 years
6282	Major Projects	Contact directories	Records of contact information for people involved in projects, eg. builders, architects, clients	When outdated or superseded	0 years	Consent
6280	Major Projects	Contracts	Contracts with partners, eg. developers, PFI	Specified by the terms of the contract	No retention information recorded.
6281	Major Projects	Grants and funding	Records relating to funding of major projects, including financial models, performance monitoring and administration of grants	Specified by the terms of funding	No retention information recorded.
6283	Major Projects	Images and design	Images, design documents and site plans	Date of last action on project	6 years Has exceptions...
6277	Major Projects	Project plans	Plans for major development projects	Date of last action on project	6 years Has exceptions...
6279	Major Projects	Reports	Reports presented for partnership and agency consultation	Date of last action on project	6 years Has exceptions...
6278	Major Projects	Supporting documents	Supporting documents for projects, eg. governance, risk register, business cases, correspondence, meetings, background information	Date of last action on project	6 years Has exceptions...
6287	NET	Contracts	Records related to procurement and management of NET contracts	End of contract or last action on project	6 years Has exceptions...
6289	NET	Environmental impact statements	Records of environmental impact assessments and statements submitted as part of planning process		Permanently
6290	NET	Land and acquisition files	Records of details of people affected by acquisition of land for tram lines, including financial and banking details where claims have been made	Date scheme completed	15 years	Public interest
6285	NET	NET project development	Records relating to development, implementation and management of NET scheme, including strategies, meeting minutes, reports, surveys and consultation files	Date scheme completed	15 years
6288	NET	PFI records	Records relating to PFI funding	End of lifetime of PFI	No retention information recorded.
6286	NET	Stakeholder information	Records relating to project stakeholders and those affected by scheme, including correspondence, compensation and claims	Date scheme completed	15 years	Public interest
6250	Network Management and Traffic Control	Archived street works notices	Records of street work notices issued before 2015	Date works completed	7 years	Public interest
3720	Network Management and Traffic Control	Car parking data	Live data monitoring use and capacity of car parks	When updated	0 years
3718	Network Management and Traffic Control	CCTV images	Live images from traffic monitoring cameras	When updated	0 years	Public interest
6248	Network Management and Traffic Control	Inspection and assessment	Records relating to inspections and assessments of sites of highway works in order to confirm they are meeting licence conditions	Date created	7 years
6249	Network Management and Traffic Control	Legal agreements	Signed agreements setting out conditions and details of works to be carried out	Date works completed	7 years	Public interest
6247	Network Management and Traffic Control	Licence applications	Application forms and supporting documents, such as site plans, drawings, copies of insurance documents	Date licence approved	7 years	Public interest
6246	Network Management and Traffic Control	Licences and permits	Licenses issued for carrying out works on and around highways, or for placing structures/furniture on streets	Date expired	7 years	Public interest
3728	Network Management and Traffic Control	Road adoption (Section 38 agreements) supporting information	Applications and supporting information relating to adoption of new roads under Section 38	When no longer needed	0 years
2495	Network Management and Traffic Control	Skips - invoice tracker	Information detailing the different skip companies to be invoiced in respect of permits issued and information to be sent to Highways to advise of skip permits issued on a monthly basis	Close of file	7 years Has exceptions...
3719	Network Management and Traffic Control	Traffic junctions and signals	Live monitoring of traffic signals and pedestrian crossings	When updated	0 years
18	Open Data	Open Data Resource Manager	An Access database used to manage the content of Open Data Nottingham	When no longer used	2 years
3688	Planning and Partnership 1	Consultation reports	Reports detailing consultations that have taken place over development plans	Date of last action or when new plan is adopted	10 years Has exceptions...	Public interest
3689	Planning and Partnership 1	Consultation responses	Received responses to public consultations	Date of last action or when new plan is adopted	10 years Has exceptions...	Public interest
3690	Planning and Partnership 1	Housing Land Availability reports	Annually published documents showing availability of land – ie. SHLAA reports, Housing Land Availability Report	Date of last action or when new plan is adopted	10 years Has exceptions...
