An Polasaí Náisiúnta Coinneála maidir le Taifid na nÚdarás ... · NATIONAL RETENTION POLICY...
Transcript of An Polasaí Náisiúnta Coinneála maidir le Taifid na nÚdarás ... · NATIONAL RETENTION POLICY...
National Retention Policy for Local Authority RecordsAn Polasaí Náisiúnta Coinneála maidir le Taifid na nÚdarás Áitiúil
An Bord Seirbhísí Bainistíochta Rialtais ÁitiúilLocal Government Management Services Board
NATIONAL RETENTION POLICY FOR LOCAL AUTHORITY RECORDS
ISBN NO: 1-902703-13-8
Publisher: Local Government Management Services Board
Designed by: Yellowstone Communications Design - 8881237
Price: €40.00
© Local Government Management Services Board 2002
All rights reserved. No part of this publication may be reproduced,stored in a retrieval system, or transmitted in any form or by any
means (electronic, mechanical, photocopying, recording orotherwise), without the prior written permission of both the
copyright owner and publisher of this book.
NATIONAL RETENTION POLICY FOR LOCAL AUTHORITY RECORDS 1
Foreword 21.0 Introduction 31.1 Origins of the National Retention Policy Report for Local Authority Records 31.2 Terms of Reference 31.3 Members of the Committee 31.4 Methodology 31.5 The Need for a National Retention Policy 41.6 Advantages of a National Retention Policy 51.7 Form of the Report 51.8 Updating the Report 51.9 Assistance in Using the Report 61.10 Acknowledgments 6
2.0 Recommendations for a Records Management System 62.1 Key Recommendations 62.2 Records Management System 62.3 File Management 102.4 Records Centre 122.5 Archives Centre 142.6 Destruction of Records 152.7 Disposal of Non-Record Material 16
3.0 Electronic Records 163.1 Electronic Records 163.2 Microfilming and Scanning of Records 17
Retention SchedulesGeneral - Administration, Financial, Legal 18-23Archive Services 24-30Arts 31-34Civil Defence 35-39Community & Enterprise 40-45Environment 46-53Finance 54-60Fire Services & Building Control 61-66Health & Safety 67-68Housing 69-75Human Resources 76-83Information Systems 84-87Libraries 88-96Management & Administration 97-111Motor Tax 112-118Museums 119-126Planning & Development Control 127-131Rates 132-133Roads 134-142Sanitary Services 143-150Stores & Machinery Yard 151-152Valuations 153Veterinary Office & Animal Control 154-157Water Charges 158-160
AppendicesAppendix 1 - The Case for Good Records Management 161Appendix 2 - Non-Current Records Centre Survey 162Appendix 3 - Sample of a Disposal Certificate 164Appendix 4 - Sample of a Transfer List 165Appendix 5 - Definitions of Terms 166-169Appendix 6 - Index of File Series Titles 170-174
CONTENTS PAGE NUMBERS
FOREWORD / RÉAMHRÁ 2
Accelerating change in local government underlines the need for high quality records management:documenting the changes demonstrates openness and transparency to the citizens of today andprovides a rich source of data for researchers in the decades to come.
Records and archives give flesh and blood to the past deeds of society. They provide the evidenceof how our communities evolved and developed, how and why decisions were made, and open awindow to our understanding of the officials who made the decisions and the citizens upon whomthe decisions impacted.
This report, the first of its kind for local government, provides a comprehensive guide for localauthorities to assist them in the development of best practice in records management, in order tomeet their business needs and legal obligations in relation to local archives.
The report is particularly timely as it follows closely the launch of ISO 15489, the internationalStandard on Records Management, launched on 3rd October, 2001 in Montreal, Canada.
I wish to thank the members of the National Records Retention Policy Committee for their workin compiling this magnum opus, which will make an enormous contribution to the work of localauthorities by promoting uniformity in record-keeping practices and ensuring that, in the future,good records management practices are the norm.
De bharr na n-athraithe móra atá ag tarlú sa chóras rialtais áitiúil tá feidhm le bainistiú taifeadd'ardchaighdeán. Is tríd na hathruithe seo a thaifeadadh a chruthaíonn muid go bhfuil an córasoscailte agus freagrach do phobal an lae inniu agus go mbeidh sé mar fhoinse mhaith eolais dothaighdeoirí san am atá le teacht fosta.
Cuireann taifid agus ábhar cartlainne tuilleadh eolais ar fáil faoi stair na tíre. Tugann siad léargas arcá as a dtáinig an pobal anseo agus an fhorbairt atá déanta againn ó shin, cúis agus údar achanchinneadh a rinneadh, agus tugann sé tuiscint dúinn ar na hoifigigh a rinne na cinnithe seo agus arna daoine a raibh tionchar ag na cinnithe orthu.
Is é atá sa thuairisc seo, an chéad cheann dá chineál do rialtas áitiúil, ná treoirlínte cuimsitheachad'údaráisí áitiúla le cuidiú leo an cleachtas is fearr a fhorbairt maidir le bainistiú taifead, sa dóigh isgo riarfaí ar a riachtanaisí gnó agus dualgaisí dlí maidir le hábhar áitiúil cartlainne.
Tháinig an tuairisc seo in am tráthúil cionn is go dtagann sí go luath sna sála ar sheoladh ISO15489, an Caighdeán Idirnáisiúnta do Bhainistiú Taifead, a seoladh ar an 3 Deireadh Fómhair, 2001 iMontreal, Ceanada.
Is mian liom buíochas a ghabháil le baill an Choiste Polasaí Náisiúnta um Choinneáil Taifead as anobair a rinne siad leis an saothar mór seo a ullmhú. Cuideoidh sé go mór le hobair na n-údarásáitiúil lena chinntiú go mbeidh dea-chleachtas bainistithe taifead mar ghnáthnós acu.
Seamus Dooley,Chairman,
LGMSB
Source: Composite from Dublin City Archives and Wexford County Council 1999 calendar
intro section 2 5/4/02 1:49 pm Page 2
NATIONAL RETENTION POLICY FOR LOCAL AUTHORITY RECORDS 3
1.0 Introduction
1.1 Origins of the National Retention Policy Report for Local AuthorityRecords
This Report has been produced by the Local Authorities National Retention Policy Committee.The genesis of the committee was the March 2000 meeting of the Freedom of InformationOfficers, when it was decided that a sub-committee should research the vital importance ofrecords management in local authorities and prepare a template. Arising from contactsbetween local authority Archivists and Freedom of Information Officers at that time, itbecame clear that all local authorities had a common need for a records managementstrategy.
Local Authorities have broadly similar functions, and hold many record groups in common.A considered policy on the retention and controlled disposal of these records is at the coreof sound records management.To optimise work on the template, it was decided to form ajoint committee of local authority FOI Officers and Archivists.The committee reported tothe County and City Managers’ Association via the FOI National Steering Committee, underthe aegis of the Local Government Management Services Board.
1.2 Terms of Reference
The Committee adopted the following Terms of Reference:-1. Main objective is to develop a national records retention policy document, including
guidelines for records management.This will be carried out by identifying thecommon classes of records held in the main sections of local authorities.
2. Recommendations for quality microfilming and document management systems to beincluded with the final document. Guidelines for electronic records to also beincluded.
3. Guidelines to be provided on identifying records of archival value.
1.3 Members of the Committee:
Aidan Maher, Chairman Dublin City Council Niamh Brennan Donegal County CouncilGrainne Doran Midland Region - Laois, Offaly, Longford and Westmeath
County CouncilsAssumpta Doyle Wexford County CouncilMary Fitzpatrick Mid East Region - Kildare, Meath and Wicklow County
CouncilsJacqui Hayes Clare County CouncilValerie Lyons Clare County CouncilTony Murphy Galway County CouncilJoanne Rothwell Waterford County Council
1.4 Methodology
The Retention Policy Report was produced using information obtained from recordssurveys carried out in each of the participating local authorities. Each section was surveyedand the results were compared.This enabled the identification of common and uniquely heldrecords series.The committee members and an official from the relevant section assessedthe returned record surveys in the context of the legislative, administrative, and archivalrequirements for holding the records.The duration of the retention period for each series,throughout the various stages of the record’s life cycle, was then determined.
The Report is organised in accordance with the functions of local authorities.Asa result, some of the series in the Report are quite broad and may encompassmore than one series existing in a section.The file series that appear in theReport are those that were existing in the sections during survey work.Therefore, the Report relates only to the current functions of the localauthorities, or any obsolete functions where the records relating to suchfunctions continued to be held in the local authorities at the time of the surveys.
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Draft retention schedules were circulated to the Local Authority Archivists’ Group and theFreedom of Information Officers Group for comment.
The Draft National Retention Policy Report was circulated for comment to theDepartment of Environment and Local Government; all local authorities; the County andCity Managers’ Association; the Local Government Management Services Board’s NationalSteering Committee for Freedom of Information; the Office of the InformationCommissioner; the National Archives; the Society of Archivists, Ireland; and the LibraryAssociation of Ireland.
The responses of these bodies were taken into consideration and changes were made tothe report where necessary.
1.5 The Need for a National Retention Policy
Access to information is increasingly viewed as a basic right of citizenship.This is reflected inan increasing body of legislation providing for public access to information that is held bypublic bodies.This legislation includes:
◆ Data Protection Act, 1988
◆ Local Government Act, 1994
◆ Freedom of Information Act, 1997
◆ Prompt Payment of Accounts Act, 1997
◆ Access to Information on the Environmental Regulations (S.I. No. 125, 1998)
◆ E-Commerce Act, 1999
◆ Planning and Development Act, 2000
◆ Local Government Act, 2001
Records Management is a vital support function for all organisations but it is particularlyvital in government organisations, where there is a responsibility to offer transparency andaccountability to the public that they have been established to serve.
In The Freedom of Information Act – Compliance By Public Bodies Report issuedby the Information Commissioner in July 2001, the Commissioner recommends that aproper Records Management system be in place to facilitate the operation of the Freedomof Information Act, 1997.
“Each public body should devise and publish a records management policy covering thecreation, maintenance and destruction of records.The objectives of the policy should be toensure that the activities and decisions of the public bodies are adequately recorded.Each public body should allocate responsibility at senior management level for ensuring thatdevelopment and improvement of records management is accorded the appropriatepriority.”1
The absence of specific legislation on the retention of records necessitates the creation ofthis report.
In recent times, a number of reports have been made throughout the world in relation torecords management and the difficulties that can arise from the lack of a professionallymanaged records management system.2
Records are required to document the work of an organisation and these records mustalso be maintained and accessible. Records are vital evidence of the actions and transactionsof an organisation.With no record, there is no evidence that any work has been carried out.
1 Subsequently the Information Commissioner made a submission on the 3rd July 2001 to the Joint Oireachtas Committee on the Strategic Management Initiative in which he reiterated the need for records management.
2 See Appendix 1
NATIONAL RETENTION POLICY FOR LOCAL AUTHORITY RECORDS 5
1.6 Advantages of a National Retention Policy
◆ Provides a considered basis for the decisions to retain and dispose of records / fileswhich will be of benefit in any queries arising from FoI requests;
◆ Savings in storage space, staff resources and costs;
◆ Parity of record-keeping and disposal in local authorities, therefore, parity in theprovision of access by the public to records;
◆ Parity of record-keeping and disposal in local authorities which will be of assistancein cases where records are required by the courts in litigation;
◆ Identifies and provides common decisions on what records are of archival value inlocal authorities.This ensures that these records are not mistakenly destroyed;
◆ Provides local authorities with a blueprint for their records management programmeand their own more detailed retention scheduling;
◆ Provides for the controlled disposal of local authority records;
◆ Facilitates ready access to records in response to requests by the public.
1.7 Form of the Report
The National Retention Policy ◆ Is intended to cover all records that are common to all or most local authorities,
created or maintained in any format, including electronic records;◆ Is intended to be used as a blueprint for more specific retention schedules to be
developed by individual local authorities;◆ Specifies how long records should be retained;
◆ Specifies whether, upon expiry of the retention periods, the records should bedestroyed or transferred to a local authority archive.
Authority for use of the Report◆ All decisions concerning the disposal of records contained in this schedule are
authorised by the Department of the Environment & Local Government, the Countyand City Managers Association, the Freedom of Information Officers Group and theLocal Authority Archivists Group.
◆ Officers using the schedule should apply it with caution, bearing in mind that theauthorisations for disposal are given in terms of administrative and archivalrequirements, and in accordance with such legislation governing the retention ofrecords existing at the time of publication. It is the responsibility of the CertifyingOfficer / Records Manager / Archivist to ensure that any new legislation is complied with.
Format of RecordsThe National Retention Policy Report is applicable to any record which performs thefunction described in the series title, irrespective of format.3
1.8 Updating the Report
The National Retention Policy Report will be reviewed and updated periodically. It is advisedthat the Report should be revised at least every five years so that new legislation and newfunctions can be incorporated into the document.
3 Section 80, Local Government Act 2001, states that 'local records' 'includes books, maps, plans, drawings, papers, files,photographs, films, micro-films and other micrographic records, sound recordings, pictorial records, magnetic tapes, magneticdiscs, optical or video discs, other machine-readable records, other documentary or processed material made or received, andheld in the course of its business or as successor to any other body by a local authority and includes copies of any suchrecords duly made…'
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1.9 Assistance in Using the Report
Local Authorities requiring assistance in interpreting and implementing the Retention PolicyReport, can contact their Local Authority Archivist, or if one is not employed, they cancontact members of the committee.
1.10 Acknowledgments
The assistance of the management and staff in the local authorities was greatly appreciatedand was vital to the creation of this report.The Committee would particularly like toexpress its appreciation to staff who, at its invitation, attended meetings to advise theCommittee, and the assistance of the Local Authority Archivists’ Group, the Freedom ofInformation Officers’ Group, the Department of the Environment and Local Governmentand other local government bodies.
The Committee would particularly like to express its appreciation of the Local GovernmentManagement Services Board who provided the finance to produce this Report.The staff ofthe Local Government Management Services Board were also most helpful andaccommodated the meetings of the Committee throughout the process of drawing up this Report.
The assistance, advice and guidance from archivists and records managers in countries suchas England,Australia, Canada, United States and New Zealand, is also very much appreciated.In particular, the staff at the Public Records Office in New South Wales were very helpful.The Public Records Office, New South Wales and the Australian Standards Agency verykindly permitted the use of definitions of terms.
We are also grateful to the National Archives of Ireland for permission to use images fromtheir publication “Lovers of Liberty”.
2.0 Recommendations for a Records Management System
2.1 Key RecommendationsKey recommendations for best practice in Records Management are:
Records Management SystemFile ManagementRecords CentreArchives CentreProper Disposal of Records
2.2 Records Management System
A records management system controls the creation, distribution, filing, retrieval, storageand disposal of records. 4,5
Records Management focuses on the natural life cycle of records in order to provide anorganised system of control. Records have a three-stage life cycle:
◆ Current records are stored within the offices of the organisation and are frequentlyrequired by staff in order to carry out the functions of their section.
◆ Records become non-current when they are needed only for occasional reference,or in order to meet legal or financial obligations.At this stage, they can be stored off-site in a records centre.
◆ Finally, records are no longer required by the organisation and are in the archive /dispose phase, when they are either destroyed or transferred to an archive centre.
4 “Records Management is the discipline and organisational function of managing records to meet operational needs, accountability requirements and community expectations”. Australian Records Management Standard
5 See ISO 15489, the International Standard on Records Management
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This three-stage life cycle is controlled by a Records Schedule, which determines howlong each stage of the life-cycle lasts and states whether the records are to be archived ordisposed.
The National Retention Policy Report is a Records Schedule and is organised on a broadbasis to determine the life cycles of records held in common by local authorities. It isrecommended that each local authority develop a more detailed set of Records Schedules,formed on the basis of the more general guidelines provided by this Report.
A retention recommendation is implemented as follows:◆ A file or set of files in the series remains current in the office for the period of
currency, e.g. 5 years from the date of the earliest document in the file.◆ When the earliest document is 5 years old, the file or set of files are closed and
transferred to the Records Centre and held there for the duration of non-currency.The latest documents on the top of the file are moved to a new file as a continuationof the series, and the same period of currency is dated from the earliest of thesedocuments.
◆ A list of files that have reached the end of the period of non-currency is sent to theoriginating section, to check that the section no longer requires the files.
◆ The Records Centre staff retain a record of the requests made for the file duringnon-currency. If a file is requested frequently by staff of the section up to the time itis due for disposal or transfer to the Archives, it will then be flagged for attention andthe retention period reviewed by the staff of the Records Centre and the relevantSection.
◆ With the agreement of the head of the section, the file is then either transferred tothe Archives or destroyed.
◆ All records destroyed are listed and certified by both a Certifying Officer andArchivist. A Certificate of Disposal is retained permanently as proof that thedestruction was carried out in accordance with the records schedule and with theapproval of the Certifying Officer and Archivist.6
6 See Appendix 3
Source: Photo Disc Business and Occupations
The File Series Correspondence relates to correspondence sent and received by all sections in alocal authority that do not relate to a particular project or any other series relating to thefunctions of the section.This is ‘one-off ’ correspondence dealing with general queries or otherminor matters that do not form part of the file series in the section.
Current:This correspondence is held on a correspondence file in the Section for one year fromthe date that the file is first opened.At the end of the year the latest documents in the file aremoved to a new file and this file has the same code and retention period as the first file, as itcontinues the same series.
Non-Current:At the end of the year, the file is closed and sent to the Records Centre with all ofthe other files from the section to be transferred at this time. It is recorded in the Transfer Listand placed in a box for transfer to the Records Centre.
Archive/Dispose:The file remains in the Records Centre for the two years of non-currency and atthe end of these two years, the file is listed on a Disposal List at the Records Centre and this issent for approval to the originating section. If the section gives approval for disposal, the file isshredded and recycled.
The File Series Progress Reports is a series of files containing reports, correspondence andmemoranda from sections sent to Directors of Services, Managers, Management Teams andStrategic Policy Committees reporting on the current progress on projects or directives operatingin their section.
Current:The file is held in the section for three years from the date the file is first opened.A newfile is opened as a continuation of the series when the old file is closed with the latest documentsfrom the old file moved to the new file.
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Dispose
Retention RecommendationsDocumentsLetters, e-mails andfaxes
CommentsCorrespondence relating toprojects should be held onproject files
DescriptionCorrespondence received bysections not forming part ofexisting file series
Archive
✔
Non-Current 2 YearsCurrent 1 Year
Series Title: Correspondence
Dispose
Retention RecommendationsDocuments Reports, memos andcorrespondence
Comments
DescriptionReports from sections onprogress on projects tomanagement
Archive ✔
Non-Current 4 YearsCurrent 3 Years
Series Title: Progress Reports
EXAMPLE of LAYOUT of SCHEDULE:
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Non-Current:At the end of the three years of currency, the file is listed in a Transfer List andplaced in a box with all other files from the section due for transfer to the Records Centre.
Archive / Dispose:At the end of the four years of non-currency, the file is transferred to the localauthority archives service for permanent retention as an archival record.At the Archives Service,the file will be scheduled for archival listing and any repair work required. Once listed, it will bemade available to researchers at the archives service.
General comments on example: staff at the Records Centre will note the number of times the fileis requested for return by the originating section. If the requests are considerable, the period ofnon-currency will be extended to meet the administrative requirements of staff at the localauthority before the file is disposed.Alternatively, a new recommendation may be required if it isdetermined that the number of requests signifies that the file is of long term value and should beheld permanently in the local authority archive.
Records Management is concerned with all aspects of records and record-keeping throughout theirlife cycles, including the creation of records and the retrieval of records during all stages of the lifecycle.
Vital Records
Vital Records are records that contain information needed to re-establish or maintain the work ofan institution in the event of a disaster. Vital records contain information that cannot be easilyreconstructed through other sources, and serious resource or legal implications would result ifthey were destroyed. As part of a records management system, vital records are identified andsteps are taken to ensure that these records are retrievable in the event of a disaster.
As part of the development of a records management system, vital records can be listed withdetails of the originating section, the reason why the records are considered vital, the medium ofthe record, the protection either taken or to be taken, and the instructions on how often the vitalrecords must be replaced with more up-to-date records.
There are a number of options to protect vital records including:
◆ Natural Dispersal - records generated in multiple copies, which are immediatelydistributed.The distribution of Minutes of Meetings could be considered a means ofprotecting the Minutes as vital records: in the event of a disaster, it would be possibleto locate another copy of the Minutes.
◆ Duplication - vital records are systematically copied and stored at another location.This can be carried out immediately or regularly (every week or month).Whenduplicating records, care should be taken that the means of duplication does notnullify the value of the record. For example, records such as legal deeds are requiredin their original form in litigation and if they are to be microfilmed or scanned as vitalrecords, this should be carried out in a manner that would be acceptable in thecourts.
Vital Records to be found in Local Authorities include:
◆ Minutes of Council Meetings
◆ Managers’ Orders (originals)
◆ Contract Documents
◆ Superannuation Register
◆ Legal Documents, such as Deeds
◆ Registers required by Legislation, such as Planning Register (this may be the files)
◆ Financial Accounts
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2.3 File Management
File Management is an important function of a Records Management System in a localauthority. A record of all decisions taken by a local authority should be recorded for theprotection of the local authority and its staff. Staff must develop a new record-keepingawareness to cope with the demands for transparency and accountability on localauthorities.
Record Creation: records should be accurate and complete.They must provide goodevidence of the activity or function they were created to document. In order to providegood quality evidence, records must be dated, authentic and contain all relevantfacts.The date on which records were created or received is vital to the creation ofevidential records.The inclusion of a signature or stamp of authenticity, unique to thecreating organisation, authenticates records. In addition, the content of a record should beaccurate and to the point, indicating clearly the purpose for which the record was created.
Record Capture: it is important that all records created or received by a local authority arecaptured and stored in an appropriate record-keeping system. A record copy of signeddocuments sent out by the local authority should be filed by the local authority, in order toensure that there is evidence of the exact nature of the document sent out.
There are a number of issues to be addressed, in ensuring that records are properly‘captured’.
◆ Legal records: Procedures should be developed in each section to ensure that legalrecords are securely retained and readily accessible. As legal records are vitalrecords, they should be stored in fire-proof safes with copies for the information ofstaff on the files.
◆ Records of Meetings: Minutes should be held for all formal meetings in the localauthority.These should include a list of participants, date of the meeting, summary ofdiscussions and decisions taken.These minutes should then be filed.The minutes ofmeetings of public representatives in a local authority are both archival and vitalrecords. Special care should be taken to ensure their accuracy, authenticity and thatthey are duly preserved.They should be signed and held in bound volumes of acid-free paper.
◆ Registers: Registers should always be kept up-to-date, particularly where they arerequired by law.The date of registration should always be recorded.These are veryimportant records and should be created with care. If created on paper, good qualityacid-free paper should be used. If created electronically, care should be taken toensure the system is accessible over time.
◆ Telephone Conversations / Informal Meetings:Telephone conversations or informalmeetings relating to decisions or actions taken by a local authority, should berecorded and filed. Records should include the date, subject, discussion, outcome andsignature of participant.
◆ Draft Documents: Draft documents illustrate the development of a proposal and itstransformation into a formal policy or decision. Drafts containing handwritten notesand comments should be retained. Drafts that contain no difference in content fromthe final document, may be disposed. Incomplete drafts and drafts that have not beensubmitted for consideration by other staff members, are not considered records andneed not be retained.
◆ Supporting Documentation:These include working papers, memoranda andcorrespondence and should be retained on file, if they provide information necessaryto understand the development of a policy or decision.These records can providereasons for particular courses of action and are of use in the event of any form oflitigation.
◆ E-mail: E-mails must be considered in the same light as correspondence by post. If ane-mail sent or received by a local authority contains information in relation to anaction, transaction, decision or policy of the local authority, then it must be capturedas a record. In the absence of an electronic records management system, e-mailsshould be printed and held on the relevant file.
◆ Fax: Faxes may also contain evidence of an action, transaction, decision or policy ofthe local authority and must be retained as an official record if this is the case. Dueto the poor quality of ink and paper used in faxes, the ink on fax sheets will fade anddisappear within a very short time of receipt, and it is advised that faxes arephotocopied on receipt and stamped with the date of receipt.
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◆ Electronic Records: Electronic records require the same consideration as records inany other form within a local authority. If they contain evidence of actions,transactions, decisions or policies, they must be created and filed appropriately.
◆ Photographs: the date, place and circumstances in which photographs are taken inthe local authority should be recorded at the time the photograph is taken.Photographs should not be held on file but stored centrally at the local authorityarchives service, as photographs and their negatives are light sensitive and maysustain damage if held on the file.A database of photographs should be created andmade available to all staff, so that the photographs can be readily accessible andavailable to staff when they are required.
◆ Notes: Care should be taken in creating post-it or other casual notes if these notesrelate to a decision or action taken. Important messages should contain a date andsignature and the content and context of the note should be made clear.
