Here at Calderdale we have been backscanning our oldest paper files for some years now. Our document retention policy is as follows: 1. MINERALS/WASTE FILES TO BE RETAINED IN THEIR ENTIRETY INDEFINITELY 2. ALL OTHER FILES Must be retained in their entirety for not less than 10 years following submission to allow for expiration of appeal and Ombudsman deadlines following implementation. After that retain on file (which may be an electronic copy): · 1 set of plans as originally submitted plus 1 set of approved plans only (duplicates and superceded to be removed) · Subsequent plans accepted as minor amendments · Application form and supporting information (E.I.A., Traffic studies etc.) · Decision notice · Record of representations sheet · Officers Committee/Panel report · Consultation responses · Post decision correspondence – condition compliance, approval of minor amendments etc. · Panel notes. · Photographs · Legal Agreements Everything else (including letters of representation) to be disposed of. However, this does not completely accord with best practice put forward by the Local Government Group of the Records Management Society of Great Britain which says that certain things should be kept for 15 years after completion of construction: Building files Plans Specifications Correspondence Applications Permits Certificates Objections Their document can be viewed in full at: http://www.rms-gb.org.uk/resources/91 We felt that scanning every letter of objection was unduly onerous and a waste of our scanning resources which, as at most authorities, is limited. We keep instead a record of all who have objected and of course their objections are summarised in the Officers report. If and when we have scanned to the 10 year mark, we may well need to review our practices. Sorry this response is so long but hope it helps.