3685	Planning and Partnership 1	Local Plan and Planning Policy	Policy and strategy documents setting out principles to guide planning		Permanently
6401	Planning and Partnership 1	Local Plan database	Database of information supporting the Local Plan eg. details of land owners, individuals affected by planning	Date of last action or when new plan is adopted	10 years Has exceptions...	Public interest
3686	Planning and Partnership 1	Local Plan supporting documents	Documents supporting the development of the Local Plan, eg. working papers, evidence base, meeting notes	Date of last action or when new plan is adopted	10 years Has exceptions...	Public interest
3687	Planning and Partnership 1	Neighbourhood Plans	Plans set out by Neighbourhood Forums		Permanently
3692	Planning and Partnership 1	Self-Build and Custom Housebuilding Register	Register of individuals and associations who have expressed interest in acquiring land to build houses on	When updated or superseded	0 years	Public interest
3691	Planning and Partnership 1	Strategic housing land availability assessment	Information relating to land availability, used as basis of published reports	When updated or superseded	0 years	Public interest
3964	Property Portfolio and Investment	Amenity land applications	Records relating to applications for purchase of amenity land owned by the council	Date of application	6 years	Public interest
3962	Property Portfolio and Investment	Correspondence – insurance and planning	Correspondence relating to insurance, litigation, planning issues	Expiry of the agreement	6 years Has exceptions...	Public interest
3961	Property Portfolio and Investment	Correspondence - tenancy	Correspondence relating to tenancy	End of tenancy	No retention information recorded.	Public interest
6541	Property Portfolio and Investment	Enquiry log	Enquiries about property, used to advise citizens of when property becomes available	Date created	0 years 6 months	Consent
2414	Property Portfolio and Investment	Leasing and occupancy files	Leases, tenancy agreements, tenancy notices, delegated approval and completion statements, service charge correspondence, and other files related to the process of leasing and administration of the lease	Expiry of the agreement	6 years Has exceptions...	Contract
3965	Property Portfolio and Investment	Letting applications	Letting application forms, post-approval tenant information, change of property records	End of tenancy	6 years	Public interest
3968	Property Portfolio and Investment	Property acquisition	Records relating to council purchase and lease of new properties	Disposal or end of life of property	Permanently Has exceptions...	Contract
2412	Property Portfolio and Investment	Property asset register	Records of all land and building assets owned by NCC	When superseded by new register	0 years
3969	Property Portfolio and Investment	Property disposal	Records relating to sale and disposal of properties	Date obligations concluded	15 years	Contract
3966	Property Portfolio and Investment	Rent accounts	Records of tenants' rent payments. This includes debt and credit information.	End of financial year	7 years Has exceptions...	Contract
3960	Property Portfolio and Investment	Rent reviews	Records related to rent reviews, including rent review proposal sheets, s25s, signed rent review memos by tenants, and copies of completion documentation	Expiry of the agreement	6 years Has exceptions...	Public interest
3963	Property Portfolio and Investment	Site maps and plans	Maps, plans, design and construction of council-owned properties	Disposal or end of life of property	Permanently Has exceptions...
3957	Property Portfolio and Investment	Valuations - capital assets	Records of valuations of council assets for accounting purposes, carried out on 5-year cycle	Expiry of the agreement	6 years Has exceptions...
3958	Property Portfolio and Investment	Valuations - lettings	Records of valuations carried out as part of regular rent reviews and new leases	Date new valuation is carried out	No retention information recorded.
3959	Property Portfolio and Investment	Valuations - special circumstances	Records of valuations carried out for specific purposes, eg. insurance reinstatement	Expiry of the agreement	6 years Has exceptions...