Filing
Filing is an important feature in the efficient retrieval of records. An integrated filing system shouldbe developed for the local authority. An alpha-numerical filing system allows each section to retainits own decentralised filing system, while still maintaining its relationship with the local authorityfiling system as a whole.
Each section is given a code, such as RDS for the Roads section. A further code is given for eachof the main functions in that section and the files series within these functions are given a number.Files relating to a particular matter, therefore, have a code similar to the following code-RDS/MNT/3; this would indicate a file on road maintenance for a particular area.
◆ Opening Files: Files should not be opened in an ad hoc manner. Before opening anew file, the file index should be checked to ensure that the document does notbelong in an existing file. A new file must have a reference code that correspondswith those in the index and follows the existing pattern of file codes. Care should begiven in providing a file title for a new file, as others will be required to find the fileand will not be able to do so if the file title is illogical and without any clearrelationship with the documents contained within. It may be necessary to introducestandard terminology for file titles to assist in the retrieval of files. Local authoritiesoperating the Files Series Database created by the Local Government ComputerServices Board should ensure that new files are entered onto the database as soonas they are created. 7
◆ Maintaining Files: Files should not be more than 2.5cm thick. Files that are too bulkywill be caught in file drawers and become damaged. If a file is more than 2.5cm thick,while current, a second part of the file with the same code should be created and anindication of the number of parts in existence on each of the files. Records should befiled in date order with the latest document at the top of the file.
◆ Borrowing Files: Care should be taken to ensure that only those with the authorityto do so, access the files. In the absence of an electronic records managementsystem, anyone removing a file from the immediate office space should leave theirname and location in place of the file to enable another member of staff seeking thefile to locate it. Alternatively, each section could retain a register for Borrowed Filesrecording the name of the individual to whom the file was issued, the date of issue,file code, file title and date returned. Files should be returned to the cabinet or shelfwhere they are stored after consultation to prevent loss of the files.
◆ Closing Files: Files should be closed in accordance with the recommendation of theRecords Schedules.The latest documents on the old file should be moved to thenew file as a continuation of the series.
7 See Section 2.5
NATIONAL RETENTION POLICY FOR LOCAL AUTHORITY RECORDS 12
In-House Library
In carrying out the functions of a local authority, staff must often consult published works andcopies of legislation. It would be of great benefit to a local authority to provide an in-house librarysystem.This would ensure that staff in the local authority would have access to relevant publishedworks and legislation, without each section or individual staff members having to purchase copiesof the required publications.
2.4 Records CentreA Records Centre is an off-site dedicated storage facility for non-current records.Amanaged records centre provides a corporate service to the local authority.The serviceincludes retrieval of files or information from files for management, staff and local authoritymembers, and on occasion, for the public.
Records are stored in boxes on high-density shelving. Each shelf is numbered as is each boxand a database is maintained to locate the files held in each box and to give the location ofthe box.
Files due for transfer to the Records Centre are boxed by staff in the section and areaccompanied by a Transfer List (sample in Appendix 4). On arrival at the Records Centre, amember of staff there checks the Transfer List against the contents of the box, and inputsthe data on the Transfer List into the database (see Files Series Database 2.5) and alsorecords the location of the box on the shelves.
Staff in the section contact the staff at the Records Centre when a file is required.Theperson requesting the file must have the authority to do so.The file is delivered by theRecords Centre staff within an agreed time frame.The file must also be returned to theRecords Centre and staff at the Records Centre will again collect the file.
A record is kept of the requests made by staff for files from the Records Centre, and thisinformation is used to determine whether or not it is necessary to alter the retentionrecommendation given to the series.
A list of files due for disposal is sent to the relevant section by the staff at the RecordsCentre, in order to ensure that all files due to be destroyed, are no longer required in thesection. A Disposal Certificate for files to be destroyed is signed by the Certifying Officerand Archivist.
Source: Clare County Council Record Centre
NATIONAL RETENTION POLICY FOR LOCAL AUTHORITY RECORDS 13
Resource ImplicationsTo operate a records management system, a dedicated records storage facility is required.This mayinvolve:
◆ The construction of a purpose-built records centre;
◆ Leasing a suitable building; or
◆ Engaging a commercial organisation to provide a centre and operate a recordsmanagement programme.
In each case, a Records Manager is required to oversee the operation of the system. Adequatehuman and financial resources are essential for the smooth operation of a records managementsystem.
Transfer of Records to Records CentreRecords Centre staff will provide a Transfer List and boxes to staff, when files are due for transferto the Records Centre.A Transfer List accompanies each box of files for transfer.8
The name of the person in the section responsible for transfer, the date of transfer and the boxnumber are recorded at the top of the transfer list.The date of the files, the file code, the file titleand the series title are filled out in the Transfer List.The files are placed in the box with theTransfer List on top.
On arrival at the Records Centre, a member of staff at the Records Centre checks that the files inthe transfer list correspond with the files that have arrived in the box.
Files Series Database
In response to the requirements of the Freedom of Information Act, the Local GovernmentComputer Services Board developed a Files Series Database, in order to provide assistanceto local authorities in managing their records.The Files Series Database operates as asystem to assist in the efficient operation of the Records Centre.
Files Series details are input onto the database with the name, section, function, owner,description, file index, date registered, date last updated and retention recommendation.
Maintenance details are input, recording the departments, sections, locations of recordstorage and staff in the local authority.
Enquiries can be carried out on the database which allow files to be viewed by Department,Section, function, sub-function, name, description, reference, location, secondary location andlife cycle, including files not returned to the Records Centre.
Reports may also be generated by the database, which allows lists of files by series, date,location, life cycle, files out, sections, functions and sub-functions.The policy and function ofeach department can be recorded.The files in the Records Centre and the Records Centreissues can also be listed.
The Disposal Certificate can also be created on the database.
Note:The Files Series Database is not an electronic records managementsystem but is a system that allows for the electronic operation of the Records Centre.9
8 See Appendix 49 See Electronic Records, 3.1
NATIONAL RETENTION POLICY FOR LOCAL AUTHORITY RECORDS 14
2.5 Archives Centre
An Archives Centre is a building that houses archives and provides accommodation forprofessional, administrative, technical and public services. Records, in all formats, arepreserved and made available to the public under conditions specified by the Archivist.
Records are stored in accordance with current best practice for the preservation of theformat in which the records were created. In general, records are boxed and stored onshelves.The shelves are numbered and a database is maintained of the location of therecords in the Archives Store.
Archives require stringent storage conditions in order to ensure their permanentpreservation. As a result, the storage area in an Archives Building is environmentallycontrolled. In order to suit the environmental requirements of a number of media, it is therecommendation of BS5454 Storage and Exhibition of Archival Documents that thefollowing environmental standards be maintained in the storage area:
◆ A temperature of 13 C-16 C
◆ A relative humidity of 50%-60%
In addition, an Archives Centre must meet a number of other stringent requirements forthe preservation of archives.These standards are fully explained in BS5454 Storage andExhibition of Archival Documents and Standards for the Development ofArchives Services in Ireland from the Society of Archivists, Ireland.
Resource ImplicationsSpecific standards are required in the operation of an Archives Service.These may involve:
◆ The construction of a purpose built archives centre;
◆ The conversion of a suitable building
It is important to have the advice and guidance of a professionally qualified Archivist on therequirements of an Archives Centre at the earliest stages of the project.
Source: Photo Disc Business and Transportation
NATIONAL RETENTION POLICY FOR LOCAL AUTHORITY RECORDS 15
Transfer of Records to an Archive CentreLocal Authority records that are designated as archival are transferred to the Archives Centre atthe end of the period of non-currency or, in some cases, at the end of the period of currency inaccordance with the retention recommendations.The originating section is provided with a list ofrecords for transfer to the Archives Centre. Provided there are no further administrativerequirements for the records, Records Centre staff then transfer them to the Archives Centre.
On transfer to the Archives Centre, the records are checked to ensure that they correspond withthe transfer list.The Archives Centre staff then record the acquisition of the records.The recordsare checked for any damage and, if necessary, are placed on a Conservation List to be sent to theConservator for repair works.The records then await listing by the archivist and when this workhas been carried out, the records are made available to the public.
It is important to note that when the records are listed and any conservation work required hasbeen carried out they will be available to the public without the need for any freedom ofinformation request. Records that are designated archival but contain confidential informationshould be given a period of closure by the archivist, in consultation with the head of the originatingsection. Archives under a period of closure will not be made available to any party without thepermission of the originating section.
Given the stringent storage conditions of the Archives Centre, some records of great significance(for example, the Minute Books or property documents) may be stored at the Archives Centrerather than the Records Centre or the local authority offices. In these cases, these records are stilldesignated current or non-current in accordance with the retention recommendations and accessto them remains under the same conditions irrespective of their location.
2.6 Destruction of Records
A list of all files due for destruction is sent to the originating section by Records Centrestaff. If the staff of the section have no further need of the files, a Disposal Certificate listingthe files for destruction is created.The Certifying Officer and Archivist sign the DisposalCertificate. Each local authority should appoint a Certifying Officer in accordance with therecommendation of the Department of Environment and Local Government in Guidelinesfor Local Authority Archives (December 1996) which states: ‘The Council’s CertifyingOfficer – the County Secretary in this case, must also certify that the records to bedisposed of are not required in connection with the administration of the authority andmust authorise their disposal in accordance with this Act’.
It is important to ensure that the records for disposal have been destroyed, as failure toensure destruction of records may lead to the unauthorised release of sensitive or privateinformation. A register of records destroyed should be maintained in addition to theDisposal Certificates, as proof that the records no longer exist in the local authority. 10
Paper-based records may be destroyed by shredding or by pulping.Where a contractor isemployed to carry out disposal of records, a certificate of destruction should be issued asproof of destruction and this should be maintained with the Disposal Certificate.
The Committee recommends the shredding and recycling of paper-based records. A largevolume of paper-based records can be recycled as part of a records management system.
Electronic / Magnetic Media and other non-paper media:
◆ Records stored on magnetic media can be ‘bulk erased’ by subjecting them to astrong magnetic field.
◆ Records held on optical media, particularly sensitive records held on magnetic media,and other non-paper media including videos, film and microfilms can be destroyed bycutting, crushing, or other physical means of destruction.
◆ Computer hard disks and other electronic media should be reformatted beforebeing disposed.
◆ Files should not be just deleted from magnetic media, including hard disks, as theinformation, including personal information, can be recovered.
10 See Case 99046- Mr.ABX and the Department of Social, Community and Family Affairs,Office of the Information Commissioner.Available at www.irlgov.ie/oic
NATIONAL RETENTION POLICY FOR LOCAL AUTHORITY RECORDS 16
2.7 Disposal of Non-Record Material
Within most files, documents can be found that would not be considered as records.Theseare referred to in this Report as reference material, and comprise documents such asleaflets, publications and records which are created or generated by other organisations, e.g.publications from the Environmental Protection Agency and copies of minutes of meetingsorganised by organisations other than local authorities.These documents are not subject tothe recommendations of the retention schedule, and may be disposed of when theinformation in the documents is no longer required, without any certification from theArchivist and Certifying Officer.
3.0 Electronic Records
3.1 Electronic Records
More and more records of the actions and transactions of local authorities are beingcarried out solely in electronic format.The E-Commerce Act, 1999 and the growing numberof records being transferred from manual to automated format, means that local authoritiesare required to maintain and preserve electronic records as evidence of actions andtransactions over time.
A number of questionnaires were sent to local authority Information Systems sections,requesting information on current practices in relation to electronic record-keeping. It isclear that these sections have neither the staff nor the facilities to provide for the long-termstorage of electronic records.
Actions to ensure the long-term preservation of electronic records need to be taken whenhardware and software are first being considered. In order to maintain electronic recordsover time, they need to be migrated from one live system to another more up-to-datesystem.Transfers from live systems to external physical format such as CD, floppy disk,DVD, DAT or other alternatives, need to be carried out systematically.These media have tobe stored under stringent storage conditions and would also need to be refreshed periodically.
The EU Forum on Electronic Records recommends:
◆ A storage temperature of 18º C +/-5º C
◆ A relative humidity of 40% +/-5%
◆ Rewriting of electronic records every 10 years
◆ Avoidance of magnetic and electronic interference which can cause loss of data
In addition, most local authority staff operate PCs, and are fully in control of the creation,alteration, deletion, access and filing of all records on them. However, few staff membershave been given training or advice on how to create good quality evidential records, or onhow to file records electronically.
Most local authorities have no filing classification system for electronic records, whichmeans that there is no consistency in the way files are generated and maintained, resultingin difficulties in accessing records on PCs.Without a filing classification system it isimpossible to devise a retention schedule for these records, and they are either left lying onPCs taking up memory space or they are deleted, without due consideration to a possibleneed for the record in the future.
There are currently few official guidelines for staff in relation to the use of e-mail. No actionhas been taken to ensure that important records sent by e-mail are maintained and filedproperly.
It is apparent that a great deal more investigation is required in order to determine the bestcourse of action to be taken in relation to electronic records and their long-termpreservation. It is advised that a team of IS officers, archivists, administrators and otherinterested parties be established to develop a strategy for the preservation of all electronicrecords (including e-mails) in local authorities11.
11 Further information on current projects on the creation and preservation of evidential electronic records can be foundthrough the links on the National Archives website www.nationalarchives.ie.
NATIONAL RETENTION POLICY FOR LOCAL AUTHORITY RECORDS 17
In the absence of any nationally agreed strategy for the preservation of electronic records,the Committee has recommended that any electronic systems (in particular registers) thatare required for long-term preservation should be migrated onto a new format every threeyears.This measure is to ensure the accessibility of the data over time. In the event of theintroduction of a nationally agreed strategy on electronic records, this recommendationshould be revised in accordance with the recommendations of such a strategy.
3.2 Microfilming and Scanning of Records
Microfilming and scanning can be a means of reducing the bulk of large numbers of paperrecords. However, while it may seem that microfilming and scanning are space saving andcost cutting solutions, they can waste money and resources. It is important to fullyinvestigate the advantages and disadvantages of taking this step, and to consider carefullywhether the transfer of paper records to microfilm or optical disk would be more or lessexpensive than current storage costs for the paper records.
Authorities should be aware that the process of transferring the records can be expensiveand the resulting microfilm or optical disk does require more stringent storage conditionsthan paper records. In addition, microfilmed or scanned records will be of no value unlessthey are properly and very clearly reproduced, and can be identified through an index orreference system, such as a file index or map reference numbers. If the image reproduced isillegible, then the microfilm or scanned image will neither replace nor reduce the use of theoriginals.
Original records may be required for legal reasons and in microfilming or scanning suchrecords (e.g. Planning Applications), there may be difficulties in providing evidence toauthenticate the reproduced document. In the case of scanned images, the ease of alterationand the high risk of the obsolescence of hardware and software increase the risks of thismethod (see Electronic Records 3.1).
It is recommended that before embarking on a project to microfilm or scan records in localauthorities, current specifications and standards are consulted. In particular, it isrecommended that BS 6498:1991 Guide to Preparation of Microfilm and OtherMicroforms that may be Requested as Evidence, is consulted in addition to thetechnical standards produced by the British Standards Institute and the InternationalStandards Institute.12
12 See also Producing High Quality Microfilm available from the State Archives and Records Administration New Yorkwww.unix6.nysed.gov/pubs/recmgmt/mfilm/mfilm.htm and Microfilming Public Records available from the Queensland StateArchives and Retention of imaged records and their originals also available from the Queensland State Archiveswww.archives.qld.gov.au
Source: Photo Disc Business and Industry
D/Taoiseach S12641:The Government kept a watchful eye on the quantity of turf pro-duced by local authorities during the Emergency. December 1942.
Reproduced with the kind permission of the Director of the National Archives
GENERALGENERAL
Gene
ral
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Dispose
Retention Recommendations
Series Title: Correspondence
Current Non-Current
DocumentsLetters, e-mails and faxes
Series Title: Administration
Series Title: Personnel
Series Title: Freedom of Information
1 Year 2 Years
Description Correspondencereceived by sectionsnot forming part ofexisting file series
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsReports, memos and correspondence
Comments
5 Years
DescriptionFiles relating to theadministration ofsections Archive
Dispose
Retention RecommendationsDocumentsCorrespondence with HumanResources section, assessment formsand incident reports
CommentArchive with closure on same basis asEmployee Files in HUMANRESOURCES
DescriptionFiles relating topersonnel in sections
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence including copies ofrequests
CommentsThe FOI files are held by the FOIOfficer. See MANAGEMENT &ADMINISTRATION.
DescriptionFiles relating tofreedom ofinformation requestson files in sectionsand liaison withFreedom ofInformation Officers
Archive
✔
✔
✔
✔
CommentsCorrespondence relating toprojects should be held onproject files
Current 2 Years
Non-Current 3 YearsCurrent 2 Years
Series Title: Staff Meetings
Dispose
Retention RecommendationsDocumentsMinutes, notes and correspondence
Comments
DescriptionFiles on meetingsheld among staff in asection
Archive
✔
Non-CurrentCurrent 5 Years
Current
While person is on staff
Non-Current5 years after staff memberleaves or retires
GENERAL ADMINISTRATION 18GENERAL ADMINISTRATION
GENERAL ADMINISTRATIONGENERAL ADMINISTRATION 19
Dispose
Retention Recommendations
Series Title: Progress Reports
Current Non-Current
DocumentsReports, memos and correspondence
Series Title: Information Systems
Series Title: Maintenance of Buildings
Series Title: Office Equipment
3 Years 4 Years
Description Reports fromsections on progresson projects tomanagement
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsManuals, reports and correspondenceregarding alterations to the system
CommentsIf held electronically, system should bemigrated every 3 years onto a newformat. See Electronic Records, 3.1
DescriptionSystems specificallydesigned for workcarried out insections
Archive
Dispose
Retention RecommendationsDocumentsMaintenance contracts, quotations,invoices and record of repairs
CommentArchive a record of repair workscarried out. Includes civic offices, branchlibraries, fire stations and area offices
DescriptionFiles relating to themaintenance ofbuildings
Archive
Dispose
Retention RecommendationsDocumentsBrochures, correspondence,quotations, orders and invoices
CommentsMaintain a record of any servicecontracts and dispose of remainder
DescriptionEquipment purchasedin each section
Archive ✔
✔
✔
Comments
Current 2 Years
Current 5 Years
Current
While system is in operation
Non-CurrentUntil issue resolved
Non-Current
For life of equipment
GENERAL FINANCIALGENERAL FINANCIAL 20
Dispose
Retention Recommendations
Series Title: Accounts - Expenditure
Current Non-Current
DocumentsNotes, memos and accounts
Series Title: Accounts - Receipts
Series Title: Receipt / Order / Lodgement Books
2 YearsUntil after audit + 1 year
DescriptionFiles on expenditurein each section
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsNotes, memos and accounts
Comments
DescriptionFiles on receipts ineach section
Archive
Dispose
Retention RecommendationsDocumentsReceipts, order and lodgement books
CommentsThis system may no longer be in usein some local authorities
DescriptionBooks for order,receipts andlodgement in eachsector
Archive
✔
Comments
Current 2 Years
Non-CurrentCurrent
Until book is completed+ 1year
Until after audit + 1 year
✔
✔
Until after audit + 1 year
Series Title: Budget
Dispose
Retention RecommendationsDocumentsAccounts, memos andcorrespondence
CommentsThis set of budgets is the onesubmitted to FINANCE and it isto be kept in addition to the finalbudgets
DescriptionFiles on thecalculation of budgetsin each section whichare submitted toFinance
Archive ✔
Non-CurrentCurrent 2 Years
GENERAL FINANCIALGENERAL FINANCIAL 21
Dispose
Retention RecommendationsDocumentsElectronic system and metadata
CommentsSee Electronic Records, 3.1
DescriptionElectronic accrualsystem
Archive ✔
Non-Current
Series Title: Agresso / Financial Management System
Current 7 Years
Series Title: Travelling Expenses
Dispose
Retention RecommendationsDocumentsTravelling expenses sheets
Comments
DescriptionFiles on travellingexpenses held ineach section
Archive
Non-CurrentCurrent 1 Year
Series Title: Audit
Dispose
Retention RecommendationsDocumentsQueries from auditor, replies toqueries and financial accounts
CommentsFINANCE retains general financialaccount and audit details
DescriptionFiles in each sectionregarding financialaudits
Archive
Non-Current
Until following audit is complete
Current
Until audit complete + 2 years
Until after audit + 1 year
✔
✔
Dispose
Retention Recommendations
Series Title: Capital Project Files
Current
DocumentsFinancial records, correspondence andreports
Until end of maintenanceperiod
Description Files on capitalprojects held in eachsection
Archive ✔ CommentsArchive with weeding. EU Audit
Non-Current 7 Years
GENERAL FINANCIALGENERAL FINANCIAL 22
Series Title: Design Build Operation / Public Private Partnership Projects
Series Title: European Regional Development Fund National / Non-national Projects
Series Title: Cohesion Funded National Projects
Dispose
Retention RecommendationsDocumentsContract, agreements,correspondence, memos andmonitoring of operation of project
CommentsThe total retention period is a minimumof 32 years including building andoperation period
DescriptionFiles on capitalprojects funded withpublic privatepartnerships funding
Archive
Dispose
Retention RecommendationsDocumentsContracts, invoices, bank statements,correspondence and reports
CommentsEC Regulation requirement to retaindocumentation for 3 years after closure ofprogramme. Required for EU audit/Court ofAuditors. Mainly relates to Roads andSanitary sections
DescriptionFiles relating toERDF fundedprojects in localauthorities
Archive
Dispose
Retention RecommendationsDocumentsContracts, invoices, bank statements,correspondence and reports
DescriptionFiles relating tocohesion fundedprojects in localauthorities
Archive ✔
✔
✔
Non-Current
3 years after closure of EUprogramme
CurrentDuration of project
Non-Current
3 years after closure of theproject
Current
Duration of project
Duration of contract includingtotal operational period
Non-Current 12 YearsCurrent
CommentsEC Regulation requirement that documentsbe retained for 3 years following the lastpayment in respect of a project. Requiredfor EU audit / Court of Auditors
23
Dispose
Retention Recommendations
Series Title: Litigation
Current Non-Current
Series Title: Diaries
10 Years 20 Years
Description Files on litigation inHigh Court,District and CircuitCourts
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsIncludes manual and electronic diaries
CommentsMay be required in litigation
7 Years
DescriptionDiaries of seniorofficers and allprofessional andtechnical staff
Archive
✔
CommentsReview after non-currencywith reference to legal opinionand possible closure onsensitive issues
Current
DocumentsIncludes advices to manager and disputesbetween councillors and manager. Alsoincludes High Court actions broughtagainst the Local Authority (these canarise in any section), judicial reviewactions taken questioning the validity ofdecisions of the council and proceedingstaken against the Local Authority in theHigh Court making claims against others.Refers also to proceedings taken by theLocal Authority in the Circuit andDistrict courts for breaches of legislationwhich the Local Authority is responsiblefor enforcing and Compulsory PurchaseOrders
2 Years
Series Title: Legal Agreements
Dispose
Retention RecommendationsDocumentsIncludes acquisitions of land byagreements, disposal of lands andleases. Also various other forms ofagreement the Local Authority mayenter into with persons affecting theirproperty including licences, publicworks contracts, housing loans androad transfers
Comments
DescriptionFiles on propertytransactions andagreements
Archive ✔
Non-Current 20 YearsCurrent 10 Years
GENERAL LEGALGENERAL LEGAL
D/Taoiseach S16968:Title page of the Local Government (Planning and Development) Bill
1962 which became law the following year. September 1962.