3772	Public Transport Facilities	Carcare	Records relating to Car Care scheme at Park and Ride sites	Date of last action	6 years	Public interest
3771	Public Transport Facilities	Maintenance of bus stops and shelters	Records relating to maintenance of bus stops and shelters, eg. contracts, work carried out	Date of last action	7 years
3773	Public Transport Facilities	Shopmobility	Records relating to management of Shopmobility scheme	Date of last action	6 years	Public interest
3774	Public Transport Facilities	Travel station CCTV	CCTV footage from bus stations and Park and Ride Locations	Date created	1 months	Public interest
3768	Public Transport Operations	INIT statistics	Statistical data and performance indicators produced by the realtime transport system	Date created	3 years
3765	Public Transport Operations	Public transport plans and strategy	Records related to planning, policy, assessment, research, performance and quality reporting		Permanently
3767	Public Transport Operations	Realtime transport data	Live data on bus times	When updated	0 years
3766	Public Transport Operations	Timetables and routes	Timetables, routes and maps for bus services operated by NCC	Date superseded	3 years
6614	Regeneration	Councillor casework	Contributions by Regeneration to councillors' responses to enquiries/complaints from citizens	Date created	1 years
6615	Regeneration	CRM Register	Register of developers, investors and interested parties	When no longer relevant	0 years
6616	Regeneration	Emails	Email correspondence with individuals and businesses	Date received	1 years Has exceptions...
6612	Regeneration	ERDF funding	Bids, reports and administration of grants	End of project	15 years
6611	Regeneration	Feasibility plans	Site plans, images, designs, title deeds and plans for assessing feasibility of regeneration projects	Date created	3 years Has exceptions...
6613	Regeneration	Procurement	Tendering, contracts, information provided by consultants	End of project	0 years
3852	Regeneration	Regeneration communications	Records related to communications and publicity of regeneration projects, including newsletters, websites, press releases and other marketing materials	Date of publication	6 years
3851	Regeneration	Regeneration funding	Records relating to funding of regeneration projects, including financial models and administration of grants	End of specified funding or monitoring period	6 years
3850	Regeneration	Regeneration images, design and plans	Images, design documents, site plans and copies of title deeds relating to regeneration projects	Date of last action on project	6 years Has exceptions...
3847	Regeneration	Regeneration project plans	Plans for regeneration projects	Date of last action on project	6 years Has exceptions...
3848	Regeneration	Regeneration project supporting documents	Supporting documents for regeneration projects, eg. governance, risk register, business cases, correspondence, meetings, background information	Date of last action on project	6 years Has exceptions...
3849	Regeneration	Regeneration reports	Reports presented for partnership and agency consultation	Date of last action on project	6 years Has exceptions...
6610	Regeneration	Tenant/resident communications	Consultations and communications with tenants and residents regarding projects	End of project	0 years
3816	Road Safety	Cycle training	Records relating to cycle safety schemes in schools	Date course completed	3 years
7721	Road Safety	Driving instructor records	Driving instructors are contracted to teach students how to drive as part of the Council's aim to provide road safety education. Driving instructors are required to provide a number of documents such as insurance cover, DBS checks...etc for assurance and safeguarding purposes.	Date course completed	3 years	Contract	Employment
3812	Road Safety	Road accident investigations	DP (See note). Records of road accidents, investigations and actions taken	Date of last action	7 years	Legal obligation
3810	Road Safety	Road safety audits	Reports and supporting documents for road safety auditing		Permanently
3814	Road Safety	Road safety cameras	All records relating to the provision and monitoring of road safety cameras	Date of last action	7 years
3815	Road Safety	Road safety campaigns	Records relating to development and management of road safety campaigns	Date of last action	7 years
3811	Road Safety	Road safety improvements	Records of planning of road safety improvements and actions taken, including installation of speed humps and pedestrian crossings	Date of last action	7 years
3813	Road Safety	Speed limits	All records relating to the setting of speed limits on roads	Date of last action	7 years
3817	Road Safety	Student driver training	Records relating to student driver education carried out by NCC	Date course completed	3 years	Public interest
3818	Road Safety	Travel to school programmes	Records of oversight and advice provided to community organisations running school crossing patrols and walking bus schemes	When outdated or superseded	6 years
7728	Strategic Assets	Condeco	Records of room bookings and visitors to Loxley House are held in the Condeco system.	Atfer the event	1 months	Contract
4059	Strategic Assets	Corporate Asset Management Plan	Plan setting out how the council as a whole manages its property assets	Policy being superceded or replaced	6 years
4062	Strategic Assets	Performance monitoring	Records of performance monitoring related to asset plans, eg. statistics, analysis, reports	End of lifetime of plan	0 years
4060	Strategic Assets	Service Area Asset Management Plans	Plans for specific service areas setting out how they manage and maintain their assets	Policy being superceded or replaced	6 years
4061	Strategic Assets	Strategic development	Records related to development of asset management plans – drafts, reports, meetings, etc.	When document finalised	0 years
4040	Strategic Finance and Accountable Body	Accountable body funding management	Management of funding on behalf of other organisations, ie. D2N2 LEP, Midlands Engine, DCLG	End of funding period	6 years Has exceptions...
4041	Strategic Finance and Accountable Body	Loans management	Management of Nottingham City Council loan funds for economic development programmes	End of funding period	6 years Has exceptions...
3763	Ticketing	Robin Hood Commercial Travel Card	Customer accounts and records of financial transactions relating to the Robin Hood Card. Under 19 accounts contain proof of age and photo records.	Close of record	1 years Has exceptions...	Public interest
3764	Ticketing	Robin Hood Concession passes (English National Concessionary Travel Scheme)	Customer accounts and records of financial transactions relating to council-funded concession travel passes. contains some health/disability related information	Close of record	1 years Has exceptions...	Public interest
3724	Traffic Management	Definitive Map	The Definitive Map and Statement showing all the roads that Nottingham City Council is responsible for maintaining		Permanently
3731	Traffic Management	Development management reports	Reports and working papers related to providing input on planning applications	Date of last action	7 years
3725	Traffic Management	Highway adoption and modification orders	Formal orders recording additions and changes to the Definitive Map.		Permanently
3729	Traffic Management	Public Path Orders	Formal orders issued to create, divert or stop up public rights of way, and related files		Permanently
3727	Traffic Management	Register of DMMO applications	Register of applications for Definitive Map Modification Orders		Permanently
3726	Traffic Management	Rights of way declarations	Register of Statutory Declarations made under Section 31(6) of the Highways Act, allowing landowners to formally acknowledge public rights of way across their land		Permanently
3733	Traffic Management	Traffic calming	Records related to policy and planning of traffic calming measures	Date of last action	7 years
3734	Traffic Management	Traffic Policy project files	Records related to ongoing Traffic Policy projects, eg. reports, plans, working papers	Date of last action	7 years
3723	Traffic Management	Traffic regulation orders (TROs)	Formal orders placing restrictions on traffic. This includes speed limits, weight limits, parking restrictions and movement restrictions.	Date order expires	7 years	Legal obligation
3732	Traffic Management	Traffic signs and road markings	Records related to the placing and usage of signs and road markings	Date of last action	7 years
3751	Transport Strategy	Contracts	Contracts and related information held by the Transport Strategy team	End of contract or last action on project	6 years Has exceptions...	Public interest
7791	Transport Strategy	Electric Vehicle Experience (EVE) Scheme Loan Agreements	Loan Agreements for the 90 day loan of Ultra Low Emission Vehicles (ULEV) under the Electric Vehicle Experience (EVE) Scheme	End of loan	7 years	Contract
7792	Transport Strategy	Electric Vehicle Experience (EVE) Scheme Questionaires	Start of and end of agreement questionnaires used to evaluate the Electric Van Experience and use any learning experiences to amend and improve future sustainable transport services.	End of Scheme	2 years 6 months	Consent
3746	Transport Strategy	External consultation responses	Contributions by NCC to national consultations on transport strategy	End of project	5 years
3749	Transport Strategy	Funding administration	Records relating to management of funding and grants received	End of funding period	6 years Has exceptions...	Public interest