Reproduced with the kind permission of the Director of the National Archives
ARCHIVE SERVICESARCHIVE SERVICES
Arch
ive
serv
ices
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ARCHIVE SERVICES 24
Dispose
Retention Recommendations
Series Title: Archive Building Accommodation - Temporary
Current Non-Current
DocumentsReports, presentations, briefs,summary surveys and correspondence
Series Title: Archive Building - Conversion
Series Title: Archive Building - Purpose Built
Series Title: Records Centre - Temporary Accommodation
Duration of temporaryaccommodation
5 Years
Description File series relating tosourcing oftemporaryaccommodation forarchives as perDoELG Guidelines
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsReports, draft reports, plans,recommendations and briefs. Includesdraft briefs for archives building andcorrespondence
CommentsArchive reports,recommendations and plans of building
10 Years
DescriptionSeries relating toconversion of abuilding to housearchives
Archive
Dispose
Retention RecommendationsDocumentsReports, plans, recommendations andcorrespondence
CommentsArchive reports, briefs and plans
DescriptionSeries relating tobuilding a premisesto house archives Archive
Dispose
Retention RecommendationsDocumentsReports, presentations, briefs,summary surveys and correspondence
CommentsArchive reports and presentations only.Dispose of remainder
DescriptionFile series relating tosourcing oftemporaryaccommodation fordocuments
Archive ✔
✔
✔
CommentsArchive reports andpresentations only.Dispose of remainder
Current 10 Years
Non-Current 10 YearsCurrent Until building iscomplete
Non-Current 5 Years
Series Title: Records Centre - Converted Building
Dispose
Retention RecommendationsDocumentsReports, draft reports,recommendations, briefs andcorrespondence Comments
Archive reports,recommendations and plans of building
DescriptionSeries relating toconversion of abuilding to a RecordsCentre Archive ✔
Non-Current 10 YearsCurrent 5 Years
Current
Duration of temporaryaccommodation
Dispose
Retention Recommendations
Series Title: Records Centre - Purpose Built
Current Non-Current
DocumentsReports, recommendations,correspondence and plans
Series Title: Shelving
Series Title: Acquisition
Series Title: Acquisition - Private Material
Until building iscomplete 10 Years
Description Series relating to thebuilding of a RecordsCentre Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCatalogues, tenders, quotes, contractsand brochures. Includescorrespondence regarding storageequipment, such as archival shelving
CommentsDispose of brochures and catalogueswhen replaced
5 Years
DescriptionSeries relating toshelving for archivesand recordsaccommodation
Archive
Dispose
Retention RecommendationsDocumentsNotes, copies of policies and drafts ofpolicy
CommentsArchive policy document anddrafts
DescriptionFiles on acquisition ofarchives
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and depositagreements
CommentsArchive after currency
DescriptionSeries of files relatingto acquisition bypurchase or donationof private material Archive ✔
✔
✔
CommentsArchive reports, plans andrecommendations
Non-CurrentCurrent Weed annually
Non-Current
Series Title: Acquisition - Public Records (local authority archives)
Dispose
Retention RecommendationsDocumentsCorrespondence
CommentsArchive after period of currency
DescriptionSeries of files relatingto acquisition ofpublic archives fromlocal authorities andarea offices Archive ✔
Non-Current
Current 5 Years
ARCHIVE SERVICES 25
Current
1 year after payment toshelving company
Current
5 years/ duration ofacquisition of records
ARCHIVE SERVICES
Dispose
Retention Recommendations
Series Title: Archival Equipment
Current
DocumentsCatalogues, brochures andcorrespondence regarding archivalequipment and supplies
Series Title: Conservation
Series Title: Environmental Conditions
Series Title: Disaster Plan
2 Years
DescriptionFiles relating topurchase of archivalequipment, such asthermohygrometers
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence, notes, policy andreports from conservator
CommentsArchive policy and reports.Dispose of remainder
DescriptionFiles relating toconservation policyand practice Archive
Dispose
Retention RecommendationsDocumentsCharts of temperature and relativehumidity
CommentsArchive a chart of changes. Usefulfor reports on improvements
DescriptionFiles relating toenvironmentalmonitoring Archive
Dispose
Retention RecommendationsDocumentsPlan and contacts
CommentsArchive old plan on creation of new plan
DescriptionFiles relating to plansfor environmentaldisaster in storagearea
Archive ✔
✔
✔
✔ CommentsCatalogues and brochures arereference material
Current Weed every2 years
Non-Current 5 YearsCurrent 5 Years
Non-Current To Archive
Series Title: Technical Information
Dispose
Retention RecommendationsDocumentsReports, talks and publications
Comments
DescriptionFiles relating to non-written archives,architecture andelectronic recordspractices
Archive
Non-CurrentCurrent Reference
Non-Current
Life of equipment
Current
Duration of plan / until newplan developed
26
Dispose
Retention Recommendations
Series Title: Information Systems - EAD, Electronic Records, Email and internet, Website, Databases
Current
DocumentsCorrespondence, quotes, policies,reports and reference material.Electronic archival description (EAD),electronic records, email, internet,website and databases
Series Title: Gaeilge
Series Title: Heritage
Series Title: Listing - Public and Private Collections
2 Years
DescriptionSeries relating toInformation Systems:used in the Archivesand also in relationto policies onelectronic records
Archive ✔
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
CommentsArchive any reports and disposeof remainder
DescriptionFiles relating to theIrish language,including translationof documents andliaison with OifigeachGaeilge
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and policydocuments
Comments
DescriptionFiles relating to theHeritage Council,including grantrequests and refusals Archive
Dispose
Retention RecommendationsDocumentsDrafts of lists and finalised lists
CommentsDescriptive Lists are VitalRecords. Dispose of drafts 1 yearafter completion of list.
DescriptionFiles relating to listingof public and privatedocuments
Archive
✔
✔
CommentsSome material reference only.Archive any policies or reportsand dispose of remainder
Non-Current 2 Years
Non-Current 2 Years
Current 1 Year
Non-CurrentCurrent Reference
Non-Current 2 YearsCurrent 2 Years
Series Title: Outreach- General Publicity
Dispose
Retention RecommendationsDocumentsPresentations, extracts fromnewspapers, draft speeches andcorrespondence
CommentsLeave a reference tonewspaper article includingname of paper and date ofissue in file and dispose ofclippings
DescriptionSeries relating toexternal and internaloutreach. Includesradio, newspaper,journals andnewsletters interviewsand articles.Also talks,workshops andseminars for publicand staff
Archive ✔
Non-Current 3 YearsCurrent 2 Years
ARCHIVE SERVICES 27
ARCHIVE SERVICES 28
Dispose
Retention Recommendations
Series Title: Outreach - Education
Current Non-Current
DocumentsCorrespondence, copies of talks andpresentations
Series Title: Records Management - General
Series Title: Records Management - Surveys
Series Title: Records Management - Retention Schedules
3 Years 2 Years
DescriptionFiles relating toarchives in schoolsand colleges. Includescontacts, visits, talks,programmes andprojects
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsPolicy, mission statements,correspondence and reports onprogress
CommentsArchive policy, reports, missionstatements and any correspondencerelating to setting up of RecordsManagement system
DescriptionFiles relating torecords management
Archive
Dispose
Retention RecommendationsDocumentsDescriptions of files and file seriesand questionnaires
CommentsRetain an Archive copy and areference copy
DescriptionSeries of files relatingto the survey ofrecords throughout alloffices of the LocalAuthority
Archive
Dispose
Retention RecommendationsDocumentsDrafts of schedules both national andlocal
CommentsArchive a copy of final nationaland local schedules. Dispose ofdrafts after period of currency
DescriptionRetention schedulesfor each section, bothnational and local
Archive ✔
✔
✔
CommentsContacts are referencematerial. Dispose of drafts
Non-CurrentCurrent Reference
Non-CurrentCurrent 1 Year
Series Title: Records Management - Freedom of Information
Dispose
Retention RecommendationsDocumentsCorrespondence including copiesof requests
Comments
DescriptionSeries relating to Freedomof Information requestsand liason with Freedomof Information Officer Archive
✔
Non-Current 3 YearsCurrent 2 Years
Current
Until system is put in place
ARCHIVE SERVICES 29
Dispose
Retention Recommendations
Series Title: Committees and Groups - External
Current
DocumentsMinutes, agenda and correspondence
Series Title: Committees and Groups - Internal
Series Title: Archival Professional and Other Associations
Series Title: Microfilming
2 Years
Current 5 Years
Current
Until conclusion of eachmicrofilming project
Current
Until programme orplan issued
DescriptionDocumentationrelating to liaisonwith external groupsand committees,includingDevelopment Board,Cultural Sectoral Working Groups andHistorical Societies
Archive ✔
Dispose
Retention RecommendationsDocumentsMinutes, agenda and correspondence
CommentsArchive minutes and dispose of remainder
DescriptionDocumentationrelating to liaison withinternal groups andcommittees includingArchives SteeringGroup, Cultural Committee, LocalStudies, CountyMuseum,Arts Serviceand other sections
Archive
Dispose
Retention RecommendationsDocumentsMinutes of meetings, Journals,newsletters, subscriptions andcorrespondence
CommentsNewsletters and journals arereference material
DescriptionFiles relating to -Society of Archivists -Irish Society forArchives - LocalAuthority ArchivistsGroup
Archive
✔
Dispose
Retention RecommendationsDocumentsCorrespondence with companiesincluding draft tenders, quotes andcorrespondence with other localauthorities
Comments
DescriptionSeries relating tomicrofilming plans/programme
Archive
✔
✔
CommentsArchive minutes and dispose of remainder
Non-Current 3 Years
Non-Current
Non-Current 3 Years
Current 3 Years
Non-Current 5 Years
Series Title: Archive - Programmes and Plans
Dispose
Retention RecommendationsDocumentsDrafts and final copies of reports andplans. Correspondence withmanagers, minutes and agenda fromStrategic Planning meetings
CommentsArchive plans, reports and minutes of meetings
DescriptionPlans and reports fromthe Archive service,including StrategicPlanning for LocalAuthority and AnnualReports Archive ✔
Non-Current
ARCHIVE SERVICES 30
Dispose
Retention Recommendations
Series Title: Archive Services - General
Current Non-Current
DocumentsCorrespondence, notes and standards
Series Title: Staff and Volunteers Training and Employment
Series Title: Archival Surveys
2 Years
DescriptionFiles relating to theoperation of theArchive Service,including standards
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsDocuments of hours, course detailsand correspondence
CommentDispose of record of hours oncompletion of summer work
3 Years
DescriptionFiles relating to staffincluding jobdescription, coursedetails andvolunteers
Archive
Retention RecommendationsDocumentsCorrespondence, lists of contacts,information gathered, forms andnewspaper reports
CommentsArchive list of findings only
DescriptionFiles relating tosurveys for archivecollections, such asestate recordssurveys and businessrecords survey
✔
✔
CommentsStandards are reference material
Current 2 Years
Non-Current 5 YearsCurrent
Duration of survey + 2 years
Dispose
Archive ✔
Series Title: Researchers
Dispose
Retention RecommendationsDocumentsOriginal application forms to conductresearch in Archives, correspondence,and information gathered forresearchers
CommentArchive all except queries passedon to other organisations. Retain adatabase of queries for reference
DescriptionFiles in relation toresearchers, such asapplication forms andqueries Archive ✔
Non-CurrentCurrent 5 Years
ARTSARTS
Arts
tabbed headers 27/3/02 4:39 pm Page 3
ARTSARTS 31
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Retention Recommendations
Series Title: Arts Centre - Building
Current Non-Current
DocumentsSubmissions contracts, plans andcorrespondence
Series Title: Arts Centre - Exhibitions
Series Title: Arts Plan
Series Title: Arts Programme
Duration ofbuilding project 5 Years
DescriptionFiles on the ArtsCentre building
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsPolicy documents, correspondence,plans for exhibitions and exhibitionprogrammes Comments
Archive policies and record ofexhibitions held
5 Years
DescriptionFiles on policies andexhibition plans
Archive
Dispose
Retention RecommendationsDocumentsPolicy and plan
CommentsArchive when new planproduced
DescriptionPolicy and plan
Archive
Dispose
Retention RecommendationsDocumentsMemos, correspondence andprogramme
Comments
DescriptionAnnual Programme
Archive ✔
✔
✔
Comments
Current 3-5 Years
Non-CurrentCurrent Duration ofplan
Non-Current 5 YearsCurrent 2 Years
Series Title: Arts Grant / Community Arts Grants
Dispose
Retention RecommendationsDocumentsGuidelines, application forms,recommendations, list of refusals andrequest forms.Also acknowledgementsof funding and correspondence Comments
Period of closure in Archive tomaintain confidentiality
DescriptionAnnual grant schemefor groups andorganisations (notindividuals) Archive ✔
Non-Current 5 YearsCurrent 2 Years
ARTSARTS 32
Dispose
Retention Recommendations
Series Title: BursariesDocumentsCorrespondence, grant requests andapprovals
Series Title: Literature
Series Title: Drama
Series Title: Music Projects/Bands
Current 2 Years
Current 2 Years
DescriptionFiles relating toannual grants forindividual artists toattend summerschools etc. Includesgrants to attendGaiety school and RADA
Archive ✔
Dispose
Retention RecommendationsDocumentsCorrespondence, reports, copies ofsubmissions, advertisements. Alsorequests and approvals for grants
CommentsArchive with weeding
DescriptionFiles on literatureawards, poetrybooklet project,anthologies, andwriters group funding
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, requests andapprovals of grants
Comments
DescriptionFiles relating todrama workshops,festivals, fringeevents, sponsorshipof events and youthdrama
Archive
Dispose
Retention RecommendationsDocumentsReports, correspondence, grantrequests and approvals
Comments
DescriptionMusic Projects,grants, groups andworkshops
Archive ✔
✔
✔
CommentsArchive record of grantsprovided
Non-Current 5 Years
Non-Current 5 Years
Non-Current 5 YearsCurrent 2 Years
Non-Current 5 YearsCurrent 2 Years
Series Title: Education
Dispose
Retention RecommendationsDocumentsCorrespondence, plans and projectdetails
CommentsArchive record of projects carried out
DescriptionEducation projectswith tutors inschools
Archive ✔
Current 2 Years Non-Current
Until after audit + 1 year
ARTSARTS 33
Dispose
Retention Recommendations
Series Title: Events
Current Non-Current
DocumentsSpeeches, notes, quotations, invoicesand correspondence
Series Title: Public Art
Series Title: Civic Art Collection
Series Title: Evaluation
2 Years 2 Years
Description Files relating to theorganisation ofevents and speechesfor events
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsPolicy, advertisements, artists brief,site meetings, panels, reports andbrochure of works Comments
5 Years
DescriptionFiles relating toDoELG scheme forpublic art Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, invoices and bills ofsale
CommentsImportant in maintainingprovenance of collection
DescriptionFiles relating tocounty or citypurchase of art workfor collection Archive
Dispose
Retention RecommendationsDocumentsEvaluation forms, notes, reports andmemos
Comments
DescriptionAnnual evaluation ofprojects, used inannual report and inthe decisions tocontinue to fundprojects
Archive ✔
✔
✔
CommentsArchive record of eventsorganised by Arts Office anddispose of remainder
Current 5 Years
Current 1 Year
Current 2 Years Non-Current 5 Years
Non-Current
Until after audit + 1 year
Series Title: Exhibitions
Dispose
Retention RecommendationsDocumentsCorrespondence, requests andapprovals of grants
CommentsArchive with weeding
DescriptionVisual Arts projectswith CommunityGroups- grants
Archive ✔
Non-Current 5 YearsCurrent 4 Years
ARTSARTS 34
Dispose
Retention Recommendations
Series Title: Local Authority Arts Officers Association
Current
DocumentsMinutes and correspondence
Series Title: Professional Development
Series Title: Crafts
Series Title: Arts Committee
2 Years
Current 1 Year
Description Files relating tomeetings of LocalAuthority ArtsOfficers
Archive
Dispose
Retention RecommendationsDocumentsConference materials
Comments
DescriptionFiles relating toconferences andtraining events Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, locations andbrochures
CommentsArchive with weeding. PossiblyCOMMUNITY & ENTERPRISErather than ARTS
DescriptionFiles relating toliaison with craftworkers Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, programmes,bursaries, approvals and requests forreports Comments
In some local authorities thiscommittee is no longer inexistence. Archive immediately ifno longer in existence
DescriptionFiles relating to ArtsCommittee
Archive ✔
✔
✔
✔CommentsThe Group should archiveminutes of meetings
Non-Current 5 Years
Non-Current 2 YearsCurrent 2 Years
Non-Current 2 YearsCurrent 2 Years
Series Title: Press Releases
Dispose
Retention RecommendationsDocumentsLetters, newspaper cuttings and pressreleases
CommentsRetain a record of the name anddate of the newspaper with thedocuments of the event
DescriptionCopy of all pressreleases made toprint and radio
Archive
✔
Non-CurrentCurrent 2 Years
Non-Current
Until after audit + 1 year
D/Env, general, box 140, County and City management:An administrator at the Donegal mental hospital in Letterkenny
writes to the Department, decrying the practice of institutionalisingthe mentally ill children in the hospital. April 1923.
Reproduced with the kind permission of the Director of the National Archives
CIVIL DEFENCECIVIL DEFENCE
Civi
l Def
ence
tabbed headers 27/3/02 4:39 pm Page 4
CIVIL DEFENCE 35
Dispose
Retention Recommendations
Series Title: Auxiliary Services
Current
DocumentsForms for sanction of events.Thisform is signed by the Civil DefenceOfficer and gives a brief description ofthe event
Series Title: Community Events - Weekend Camps
Series Title: Emergency Plan
Series Title: Development Plans
2 Years
DescriptionCivil DefenceAuxiliary services,including fire,kayaking, ambulanceand rescue services
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsRequests for assistance with eventssuch as Garden Fetes, GAA matches,Milk RAS and St Patrick’s Day festival.Includes correspondence and reports
Comment
3 Years
Non-Current 5 Years
DescriptionFiles relating tocommunity eventsand weekend camps Archive
Dispose
Retention RecommendationsDocumentsReports, plans and material in relationto exercises in relation to Plan
CommentsArchive when a new plan is introduced
DescriptionFiles in relation toEmergency Plans
Archive
Dispose
Retention RecommendationsDocumentsReports and plans
CommentsArchive when a new planis introduced
DescriptionDevelopment Plansfor the Civil DefenceOrganisation
Archive ✔
✔
✔
✔Comments
Current 2 Years
Non-Current
Non-CurrentCurrent
Series Title: Plan for Nuclear Explosions
Dispose
Retention RecommendationsDocumentsReports and plans
CommentsArchive when a new planis introduced
DescriptionFiles on CivilDefence RadiologicalEmergency Plan forRemote Nuclearweapons explosions
Archive ✔
Non-CurrentCurrent
Current Until a newplan is issued
CIVIL DEFENCE 36
Dispose
Retention Recommendations
Series Title: Monitoring of Events
Current
DocumentsForms detailing date of event,numbers involved and servicesinvolved
Series Title: Grant Claims
Series Title: Department of Defence
Series Title: Civil Defence Vehicles
2 Years
Current 3 Years
Current 2 Years Current 6 Years
DescriptionFiles containing officialforms monitoringevents Archive ✔
Dispose
Retention RecommendationsDocumentsForms, correspondence, includinggrant claim form, circular letters fromDepartment of Defence andcorrespondence with Finance section Comments
Dispose only after audit
DescriptionLocal Authorityexpenditure on CivilDefence in thefinancial year Archive
Dispose
Retention RecommendationsDocumentsCirculars and correspondence
Comments
DescriptionFiles containingcirculars from theDepartment ofDefence relating toprocedures for CivilDefence personnel
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and vehicledocuments
Comments
DescriptionFiles on individualCivil Defencevehicles, includingeach ambulance Archive
✔
✔
Comments
Non-Current 4 Years
Non-Current
Non-CurrentCurrent Reference
Non-Current 7 YearsCurrent Duration oflife of vehicle
Series Title: Finance - Journey Logs
Dispose
Retention RecommendationsDocumentsLog Books
Comments
DescriptionJourney Logs forAppliances,Ambulancesand Minibuses
Archive
✔
CIVIL DEFENCE 37
Dispose
Retention Recommendations
Series Title: Radio Equipment
Current Non-Current
DocumentsCorrespondence with Department ofDefence and Civil DefenceHeadquarters
Series Title: Civil Defence - Water
Series Title: Exercises
Series Title: First Aid Certificates Register
3 Years 4 Years
DescriptionFiles relating to radioinstallation andmaintenance. Alsofiles on trainingcourses forRadiotelephonycertificates
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence with Civil DefenceHeadquarters and original medicalcertificates for those taking part intraining
Comments
4 Years
DescriptionFiles relating totraining on waterrescue Archive
Dispose
Retention RecommendationsDocumentsCorrespondence with Civil DefenceHeadquarters and lists of names ofparticipants
Comments
DescriptionFiles on exercisesincluding nationalexercises Archive
✔
Dispose
Retention RecommendationsDocumentsRegisters
CommentsEach local authority is obligedto maintain this register, whichis updated every 5 years. If heldelectronically, system should be migrated every 3 years ontoa new format.See Electronic Records, 3.1
DescriptionRegisters of first aidcertificates
Archive ✔
✔
✔
CommentsDispose only after audit
Current 3 Years
Non-Current 3 YearsCurrent 7 Years
Series Title: Civil Defence Officer
Dispose
Retention RecommendationsDocumentsCopies of County Managers’ Ordersrelating to the employment of theCivil Defence Officer. Requests forapproval to attend courses andcorrespondence
CommentsDuplications of material inHUMAN RESOURCES
DescriptionFiles relating to theCivil Defence Officer
Archive
✔
Non-CurrentCurrent 5 Years
Non-Current 1 YearCurrent 5 Years
CIVIL DEFENCE 38
Dispose
Retention Recommendations
Series Title: Civil Defence Officers’ Files
Current
DocumentsCorrespondence relating to training,certificates of training, documents ofduties and details of employment
Series Title: Warden Register
Series Title: Long Service Medals
Series Title: Requisition of Uniforms
Duration oftime in office
Current Until registeris complete
Current Non-Current
DescriptionFiles for officers of theCivil Defence
Archive ✔
Dispose
Retention RecommendationsDocumentsPrintouts of names and addresses
CommentsArchive when register complete orif held electronically, system shouldbe migrated every three yearsonto a new format.See Electronic Records, 3.1
DescriptionRegisters of namesand addresses ofwardens Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and memos
CommentsArchive a record of recipients of the medals
DescriptionFiles on medalsawarded oncompletion of 10 or20 years service inthe Civil Defence
Archive
Dispose
Retention RecommendationsDocumentsForms, faxes and correspondence withCivil Defence Headquarters
Comments
DescriptionFiles relating torequisition ofuniforms
Archive
✔
✔
✔
CommentsArchive with reference toHUMAN RESOURCES files
Non-Current
Non-Current
Non-CurrentCurrent 3 years afteraward presented
Non-Current Until afterauditCurrent 2 Years
Series Title:Volunteers - Application Forms
Dispose
Retention RecommendationsDocumentsLists of names and addresses ofvolunteers and application forms
CommentsArchive final lists of volunteers.Dispose of training lists 2 yearsafter volunteer leaves organisation
DescriptionFiles containingapplications formsfrom volunteers
Archive ✔
CIVIL DEFENCE 39
Dispose
Retention Recommendations
Series Title: Courses for Volunteers
Current Non-Current
DocumentsCorrespondence and applications forworkshops / courses.These givename of volunteer, course title anddate of event.