3748	Transport Strategy	Funding bids	Records of bids for funding	End of funding period	12 years Has exceptions...
3750	Transport Strategy	Marketing and publicity	Transport strategy publicity and promotional materials, eg. maps, leaflets, guidance, websites, social media and photos or video commissioned as part of the above	Date created	6 years	Public interest
3747	Transport Strategy	Monitoring and reviewing	Records containing ongoing monitoring of performance and quality, eg. progress reports, tracking of targets	End of project	6 years
3745	Transport Strategy	Public consultations	Records of contributions sought by NCC from the public and external organisations, regarding transport plans and proposals	End of project	5 years Has exceptions...	Public interest
3752	Transport Strategy	Transport map data	Maps, modelling and location-related data developed by the Transport Strategy team	No further operational need for the data	2 years
3743	Transport Strategy	Transport strategy	Policies, plans and strategic document relating to transport projects in Nottingham		Permanently
3744	Transport Strategy	Transport strategy supporting documents	Documents supporting the development of plans and policy, eg. surveys, assessments, research, reports	When document finalised	0 years

Finance and Resources

Finance and Resources provides specialist finance, legal and governance to support the Council in delivering its objectives within a controlled environment. This includes assured decision making, effective deployment of the Council’s workforce, ensuring capacity to support change, central co-ordination and steering of strategy, performance and communications.

The directorate comprise of Finance; Legal, Governance and Monitoring; Human Resources, Equalities, Diversity and Inclusion; Customer Services; Strategy, Performance, Marketing and Communications; and Procurement and Commissioning.

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 Has exceptions...	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	Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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	Voting forms and related election paperwork	Date of election	1 years	Legal obligation	Statutory basis
3634	Elections Management, Registration and Canvassing	Canvass Forms	Forms sent to households annually to ask them to update voter registration details	Updated annually	1 years	Legal obligation
3632	Elections Management, Registration and Canvassing	Election expenses	Records of election candidates' expenses	Date of election	2 years
2578	Elections Management, Registration and Canvassing	Election results	Results of elections (including Local, Parliamentary & Police & Crime Commissioner). 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	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 or at the canvass	End of staff employment	Has exceptions...	Public interest
3638	Elections Management, Registration and Canvassing	Electoral system support	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	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
3636	Elections Management, Registration and Canvassing	Invitations to Register (ITRs)	Forms sent out to new residents to request additional personal information in order to register to vote	When outdated or replaced	0 years Has exceptions...	Legal obligation
3633	Elections Management, Registration and Canvassing	Nomination papers	Candidate nomination papers and related paperwork	Date of election	1 years	Legal obligation	Statutory basis
3640	Elections Management, Registration and Canvassing	Petition figure	Figure published annually listing 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	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 Has exceptions...	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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...	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 Has exceptions...
101	HR Development and Change	Transformation project management guidance and templates	Guidance and templates for Council transformation programmes	Project completion date	6 years Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...	Public interest
6325	Legal - Conveyancing	Improvement grants	Records related to the issuing of property improvement grants	Date grant issued	7 years Has exceptions...	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 Has exceptions...	Public interest
6323	Legal - Conveyancing	Legal and Conveyancing Records	Records supporting Right to Buy work, eg. transfers, correspondence.	Close of case	7 years Has exceptions...	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 Has exceptions...	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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...
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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...	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 Has exceptions...
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 Has exceptions...	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 Has exceptions...
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 Has exceptions...
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 Has exceptions...
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 Has exceptions...	Public interest
6361	Public Health	Health Equity Audits	Assessment and reporting on distribution of resources and social inequalities in healthcare	Date of report	6 years
6360	Public Health	Health Impact Assessments	Assessment and reporting on impact of policies and projects on health of local population	Date of report	6 years
6359	Public Health	Health Needs Assessments	Other assessment and reporting of health needs of local population	Date of report	6 years
6358	Public Health	Pharmaceutical Needs Assessments	Report on pharmaceutical needs of local population	Date of report	6 years
3590	Registration	Applications from the public for birth, marriage and death certificates	Applications for copies of standard birth, marriage and death certificates by members of the public	End of current year	2 years	Public interest
3598	Registration	Birth registration requisitions	All documentation in relation to requisitions to persons liable to register births who have failed to do so	Date of requisition	1 years	Public interest
3597	Registration	Births register	Register of Births	Date record created	Permanently Has exceptions...	Public interest
3611	Registration	Caveats against grants or certificates	Caveats against the grant of a superintendent registrar’s certificate or certificate and licence, or Registrar General’s licence for marriage	Date of marrage	2 years	Public interest
7704	Registration	Change of Name Deeds	Change of Name Deed records- This is a non statutory service provided by the Registration Service to officially change the applicant's name on official documents, Passports or bank accounts etc.	Last recorded activity on the Change of Name Deeds pack.	5 years	Contract
3613	Registration	Civil ceremonies administration	All records and files relating to the organisation and administration of civil ceremonies	Date of ceremony	0 years 6 months Has exceptions...	Contract
3614	Registration	Civil ceremonies approved premises administration	Files relating to premises approved to carry out civil ceremonies	Date premise licence ceases	6 years	Legal obligation
3616	Registration	Civil Partnership schedules	All Civil Partnership schedules		3 months	Public interest
3610	Registration	Consent to marriages of minors forms	Forms of consent to marriages of minors	Date of consent	1 years	Public interest
3592	Registration	Correspondence relating to false information given to registration officers	Routine correspondence relating to false information given to registration officers, falsification and forgery of certificates of birth, marriage or death; marriage of foreigners and persons divorced abroad.	Current year	3 years	Public interest
3600	Registration	Counterfoils of certificates and forms (Still Birth)	Counterfoils of certificates and forms (Form 118/212 Certificates for disposal before or after registration of death)	Date of last entry	5 years
3591	Registration	Counterfoils of certificates issued - birth / death and still birth	Counterfoils of certificates issued - birth / death and still birth	Current year	2 years Has exceptions...	Public interest
3604	Registration	Death Registration - Counterfoils of certificates and forms	Counterfoils of certificates and forms (Form 9 / 211 Certificates for disposal before or after registration of death and Form 52 - Forms of report of death to coroner by registrar)	Date of last entry	5 years Has exceptions...
3603	Registration	Declarations made by applicants for certificates for disposal	All records of declarations made by applicants for certificates for disposal (Form 210 - no liability to register)	Date of last declaration	5 years	Public interest
3595	Registration	DVD's (Scanned Birth / Death and Marriages - 1909 to 2007)	DVD's - Scanned Birth / Death and Marriages - 1909 to 2007	Date record created	Permanently Has exceptions...	Public interest
3615	Registration	Forms of appointment of authorised persons	Forms of appointment of authorised persons under the Marriage Act 1898 or the Marriage Act 1949	Vacation of office	2 years	Public interest
3602	Registration	Issue of books and forms of medical certificates	Books recording issue of books and forms of medical certificates (Form 17)	Last entry in log	5 years	Public interest
3608	Registration	Marriage and Civil Partnerships Notices	Marriage and Civil Partnerships Notices	Date of notice	5 years	Public interest
3596	Registration	Micro Films - Scanned Birth / Death and Marriages - 1909 to 2007	All Micro Films - Scanned Birth / Death and Marriages - 1909 to 2007	Date record created	Permanently Has exceptions...	Public interest
3617	Registration	National Citizen Service - Appointment forms	All national citizen service appointment forms	Date record created	5 years	Public interest
3618	Registration	National Citizen Service (NCS) Applications	All NCS Applications	Date record created	1 months Has exceptions...	Public interest
3612	Registration	Notifications of the issue of the Registrar General’s licence for marriage and Registrar General’s licences of marriage	Notifications of the issue of the Registrar General’s licence for marriage and Registrar General’s licences of marriage	Date of marrage	2 years	Legal obligation