Series Title:Volunteer Duties
Series Title: Maps and Drawings
Series Title: Publicity
2 Years 3 Years
DescriptionFiles in relation totraining courses forCivil Defencevolunteers
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence with Civil DefenceHeadquarters
Comments
3 Years
DescriptionFiles relating tovolunteer duties fromCivil Defence outsidelocal authority areafor particular eventsand incidents
Archive
Dispose
Retention RecommendationsDocumentsCivil Defence Control Centredrawings and maps and copies of OSmaps Comments
Archive original maps when replaced.Dispose of copies of OS maps (where nochanges have been made to the original map)
DescriptionSeries of maps, plansand drawings used bythe Civil Defence Archive
Dispose
Retention RecommendationsDocumentsPhotographs, newspapers,correspondence and press releases
CommentsSend photographs toPhotographic Archive as soon aspossible. Retain a record ofnewspaper articles giving the dateof the article and newspaper inwhich it appeared and disposeof clippings
DescriptionFiles containingphotographs andcopies of newspaperarticles Archive ✔
✔
✔
✔
Comments
Current 2 Years
Non-CurrentCurrent Until replaced
Non-CurrentCurrent 2 Years
COMMUNITY& ENTERPRISE
COMMUNITY& ENTERPRISE
Com
mun
ity &
Ente
rpri
se
tabbed headers 27/3/02 4:39 pm Page 5
COMMUNITY & ENTERPRISE 40
Series Title: Presentation Material
Series Title: Integrated Strategy for Social, Economic and Cultural Development
Series Title: Information Systems
Dispose
Retention Recommendations
Non-Current
DocumentsSlides and reports
Comments
3 Years
DescriptionFiles onpresentations madeby C&E Archive
Dispose
Retention RecommendationsDocumentsMinutes of meetings, reports,committee notes, submissions,consultations and research notes
Comments
DescriptionFiles relating to thedevelopment of thestrategy
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence
CommentsPossible duplication inINFORMATION SYSTEMS andMANAGEMENT &ADMINISTRATION
DescriptionFiles relating toLGCSB
Archive
✔
✔
✔
Current 2 Years
Non-Current 3 YearsCurrent 2 Years
Series Title:Community Grants from Department of Social,Community and Family Affairs
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
CommentsInformation on grants held inDepartment of Social, Communityand Family Affairs
DescriptionFiles detailinginformation on grants
Archive
✔
Non-Current 3 YearsCurrent 2 Years
Current
Duration of drawing up ofthe strategy
Non-Current
Until new strategyintroduced
Dispose
Retention Recommendations
Current
DocumentsCorrespondence and circulars
Series Title: County / City Development Board and Working Groups
Series Title: County / City Enterprise Board
2 Years
Description Information onfunding fromDepartment ofFinance
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and circulars
CommentsMay duplicate files inMANAGEMENT &ADMINISTRATION
DescriptionFiles on publicprivate partnershipprojects Archive
Dispose
Retention RecommendationsDocumentsMinutes of meetings, agendas,submissions and reports
Comments
DescriptionFiles on County /City DevelopmentBoard & on Social,Economic andCultural WorkingGroups
Archive
Dispose
Retention RecommendationsDocumentsMinutes of meetings, agendas andsubmissions
CommentsCounty / City Enterprise Boardholds own documents
DescriptionFiles on County /City EnterpriseBoard
Archive
✔
✔
✔
✔CommentsInformation on funding held byDepartment of Finance
Non-Current 3 Years
Non-Current 3 Years
Current 2 Years Non-Current 3 Years
Current 2 Years
Non-Current 3 YearsCurrent 2 Years
Series Title: Area Committees
Dispose
Retention RecommendationsDocumentsMinutes, reports and correspondence
CommentsArea Committee holds own documents
DescriptionFiles on local areacommittees
Archive
✔
Non-Current 3YearsCurrent 2 Years
COMMUNITY & ENTERPRISE 41
Series Title: Funding - Department of Finance
Series Title: Public Private Partnership Fund
COMMUNITY & ENTERPRISE 42
Dispose
Retention Recommendations
Series Title: Strategic Policy Committee
Current Non-Current
DocumentsCopy of minutes and correspondence
Series Title: Association of Directors of Community and Enterprise
Series Title: Director of Community and Enterprise
Series Title: Co-ordinating Committee for Demand Reduction for Drugs
2 Years 3 Years
DescriptionFiles on strategicpolicy committees
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsMinutes, correspondence, agendas,submissions and reports
CommentOriginals held by Secretary of the Association
3 Years
DescriptionFiles relating tomeetings of theAssociation Archive
Dispose
Retention RecommendationsDocumentsConditions of employment andcorrespondence
CommentsArchive with weeding
DescriptionFiles relating to theDirector
Archive
Dispose
Retention RecommendationsDocumentsMinutes, correspondence and reports
CommentsArchive all original minutes.Minutes held by Committee
DescriptionFiles relating toinvolvement of C & Ein this Committee
Archive ✔
✔
✔
CommentsMay duplicate files inMANAGEMENT &ADMINISTRATION
Current 2 Years
Non-Current 3 YearsCurrent 2 Years
Non-Current 3 YearsCurrent 2 Years
Series Title: Integrated Area Management Plan Monitoring Group
Dispose
Retention RecommendationsDocumentsMinutes and reports
CommentsArchive minutes unless heldby group
DescriptionFiles on meetings ofthe group
Archive ✔
Non-Current 3 YearsCurrent 2 Years
Dispose
Retention Recommendations
Current
DocumentsDraft reports, submissions andcorrespondence
Series Title: Audit of Service Provision - Community Forum
2 Years
DescriptionFiles relating tosubmission for moveof decentralisedgovernment agenciesto local area
Archive ✔
Dispose
Retention RecommendationsDocumentsPublications, reports, minutes ofmeetings and programmes
CommentsHeld by organisation
DescriptionFiles relating toorganisations, such aslocal and nationalcharities, EPA andgovernment agencies
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, forms, reports andminutes of meetings
Comments
DescriptionFiles relating to theprocess of audit ofservice by public Archive ✔
✔
CommentsMay be duplicated inMANAGEMENT &ADMINISTRATION
Non-Current
Non-Current 3 Years
Non-Current 3 Years
Current 2 Years
Current 2 Years
Series Title: Community Development Programme
Dispose
Retention RecommendationsDocumentsCorrespondence and memos
Comments
DescriptionFiles relating todevelopment ofprogrammes by C & Estaff and communitygroups
Archive ✔
Non-Current 3 YearsCurrent 2 Years
COMMUNITY & ENTERPRISE 43
Series Title: Decentralisation
Series Title: Local and National Organisations
COMMUNITY & ENTERPRISE 44
Dispose
Retention Recommendations
Series Title: Community Fora
Current Non-Current
DocumentsCorrespondence, minutes and issuesraised. Includes registration forms forvarious community groups
Series Title: Community Groups
Series Title: Industrial Promotions
Series Title: Urban and Village Renewal
2 Years 3 Years
Description Files on communitygroups registeredwith C&E Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsListings of groups
Comments
3 Years
DescriptionFiles on lists ofcommunity groups inlocal area Archive
Dispose
Retention RecommendationsDocumentsCorrespondence
Comments
DescriptionFiles relating topromotion ofindustry in local area Archive
Dispose
Retention RecommendationsDocumentsCopies of plans and submissions
CommentsDuplicates PLANNING files
DescriptionFiles relating torenewal plans
Archive
✔
✔
✔
Comments
Current 2 Years
Non-Current 3 YearsCurrent 2 Years
Non-Current 3 YearsCurrent 2 Years
Series Title: Arts
Dispose
Retention RecommendationsDocumentsCorrespondence
CommentsNot a duplication of ARTS Files
DescriptionFiles on arts groupsin local area
Archive ✔
Non-Current 3 YearsCurrent 2 Years
Dispose
Retention Recommendations
Current
DocumentsCorrespondence, copies of publicreports, brochures and pamphlets
Reference
Current
Duration of projects
DescriptionFiles containinginformation onorganizations such asFÁS, Combat Povertyand IFA.Also onfestivals, events,heritage sites andlocal projects
Archive ✔
Dispose
Retention RecommendationsDocumentsReports and correspondence
CommentsArchive with reference to duplicationin other sections
DescriptionFiles relating to projects
Archive ✔
CommentsWeed every two years toremove obsolete information
Non-Current 5 Years
Non-Current
COMMUNITY & ENTERPRISE 45
Series Title: Reference / Information Files
Series Title: Projects
D/Taoiseach S11953:Although the hours worked by road labourers were uniform com-
pared to 1914, there were still some discrepancies in wages paid.December 1946.
Reproduced with the kind permission of the Director of the National Archives
ENVIRONMENTENVIRONMENT
Envi
ronm
ent
tabbed headers 27/3/02 4:39 pm Page 6
ENVIRONMENTENVIRONMENT 46
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Retention Recommendations
Series Title: Reference - Legislation and Reports
Current Non-Current
DocumentsCirculars, regulations, legislation,guidelines, EU Directives and reportsfrom external agencies
Series Title: Water Pollution Enforcement
Reference
DescriptionReports, bookletsand copies oflegislation Archive
Dispose
Retention Recommendations
Non-Current
DocumentsCopy Manager’s Order instituting legalproceedings against individual, servingof notice under Section 12 of LocalGovernment Water Pollution Act,1977 and Section 9 of Water PollutionAct, 1990 relating to commencing andcompleting works
CommentsArchive register of prosecutions. Ifheld electronically system shouldbe migrated every 3 years onto anew format.See Electronic Records, 3.1
5 Years
DescriptionFiles relating toenforcement ofwater pollutionregulations
Archive
Dispose
Retention RecommendationsDocumentsIncludes files on reports and casesnot prosecuted
CommentsArchive reports
DescriptionWater pollutionincidents
Archive
Dispose
Retention RecommendationsDocumentsPolicies, plans and drafts
CommentsArchive old plan
DescriptionWater PollutionPolicy and Planning
Archive ✔
✔
✔
✔
CommentsRetain until reference useceases. Review each year
Current 2 Years
Non-Current 5 YearsCurrent 5 Years
Non-CurrentCurrent Until new planintroduced
Dispose
Retention RecommendationsDocumentsCorrespondence with EPA,environmental groups, communitygroups and legal advisors Comments
DescriptionCorrespondence
Archive ✔
Non-Current 5 YearsCurrent 5 Years
ENVIRONMENTENVIRONMENT 47
Dispose
Retention Recommendations
Current
DocumentsPollution complaints- register/logbook of complaints
2 Years
Current 5 Years
Description Complaints
Archive ✔
Dispose
Retention RecommendationsDocumentsPublic notices
Comments
DescriptionNotices
Archive
Dispose
Retention RecommendationsDocumentsReports including river water qualityreports
Comments
DescriptionFiles on water quality
Archive
Dispose
Retention RecommendationsDocumentsGeneral correspondence, applicationforms, monitoring details and register
CommentsArchive register. If held electronicallysystem should be migrated every 3years onto a new format.See Electronic Records, 3.1.Dispose of remainder
DescriptionFiles relating to issueof licences fordischarge to waters
Archive ✔
✔
✔
CommentsArchive register. If heldelectronically system should bemigrated every 3 years onto anew format.See Electronic Records, 3.1
Non-Current 5 Years
Non-Current 5 Years
Non-Current 6 Years
Current 5 Years
Non-Current 6 YearsCurrent For term oflicence + 1 year
Dispose
Retention RecommendationsDocumentsLicences
CommentsDispose after licence granted
DescriptionFiles on licences
Archive
✔
Non-Current
Series Title: Water Quality
Series Title: Licence to Discharge to Waters and Sewers
Series Title: Integrated Pollution Control Licences
Current
Retain for public display asper EPA requirements
ENVIRONMENTENVIRONMENT 48
Dispose
Retention Recommendations
Series Title: Oil Pollution
Current
DocumentsCorrespondence, reports andphotographs
Series Title: Atmospheric Pollution
Duration ofincident + 6 years
Description Files relating toincidents of oilpollution
Archive ✔
Dispose
Retention RecommendationsDocumentsAir pollution notices
Comments
DescriptionFiles relating toatmosphericpollution andimplementation oflegislation Archive
Dispose
Retention RecommendationsDocumentsApplications and reports
CommentsArchive including register. If heldelectronically system should bemigrated every 3 years onto a newformat. See Electronic Records,3.1
DescriptionAir pollution licenses
Archive
Dispose
Retention RecommendationsDocumentsResults
Comments
DescriptionMonitoring Stations
Archive ✔
✔
✔
Comments
Non-Current 5 YearsCurrent 5 Years
Non-Current 5 YearsCurrent 2 Years
Dispose
Retention RecommendationsDocumentsReturns under the Air Pollution Act,1987
Comments
DescriptionAir Pollution returns
Archive ✔
Non-Current 5 YearsCurrent 5 Years
Non-CurrentReview with reference tolitigation
Non-CurrentReview with reference tolitigation
Current Duration ofincident + 6 years
ENVIRONMENTENVIRONMENT 49
Dispose
Retention Recommendations
Current
DocumentsComplaints Correspondence 5 Years
DescriptionCorrespondence
Archive ✔
Dispose
Retention RecommendationsDocumentsCorrespondence
Comments
DescriptionComplaints andcorrespondencerelating to noisepollution Archive
Dispose
Retention RecommendationsDocumentsEnforcement- Nuisance complaints,illegal dumping complaints,investigation report, evidentiaryphotographs copy Manager’s Orderinitiating legal proceedings
Comments
DescriptionFiles relating toenforcement of litterpollution legislation Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
Comments
DescriptionAbandoned Vehicles
Archive
✔
✔
✔
Comments
Non-Current 6 Years
Non-Current 5 Years
Current 2 years / Durationof litigation Non-Current 6 Years
Current
Non-CurrentCurrent 2 years / Durationof litigation
Dispose
Retention RecommendationsDocumentsEnvironmental Warden’s report,promotional material and litter plan
Comments
DescriptionMaterial relating tolitter awarenessprograms and SchoolsEnvironmentprogramme Archive ✔
Current Life of Plan
Series Title: Noise Pollution
Series Title: Litter Pollution
Series Title: Anti - Litter Campaigns and Action Plans / Awareness
Non-CurrentDuration of subsequent plan
3 years / Durationof litigation
ENVIRONMENTENVIRONMENT 50
Dispose
Retention Recommendations
Series Title: Waste Management
Current
DocumentsPlans and drafts Duration of
plan
Description Waste managementPlans
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsNotices
Comments
2 Years
DescriptionNotices underSection 18 of WasteManagement Act Archive
Dispose
Retention RecommendationsDocumentsPermits, applications, copy Manager’sOrder and correspondence
Comments
DescriptionFiles relating towaste disposal
Archive
Dispose
Retention RecommendationsDocumentsPermits and applications for permits
Comments
DescriptionHazardous Waste andToxic Waste
Archive ✔
✔
✔
Comments
Current 5 Years
Non-Current 6 YearsCurrent Duration ofpermit + 2 years
Non-Current 6 YearsCurrent Duration ofpermit + 2 years
Dispose
Retention RecommendationsDocumentsForms and correspondence
Comments
DescriptionTransfrontiershipments ofhazardous waste
Archive
✔
Non-CurrentCurrent Lifetime ofbond + 2 years
Non-Current
Duration of subsequent plan
ENVIRONMENTENVIRONMENT 51
Dispose
Retention RecommendationsDocumentsTiphead charges, reports andcorrespondence.Also complaints,statistics and illegal dumping
Description Management oflandfill sites
Archive ✔
Dispose
Retention RecommendationsDocumentsDockets from landfill site
Comments
DescriptionLandfill dockets
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
Comments
DescriptionSite investigations forlandfill sites
Archive
Dispose
Retention RecommendationsDocumentsContracts, complaints, estimates andinternal correspondence relating tocharges.Also copy Manager’s Ordersrelating to charges and purchasingdetails for vehicles
CommentsArchive contract documents, vehiclesagreements and record of charges
DescriptionFiles on refusecollection in the localauthority
Archive ✔
✔
✔
Comments
Current
Until remediation completed
Current
Grants - 2 years Promotions- Duration of promotion
Non-Current
Grants - until after audit+ 1 year
Current
1. Private Contractors -For duration of contract 2. LA Vehicles - Duration oflease / rental agreement3. Charges - 2 years
1. 6 Years2. Life of vehicles agreement3. 5 Years
Non-Current 30 Years
Non-Current 10 YearsCurrent Until site isopened
Non-Current
Non-Current 5 YearsCurrent 2 Years
Dispose
Retention RecommendationsDocumentsBottle banks, home composting,reference material, campaigns andcorrespondence
Comments
DescriptionFiles on recyclingprogramme of localauthority
Archive ✔
Series Title: Refuse Collections
Series Title: Recycling
ENVIRONMENTENVIRONMENT 52
Dispose
Retention Recommendations
Series Title: Water Safety
Current Non-Current
DocumentsBathing Areas correspondence,reports / inspections on beaches
Series Title: Water Safety Committee
5 Years
Non-Current 5 Years
Description Files relating towater safety, beachesand swimming pools Archive ✔
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
CommentsArchive with weeding
DescriptionBlue Flag beaches
Archive
Dispose
Retention RecommendationsDocumentsIncludes advertising, pool tickets, hats,complaints, monitoring expenditure,income report, proposed extensionand special passes
CommentsArchive reports and dispose of remainder
DescriptionSwimming pools
Archive
Dispose
Retention RecommendationsDocumentsMinutes of meetings, correspondenceand circulars
Comments
DescriptionFiles on committee
Archive ✔
✔
✔
Comments
Current 2 Years
Current 5 Years
Non-Current 5 YearsCurrent 2 Years
Series Title: Caravans
Dispose
Retention RecommendationsDocumentsApplications for caravan licenses,internal correspondence betweenRATES and PLANNING &DEVELOPMENT
Comments
DescriptionFiles relate to dealingswith the Fire Officerand Health Boardregarding the issue oflicenses to caravanparks annually
Archive
✔
Non-Current 2 YearsCurrent Duration oflicence
Non-Current
Until after audit + 1 year
ENVIRONMENTENVIRONMENT 53
Dispose
Retention Recommendations
Current
DocumentsIncludes special areas of conservation,EU Directives and theirimplementation, environmental impactreports, walking routes, and theWildlife Act 1976
5 Years
Current
Until the matter has beendealt with
Description Contains materialrelating to natureconservation Archive ✔
Dispose
Retention RecommendationsDocumentsComplaints, prosecutions,correspondence and forms of noticerequiring abatement of nuisance.Alsocorrespondence with Health Boardand copy Manager’s Orders requiringabatement of nuisance,correspondence with individuals andStatutory Notices under Section 110of the 1878 Act
Comments
DescriptionFiles relating topublic healthnuisances
Archive
✔
CommentsArchive material created bylocal authority and dispose ofEPA circulars
Non-Current 2 Years
Non-Current 5 Years
Series Title: Environmental Conservation
Series Title: Public Health Nuisances
FINANCEFINANCE
Fina
nce
tabbed headers 27/3/02 4:39 pm Page 7
FINANCE 54
Dispose
Retention Recommendations
Series Title: Annual Budget
Current Non-Current
DocumentsFinancial documents
Series Title: Annual Financial Statement
Series Title: Local Government Auditors Report
Series Title: Financial Reports - Income and Expenditure
3 Years 5 Years
Description Annual budgets foreach programmegroup with details ofexpenditure andprevious yearsbudgets and adoptedbudget withsupportingdocumentation
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsAnnual financial statements
Comments
5 Years
DescriptionPublished report withsupportingdocumentationillustrating in summarythe financial positionof the local authority
Archive
Dispose
Retention RecommendationsDocumentsIncludes report on each audit withmemos, correspondence and queries
Comments
DescriptionFinal Report and fileon each section
Archive
Dispose
Retention RecommendationsDocumentsPrintouts in old system
CommentsPre electronic accrual system. Destroymonthly reports after year-end anddestroy annual reports after audit + 1year. Audit includes EU audit and localgovernment audit
DescriptionMonthly and annualreports balancing allincome andexpenditure Archive
✔
✔
✔
Comments
Current Until after audit+ 1 year
Non-Current
Non-CurrentCurrent
Current
Until completion ofsubsequent audit
FINANCE 55
Dispose
Retention RecommendationsDocumentsIncludes original invoice, certificates ofpayment and payments for travellingexpenses
CurrentGeneral Payments - Untilafter audit + 1 year EU Funded - Until after audit + 1 year
Non-CurrentGeneral Payments - 7 yearsEU funded - Completion ofproject + 7 years
Description Documentationrelating to theprocessing of capitaland revenuepayments
Archive
Dispose
Retention RecommendationsDocumentsInvoices and goods received notes
Comments
DescriptionInvoices forgoods/services andgoods received notesproduced by system Archive
Dispose
Retention RecommendationsDocumentsPrintout of supplier’s payment history
Comments
DescriptionAnnual printout of thetotal number ofpayments made tosuppliers during oneyear to enableresponses to queries onthe date and amount ofpayments
Archive
✔
Dispose
Retention RecommendationsDocuments
Comments
DescriptionFile of grade codeswith updates ofrelevant pay scalesfor each code Archive
✔
✔
✔
CommentsPayment Vouchers relating to EU fundedschemes should be held separately fromgeneral payment vouchers if possible. Incases where general and EU paymentvouchers cannot be separated a 15 yearretention period should be considered
Non-Current 7 Years
Non-Current 5 YearsCurrent Until after audit+ 1 year
Current Until after audit+ 1 year
Non-Current 5 YearsCurrent Reference
Series Title: Payment Vouchers
Series Title: Invoices and Goods Received Notes
Series Title: Suppliers Payments History
Series Title: Payroll Grade Code File
Series Title: Parameter File
Dispose
Retention RecommendationsDocumentsPrintout
Comments
DescriptionPrintout of pay codesfor various activities
Archive
✔
Non-CurrentCurrent Reference
FINANCE 56
Dispose
Retention Recommendations
Series Title: Records of Pay, Arrears, Wage Adjustments
Current Non-Current
DocumentsIncludes copy Manager’s Orderconfirming adjustments
Series Title: Payroll Masterfiles / Histories
Series Title: Records of Pay Rates
Series Title: Records of Overtime
Until after audit+ 1 year
5 Years
DescriptionMaterial relating tothe payment ofholiday pay, arrearson promotion or payincrease
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsIncludes deductions, date of payment,expenditure code and total number ofpayments. Also includes details of pay,deduction, date of birth, previousemployment, superannuation payments,start and end date and PRSI payments
CommentsReview period of currency with regardto use after 5 years. Microfilm orscanning to evidential standards shouldbe considered. See Microfilming andScanning of Records 3.2
50 Years
DescriptionMaster files printoutfor each employee’spayments. Moredetailed than payrollhistory
Archive
Dispose
Retention RecommendationsDocumentsCirculars and copy Manager’s Orders
Comments
DescriptionFiles relating to ratesof pay
Archive
✔
Dispose
Retention RecommendationsDocumentsIncludes circulars, forms applying forthe payment of overtime withapprovals Comments
DescriptionFiles on overtime pay
Archive
✔
✔
✔
Comments
Current 5 Years
Non-CurrentCurrent Reference+ audit
Non-Current 1 YearCurrent Until after audit+ 1 year
Dispose
Retention RecommendationsDocumentsIncludes a note or documentrequesting the deductions and aprintout of deductions made
CommentDocument requesting deductionsmust be retained until deductionsare terminated. Dispose of printoutafter audit
DescriptionRecords of deductionsmade from staff payfor various paymentssuch as insurance,mortgages etc Archive ✔
Current 5 Years
Series Title: Payroll Records of Deductions
Non-Current
Retirement / Resignation
FINANCE 57
Dispose
Retention Recommendations
Current
DocumentsPrintouts Until after audit
+ 2 years
Current
Until after audit + 1 year
Description Printout detailing allemployees andpeople paid by thelocal authority
Archive
Dispose
Retention RecommendationsDocumentsStatements
CommentsBoth EU and local government audit isreferred to here
DescriptionBank statements
Archive
Dispose
Retention RecommendationsDocumentsCopies of weekly printouts of wagesand salaries sent to the bank
Comments
DescriptionBank account detailsof staff paid throughthe banks Archive
✔
Dispose
Retention RecommendationsDocumentsShows the balance going on toexpenditure in each pay group
Comments
DescriptionInterface report of allpayroll payments
Archive
✔
✔
✔
Comments
Non-Current
Non-Current
Non-Current
Current Until after audit+ 2 years
Non-CurrentCurrent Until after audit+ 2 years
Series Title: Bank Advice Note
Series Title: Bank Statements
Series Title: Paypath
Series Title: Payroll Interface
Series Title: Sick Pay Documents
Dispose
Retention RecommendationsDocumentsIncludes sick pay scheme forms with adescription of the period of sicknessand certificates of sickness
CommentsArchive forms. Hold with HUMANRESOURCES Employee files series
DescriptionFiles on sick pay
Archive ✔
Non-CurrentCurrent
Until retirement /resignation / death
FINANCE 58
Dispose
Retention Recommendations
Series Title:Tax Returns - VAT,PAYE,Withholding Tax,Sub-Contractors Tax,C47 Cards
Current Non-Current
DocumentsDetails of withholding tax deductedfrom contractors who have notsupplied a C2 form, list of tax paid bycontractors (a copy of this is issuedto revenue commissioners) and taxreturns and credit details for staff
Series Title: Coroners Certificates
Series Title: Lease Register
Series Title: Money Register
Until after audit+ 1 year
5 Years
Description Details of PAYE, PRSIand tax credits ofpersonnel.VAT returnsfor contractors/sub-contractors andprofessional services.Documents ofsubcontractors serialidentity and allpayments and tax paidby each subcontractor
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsCertificates
Comments
5 Years
DescriptionCertificates forpayment of coronersfees under theCoroners Act, 1962
Archive
Dispose
Retention RecommendationsDocumentsRegister
CommentsArchive register. If held electronicallysystem should be migrated every 3 yearsonto a new format.See Electronic Records, 3.1
DescriptionRegister of allpayments made tocompanies fromwhom the localauthority has leasedequipment
Archive
Dispose
Retention RecommendationsDocumentsRegister
Comments
DescriptionRegister of revenuecollected from localauthority car parks
Archive
✔
✔
✔
✔
Comments
Current Until after audit+ 1 year
Non-Current 1 YearCurrent Until after audit
Non-Current
Until after audit + 1 year
Current
Until end of lease
Dispose
Retention RecommendationsDocumentsIncludes signed timesheets, detailsrelating to change of address, tax-freeallowances and deductions
Comments
DescriptionDetails for all outdoorstaff and temporarystaff
Archive
✔
Non-Current 5 YearsCurrent Until after audit+ 1 year
Series Title: Timesheets and General Data Payroll
FINANCE 59
Dispose
Retention Recommendations
Current
DocumentsReports 2 years after
report issued
Current
Until investigation iscomplete
Description Reports relating tointernal financialissues Archive ✔
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
CommentsArchive with period of closure
DescriptionInternal investigationsof irregularities
Archive
Dispose
Retention RecommendationsDocumentsIncludes original policy andsubsequent updates andcorrespondence with Irish PublicBodies Insurances Limited Comments
Archive original policies. OriginalPolicies are vital records
DescriptionFiles on individualinsurance policies.Includes fire insurancepolicies on localauthority properties,motor policy, employersliability insurance,personal accident,professional indemnityetc
Archive
Dispose
Retention RecommendationsDocumentsClaims, correspondence andjudgements
Comments
DescriptionFiles on claimsinvolving localauthority vehicles
Archive
✔
✔
✔
Comments
Non-Current 5 Years
Non-CurrentCurrent Duration of policy
Non-Current 5 Years
Series Title: Internal Audit
Series Title: Internal Investigations
Series Title: Insurance Policies
Series Title: Motor Insurance Claims
Non-Current
Until case completed
Current
Until settlement / judgement
Series Title: Cancelled Paying Orders / Duplicate / Redated Cheques
Dispose
Retention RecommendationsDocumentsCancelled cheques and paying orders
Comments
DescriptionDocuments ofcheques cancelled,duplicate or redated
Archive
✔
Non-CurrentCurrent Until afteraudit + 1 year
FINANCE 60
Dispose
Retention Recommendations
Series Title: Public Liability Claims
Current Non-Current
DocumentsCorrespondence and case documents
Series Title: Legal Costs
Until case closed
Description Files on claims made
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence and bills
Comments
5 Years
DescriptionFiles relating tosolicitors bills andlegal costs incurredby the local authority
Archive
✔
Comments
Current 5 Years
Dispose
Retention RecommendationsDocumentsCopy form completed, and reports onincidents
Comments
DescriptionFiles on claims foraccidents at work
Archive ✔
Non-Current 5 YearsCurrent Until settlementof case
Series Title: Employers Liability Claims
D/Env, Donegal, regular, 1925-50, box 311:List of arduous tasks to be performed by the Bundoran beach guard
in the employment of Bundoran Urban District Council.November 1937.
Reproduced with the kind permission of the Director of the National Archives
FIRE SERVICES &BUILDING CONTROL
FIRE SERVICES &BUILDING CONTROL
Fire
Ser
vice
s &
Build
ing
Cont
rol
tabbed headers 27/3/02 4:39 pm Page 8
FIRE SERVICES & BUILDING CONTROL 61
Dispose
Retention Recommendations
Series Title: Register
Current Non-Current
DocumentsIncludes document recording actiontaken by depositor, local authorities,An Bord Pleanála and the courtsrelating to administrative decisionspursuant to the Building Regulations
Series Title: Commencement Notices
Series Title: Fire Safety Certificates
Series Title: Fire Occurrences
2 Years 5 Years
Description Register regardingchanges to structures
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsForms, notice to building controlauthority pursuant to Part II ofBuilding Control Regulations, 1997;commencement date,money paid as fee, project particularsand planning permission number
CommentsBuilding Control Act, 1990 Article 8 (2)provides Building Control Authority withthe power to serve an enforcement noticeup to 5 years after the completion of works.Dispose only if register contains allinformation provided in notices.The noticesmay be held in electronic format and if so,system should be migrated every 3 yearsonto a new format. See Electronic Records, 3.1
5 Years
DescriptionFiles relating tocommencementnotices in compliancewith Building ControlRegulations
Archive
Dispose
Retention RecommendationsDocumentsManager’s Orders relating to issue ofcertificates and conditions. Copy ofplans also held for all sites
CommentsBuilding Control Regulations, 1997,Part II
DescriptionFire SafetyCertificates -individual file foreach application
Archive
✔
Dispose
Retention RecommendationsDocumentsReports include date, time of call, timeof turnout, place of fire, fire officersinvolved, description and extent offire, property involved, people injured,method of dealing with fire etc.Alsoincludes invoices for costs of call-outs
CommentsArchive any significant fire events. If heldelectronically system should be migratedevery 3 years onto a new format.See Electronic Records, 3.1
DescriptionFiles detailing fireoccurrences, falsealarms etc.
Archive ✔
✔
CommentsRequired under Part IV of BuildingControl Regulations, 1997 -Statutory Instrument No. 496. If heldelectronically system should be migratedevery 3 years onto a new format. SeeElectronic Records, 3.1
Current 2 Years
Current 5 Years
Current 1 Year
Series Title: Licensing - General
Dispose
Retention RecommendationsDocumentsNotification by fire officer of districtcourt, applications for licences andapplications for transfer or renewal oflicences
Comments
DescriptionFiles regardingapplications forintoxicating liquor,club or dancelicences. Individual filesfor each application
Archive
✔
Non-Current
Non-CurrentUntil works completed andapproved by fire officer
Non-CurrentUntil after audit + 1 year
Non-Current1 year or duration of Licence
FIRE SERVICES & BUILDING CONTROL 62
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence between owner ofpremises and fire officer, notificationsof application to court for renewal oflicences, reports andrecommendations, copies of drawings,checklists for fire prevention, floorplans, fire extinguishers and warningletters from the Chief Fire Officer
2 Years
Current
Current
For Lifetime of Premises
Description Files relating toinspections of premisesincluding public houses,hotels, halls,restaurants,guesthouses (includinggaeltacht guest-houses), rentedaccommodation,hospitals, nursinghomes, schools,commercialdevelopments, cinemasand nightclubs
Archive ✔
Dispose
Retention RecommendationsDocumentsApplications, correspondence, reportsand recommendations
CommentArchive old files immediately.Series no longer applicable asfunctions have ceased
DescriptionFiles relating tocinema licences
Archive
Dispose
Retention RecommendationsDocumentsRegister of licences
CommentsIf the register is held electronically, systemshould be migrated every 3 years onto anew format. See Electronic Records 3.1Review the remaining material beforedisposal regarding future use
DescriptionLicences regardingdangerous substances- mainly for petrolstations Archive
Dispose
Retention RecommendationsDocumentsInitial inspection survey forms, ChiefFire Officer’s report, permission toupgrade facilities, site location maps,documents from engineer regardinginspection of site and preparation ofreport for service of fire safety notices
CommentsIf the register is held electronically, systemshould be migrated every 3 years onto anew format. See Electronic Records 3.1Review the remaining material beforedisposal regarding future use
DescriptionLicences regardingdangerous substances- mainly for petrolstations Archive
✔
✔
✔
CommentsCheck every 5 years for premises thathave ceased to exist or have hadalterations made, making plansobsolete. Archive old plans and disposeof remainder
Non-Current
Non-Current 6 YearsCurrent 2 Years
Non-Current 5 YearsCurrent 1 Year
Dispose
Retention RecommendationsDocumentsPlans of buildings, plans of proposedextensions, pre-fire inspection formsregarding area of building, salvagepriority, building materials, fire safetyprocedures etc. Sheets on areas ofbuilding marking possible areas of risk
CommentsPlan should be updated whenlayout changes. Archive old plans
DescriptionFiles on individualcompanies andorganisations
Archive ✔
Non-CurrentCurrent Until a new planis made
Series Title: Inspections of Premises
Series Title: Cinema Licences
Series Title: Dangerous Substances
Series Title: Pre-Fire Planning
FIRE SERVICES & BUILDING CONTROL 63
Dispose
Retention Recommendations
Series Title: Activity Reports
Current Non-Current
DocumentsReports
Series Title: Payment Sheets
Series Title: Fire Appliances / Vehicles
Series Title: Breathing Apparatus
1 Year 20 Years
Description Quarterly or annualreports detailing call-outs. Includes locationsof call-outs, cause,time, damage causedby fire, personnel atscene etc.
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsFinancial sheets
CommentsDispose as information isabstracted into Annual Report
DescriptionSheets detailingpayments for call-outs, usually createdquarterly
Archive
Dispose
Retention RecommendationsDocumentsBrochures, correspondence and logbooks for appliances
CommentsDispose of log books afterperiod of currency
DescriptionFiles relating to fireappliances and firevehicles
Archive
✔
Dispose
Retention RecommendationsDocumentsBrochures and correspondence
Comments
DescriptionFiles relating to typesof breathingapparatus
Archive ✔
✔
CommentsMay be required for inquiries
Current 2 Years
Non-Current
Non-CurrentCurrent While in service
Series Title: Fire Hydrants
Dispose
Retention RecommendationsDocumentsAnnual inspections and defect lists
CommentsRetain defects sheetspermanently in case of Inquiries
DescriptionFiles on fire hydrantsand theirmaintenance
Archive ✔
Non-CurrentCurrent 2 Years
CurrentVehicle log books - whilevehicle is in serviceFuel log books - until afteraudit + 1 year
FIRE SERVICES & BUILDING CONTROL 64
Dispose
Retention Recommendations
Current
DocumentsCorrespondence, legal agreementsand maps marking boundaries
Until updated
Current
For duration of agreement
Description Files on each brigade,assessment ofdevelopment of fireservice in county orcity, brigade orders,agreements withadjoining countiesregarding attendanceat fires
Archive ✔
Dispose
Retention RecommendationsDocumentsAgreements between fire brigades
CommentsArchive agreement when new one drawn up
DescriptionBrigadeAgreements
Archive
Dispose
Retention RecommendationsDocumentsBrigade Orders
CommentsArchive agreement when newone drawn up
DescriptionBrigade Orders
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, plans, fire insurancedetails, maintenance and capital works
Comments
DescriptionFiles on each firestation in the localauthority area
Archive ✔
✔
✔
CommentsArchive agreement when newone drawn up
Non-Current
Non-Current
Non-CurrentCurrent While in operation
Current Plans - 5 years
Dispose
Retention RecommendationsDocumentsMaintenance records
Comments
DescriptionRepairs andmaintenance
Archive
✔
Non-Current 6 Years
Series Title: Brigade
Series Title: Stations
Non-Current
For life of building
Current
Repairs & maintenance - untilwork complete
FIRE SERVICES & BUILDING CONTROL 65
Dispose
Retention Recommendations
Series Title: Malicious Injuries
Current Non-Current
DocumentsCorrespondence with solicitor,internal correspondence andapplication forms for compensationfor malicious injury to property
Series Title: Correspondence with Planning
Series Title: Fire Billing Charges
Series Title: Forestry
Description Individual filesrelating to maliciousinjuries claims Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence, officers reports,plans, drawings, copies of decisions insome cases and internalcorrespondence
CommentsDispose, as originals of report andcorrespondence are held on PlanningApplication file
DescriptionFiles regardingcommunications withPlanning section
Archive
Dispose
Retention RecommendationsDocumentsCharges, accounts, assessed charges,annual receipts and journal transfers
Comments
DescriptionAccounts
Archive
✔
Dispose
Retention RecommendationsDocumentsReports and plans
CommentsArchive old plans when they are replaced
DescriptionNational Forestryreports, plans offorests and details offire fighting plans
Archive ✔
✔
CommentsArchive old files immediately.These are now being dealt withby CORPORATE SERVICES or FINANCE
Non-Current 5 Years
Non-Current
Series Title: Firemen’s Day Books & Drill Sheets
Dispose
Retention RecommendationsDocumentsDrill sheets and call-out sheets
CommentsArchive as vital records
DescriptionRecords of call-outs,including details ofthose officers called outand fire occurrences.Drill sheets filled out byofficers
Archive ✔
Non-CurrentCurrent 2 Years
CurrentWhile reports being drawnup by Fire Service
CurrentUntil account settled
Current
Until updated or changed
FIRE SERVICES & BUILDING CONTROL 66
Dispose
Retention Recommendations
Current Non-Current
DocumentsCorrespondence, course details andbrochures
2 Years
Until after audit + 1 year
DescriptionFiles on trainingcourses, conferencesetc. for fire personnel Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and surveys
CommentsWeed every 5 years and disposeof redundant documentation
DescriptionIncludes series onhydrant surveys foreach area andmiscellaneous filesused by individual fireofficers
Archive
Dispose
Retention RecommendationsDocumentsDiaries or inspection sheets
CommentsKeep non-current for 20 years forlegal requirements.These may berequired for inquiries and asdocuments of inspections underbuilding control regulations. Mayalso be requested under Freedomof Information or where there isa question about the inspectionsbeing carried out. Note: atpresent, these files are notconsistently maintained
DescriptionDiaries maintained ofcall-outs.Also relateto diaries orinspection sheetsdetailing visits forbuilding controlinspections
Archive
Dispose
Retention RecommendationsDocumentsDrill sheets or drill books
CommentsVital documents, which should bearchived or held in a documentscentre permanently. May berequired for inquiries
DescriptionSheets signed by firepersonnel everyweek, to record thatthey have completedthe fire drill
Archive ✔
✔
✔ CommentDispose of any information that has notbeen incorporated into employee filesin HUMAN RESOURCES
Non-Current
Non-Current 20 YearsCurrent 2 Years
Current Reference
Non-Current 5 YearsCurrent 1 Year
Series Title: Training
Series Title: Individual Fire Officers
Series Title: Fire Officers Diaries / Inspection Sheets
Series Title: Weekly Drill Sheets
D/Env, Mayo, regular, 1923-57, box 606:A government inspector informs the Department why there is such
difficulty in informing an urban council in Westport. June 1925.
Reproduced with the kind permission of the Director of the National Archives
HEALTH & SAFETYHEALTH & SAFETY
Heal
th &
Sa
fety
tabbed headers 27/3/02 4:39 pm Page 9
HEALTH & SAFETYHEALTH & SAFETY 67
Dispose
Retention Recommendations
Series Title: Safety Statement
Current Non-Current
DocumentsPolicy document
Series Title: Safety Training
For durationof statement
Description Parent and sectionsstatement of safetypolicy
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsAttendance lists and courseoutlines/content
CommentsRetain separately from generaltraining if not held on individualsfile. May be required for litigation
5 Years
DescriptionFiles on safetytraining coursesoffered by localauthority
Archive ✔
CommentsPolicy document reviewed regularly.Archive old statements
Current 10 Years
Series Title: Inoculation Schemes
Dispose
Retention RecommendationsDocumentsCorrespondence and list of thoseinoculated
Comments
DescriptionDetails of inoculationschemes
Archive
✔
Non-CurrentCurrent 12 Yearsfrominoculation
Series Title: Health and Safety Committees
Dispose
Retention RecommendationsDocumentsCorrespondence and minutes
CommentsArchive minutes. Dispose ofremainder
DescriptionFiles on committeemeetings for sectionsand management andmonitoring Archive ✔
Non-CurrentCurrent 5 Years
HEALTH & SAFETYHEALTH & SAFETY 68
Dispose
Retention Recommendations
Current Non-Current
DocumentsCertificates 10 Years 2 Years
Description Certificates for plantand equipment
Archive
✔Comments
Series Title: Incident / Accident Reports
Dispose
Retention RecommendationsDocumentsReports, correspondence and memos
CommentsRecords of personnel working inconditions where they have been exposedto asbestos should be retained for 30 years (Asbestos Regulation, 1993 and 1999),as should records of personnel working inenvironments where they may be exposedto carcinogenic substances.A long periodof non-currency is required in order tocover the possibility of future litigation
DescriptionDetails of allaccidents at workinvolving an absenceof more than threedays.These must alsobe forwarded to the Health and SafetyAuthority reportingon all accidents,regardless of severity
Archive ✔
Non-Current 80 YearsCurrent 10 Years
Series Title: Certification for Plant and Equipment
HOUSINGHOUSING
Hous
ing
tabbed headers 27/3/02 4:39 pm Page 10
HOUSING 69
Dispose
Retention Recommendations
Series Title: Housing Applications
Non-Current
DocumentsFiles include applications andsupplementary material required toassess eligibility requirements andpriority status.Also includes medicalreports, environmental health officersreports, Health Board reports andrelevant correspondence, includingapplication form and certificate ofincome
Series Title: Housing List
Series Title: Cottage Purchase Annuities
Series Title: Tenant Purchase Transfer Orders
3 Years
Description Files containingapplications for localauthority housing,with documentationrequired forapplications
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsPriority lists of people eligible andawaiting local authority housing
CommentsTransfer all lapsed lists to Archives.Partial lists are created when a vacancyarises.The annual list should be retainedrather than these partial lists
DescriptionList of peopleawaiting localauthority housing
Archive
Dispose
Retention RecommendationsDocumentsIncludes site maps, transfer orders,correspondence related to arrearsand balance outstanding
Comments
DescriptionMaterial relating tothe collection ofannuities for thelong-term purchaseof rural dwellings Archive
Dispose
Retention RecommendationsDocumentsIncludes tenancy details, purchaseapplications, transfer orders,correspondence relating to arrearsand balance outstanding
CommentsWeed and retain application to purchase,approval to purchase loan approval, andgeneral files on the operation of thescheme permanently in archives.Refusals - destroy 3 years afterapplication to purchase is refused
DescriptionFiles relate to thepurchase of localauthority houses bytenants
Archive ✔
✔
✔
CommentsSuccessful applications areplaced on Rented Housefile. Closure of 100 yearsrecommended for personalinformation. Details shouldbe abstracted into a register.If held electronically, systemshould be migrated every 3years onto a new format.See Electronic Records 3.1
Non-Current 3 Years
Current 2 Years
CurrentUntil applicant housed orapplicant removed from listor applicant does not supplyoffice with furtherinformation on request forassessment
Current
Until creation of new list
Non-Current
Until purchase is complete
Current
Until deed of discharge iscompleted
HOUSING 70
Dispose
Retention RecommendationsDocumentsIncludes application forms requestingaccommodation in a council house,letter appointing tenants, tenancyagreements, correspondenceregarding rent, arrears, nuisances andcopies of invoices for maintenanceand repairs work.Also includesManager’s Order allocating tenancy,rent adjustments, notice to quit andcorrespondence from councillors,clergymen and social workers
CurrentFor the period of tenancy+ weed
Current
Grants - until grant paid +audit + 1 year
Current
Refusals - until decision torefuse is formally made
Description Series relates to theprovision andmaintenance ofrentedaccommodationprovided by the localauthority to thoseunable to providehousing from theirown resources
Archive ✔
Dispose
Retention RecommendationsDocumentsIncludes application forms, healthboard reports assessing eligibility,reports from occupational therapistsregarding specifications for alterations,engineers reports, quotes andestimates, certificates of approval andcopies of payment vouchers,Manager’s Order, plans, sections andelevations
CommentsA register showing a record of paymentsand schedule of works carried out,should be retained permanently asarchives. If held electronically, systemshould be migrated every 3 years onto anew format. See Electronic Records 3.1General administration files on theoperation of the scheme should beretained as archives
DescriptionSeries relates to theallocation of grantsfor the provision ofadditionalaccommodation orfor the carrying outof structural repairs,to make a privatelyowned house moresuitable for the needsof a disabled memberof the household
Archive
Dispose
Retention RecommendationsDocuments
Comments
DescriptionSeries relates to theallocation of grants forthe provision ofadditionalaccommodation or forthe carrying out ofstructural repairs, tomake a privatelyowned house moresuitable for the needsof a disabled memberof the household
Archive
✔
✔
CommentsA separate file should be maintainedfor each tenant, e.g. H247 (a), H247 (b).After currency, the files should beweeded, with care taken to ensure thatdocumentation that has or appears tohave a bearing on the decision made ineach tenancy, is retained. Generaladministration files on the operation ofthe scheme should be retained asarchives. Care should be takenregarding private and confidentialinformation for which closure of 100years is recommended.
Non-Current
Non-Current 30 Years
Non-Current 1 Year
Series Title: Rented Houses
Series Title: Disabled Persons Grants
HOUSING 71
Dispose
Retention Recommendations
Series Title: Essential Repairs Grants
Non-Current
DocumentsMaterial relating to the provision ofgrants of up to two-thirds of the costfor essential repairs to prolong theuseful life of houses occupied bypersons, included or eligible forinclusion in a local authorityassessment of housing needs. Includesapplication forms, engineers reports,certificates of approval and copies ofpayments
Series Title: Improvement Works in Lieu of Local Authority Housing
Description Files relating to theallocation of grantsfor essential repairs
Archive ✔
Dispose
Retention Recommendations
Non-Current
Documents
Comments
1 YearDescriptionFiles relating to theallocation of grantsfor essential repairs
Archive
Dispose
Retention RecommendationsDocumentsIncludes applications, engineer’sreports, assessment of income criteriaand correspondence with theapplicant and solicitors (for securedloans)
CommentsA record of all grants paid should beretained and transferred to archives.General administration files on theoperation of the scheme should beretained as archives
DescriptionFiles relate to theprovision of securedand unsecured loansfor homeimprovementpurposes
Archive
Dispose
Retention RecommendationsDocuments
Comments
DescriptionFiles relate to theprovision of securedand unsecured loansfor homeimprovementpurposes
Archive
✔
✔
✔
CommentsA register showing a record of paymentsand schedule of works carried out,should be retained permanently asarchives. If held electronically, systemshould be migrated every 3 years onto anew format. See Electronic Records 3.1General administration files on theoperation of the scheme should beretained as archives.
Non-Current
Non-Current 1 Year
Current
Grants - until grant paid +audit + 1 year
Current
Refusals - until decision torefuse is formally made
Current
Refusals - until decision torefuse is formally made
CurrentUntil loan is sanctioned andpaid (i.e. paid out andrecouped from Department)
HOUSING 72
Dispose
Retention Recommendations
Non-CurrentCurrent
DocumentsIncludes application forms, reportsfrom housing authority, containingdetails of payment history, details ofthe mortgage from the lendinginstitution and copies of approval
1 Year
5 years after subsidy is paid
Current
For term of loan
Current
Until final payment made bylocal authority
Non-Current
Duration of scheme
Current
Until final instalment ofloan is paid to recipient
Non-Current
Duration of loan repayments
Description Series relates to theprovision of a mortgageallowance, payable bythe DoELG to a lendingauthority on behalf oftenants/tenantpurchasers who give uptheir tenancy to anapproved person, topurchase a privatehouse
Archive ✔
Dispose
Retention RecommendationsDocumentsIncludes applications, engineersreports, land registry map, estimatesfor construction, loan approval,declaration by principal earner,certificate of insurance by mortgage,protection cover, copies of deeds andcorrespondence
CommentsA record of all loan recipients (givingname, amount of loan, loan period)should be retained and transferred toarchives. General administration files onthe operation of the scheme should betransferred to archives
DescriptionSeries relates to theprovision of financefor the purchase ofhouses by the HousingFinance Agency
Archive
Dispose
Retention RecommendationsDocumentsIncludes application forms, deeds tohouse, copies of contracts of sale,details of rent payments and relatedcorrespondence
CommentsArchive register and all legal documents
DescriptionSeries relates to theShared OwnershipScheme under theHousing Act 1992,which offers homeownership in a numberof steps, whereby anapplicant purchases aset percentage of equitywhile paying rent on theremaining half
Archive
Dispose
Retention RecommendationsDocumentsIncludes applications, engineersreports, assessment of incomecriteria, correspondence with theapplicant and solicitors (for secured loans) Comments
Archive legal documents and retainpermanently in muniment/strongroom/archives. Retain a record of all loanrecipients and general files on theoperation of the scheme permanently as archives
DescriptionFiles relate to theprovision of securedand unsecured loansfor homeimprovementpurposes Archive ✔
✔
✔
CommentsA record of all payments made shouldbe retained and transferred to archives.General administration files on theoperation of the scheme should betransferred to archives
Non-Current
Series Title: Mortgage Allowance Scheme
Series Title: Housing Finance Loans
Series Title: Shared Ownership
Series Title: Home Improvement Loans
HOUSING 73
Dispose
Retention Recommendations
Series Title: Small Dwellings Acquisition - Housing LoansDocumentsIncludes applications, maps, engineersreports, copies of deeds,correspondence between the localauthority, the applicant and solicitors
Series Title: Housing Construction
Series Title: Land Acquisition
Series Title: Housing Maintenance - General Records
Description Series relates to theprovision of financeby the local authorityto persons wishing topurchase orconstruct a house,and who cannot get aloan from a buildingsociety or bank
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsIncludes engineers reports, quantitysurveyor reports, architects reports,planning details, Part X notices whereapplicable, letters advising on layout,tenders, reports on tenders, details onthe appointment of a contractor,certificates of payments, expenditurecertificates, application of sanction ofMinister of the Environment and LocalGovernment to loan andcorrespondence
CommentsArchive drawings and legaldocumentation (site acquisition, titledeeds, contract documents) as non-current for 20 years and transfer toarchives. Under EU legislation, there is a7 year retention period required fromconclusion of an EU funded scheme.Care is required to ensure that alldocumentation is retained, as this meansthe documents such as the preliminaryreport must be kept for the duration ofthe scheme and for a further 7 years.
20 Years
DescriptionFiles relate to theconstruction of localauthority housing bythe local authority, inconsultation with theDepartment of theEnvironment
Archive
Dispose
Retention RecommendationsDocumentsIncludes requests from landowners topurchase land, engineers reports andacceptance
CommentsAll legal documents, managersorders, maps and site plansshould be retained permanentlyin a strong room
DescriptionMaterial relating tothe purchase of landfor local authorityhousing projects Archive
Dispose
Retention RecommendationsDocumentsIncludes planned programme of worksand lists of repairs carried out onindividual houses
CommentsArchive planned programme of works.Records of works carried out in housesshould be created and retained for thelife span of the house as a renteddwelling, in the form of a monthly print-out of all repairs. Dispose at the end ofthe lifespan of the house
DescriptionFiles containingrecords of workscarried out in localauthority houses
Archive ✔
✔
✔
CommentsArchive legal documents and retainpermanently in strong room/munimentroom. Retain a record of recipientspermanently in archives. Retain generaladministration files on the operation ofthe scheme as archives
Non-CurrentCurrent
Current
Until final payment of loanto recipient
Current
Until constructioncompleted + audit + 1 year
Non-Current
For period of loan
Current
Until repairs / workscarried out
Non-Current
For lifespan of house
HOUSING 74
Dispose
Retention Recommendations
Current
DocumentsIncludes details of family movements,information on births, any crisis ordifficulties, information regarding socialwelfare benefits, correspondence,accommodation preferences,communications with the CommunityWelfare Officer, counselling details,housing applications and backgroundinformation
3 Years
Current
Development of site - untilsite officially opened + 2 years
Description Files on families andon contacts betweenhousing section andother organisations
Archive ✔
Dispose
Retention RecommendationsDocumentsDevelopment of site includescorrespondence, public consultation,reports, plans, specifications, drawings,maps and memos.