3601	Registration	Register of Deaths	Register of Deaths	Date record created	Permanently Has exceptions...
3607	Registration	Register of Marriages	Register of Marriages	Date record created	Permanently Has exceptions...	Public interest
3606	Registration	Registrar General’s authorities for registration	Registrar General’s authorities for registration after 12 months in accordance with sections 7 and 21 of the Births and Deaths Registration Act 1953	Current year	2 years	Legal obligation
3593	Registration	Registration Service Financial correspondence	Routine correspondence relating to accounting transactions, charges, receipts in the registration service.	End of financial year	2 years
3594	Registration	Scanned Birth, marriages and deaths between 1909-2007	Portable Hard Drive - Scanned Birth / Death and Marriages - 1909 to 2007	Date record created	Permanently Has exceptions...	Public interest
3599	Registration	Still births register	Register of still births	Date record created	Permanently Has exceptions...
3609	Registration	Superintendent registrar's certificate for Marriage	All Superintendent registrar's certificates for Marriage	Date of marrage	2 years	Public interest
3672	Research, Engagement and consultation	Customer/Citizen Surveys	Surveys and questionnaires that are available for customers and citizens to complete. Completed surveys are available to the public to view on the engage Nottingham hub (personal information redacted).	Date survey closed	6 years	Public interest
6225	Schools Finance	DSG - school block data	Demographic information regarding City Schools	End of financial year records relate to	6 years
6228	Schools Finance	Financial Reporting return for City Schools	City Schools financial reporting	End of financial year records relate to	6 years
6226	Schools Finance	High Needs Data	Spreadsheet of pupils by school	Date of birth of child	35 years Has exceptions...	Legal obligation	Employment
6232	Schools Finance	School banking transactions	The process of managing the banking transactions of the Schools that use the school Finance Service and all maintained schools including bank statements, bank reconciliations, bank paying in books/slips, credit notes, delivery notes, imprest documentation, BACS listings, invoices, records of cancelled cheques, checkbooks and counterfolis.	End of financial year records relate to	6 years	Public interest
6227	Schools Finance	School budget database	School budget database	End of financial year records relate to	6 years
6230	Schools Finance	School budget management	Records associated with the process of managing schools budgets, income, and expenditure including costings, income, expenditure records, loans, funding bids, reporting (bank rec/out turn forecast/MTFP/cash flow.	End of financial year records relate to	6 years	Public interest
6234	Schools Finance	VAT Files for maintained city schools	VAT Files for maintained city schools	End of financial year records relate to	6 years
6484	Strategic Commissioning	Assistive Technology service support	Records supporting the Assistive Technology service, eg. evaluation, budgeting	End of financial year	6 years
6479	Strategic Commissioning	Citizen queries	Records relating to queries from citizens - eg. signposting them to the right services, providing supporting information for placements	Once query has been responded to	0 years
6480	Strategic Commissioning	Consultations	Consultations about commissioning and procurement in the city	Date report published	10 years
6485	Strategic Commissioning	Event management	Records related to planning and management of events	Date of event	6 years
6477	Strategic Commissioning	Individualised commissioning	Records related to planning and commissioning of individual care packages, including assessments of impacts of planned changes, consultation meetings, analysis of current provision	Date client stops using services	6 years
6483	Strategic Commissioning	Inquiries and reviews	Inquiries and reviews into commissioning on specific topics, eg. Confidential Inquiry Review on drug-related deaths	Date report published	10 years
6487	Strategic Commissioning	Mailing lists	Contacts for people on Strategic Commissioning mailing list	When outdated or superseded	0 years	Public interest
6486	Strategic Commissioning	Meeting minutes	Minutes of cross-department commissioning meetings	Date of meeting	6 years
6478	Strategic Commissioning	Statistical analysis	Records relating to analysis of data - eg. datasets, reports	Date of report	6 years
6482	Strategic Commissioning	Strategic commissioning reviews	Reviews of commissioning strategy in the city	Date of review	6 years	Public interest