CommentsArchive with weeding any documentationon operation of site. Closure period of100 years for private and confidentialinformation within the files
DescriptionFiles on the provisionof local authorityhalting sites
Archive
Dispose
Retention RecommendationsDocumentsOperation of site includesmaintenance records, lists of tenantsapplications, including informationfrom Department of Social Welfareand Health Board, applications forfinancing the purchase of caravans,reports, correspondence and memos
Comments
DescriptionFiles on the provisionof local authorityhalting sites
Archive
Dispose
Retention RecommendationsDocumentsPrivate site application form, tendersfor site development, notice tobuilding contractors, provision ofserviced sites and tender reports Comments
Hold for further 2 years after currency,to ensure building license has beencomplied with.The registry of landshould be updated for every sale oracquisition
DescriptionFiles on privatehousing sites
Archive ✔
✔
✔
CommentsArchive with weeding and a closureperiod of 100 years for private andconfidential information.CheckMANAGEMENT &ADMINISTRATION for duplications
Non-Current 5 Years
Non-Current 2 Years
Non-Current 10 Years
Dispose
Retention RecommendationsDocumentsApplication to register tenancy ofhouse
CommentsHousing (Registration of RentedHouses) Regulations, 1996 .Transferto archives when register is completed. Ifheld electronically, system should bemigrated every 3 years onto a newformat. See Electronic Records 3.1
DescriptionRegister of rentedhouses by landlords
Archive ✔
Non-Current 10 YearsCurrent Until registercompleted
Series Title: Travellers - General
Series Title: Travellers - Halting Sites
Series Title: Private Sites
Series Title: Private Rented Dwellings Register
Current
Operation of site - 8 years
Current
Until sites are sold + 2 years
Non-Current
Period of claw back
HOUSING 75
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Retention Recommendations
Series Title: Assessment of Housing Needs
Non-Current
DocumentsFiles contain statistical reports andcorrespondence in relation to theassessment of housing needs in thelocal authority
Series Title: Returns to Department of the Environment and Local Government
Series Title: Estate Management
Series Title: Pre-Fabs / Demountable Dwellings
Description Files on theassessment ofhousing needs in thelocal authority area
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsSeries conveying information sentannually to the Department onhousing needs and housing stock Comment
Transfer to archives when nolonger replaced by more up-to-date information
DescriptionFiles of returns sentto the Departmenton an annual basis Archive
Dispose
Retention RecommendationsDocumentsGrants for housing managementinitiatives, grant application forms,representations from locals, liaisonwith other statutory bodies, HousingAssociations and residents groups.Also includes files on policystatements and notes on meetingswith the public
CommentsSection 2 Housing Act, 1966 ;Housing (Miscellaneous Provisions)Act, 1992 and Housing(Miscellaneous Provisions) Act, 1997.Archive with weeding and a period ofclosure for any files containing personalinformation
DescriptionFiles on themanagement ofhousing estates by thelocal authority in co-operation with thetenants and on dealingwith the issues of anti-social behaviour inhousing estates
Archive
Dispose
Retention RecommendationsDocumentsQuotations for demountabledwellings, land certificate, applicationsunder consideration and general files
Comments
DescriptionFiles on demountabledwellings
Archive
✔
✔
✔
Comments
Current
Non-Current 10 YearsCurrent 5 Years
Non-Current
Series Title: Maps
Dispose
Retention RecommendationsDocumentsOrdnance survey maps with housingdevelopments marked on them
CommentTransfer to archives when no longerreferenced in Housing section. SeeElectronic Records 3.1 and PLANNINGfor GIS recommendations
DescriptionSeries of ordnancesurvey maps
Archive ✔
Non-CurrentCurrent
Current
Until a new assessment iscompleted
Current
For lifespan of dwelling
D/Taoiseach S2548B:Oliver J Flanagan, Laois County Councillor and TD, rallies the local
troops to resist external invasion. November 1949.
Reproduced with the kind permission of the Director of the National Archives
HUMANRESOURCES
HUMANRESOURCES
Hum
an R
esou
rces
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HUMAN RESOURCES 76
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Series Title: Annual Staffing Returns
Current Non-Current
DocumentsStatistical returns to DoELG relatingto local authority staff numbers andincome
Series Title: Delegation of Functions
Series Title: HR Officers Network
Series Title: AVC Retirements Benefits Plan
3 Years 3 Years
Description Annual staffing andnational incomereturns Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCopies of Managers’ Orders
CommentsOriginal Managers’ Ordersretained in bound format. SeeMANAGEMENT &ADMINISTRATION
DescriptionManagers’ Ordersdelegating powers tostaff Archive
Dispose
Retention RecommendationsDocumentsMinutes and correspondence
CommentsHold for own reference. One setof the minutes of meetings shouldbe archived by the Secretary ofGroup
DescriptionFiles on meetings
Archive
✔
Dispose
Retention RecommendationsDocumentsRecord of agreement to takedeductions and pass on money topension company on behalf of Unions.Details of participants
Comments
DescriptionFiles on voluntarysaving for pensions-deducted from payon behalf ofemployees
Archive
✔
✔
Comments
Current Until revised
Non-CurrentCurrent 2 Years
Non-CurrentCurrent Reference
Series Title: Retirement Planning Council of Ireland
Dispose
Retention RecommendationsDocumentsCorrespondence regarding retirementtraining courses
Comments
DescriptionFiles on theretirement council ofIreland
Archive
✔
Non-CurrentCurrent 2 Years
HUMAN RESOURCES 77
Dispose
Retention Recommendations
Current
DocumentsIncludes date of birth, previousreckonable employment, date ofstarting work, completion date,service record, employee number and grade
Series Title: Summer Workers
Series Title: Community Employment (paid by FÁS)
Reference
Current 2 Years
Description Name and address ofeach individualcontributing to theSuperannuationscheme. Onretirement, page istransferred toregister of formeremployees
Archive ✔
Dispose
Retention RecommendationsDocuments
CommentsArchive financial records
DescriptionAnnual returns
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, CVs andadvertisements
CommentsArchive record of employment.Dispose of annual recruitmentand unsuccessful applicantrecords after currency
DescriptionFiles on annualrecruitment andemployment ofbeachguards, co-op,Student Work Schemesand summer workers
Archive
Dispose
Retention RecommendationsDocumentsProject plans and record of trainingevents
CommentsReview after 5 years of non-currency, checking number oftimes files called back
DescriptionGeneral and annualfiles detailing trainingreceived, costs etc.
Archive ✔
✔
✔
CommentsArchive when register complete or if heldelectronically system should be migratedevery 3 years onto a new format. SeeElectronic Records 3.1.Temporaryemployees have been included in theregister since January 1998 when itbecame compulsory for temporaryemployees to pay Superannuation
Non-Current 3 Years
Non-Current
Non-Current 8 YearsCurrent 2 Years
Non-Current 5 YearsCurrent 5 Years
Series Title: Construction Summer Placement Grants
Dispose
Retention RecommendationsDocumentsGrant records
Comments
DescriptionAnnual grants for theemployment ofundergraduatestudents Archive ✔
Non-Current 3 YearsCurrent 2 Years
Series Title: Superannuation Register
Series Title: Superannuation Income and Expenditure Returns
HUMAN RESOURCES 78
Dispose
Retention Recommendations
Series Title: Requests for Work Experience / Unsolicited Applications for Jobs
Current Non-Current
DocumentsCorrespondence
Series Title: Interviews
Series Title: Recruitment - General
Series Title: Training
2 Years
Description Files of requests forwork experiencefrom at home andabroad. Some workexperience requestsfrom localgovernment in othercountries
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsAdvertisements of posts, applicationsreceived and panel details
CommentsDetails on successful applicants aremoved to their employee file
1 Year
DescriptionFiles on interviews foradministrative,technical, generaloperative and relatedstaff, craft and relatedstaff, waterworks andsewerage caretakersand general servicesupervisors
Archive
Dispose
Retention RecommendationsDocumentsCopies of advertisements,recommendations from advertisingagency and copy of invoices
Comments
DescriptionDetails of ongoingrecruitment
Archive
✔
Dispose
Retention RecommendationsDocumentsDetails of courses including Instituteof Public Administration courses
CommentsArchive training plan andregisters. Dispose of details ofcourses
DescriptionGeneral and annualfiles on courses andseminars available forstaff Archive ✔
✔
✔
Comments
Non-CurrentCurrent 2 Years
Non-Current 4 YearsCurrent 2 Years
Series Title: Safety Training for Employees
Dispose
Retention RecommendationsDocumentsList of training events and participantsat training events
CommentsRequired under Health andSafety Acts
DescriptionTraining andparticipants
Archive ✔
Non-Current 5 YearsCurrent 3 Years
Current
Hold until panel expires
HUMAN RESOURCES 79
Dispose
Retention Recommendations
Current
DocumentsStatement, meetings andrepresentations
Series Title: Employee Files
Series Title: Staff Support Programmes / Staff Welfare
5 Years
Current 3 Years
Description Files on health andsafety in theworkplace Archive ✔
Dispose
Retention RecommendationsDocumentsCorrespondence
Comments
DescriptionPeriodic medicalchecks for staff
Archive
Dispose
Retention RecommendationsDocumentsContacts, references, medical, sickleave certificates, maternity leaveinformation, career breaks, Manager’sOrders (copies), increments, transferapplications and doctors’correspondence, grievanceprocedures and investigations
CommentsUsually filed alphabetically. A policy on the archiving of HRfiles will need to be developed. Archive a selection of filese.g., first incumbent of posts, senior staff and hold theseclosed for 100 years, to maintain privacy of individuals,allowing access only through Freedom of Information.Dispose of remainder of files after period of non-currency
DescriptionFiles on individualemployees
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence
CommentsArchive but close with referenceto privacy and confidentiality (i.e.close for 100 years)
DescriptionFiles on supportprogrammes and staffwelfare, counsellor,scheme for provisionof personalcomputers and leisurecentre membership
Archive ✔
✔
✔
CommentsSee HEALTH AND SAFETY
Non-Current
Non-Current 5 Years
Non-Current 5 YearsCurrent 2 Years
Series Title: Register of Pensionable Officers
Dispose
Retention RecommendationsDocumentsRegister
CommentsArchive when old registercompleted. If held electronicallysystem should be migrated every3 years onto a new format. SeeElectronic Records 3.1
DescriptionRegister ofPensionable Officers
Archive ✔
Non-CurrentCurrent Reference
Series Title: Health and Safety
Series Title: Health Checks
Current
Duration of employment
Non-Current
On pension /resignation/retirement until pensionpayments and all forms ofpayment cease
HUMAN RESOURCES 80
Dispose
Retention Recommendations
Series Title: Staff Duties and Responsibilities
Current Non-Current
DocumentsProcedure manuals
Series Title: Staff Schedule
Series Title: Staff Transfers - Requests
Series Title: Staff Educational Tours
5 Years 30 Years
Description Details of staff duties
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsList
Comments
DescriptionInternal list of staff
Archive
Dispose
Retention RecommendationsDocumentsLetters of requests
Comments
DescriptionFiles relating torequests for transfers
Archive
✔
Dispose
Retention RecommendationsDocumentsCorrespondence and list of staffattending tours
Comments
DescriptionFiles relating to toursby staff of projects inthe Local Authority’sfunctional area Archive ✔
✔
Comments
Current 1 Year
Non-CurrentCurrent 2 Years
Non-Current 3 YearsCurrent 2 Years
Series Title: Staff Uniforms
Dispose
Retention RecommendationsDocumentsLetters, invoices and orders
CommentsDispose after new uniforms havebeen introduced
DescriptionFiles relating to staffuniforms
Archive
✔
Non-CurrentCurrent 1 Year
HUMAN RESOURCES 81
Dispose
Retention Recommendations
Current
DocumentsContributions, members, activities
Series Title: Leave Files
2 Years
Current 2 Years
Description Employee sports andsocial club
Archive ✔
Dispose
Retention RecommendationsDocumentsLetters relating to leave etc.
Comments
DescriptionFiles containing staffcorrespondence toHR Archive
Dispose
Retention RecommendationsDocumentsSick leave certificates, calculation onsick pay due, doctors’correspondence, dates of leave
Comments
DescriptionSick pay scheme, sickleave register, specialleave, maternity /paternity leave Archive
✔
✔
Comments
Non-Current
Non-Current
Non-Current 5 YearsCurrent 1 Year
Series Title: Register of Annual Leave
Dispose
Retention RecommendationsDocumentsLeave sheets for every permanentand temporary officer showingofficers’ names, dates of annual andspecial leave, cumulative number ofdays taken etc.
CommentsSection 25 of the Organisation ofWorking Time Act, 1997 requiresrecords to be retained for at least 3 yearsto show compliance with the Act.Section 27 of the Act requires that acomplaint of contravention of the Actmust be made within months of thealleged contravention.
DescriptionRecord of leave andtraining for allofficers
Archive
✔
Non-Current 3 YearsCurrent 1 Year
Series Title: Leave - Recoupment of Salaries and Charges
Dispose
Retention RecommendationsDocumentsFinancial record
CommentsRequired for audit
DescriptionFiles on recoupment ofsalaries and chargesrelating to leave
Archive
✔
Non-Current 5 YearsCurrent 1 Year
Series Title: Sports and Social Club
Series Title: Staff Correspondence
HUMAN RESOURCES 82
Dispose
Retention Recommendations
Series Title: Overtime
Current Non-Current
DocumentsRules for overtime, record ofovertime worked each year, approvalsfor overtime
Series Title: Union Files
Series Title: Labour Relations and Employment Appeals
Series Title: Disciplinary and Grievance Procedures
2 Years
Description Rules regardingpayment for overtime
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence, minutes,agendas and agreements
CommentsArchive with a 30 year closureperiod
10 Years
DescriptionLabour relations. Files oneach union. Issues includegrading, job vacancies, actingpositions, performancemanagement, leave,overtime, sick pay, healthand safety, unfair dismissalclaims, productivityagreements, rationalisationagreements andremuneration etc.
Archive
Dispose
Retention RecommendationsDocumentsCase files
Comments
DescriptionFiles on cases sent tolabour courts
Archive
Dispose
Retention RecommendationsDocumentsReports and policy documents
CommentsArchive old policy when replaced by anew policy
DescriptionPolicy on disciplineand grievanceprocedures
Archive ✔
✔
✔
✔
CommentsRequired for audit. Dispose afteraudit
Current 3 Years
Non-Current
Series Title: National Wage Agreements
Dispose
Retention RecommendationsDocumentsFramework document andcorrespondence
CommentsArchive framework document whenreplaced by a new document and archiveremainder after period of non-currency
DescriptionFiles on nationalwage agreements andpartnershipcommittees
Archive ✔
Current
2 years after court hearing
CurrentRetain as current untilreplaced by a new policy
Non-Current
10 years and Review
CurrentFramework document: Untilrevised. Remainder: 5 years
Non-Current
Remainder: 5 years
HUMAN RESOURCES 83
Dispose
Retention Recommendations
Current Non-Current
DocumentsCorrespondence, minutes ofaction team meetings, cases andpolicy documents
3 Years
Cases: 10 years Other: 3 years
Description Files on the operation ofequality legislationincluding cases relating toequality, sexual harassmentand bullying, equalityaudits, equality training,equality action teamand programme
Archive ✔
Dispose
Retention RecommendationsDocumentsCirculars, local authority policydocument, access / disability audits,correspondence, meetings with localdisability organisations and groups,statistical records in relation toattaining 3% target of employment byLocal Authorities of people withdisabilities
Comments
DescriptionRecords relating to theassignment, training, andactivity reports ofdesignated AccessOfficer and DisabilityLiaison Officer
Archive ✔
CommentsArchive case files and other records onequality matters
Non-Current 3 YearsCurrent 3 Years
Series Title: Equality Matters
Series Title: Employment of People with Disabilities
INFORMATIONSYSTEMSINFORMATION
SYSTEMS
Info
rmat
ion
Syst
ems
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INFORMATION SYSTEMS 84
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Retention Recommendations
Series Title: Reports
Current Non-Current
Series Title: HVX Systems
Series Title: Register of Electors System
Series Title: Register of Electors - General
3 Years 4 Years
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence, manuals andsystems
CommentsSystems no longer in use.Archiveimmediately. Strategy required toArchive. See Electronic Records 3.1
DescriptionFiles on systems usedprior to theintroduction of FMSfor Finance, HousingLoans and Rents andRates
Archive
Dispose
Retention RecommendationsDocumentsManuals, information, reports andchanges on system
CommentsStrategy required to Archive.See Electronic Records 3.1
DescriptionFiles on register ofelectors system
Archive
Dispose
Retention RecommendationsDocumentsLegislation, correspondence andmemos
Comments
DescriptionFiles with informationon register ofelectorsrequirements
Archive
✔
✔
CommentsReports contain informationabout new technology and use oftechnology in Local Authorities
Current
Non-CurrentCurrent While systemis in operation
Non-Current
Series Title: Local Government Computer Services Board
Dispose
Retention RecommendationsDocumentsCorrespondence, information onsystems developed, training events andminutes of meetings Comments
Archive a record of systemspurchased by Local Authorityfrom LGCSB
DescriptionFiles containingdocuments regardingrelations with LGCSB
Archive ✔
Non-Current 3 YearsCurrent 2 Years
Current Reference
DescriptionFiles relating toreports made tomanagement andCouncillors relatingto IS matters
DocumentsReports, correspondence and memos
INFORMATION SYSTEMS 85
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Retention Recommendations
Series Title: GIS
Current
DocumentsCorrespondence, queries on systemand reports
Series Title: GIS - General
Series Title: PCs and Equipment
Series Title: Security and Back-ups
Current Reference
Current
DescriptionFiles on GIS systemand its operations
Archive ✔
Dispose
Retention RecommendationsDocumentsManuals and guidelines
Comments
DescriptionFiles containinginformation on GISsystem
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, reports,recommendations and repairs
CommentsArchive reports andrecommendations
DescriptionFiles containingrecords onmaintenance andupgrading ofequipment andpurchase ofequipment
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, policies and draftsof policies
CommentsArchive record of security andback-up policy. Policy forsecurity back ups required. SeeElectronic Records 3.1
DescriptionFiles on security andback-ups for ISsystems
Archive ✔
✔
CommentsStrategy on archiving this systemis urgently required
Non-Current
Non-Current 3 Years
Non-CurrentCurrent
Non-CurrentCurrent 2 Years
Series Title: Local Authorities
Dispose
Retention RecommendationsDocumentsCorrespondence, reports andmemoranda
CommentsArchive reports
DescriptionFiles relating to co-operation andexchange ofinformation on ISmatters between LocalAuthorities
Archive ✔
Non-Current 3 Years
2 Years
3 Years2 Years
2 Years
2 Years
INFORMATION SYSTEMS 86
Dispose
Retention Recommendations
Series Title: Department of the Environment and Local Government
Current
DocumentsCorrespondence, reports andpublications
Series Title: Training - General
Series Title: Training - IS Staff
Series Title: Training - Internal Courses
2 Years
DescriptionFiles containinginformation on ISmatters from DoELG Archive
Dispose
Retention Recommendations
Non-CurrentDocumentsCorrespondence and brochures
Comments
DescriptionFiles on IS trainingcourses
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, brochures andcourse notes
CommentsRecord of attendance at trainingevents held by HUMANRESOURCES
DescriptionFiles on trainingcourses attended byIS staff Archive
Dispose
Retention RecommendationsDocumentsCourse notes and correspondence
CommentsRecord of attendance at trainingcourses held by HUMANRESOURCES
DescriptionFiles on trainingcourses on ISprovided by LocalAuthorities Archive
✔
✔
✔
✔
CommentsReports archived by DoELG
Current 2 Years
Non-CurrentCurrent 1 Year
Non-Current
Series Title: Training - Elected Representatives
Dispose
Retention RecommendationsDocumentsCourse notes and correspondence
CommentsArchive record of coursesoffered
DescriptionFiles on trainingcourses on ISprovided for electedrepresentatives Archive
Non-CurrentCurrent
Non-Current
Current
3 Years
2 Years
2 Years 3 Years
✔
Dispose
Retention Recommendations
Current Non-Current
DocumentsManuals and correspondence onsystem
Description Software utilised bylocal authority forpublic access, e.g.PLANNING, MOTORTAXATION etc.
Archive ✔ CommentsArchive register of systems
Series Title: Public Access Systems
Lifetime of hardware orsoftware
INFORMATION SYSTEMS 87
DELG 17/15:Dáil Éireann’s Minister for Labour, Constance Markievicz, reminds
Limerick County Council of their obligationns regarding employmentdirectives. September 1920.
Reproduced with the kind permission of the Director of the National Archives
LIBRARIESLIBRARIES
Libr
arie
s
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Series Title: Statistics - Quarterly and Annual
Current Non-Current
DocumentsDetailed statistics onthe following: Internetuse, P.C. use, Exhibitionsprogrammes, Schoolvisits, and Outreach programmes
Series Title: Library Automation
Series Title: Library Cataloguing / Classification
Series Title: Branch Libraries - General Files
2 years 4 years
Description Statistics of library issues and use oflibrary facilities and programmes foradult literacy service. Local studiesservice, statistical returns for eachbranch and returns relating to issues.Also annual statistics, showingmanagerial development and operationof service for year - giving percentageloss, book stock outstanding and non-book material etc.
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsAgreements with systems suppliers,contract and maintenance documentsand files relating to operational use Comments
May also be in INFORMATIONSYSTEMS
5 Years
DescriptionFiles relating to theestablishment,purchase andoperation of thelibrary system
Archive
Dispose
Retention RecommendationsDocumentsQueries on system
CommentsReference at discretion ofsection staff
DescriptionFiles relating to thecataloguing of librarymaterials
Archive
✔
Dispose
Retention RecommendationsDocumentsPlans, correspondence, estimates,quotations, invoices, resources andinternet programmes
Comments
DescriptionGeneral files relatingto the establishmentof branch librariesand maintenance andoperation of eachbranch Archive ✔
✔
CommentsStatistics returned annually toDoELG and An ChomhairleLeabharlanna
Current 5 Years
Current 2 Years
CurrentUntil branch is established / 5years for branches already inexistence
Series Title: Branch Libraries - Premises
Dispose
Retention RecommendationsDocumentsEstimates, quotations, invoicesand plans
Comments
DescriptionCapital Development
Archive ✔
Non-Current 5 years
Non-Current
Non-Current 5 years
Non-CurrentUntil completion of project + 1 year
5 Years
Series Title: Schools
Series Title: Accessions Registers
Series Title: Booksellers and Publishers
Series Title: Inter-Library Loans / British Library
LIBRARIES 89
Dispose
Retention Recommendations
Current Non-Current
DocumentsCorrespondence, plans and reports.Includes school statistics, list ofschools and number of teachers/pupils.Also includes correspondence withDepartment of Education and Science
5 Years
Current
Description Files relating to theprovision of a libraryservice to schools.Includes visits byschools to libraries,distribution/ advisoryservice/ supply of stocketc.
Archive ✔
Dispose
Retention RecommendationsDocumentsRegister of Accessions(general), register for books,register for tapes / videos /talking books and register foracquisition of local studiesmaterial
CommentArchive all manual registers ontransfer to electronic system. Ifheld electronically system shouldbe migrated every 3 years onto a new format.See Electronic Records 3.1
DescriptionRegisters of all accessions tothe library. Registers includedetails of date, invoice number,vendor, reference, price, code,last accession number and total
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence withsuppliers, brochures,quotations
CommentsArchive summary reports andstatistics. Dispose of remainder
DescriptionFiles of library suppliers of books /videos / software / media. Also filesrelating to suppliers of binding.Includes Agency (SWETS) whichhandles purchase of periodicals andchases publishers for back issues onbehalf of library service. Includesperiodicals relating to history,heritage and culture purchased bylibrary
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence with borrowersrelating to overdue Inter-Library Loansitems, final demands from BritishLibrary and recoupment forms(application for replacements / refunds).Also remittance advice notes / invoices,annual statistics and records ofapplication
CommentsArchive annual statistical returns.Dispose of remainder
DescriptionDocumentationrelating to Inter-Library Loansstatistics
Archive ✔
✔
✔
CommentsArchive with weeding
Non-Current
Non-Current 5 YearsCurrent 2 Years
Non-Current 4 YearsCurrent 3 Years
5 Years
10 Years
LIBRARIES 90
Dispose
Retention Recommendations
Series Title: Defaulters
Series Title: County Library Internal Arts Programme / Exhibitions / Events (including internal / external projects)
Current Non-Current
DocumentsA digitised record ofdefaulters on an annual basis,giving name and address,code, book prices and codes,fine, total and date due.Alsocorrespondence with andrelating to defaultersrequesting return of overduebooks-manual and digitised
Description Documentation relating todefaulters in each branch library- grouped by branch library andyear. Includes summary lists ofdefaulters for each branch andoverall summary. Also filesrelating to the payment of finesby defaulters - filed on an annualbasis
Archive ✔
DocumentsMinutes, agendas,newsletters and presscuttings relating toevents. Also catalogues(relating to artexhibitions) and list ofmembers and artists.Documents concerningthe library’s role in suchpartnerships
DescriptionLibrary arts programme detailingsupport for Arts office, booklaunches, voluntary and communitygroups. Activities in all art forms andexhibitions. Series of projectsundertaken by the library service,including publications, graveyard /newspaper projects. Also filesrelating to projects initiated by otherorganisations, e.g. partnershipprojects (ICT)
Dispose
Retention Recommendations DocumentsSee above
CommentsArchive annual list of events
DescriptionEvents
Archive ✔
Dispose
Retention RecommendationsDocumentsSee above
Comments
DescriptionInternal projects
Archive ✔
CommentsArchive statistics.This information couldbe extracted from library managementsystem but care should be taken to ensurethe electronic record is maintained asevidence over time. See Electronic Records3.1. Dispose of book cards after 7 years(statute of limitations)
Non-Current
Non-CurrentCurrent Duration ofproject
Dispose
Retention RecommendationsDocumentsSee above
Comments
DescriptionExternal projects
Archive
✔
Non-CurrentCurrent 5 Years
Current
7 Years
Until after audit
3 Years
5 Years
Duration ofproject
LIBRARIES 91
Dispose
Retention Recommendations
Current
DocumentsSee above Duration of
project
Current
Until application refused /granted
Description EU projects
Archive ✔
Dispose
Retention RecommendationsDocumentsApplications, correspondenceand reports
CommentsSome EU funding - subject to EU auditand must be retained for 7 years afterconclusion of project or programme.Dispose of refusals
DescriptionDocumentation relating toapplications by library forfunding / grant schemesfrom various institutions,e.g. Dúchas and CountyEnterprise Board
Archive
DocumentsSee above
DescriptionNational Library
✔
CommentsArchive with weeding
Non-Current
Non-Current
DocumentsSee above
DescriptionLibrary Committee
Series Title: Funding
Series Title: National Agencies
3 Years
5 Years
DocumentsCorrespondence,pamphlets, requestsunder the scheme madefrom libraryheadquarters to branchesand loan request forms
DescriptionFiles relating to associations withnational agencies, such as LibraryAssociation of Ireland, AnChomhairle Leabharlanna, NationalLibrary and Historical ManuscriptsCommission. Includes Committeeon Library Co-operation in Ireland
DocumentsSee above
Description Library Council
Dispose
Retention Recommendations
CommentsArchive
✔
Current 2 Years Non-Current
5 Years or until after audit
Dispose
Retention Recommendations
CommentsArchive with reference to file inMANAGEMENT
Archive ✔
Current 2 Years Non-Current
Term of office + 1 year
Dispose
Retention Recommendations
CommentsArchive with weeding
Archive ✔
Current 5 Years Non-Current 5 Years
LIBRARIES 92
Series Title: Library Representation on Other Organisations
Series Title: Branch Administration
Dispose
Retention Recommendations
Non-Current
DocumentsSee above
CommentsArchive with weeding
5 Years
Description
Other Agencies
Archive
Dispose
Retention RecommendationsDocumentsMinutes and correspondence
Comments
DescriptionFiles includeVocational EducationCommittee, AdultEducation Board,County StrategyGroup for Refugeesand Asylum Seekers
Archive ✔
Dispose
Retention RecommendationsDocumentsESB invoices - direct debitsystem, copies of ESB billsfor each branch and recordof telephone account ineach branch library
Comments
DescriptionDocumentation relating to theadministration of branchlibraries and LibraryHeadquarters. Includes ESB /telephone / internetadministration
Archive
✔
✔
Non-Current 2 Years
Non-Current 5 Years
Series Title: Mobile Library / Delivery Van
Dispose
Retention RecommendationsDocumentsVehicle documents and servicesof vehicle
Comments
DescriptionFiles relating tomobile library
Archive
✔
Non-CurrentCurrent 2 Years
Current
Current
Current 2 years
5 Years
2 Years
Duration of vehicle use
DocumentsSee above
Description
Library Association ofIreland
Dispose
Retention Recommendations
CommentsArchive
✔
Current 2 Years Non-Current
LIBRARIES 93
Dispose
Retention Recommendations
Current Non-Current
DocumentsCorrespondence and accounts
Duration of filming programme
DescriptionFiles relating to themicrofilming /scanning of materialin library / localstudies, e.g.newspapers Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, estimates andinvoices
Comments
DescriptionFiles relating to bookbinding andprofessional repairs
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence with publishers,quotations, copy publications and draftpublications
Comments
DescriptionMaterial relating topublications bylibrary staff orinvolving librarysponsorship orfunding Archive
Dispose
Retention Recommendations
DocumentsCorrespondence, minutes of staffmeetings, annual leave forms andapplications from staff to attendLibrarian courses, distancelearning courses and IPA courses
CommentsTransfer to HUMANRESOURCES after 1 year
DescriptionCounty Librarian's filesregarding library staff,staff relations andagreements in relation toopening hours etc. Alsoincludes forms for leaveentitlements and stafftraining and education(external)
DocumentsSee Above
DescriptionLeave
Archive
✔
✔
Comment
Non-Current
Non-Current 5 YearsCurrent
Current
Non-CurrentCurrent 1 Year
Series Title: Microfilming / Scanning Programme
Series Title: Book Binding
Series Title: Publications
Series Title: Staff
2 Years
✔
3 Years2 Years
Duration of publication /project
LIBRARIES 94
Dispose
Retention Recommendations
Non-Current
DocumentsSee above
Series Title: Work Experience
Series Title: Maintenance / Security / Technical Infrastructure
30 years
Description Staff Relations
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence and applications
CommentsDuplication of records in HUMANRESOURCES
DescriptionIncludes files relatingto applications andemployment ofindividuals on workexperience inlibraries Archive
Dispose
Retention RecommendationsDocumentsCorrespondence with alarm company,service record / call out records,service engineer’s reports relating tofire security, incident reports andschedules of annual maintenanceprogrammes
CommentsArchive contract agreement.Retain details of system forreference
DescriptionFiles relating to fireprotection alarmsystems, keyholdersand maintenance oflibrary buildings
Archive ✔
Dispose
Retention RecommendationsDocumentsQuotes, estimates, correspondenceand brochures
CommentsArchive a record of any persistentproblems
DescriptionFiles on buildingworks / plumbers /repairs
Archive ✔
✔
CommentsDispose of any duplication ofHUMAN RESOURCES files
CurrentDuration of employmentexperience
Non-Current 3 YearsCurrent 2 Years
Current 5 Years
Non-Current
Until issue resolved
Current 5 Years
Dispose
Retention RecommendationsDocumentsQuotes, estimates andcorrespondence
Comments
DescriptionRelating to technicalinfrastructure andcabling of branches
Archive ✔
Non-Current
Until system is updated
Current 3 Years
LIBRARIES 95
Dispose
Retention Recommendations
Current Non-Current
DocumentsIncludes correspondence relating toparticipation in local governmentsurveys, material relating toparticipation in regional archives andsecondment reports
5 Years
Current
Until register is completed
Description Material relating toarchive collectionsheld by libraryservice
Archive ✔
Dispose
Retention RecommendationsDocumentsRegister of readers
CommentsIf held electronically system should bemigrated every 3 years onto a newformat. See Electronic Records 3.1
DescriptionFiles relating to areasand items of localinterest andsignificance. Databaseof holdings in localstudies
Archive
Dispose
Retention RecommendationsDocumentsQueries
CommentsA database of queries would bevery useful
DescriptionLocal studies queries
Archive ✔
Dispose
Retention RecommendationsDocumentsPlans and correspondence
CommentsArchive disaster plan
DescriptionDisaster Plan
Archive ✔
✔
CommentsMany Librarians have an Archivesfile regardless of whether or notan archivist is employed by theLocal Authority
Non-Current
Non-Current 2 YearsCurrent
Non-Current
Duration of next plan
CurrentDuration of plan
Dispose
Retention RecommendationsDocumentsIncludes photocopy application formsand legislation
CommentsCopyright and Related RightsAct 2000 PhotocopyingRegulations. Application Forms:archive as evidence of compliancewith the legislation. Legislation is reference material
DescriptionFiles onimplementation ofcopyright legislation
Archive ✔
Non-CurrentCurrent
Series Title: Archives
Series Title: Local Studies
Series Title: Disaster Planning
Series Title: Copyright
5 Years
3 Years
1 Year
LIBRARIES 96
Dispose
Retention Recommendations
Series Title: Public Relations
Current Non-Current
DocumentsList of patrons of library, includesmailing list for various events andletters of complaints
Series Title: Local Government Computer Services Board
Series Title: Internet / Information Technology Public Access
2 Years / Until list updated
Description Files on publicrelations
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsMinutes and correspondence
Comments
3 Years
DescriptionFiles relating tocorrespondence withthe LGCSB andSystems UsersGroups
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, booking records andmetadata
CommentsArchive with weeding
DescriptionDocumentationrelating to libraryusers of the Internet/ electronic access tocatalogue system inlibrary branches
Archive ✔
✔
CommentsArchive with weeding
Current 5 Years
Non-Current 4 YearsCurrent 3 Years
3 Years
MANAGEMENT &ADMINISTRATION
MANAGEMENT &ADMINISTRATION
Man
agem
ent &
Adm
inis
trat
ion
tabbed headers 27/3/02 4:40 pm Page 14
MANAGEMENT & ADMINISTRATION 97
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Series Title: County / City Manager - Conferences, Invitations and Committees
Current Non-Current
DocumentsInvitations, conference details,correspondence, minutes of meetingsand expenses
Series Title: Manager’s Orders
Series Title: Councillors
Series Title: Council Meetings
5 Years
Description Files relating toconferences, openings,committees andmeetings attended by County / CityManager
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsBound volumes of Manager’s Orders
CommentsRetain in bound format on archivalquality paper. Closure of 30 years for allorders, with exception of orders relatingto personnel which should be archivedwith closure of 50 years
DescriptionManager’s Orders
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, reports,agendas, conferences andallocations
CommentsArchive with weeding. Standing ordersand tender procedures are current untilreplaced by new procedures. Agendas,notices of motions and requests forreports are maintained on PC.See Electronic Records 3.1
DescriptionFiles concerning relations withcouncillors. Includes agendas,correspondence, Local AuthorityMember Gratuity Scheme, noticesof motions, party whips, requestsfor reports, representations fromcouncillors, standing orders andtraining for elected members
Archive
Dispose
Retention RecommendationsDocumentsMinutes and correspondence
CommentsRetain in bound format, signed byChairperson and County Secretaryor Director of Corporate Services
DescriptionMinutes of councilmeetings, includingspecial meetings
Archive ✔
✔
✔
CommentsArchive delegations andsignificant events. Dispose ofroutine invitations after 1 year
Current 2 Years
Non-CurrentCurrent 2 Years
Current 2 Years Non-Current 5 Years
2 Years
Series Title: Management
Dispose
Retention RecommendationsDocumentsMinutes, agendas, reports andcorrespondence
Comments
DescriptionFiles relating tomanagement teammeetings andstrategic management Archive ✔
Non-Current 5 YearsCurrent 1 Year
Dispose
Retention Recommendations
Current
DocumentsRegister of lands / property,correspondence, deeds and plans
Series Title: Industry, Economic Development and Infrastructure
Series Title: Register of Interests
Reference
Description Files relating to landand property held bylocal authority-includes courthousesand council buildings
Archive
Dispose
Retention RecommendationsDocumentsAgendas, minutes of meetings,correspondence, press statements,copies of development plans andrenewal projects
CommentsMay duplicate plans and urban renewalschemes in PLANNING.Dispose of duplicates
DescriptionFiles relating torenewal schemes, tidytowns, strategygroups anddevelopment plans
Archive
Dispose
Retention RecommendationsDocumentsMinutes, agendas, plans,reports andcorrespondence
CommentsStructural funds / railwaysmay be located with LocalDevelopment Officer
DescriptionFiles on airports, business parks,business development groups,structural funds, IDA, enterprisegroups, roads and railways Archive
Dispose
Retention RecommendationsDocumentsRegister
CommentsArchive register when complete.If held electronically systemshould be migrated every 3 yearsonto a new format.See Electronic Records 3.1
DescriptionRegister of interestsof employees in landand properties etc.
Archive ✔
✔
✔
✔ CommentsArchive deeds and all legal material untilproperty or land sold. Archive registers.If held electronically system should bemigrated every 3 years onto a newformat. See Electronic Records 3.1.Registers of all property and landmaintained in sections. A central andcomplete register of ALL property andland purchased would be of value inrelation to future queries / FMS Register.
Non-Current 5 Years
Non-Current
Current
5 years / untilcompletion of project
Non-Current 3 Years
Current 5 Years
Non-CurrentCurrent Reference
MANAGEMENT & ADMINISTRATION 98
Series Title: Land and Property
Series Title: Local Development and County / City / Town Projects
Series Title: County / City Committees
Dispose
Retention RecommendationsDocumentsNotices ofmeetings, minutes,agendas, reportsand requests forinformation
Comments
DescriptionFiles relating to committees etc. thatcouncillors sit on- includes strategygroups, Library Committee,VocationalEducation Committee, Rural WaterMonitoring Committee, RegionalAuthorities,Tourism Committees andTraveller Accommodation AdvisoryCommittee
Archive ✔
Non-Current 1YearCurrentTerm of council / untilcommittee changes (5 years)
MANAGEMENT & ADMINISTRATION 99
Dispose
Retention Recommendations
Series Title: National / Regional Groups and Organisations
Current Non-Current
DocumentsCorrespondence files,agendas and minutes
Series Title: European Union
Series Title: Local Government Reform
1 Year 2 Years
DescriptionFiles relating to LocalGovernment ManagementServices Board, IPA, IrishPublic Bodies MutualInsurances Limited, Health Boards, National SocialServices Board, RegionalAssemblies and Authorities
Archive
✔
Dispose
Retention Recommendations
Non-Current
DocumentsSee above
CommentDue to 6 year funding plans
5 Years
DescriptionRegional Authorities
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, reports and financialreturns
CommentsArchive with weeding and reference toduplications. May be dispersed or duplicatedin files in sections, especially ENVIRONMENT and ROADS
DescriptionFiles relating tofunding- LIFE,Interreg, liaisonoffice, structuralfunds, operationalprogrammes andcommittees
Dispose
Retention RecommendationsDocumentsCorrespondence, minutes,memoranda, guidelines, circularsand reports Comments
DescriptionFiles relating toreform of localgovernment. IncludesBLG, SMI, corporateplan, Agenda 21 andone-stop-shopconcept
Archive ✔
✔
✔
Comments
Current 2 Years
Non-Current 3 YearsCurrentFor life of eachprogramme / project
Non-Current 5 YearsCurrent 3 Years
Archive
Series Title: Local Authorities and Local Authority Organisations
Dispose
Retention RecommendationsDocumentsMinutes, agendas, correspondence andreports
CommentsThese can include files relating to other localauthorities. Dispose of records of CCMAmeetings as documents originate in CCMAoffices and will be archived by the CCMA
DescriptionFiles relating to towncouncils, partnerships,strategic policy groupsand City and CountyManagers’ Association
Archive ✔
Non-Current 3 YearsCurrent 2 Years
Dispose
Retention Recommendations
Current
DocumentsCorrespondence, financial informationand reports
Series Title: Amenities
Series Title: Tourism
2 Years
DescriptionFiles relating to localmuseums, theatres,Heritage Council,heritage officer, nationalmonuments, arts,archives and events
Archive ✔
Dispose
Retention RecommendationsDocumentsCorrespondence
Comments
DescriptionFiles relating topublic relations andadvertising schemes Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
Comments
DescriptionFiles relating to amenitysites and amenityschemes. Includescorrespondence withlocal action groups
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
CommentsArchive with weeding. May belocated with Tourism Officer
DescriptionFiles relating to tourismauthorities, tourisminitiatives, operationalprogrammes, sites fortourist offices,TourismCommittee and Bord Fáilte
Archive ✔
✔
✔
Comments
Non-Current
Non-Current 3 Years
Non-Current 3 Years
Non-CurrentCurrent 2 Years
Current 2 Years
Current 3 Years
MANAGEMENT & ADMINISTRATION 100
Series Title: Heritage, Culture and Entertainment
Series Title: Public Relations and Advertising
5 Years
5 Years
Series Title: Agriculture, Health and Safety
Dispose
Retention RecommendationsDocumentsCorrespondence
Comments
DescriptionFiles relating to FoodSafety Authority ofIreland, Health andSafety Authority,premises registeredfor keeping explosivesand abattoirs
Archive
✔
Non-Current 1 YearCurrent 2 Years
MANAGEMENT & ADMINISTRATION 101
Dispose
Retention Recommendations
Series Title: Waste Management and Environment
Current Non-Current
DocumentsCorrespondence and reports
Series Title: Emergencies
Series Title: Staff Relations and Interview Boards
Series Title: Ombudsman
5 Years 5 Years
Description Files relating to landfills,waste water treatment,water supply,environment services andWaste Strategy / WasteManagement Plan
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsPlans and correspondence
CommentsDispose of emergency planswhere duplicated
5 Years
DescriptionFiles relating to fireservice, Fire ServicesCouncil, majoremergency plan andcivil defence
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, minutes andinterview questions
CommentsCorrespondence from staff may bereferred to HUMAN RESOURCES
DescriptionFiles concerning staffrelations. Includes files onEquality ActionCommittee, PartnershipCommittee, interviewboards and staffdevelopment and training
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
CommentsSome cases remain current for 10 years
DescriptionFiles relating to role ofOmbudsman. Includescorrespondence withsections and complaintsto Ombudsman
Archive
✔
✔
CommentsCheck for duplication inENVIRONMENT files
Current 5 Years
Non-Current 2 YearsCurrent 2 Years
Non-Current 4 YearsCurrent
Duration of case
✔
Series Title: Travellers
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
CommentsCheck for duplication inHOUSING files
DescriptionFiles relating totravellers and travellergroups
Archive ✔
Non-Current 2 YearsCurrent 3 Years
Dispose
Retention Recommendations
Current
DocumentsCorrespondence, minutes, submissionsand reports
3 Years
Current
DescriptionFiles relating topeace andreconciliation bodies Archive ✔
Dispose
Retention RecommendationsDocumentsCorrespondence, buildingprogrammes, staffing and minutes ofproject team meetings
CommentsThese files may not be relevantto all local authorities
DescriptionFiles relating to liaisonwith County / CityManager concerningfunding of sharedpremises / jointaccommodation withother organisations,e.g. Health Board
Archive ✔
CommentsThese files relate to bordercounties only
Non-Current 3 Years
Non-Current
MANAGEMENT & ADMINISTRATION 102
Series Title: Cross Border Groups
Series Title: Programme of Local Decentralisation
Dispose
Retention Recommendations
Current
DocumentsCorrespondence and reports
Duration of project
DescriptionFiles relating toSpecial Aid forcertain areas of thecountry from EU,USA etc. Archive ✔ Comments
Archive with weeding.These files areonly relevant to local authorities thatfall within special aid areas
Non-Current
Series Title: Special Aid Packages and Funding
5 Years
2 Years
2 Years
Series Title: Gaeltacht
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
CommentsThese files relate to localauthorities in Gaeltacht areas
DescriptionFiles relating toprovision of stateservices throughIrish, Irish Officer,Bord na Gaeilge andChoiste na Gaeilge
Archive ✔
Non-Current 5 YearsCurrent 2 Years
MANAGEMENT & ADMINISTRATION 103
Dispose
Retention Recommendations
Series Title: Freedom of Information - Operation
Current Non-Current
DocumentsRequests, correspondence, reports,agendas and minutes
Series Title: Freedom of Information - Legislation
Series Title: Data Protection - Operation
Series Title: Data Protection - General
5 Years 5 Years
Description Files relating to FOI requests,FOI meetings,FOI training and FOI Committee
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCopy of Act, reports, judgements ofOffice of the InformationCommissioner and articles Comments
DescriptionFiles relating to FOIAct and theoperation of the Act Archive
Dispose
Retention RecommendationsDocumentsRequests, correspondence andreports
CommentsArchive reports and randomsample of requests
DescriptionFiles relating tooperation of DataProtection Act Archive ✔
Dispose
Retention RecommendationsDocumentsLegislation, published reports andarticles
Comments
DescriptionFiles relating to DataProtection Act
Archive
Comments Archive reports, register ofrequests and random sample oforiginal requests. If heldelectronically system should bemigrated every 3 years onto anew format.See Electronic Records 3.1
Current Reference
Non-Current 5 YearsCurrent 5 Years
Non-CurrentCurrent Reference
Current
Duration of court case
Dispose
Retention RecommendationsDocumentsCase files and correspondence
Comments
DescriptionFiles on individualclaims and courtcases
Archive ✔
Non-Current 2 Years
Series Title: Malicious Injuries
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence with Department ofEducation and Science, exam results,recoupment, renewal of grants,departmental sanctions, booklets ofschemes, questionnaires and statistics
Current
Until next register published
Description General files relatingto annual scheme andforeign exchange
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence andpolling schemes
Comments
DescriptionFiles relate to correspondence onthe preparation of register.Includes advertisements, list ofpolling stations, post offices,libraries etc. Files also includepolling schemes which are drawnup every 10 years detailing pollingplaces for each electoral area
Archive
Dispose
Retention RecommendationsDocuments
Comments
DescriptionElectoralAdvertisements
Archive
✔
✔
✔
Comments
Non-Current 2 Years
Non-Current
3 years after election
Current Year of election
MANAGEMENT & ADMINISTRATION 104
Series Title: Higher Education Grant Schemes
Series Title: Register of Electors - Preparation of Register
Current
Series Title: Information Systems
Dispose
Retention RecommendationsDocumentsCorrespondenceand reports
CommentsArchive minutes of meetings and websiteplans with reference to duplication inINFORMATION SYSTEMS
DescriptionFiles relating to the Information SystemsSteering Committee, Data ProtectionCommission, Local GovernmentComputer Services Board, Intranet andInternet website and staff training
Archive ✔
Non-Current 5 YearsCurrent Reference
Dispose
Retention RecommendationsDocumentsRegister
CommentsArchive register of students when registeris complete. If held electronically, systemshould be migrated every 3 years onto anew format. See Electronic Records 3.1
DescriptionRegister of Students
Archive
Dispose
Retention RecommendationsDocuments
Comments
DescriptionStudent files
Archive
✔
✔
Non-Current
Non-Current 3 YearsCurrentUntil course is completed
Reference
Current Reference
MANAGEMENT & ADMINISTRATION 105
Dispose
Retention Recommendations
Current Non-Current
Documents
Series Title: Register of Electors - Administration
Reference
Description List of post offices,libraries etc
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsRevision Courts / claims
Comments
1 Year
DescriptionDetails of revisioncourt dates held inorder to hear anyapplications forchanges to draftregister
Archive
Dispose
Retention RecommendationsDocumentsClaims
Comments
DescriptionClaims
Archive
Dispose
Retention RecommendationsDocumentsMaps, plans, correspondence, memosand circulars
CommentsWeed and dispose after anew revision
DescriptionConstituencyRevision
Archive
✔
Comments
Current 1 Year
Non-Current 1 YearCurrent 2 Years
Non-CurrentCurrent Reference
Dispose
Retention RecommendationsDocumentsRevenue Collectors -payment of franchisefees andcorrespondence
Comments
DescriptionFranchise Fees.Files relating to correspondencewith revenue collectors in Augustrequesting that they start compilingregister and correspondencerelating to claims and complaints,including copy of pay-relatedagreements and circulars relating topayments
Archive
✔
Non-Current 1YearCurrent 5Years
✔
Dispose
Retention RecommendationsDocuments
Comments
DescriptionPolling Schemes
Archive ✔
Non-Current 9 YearsCurrent Year of newscheme
Dispose
Retention RecommendationsDocuments
Comments
DescriptionPolling Stations
Archive
✔
Non-Current
Until next election
Current 1 Year
Dispose
Retention Recommendations
Current Non-Current
DocumentsCorrespondence
Series Title: Register of Electors - Elections and Electors
2 Years 2 Years
Current 2 Years
Description Correspondence
Archive
✔
Dispose
Retention RecommendationsDocumentsCorrespondence and circulars
CommentsReview for reference requirementafter period of non-currency
DescriptionStatistics and controltotals
Archive
Dispose
Retention RecommendationsDocumentsManuals from LGCSB andcorrespondence relating to system
Comments
DescriptionComputer system(metadata)
Archive
Dispose
Retention RecommendationsDocumentsFiles relating to the variousdescriptions of electionsheld and the voters eligibleto take part
CommentsLocal Elections Regulations, 1995Article 92 (3). Election documentationto be retained for a period of months(from date of certificate of return whichis made as soon as practicable after theresult of the poll has been declared).Údarás na Gaeltachta ElectionsRegulations, 1979 Regulation 75 (3),Local Elections Regulations. If heldelectronically, system should be migratedevery 3 years onto a new format.See Electronic Records 3.1
DescriptionLocal elections
Archive
✔
Comments
Non-Current 5 Years
Non-Current
Permanently as metadata
CurrentUntil new system introduced
Non-Current 1 YearCurrent Year of election
Dispose
Retention RecommendationsDocuments
CommentsSee Local Elections above
DescriptionSeanad / Generalelections
Archive
Non-CurrentCurrent Reference
MANAGEMENT & ADMINISTRATION 106
MANAGEMENT & ADMINISTRATION 107
Dispose
Retention Recommendations
Current Non-CurrentDocuments
1 YearDescriptionPresidential elections
Archive
✔
Dispose
Retention Recommendations
Non-CurrentDocuments
CommentsSee Local Elections above
1 year after next election
DescriptionÚdarás na Gaeltachtaelections
Archive
Dispose
Retention RecommendationsDocuments
CommentsSee Local Elections above
DescriptionLocal electors
Archive
✔
✔
CommentsSee Local Elections above
CurrentYear of election
Non-CurrentCurrent 1 Year
Dispose
Retention Recommendations Documents
CommentsSee Local Elections above
DescriptionSpecial voters
Archive
✔
Non-Current 1 YearCurrent 2 Years
Dispose
Retention RecommendationsDocuments
CommentsElectors in this category must becontacted under EU directives.See Local Elections above
DescriptionEuropean Parliamentelectors
Archive
✔
Non-Current
Until the following EU election
CurrentUntil next EU election
Dispose
Retention Recommendation
Current Non-Current
Documents
Series Title: Register of Electors - Disclosure of Donations
1Year
Current 2 Years
Description Draft register
Archive
✔
Dispose
Retention RecommendationsDocumentsFinal register
CommentsComputer only maintains February versionof register and current live version, notfinal version for each year. Archive finalversion onto a new format and retain inArchive. If held electronically systemshould be migrated every 3 years onto anew format. See Electronic Records 3.1
DescriptionFinal register
Archive
Dispose
Retention RecommendationsDocumentsStatements, declarationsand account information
CommentsLocal Elections (Disclosure ofDonations and Expenditure) Act,1999 Section 19(1). Retentionperiod of 3 years from the latest dateof furnishing statements of donationsand election expenses which is 90 daysfollowing the polling day at election.Electoral (Amendment) Act, 2001Section 58 applies the provisions inrelation to the opening of donationaccounts to members of localauthorities. Retention period of 3years. If held electronically systemshould be migrated every 3 years ontoa new format.See Electronic Records 3.1
DescriptionStatements of donations andelection expenses and filesrelating to the opening ofdonation accounts tomembers of local authorities
Archive ✔
✔
CommentsComputer only maintains Februaryversion of register and current liveversion, not final version for each year.Archive final version onto a new formatand retain in Archive. If held electronicallysystem should be migrated every 3 yearsonto a new format.See Electronic Records 3.1
Non-Current 2 Years
Non-Current 4 YearsCurrent 3 Years
Series Title: Licences - Casual Trading
Dispose
Retention RecommendationsDocumentsRegister of Licences
CommentsArchive register once completed. If heldelectronically system should be migratedevery 3 years onto a new format.See Electronic Records 3.1
DescriptionFiles relating toenquiries, bye-laws andregister of licences
Archive ✔
Non-CurrentCurrent
MANAGEMENT & ADMINISTRATION 108
Series Title: Register of Electors - Registers
MANAGEMENT & ADMINISTRATION 109
Dispose
Retention Recommendations
Current Non-Current
Documents
Series Title: Dogs and Dog Control
2 Years 2 Years
DescriptionCorrespondence
Archive
✔
Dispose
Retention Recommendations
Non-Current
Documents
Comments
2 Years
DescriptionApplication forms
Archive
Dispose
Retention Recommendations Documents
CommentsReference material
DescriptionBye-laws
Archive
Dispose
Retention RecommendationsDocumentsDog licences andpound charges
CommentsAnnual reports, acts andregulations held as reference material
DescriptionFiles relating to the administrationof dogs in local authority area.Includes licences, pound charges,recoupment from An Post, dogwardens’ expenditure, receipts,fines and correspondence
Archive
✔
✔
Comments
Current 3 Years
Non-CurrentCurrent Reference
Non-CurrentCurrent 2 Years
Dispose
Retention Recommendations Documents
Comments
DescriptionDog wardens
Archive
✔
Non-Current 5 YearsCurrent 2 Years
Dispose
Retention Recommendations
Current Non-Current
Documents
2 Years 5 Years
Current
During court case / untilfine paid
DescriptionRecoupment fromAn Post
Archive
✔
Dispose
Retention RecommendationsDocuments
Comments
DescriptionFines
Archive
Dispose
Retention Recommendations Documents
Comments
DescriptionExpenditure andreceipts
Archive
✔
✔
Comments
Non-Current
Until after audit + 1 year
Non-Current 2 YearsCurrent 2 Years
Dispose
Retention Recommendations Documents
Comments
DescriptionReturns to DoELGand statistics
Archive
✔
Non-Current 2 YearsCurrent 5 Years
Dispose
Retention RecommendationsDocuments
Comments
DescriptionCorrespondence (includes with ISPCA)
Archive
✔
Non-Current 5 YearsCurrent
MANAGEMENT & ADMINISTRATION 110
5 Years
MANAGEMENT & ADMINISTRATION 111
Dispose
Retention Recommendations
Series Title: Weighbridges, Weights and Measures
Current Non-Current
DocumentsWeights and Measures Book
Series Title: Correspondence
5 Years
Description Files relating to themaintenance ofweighbridges andgeneral files relatingto weighbridges
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence
CommentsArchive with weeding andreference to duplications.Thesefiles contain letters on a broadrange of matters, some of whichmay be passed on to relevantsections and others which areaddressed to Senior Managersand warrant a reply from them
1 Year
DescriptionFiles containing correspondence -includes queries / complaints fromthe public, ESB, water safety,special areas of conservation,Court Services Board and jet skioperation
Archive ✔
CommentsArchive, with weeding, weightsand measures records, as this isno longer a function of theLocal Authority
Current 2 Years
Series Title: Partnership Committee Facilitator
Dispose
Retention RecommendationsDocumentsCorrespondence from Facilitator
CommentsDocuments held by Facilitator
DescriptionFiles relating toPartnershipFacilitator
Archive
✔
Non-CurrentCurrent 2 Years
D/Env, general, box 140, County and City Management:Philip Monahan, the first city manager to be appointed, writes from
Cork to the Department expressing annoyance with the behaviour ofelected councillors. January 1930.