6481	Strategic Commissioning	Surveys and market research	Records of research conducted to get the opinions of citizens on commissioning	Date report published	10 years
5222	Strategic Finance	Budget Manager Packs (covers annual budget packs, monthly budget packs and annual pay model)	Budget information for managers including salaries, savings and budget information.	End of financial year records relate to	6 years	Legal obligation
6207	Strategic Finance	Finance Polices	Financial policies and principles including Financial Regulations and Accounting handbook. Includes supporting documentation such as code guides	Date information created	10 years
6206	Strategic Finance	In year revenue monitoring and outturn	In year revenue monitoring and outturn, including management and portfolio reporting hierarchies	End of financial year records relate to	6 years	Public interest
5221	Strategic Finance	Medium Term Financial Plan	Medium Term Financial Plan	Date information created	10 years
5207	Technical Accounting	Accounting and reporting records	All accounting and reporting records including final accounts, strategic financial planning, working papers and public inspection notices.	End of financial year records relate to	6 years
5220	Technical Accounting	Housing Revenue Account (HRA) - Stock Information	"Stock list / reconcilliation Valuation information Depreciation / Derecognition / Valuation of stock by postcode area - aggregated info that is published "	End date	12 years
3906	Technical Accounting	Loans	All loan agreements managed by the technical accounting team.	Date of last activity on file	7 years Has exceptions...
3905	Technical Accounting	Mortgages	All mortgages that the Council are responsible for.	End date	12 years
5189	Transactional Accounting	Banking Transactions	All records of NCC and associated partners bank transactions, including but not limited the business activities of Bridge, NCH, Robin Hood Energy, Enviro Energy, EMC and schools) including bank statements, bank reconciliations, bank paying in books/slips, cheques, cancelled cheques (records of), scanned images of cheques and cheques books, counterfoils.	End of financial year records relate to	6 years	Public interest
5200	Transactional Accounting	European Regional Development Fund (EDRF) grant claims banking records	All records including chq/BACS/Credits in suspense in relation to ERDF		20 years
5197	Transactional Accounting	Financial Control records	All financial control records including bank rec/cash management reporting/ GL from Oracle / Bank statements / customer invoices / journals	End of financial year records relate to	6 years	Public interest
5191	Transactional Accounting	Income Management activities	Records associated with NCC and associated partners (such as NCH, Bridge, EMC, Robin Hood Energy and Enviro Energy) income generating activities including transactional information, reporting (monthly/quarterly), items in suspense, holding accounts, associated payee details including remittance advices and payment information taken via various payment options.	End of financial year records relate to	6 years	Public interest
5198	Transactional Accounting	Internal Recharging	All records associated with internal recharging for services including "journal batch load info" and "journal templates".	End of financial year records relate to	6 years	Public interest
5190	Transactional Accounting	Purchase to payment records	All records detailing the purchase to payment for goods and services by NCC and some partner organisations, such as Bridge and EMC, including credit notes, creditor invoices, delivery notes, imprest documentation, BACS listings, cheque list, purchase cards, expense claims and invoices.	End of financial year records relate to	6 years	Public interest
5196	Transactional Accounting	Transactional finance projects	All project work undertaken by Transactional finance e.g. Timesheets, invoices/project journals	End of financial year records relate to	6 years	Public interest
6415	Web Team	Customer accounts	Accounts created on the website customer service hub	Date of last action	7 years	Public interest
6416	Web Team	Form data	Information submitted via forms on the NCC website	Date Created	2 years Has exceptions...	Public interest
5194	Web Team	Gossweb intranet	All information held on the Gossweb system	When outdated or superseded	0 years
5193	Web Team	Intranet governance policy	Policy and procedure for editing the intranet	When outdated or superseded	0 years
5192	Web Team	Website content	Content on the NCC intranet and nottinghamcity.gov.uk website.	When outdated or superseded	0 years
3683	Welfare Rights	Customer case files	Case files for individual service users, including records of advice, correspondence, copies of legal documents.	Close of record	6 years	Public interest