Reproduced with the kind permission of the Director of the National Archives
MOTOR TAXMOTOR TAX
Mot
or T
ax
tabbed headers 27/3/02 4:40 pm Page 15
MOTOR TAXMOTOR TAX 112
Retention Recommendations
Series Title: Driving Licences
Current Non-Current
DocumentsApplication / renewal of provisionaldriving licence. Includes medicalreports (including eyesight and healthand fitness), birth certificates,endorsements and certificate ofcompetency
Series Title: Tax Renewals
Series Title: Notification of Transfer of Vehicle Ownership to a Motor Dealer
Series Title: Registration Numbers Allocated Outside County
For period of licence + 1 year
DescriptionDocumentationregarding application/ renewal of drivinglicences
Retention Recommendations
Non-Current
DocumentsIncludes notification of transfer ofvehicle ownership and declarationform (where applying for replacementregistration book / replacementvehicle licensing certificate orreplacement licence / tax disc) Comments
Archive only original documentation.Arranged by registration number
10 Years
DescriptionFiles relating torenewal of motor tax
Retention RecommendationsDocumentsCopy of vehicle licensing certificate
CommentsDatabase for reference use.Thisform is only used in cases whereownership of vehicle firstregistered after 1 January 1993was transferred to a motordealer - completed by personselling vehicle
DescriptionFile containingnotifications oftransfer of vehicleownership
Retention RecommendationsDocumentsNew Numbers Registers - details theregistration number, chassis number, nameand address of owner, engine number, makeof vehicle, date of issue and date of taxation.Motor tax application for new vehicle, vehicleregistration certificate (copy), vehicle exciseduties (miscellaneous receipts), first motortax application for used vehicle and publicweighing ticket
DescriptionFiles containingdetails of vehiclespurchasedoutside of county
CommentsArchive only original documentation.Arranged by reference number butalphabetical index also held electronically.Includes details of vintage vehicles
Current
Until after audit + 1 year
Non-Current 5 YearsCurrent 5 Years
Non-CurrentCurrent
5 years. Registers: 2 years
10 Years
10 Years
CommentsArchive Registers. If held electronicallysystem should be migrated every 3 yearsonto a new format.See Electronic Records 3.1
Dispose
Archive ✔
Dispose
Archive ✔
Dispose
Archive ✔
Dispose
Archive
✔
Retention RecommendationsDocumentsThe register contains informationsimilar to that recorded in theRegisters of Cars
CommentsUnder Road Vehicles (Registration andLicensing) (Amendment) (No. 2)Regulations, 1991 each licensingauthority must keep a separate register torecord the number of vintage and veteranvehicles in the county. A microfilm copyshould be made for preservation purposes.If held electronically system should bemigrated every 3 years onto a new format.See Electronic Records 3.1
DescriptionFiles regardingvintage licences areamalgamated indriving licence filesbut a separateregister of all vintagevehicles taxed in thelocal authority isretained
Retention RecommendationsDocumentsList of names and addresses / registrationnumber of vehicle / period of validity of PSV.Also correspondence between local authorityand Gardaí. Enquiry and report form (onapplication for a public service vehicle licence- An Garda Síochána). DoELG circularsregarding PSVs. Also correspondence withindividuals on non-payment of balance of taxdue on vehicles
CommentsWhere a Public Service VehiclesRegister is not maintained, the abovefiles should be retained as for drivinglicence files
DescriptionFiles relating tothe licensing ofpublic servicevehicles
Non-CurrentCurrentUntil volume completed+ 1 year
Non-Current 10 YearsCurrent For period oflicence + 1 year
Series Title: Register of Vintage and Veteran Vehicles
Series Title: Public Service Vehicles
MOTOR TAXMOTOR TAX 113
Retention Recommendations
Current
DocumentsIncludes details of registrationnumber, name and address of owner,cc, chassis number, make, body, colour,date booked, date taxed andcertificate number
Until volume completed + 1 year
Current
Until volume completed +1 year
Description Records of everynew car that had tobe registered withMotor Tax prior tothe VRU in 1993
Retention RecommendationsDocumentsIncludes Register of Duplicate VehicleLicences (a replacement disc register)
CommentsA microfilm copy should be made forpreservation purposes. If heldelectronically system should be migratedevery 3 years onto a new format.See Electronic Records 3.1
DescriptionRegisters detailingdate of issue andserial number oflicence, vehiclenumber, descriptionof vehicle and totalfor road vehicles
CommentsA microfilm copy should be made forpreservation purposes. If heldelectronically system should be migratedevery 3 years onto a new format.See Electronic Records 3.1
Non-Current
Non-Current
Series Title: Registers of Registration and Licences for Road Vehicles
Series Title: Registers of Annual,Quarterly and Half-Yearly Licences issued for Road Vehicles
Dispose
Archive ✔
Dispose
Archive ✔
Dispose
Archive ✔
Dispose
Archive ✔
MOTOR TAXMOTOR TAX 114
Retention Recommendations
Series Title: Trade Plate Licences
Current
DocumentsRegisters of Trade Plates. Alsoapplication form for a generaltrade licence, application forrenewal of licence and vehicle tax renewal form
Series Title: Trailer / Semi-Trailer Licences
Series Title: Recoupment Claims from DoELG
Description Files relating to applicationand renewal by garages oftrade plate licences.Theregister contains details ofplate number, name, address,fee paid and conditionsnotified
Dispose
Retention RecommendationsDocumentsRegister of Annual Licences forTrailers. Register details date issued,serial number of licence, trailernumber and amount. Also trailerweight identification certificate,application form to licence trailer andcertificate of roadworthiness.Includes trailer renewal form andnotification of transfer of vehicleownerships
CommentsUnder Road Traffic (Licensing ofTrailers and Semi-Trailers)Regulations, 1982, all licensing authoritiesmust maintain a local register of all trailersand semi-trailers registered with theirauthority. Archive the Register of AnnualLicences for Trailers once volumecompleted. If held electronically systemshould be migrated every 3 years onto anew format. See Electronic Records 3.1
DescriptionAnnually held files ontrailer and semi-trailer licences.Identificationcertificate details thedescription of trailer,make, model, year ofmanufacture, chassisletters and numbers,number of axles andgross vehicle weight
Archive
Retention RecommendationsDocumentsRecoupment of expenses form,statement of expenses, claim forrecoupment and form relating torepayment of motor licence duty.Also form relating to serialnumbers of motor vehicle licences(including duplicates) accountedfor by local authority during year,form relating to vehicle exciselicences accounted for by localauthority, insurances andbreakdown of fees due by localauthority to bank. Includesexpenditure history reportprintouts
Comments
DescriptionFiles on recoupment ofexpenses from DoELG,showing amount ofreceipts, lodgementsetc. in respect of motorlicence duties on anannual basis. Alsoincludes expenditureand stock return toDoELG (under salaries,superannuationcommitments, overtimeand miscellaneous)
Dispose
Retention RecommendationsDocumentsNumber of driving licences issued,details of account statement frombank, reconciliation statement andstatement of income
CommentsUnder a new system in 1996 , licensingauthorities can deduct from proceedsof motor tax, on a monthly basis, anamount calculated in respect ofexpenses incurred in collecting andadministering the tax
DescriptionFiles on EuropeanCommunities(Vehicle Testing)Regulations - accountof income from roadworthiness testing Archive
✔
✔
CommentsArchive the Register of Trade Platesonce volume completed. If heldelectronically system should bemigrated every 3 years onto a newformat. See Electronic Records 3.1
Non-Current 5 YearsCurrent
Until after audit + 2 years
Non-Current 7 YearsCurrentUntil after audit + 2 years
Non-Current
Current Non-Current
5 Years1 Year
1 Year 5 Years
Dispose
Archive ✔
Dispose
Archive
✔
Series Title: Monthly Returns to DoELG
Series Title: Monthly Accounts of Income
Series Title: Refunds
Series Title: Cash Books
Series Title: Lodgement Books
Series Title: Stubs of Tax Books and Licence Books
MOTOR TAXMOTOR TAX 115
Dispose
Retention Recommendations
Current
DocumentsIncludes the description of vehicle,number and value of licences issuedduring month, cumulative totals sinceJanuary, total replacement licences,total vehicle licences and grand total
Until after audit + 1 year
DescriptionFiles containingdetails of incomereceived on amonthly basis frommotor licence duty Archive
✔
Dispose
Retention RecommendationsDocumentsExtract from registration book, detailsof registered owner, copy of payingorder, application for repayment ofmotor duty and certificate of roadworthiness
CommentRegistration book remains on motor taxfile and cannot be issued again
DescriptionFiles on refunds ofmotor vehicle licenceduty
Archive
Dispose
Retention RecommendationsDocumentsDetails of serial letter and numbers oflicences issued; vehicle licences andreplacements, cancellations,registration charges, arrears of duty;drivers’ licences and duplicates,replacement registration books,vehicle testing fees, enquiry fees, totalreceipts and lodgements to Motor Taxaccount
Comments
DescriptionCash books used byMotor Tax Section
Archive
Dispose
Retention RecommendationsDocumentsLodgement Books
Comments
DescriptionLodgements toMotor Tax account
Archive
✔
✔
✔
Comments
Non-Current
Non-Current 5 Years
Current
Until after audit + 2 years
Non-Current 5 Years
Current
Non-CurrentCurrentUntil after audit + 1 year
Dispose
Retention RecommendationsDocumentsIncludes details of serial number, indexmark and date stamp. Also provisionallicence stubs - including counterfoil of licence issued (name and date of birth)
Comments
DescriptionFiles of stubs from taxbooks and provisionallicences
Archive
✔
Current Non-Current
Until after audit + 1 year
3 Years 2 Years
5 Years
MOTOR TAXMOTOR TAX 116
Dispose
Retention Recommendations
Series Title: Discrepancy Queries - Vehicle Registration Unit
Current
DocumentsDiscrepancy forms. Includescorrespondence between localauthority and garages / privateindividuals regardingconfirmation of correctregistration numbers
Series Title: Vehicle Registration Unit (VRU) Computer Report Register
Series Title: Cancelled Discs
Until after audit + 2 years
Description Query forms from VRU,Shannon, Co. Clare toauthorised officer of localauthority regardingdiscrepancies that haveemerged in respect ofvehicles and requestinglocal authority to confirmaction taken
Archive
✔
Dispose
Retention Recommendations
Non-Current
DocumentsVehicle licensing certificates (original),certificate of destruction, notificationof change of colour of vehicle andnotification of change of address ofindividual Comments
Retain original documentation only(VLC and tax disc).VLCs have replacedthe old registration books
DescriptionAmendment advicefrom VRU to motortax relating to changeof ownership etc. -computerisednationally
Archive
Dispose
Retention RecommendationsDocumentsRegister
CommentsIf held electronically system shouldbe migrated every 3 years onto anew format.See Electronic Records 3.1
DescriptionDetails dates ofbatches sent fromMotor Tax to theVRU, with number offorms and cash booktotal for each day
Archive
Dispose
Retention RecommendationsDocumentsVehicle licensing certificate,registration book, vehicle exciseduties and miscellaneous receipts.Also certificate of road worthinessand tax renewal form
CommentsEach individual disc marked ‘cancelled’
DescriptionDocumentationregarding discs whichhave been sent toindividuals in error /incorrect discs /wrong expiry date on discs
Archive
✔
✔
✔
Comments
CurrentUntil after audit + 2 years
Non-CurrentCurrentUntil Register completed
Non-Current 5 YearsCurrent Until after audit+ 2 years
Series Title: Alert Forms Conversion of Vehicle
Dispose
Retention RecommendationsDocumentsAmendment advice forms
Comments
DescriptionNotification of NVDFthat vehicles havebeen converted.Advice of conversioncertificate fromRevenueCommissioner
Archive
✔
Non-CurrentCurrent
Non-Current 2 Years
Series Title: Vehicle Licensing Certificates / Amendments
3 Years2 Years
MOTOR TAXMOTOR TAX 117
Dispose
Retention RecommendationsDocumentsCorrespondence from insurancecompany / motor dealer regardingrefunds of taxation
Description Notification fromNVDF that a car hasbeen scrapped
Archive
✔
Dispose
Retention RecommendationsDocumentsPrinted notice forwarded from circuitand district courts
CommentsInformation also held by the courts.Important to hold locally as namesakesoccur.While an endorsement is validfor 3 years, it is possible that it couldcarry on to next licence if person doesnot apply for a licence during theimmediate 3 years that follow
DescriptionNotifications ofendorsements
Archive
Dispose
Retention RecommendationsDocumentsForms
CommentsArchive sample and dispose ofremainder
DescriptionForm signed by authorisedofficer authorising return ofregistration documents Archive
Dispose
Retention RecommendationsDocumentsCertificates
Comments
DescriptionCertificates of roadworthiness received
Archive
✔
✔
✔
CommentsMay be filed under Refunds
Current
Current Non-Current
Current 1 Year
Non-Current 3 Years
Non-Current 3 YearsCurrent 2 Years
Non-Current 2 Years
Non-CurrentCurrentUntil endorsement hasexpired + 1 year
Dispose
Retention RecommendationsDocuments
CommentsRecommended that test results be e-mailed to the DoELG monthly.Recommended that the printed summaryof test results be retained for two yearsafter the test. If held electronically systemshould be migrated every 3 years onto anew format.See Electronic Records 3.1
DescriptionRecords relating to LocalAuthority supervision of DoELGtest centres
Archive
✔
Series Title: Enquiries Relating to Scrapped Vehicles
Series Title: Notification of Endorsement of Licences
Series Title: Enquiry Form S103
Series Title: Certificate of Road Worthiness
Series Title: DoELG Test Centres
2 Years
MOTOR TAXMOTOR TAX 118
Dispose
Retention RecommendationsDocumentsManual System: VT-L5 Application / Testreport form,VT7 fail statement, VTC8certificate of roadworthiness(counterfoils held in the test centre)
DescriptionManual System
Archive
Dispose
Retention RecommendationsDocumentsElectronic System: Vehicle test reports,test results forms, fail statements andprinted summary of test results
Comments
DescriptionElectronic System:Software programmeapproved by DoELG:ASC Software Ltd.CVT Version LGV101D
Archive
✔
✔ Comments
Non-Current 5 YearsCurrent 2 Years
Non-Current 5 YearsCurrent 2 Years
MUSEUMSMUSEUMS
Mus
eum
s
tabbed headers 27/3/02 4:40 pm Page 16
MUSEUMS 119
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Retention Recommendations
Series Title: Museum Committees
Current Non-Current
DocumentsMinutes and correspondence
Series Title: Museum Security
Series Title: Public
Series Title: Policy
2 Years 5 Years
DescriptionIncludes anycommittees, internaland external, such asMuseum SteeringGroup, on which themuseum isrepresented
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence, original contractswith firms
CommentsArchive policies and contracts.Dispose of correspondence.Some of the material is reference
2 Years
DescriptionRecords of securitysystem in museum
Archive
Dispose
Retention RecommendationsDocumentsRequests from researchers, public etc.
Comments
DescriptionFiles relating toenquiries
Archive
Dispose
Retention RecommendationsDocumentsPolicy papers, drafts etc.
CommentArchive policies and drafts ofpolicies
DescriptionFiles on museumpolicies
Archive ✔
✔
✔
CommentsArchive minutes of MuseumSteering Group and othermeetings chaired / convened byCurator
Current 2 Years
Non-Current 2 YearsCurrent 2 Years
Non-Current 5 YearsCurrent 2 Years
Series Title: Advertising
Dispose
Retention RecommendationsDocumentsCorrespondence with variouscompanies regarding advertising ofmuseum, costs, copies ofadvertisements
Comments
DescriptionFiles relating toadvertising
Archive
✔
Non-Current 2 YearsCurrent 2 Years
MUSEUMS 120
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Retention Recommendations
Current
DocumentsNewspaper cuttings, advertisements,press releases, articles of historicalinterest
3 Years
Current 5 Years
Non-Current 3 Years
Description Material relating topublicity for theMuseum Archive ✔
Dispose
Retention RecommendationsDocumentsOfficial Acquisition (Loan and Gift)forms and related correspondence
CommentsCopies to be retained forreference. Originals to be sent tothe Archive
DescriptionRecords of artefactsacquired by theMuseum Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and queriesregarding exhibitions
CommentsSome material is reference
DescriptionFiles on othermuseums, galleries,heritage centres andlibraries in Irelandand abroad
Archive
✔
Dispose
Retention RecommendationsDocumentsCorrespondence and plans fordevelopment
Comments
DescriptionFiles on individuallocal museums,centres, communityand developmentgroups
Archive ✔
✔
CommentsArchive a copy of newspaperarticles (not newspaper cuttings)containing date and newspaperfrom which it was taken andpress releases
Non-Current
Non-CurrentCurrent 5 Years
Non-Current 2 YearsCurrent 3 Years
Dispose
Retention RecommendationsDocumentsCorrespondence and loan agreements
CommentsArchive loan agreements andweed correspondence
DescriptionSubjects include itemsdonated; queries,requests
Archive ✔
Non-Current 3 YearsCurrent 2 Years
Series Title: Publicity
Series Title: Acquisition
Series Title: Museums, Galleries,Arts Centres, Heritage Centres, Libraries
Series Title: Local Heritage Centres / Development Groups
Series Title: National Museum
MUSEUMS 121
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Retention Recommendations
Series Title: Exhibitions - Equipment
Current Non-Current
DocumentsCorrespondence and circulars
Series Title: Exhibition - Themes
Series Title: Exhibitions / Events - Individual
Series Title: Conservation
2 Years 3 Years
Description Includes files onexhibition furniture,partition systems,display cases, lightingetc.
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence
Comments
3 Years
DescriptionFiles on local artists,textiles, archaeologyetc. Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, brochures,photographs and slides
Comments
DescriptionIndividual files onexhibitions andmuseum events Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and brochures
CommentsWeed every 2 years. Archiveconservation policy and conservationreports only and dispose of remainder
DescriptionFiles on varioussuppliers andequipment,conservation policiesand organisations, e.g.An Taisce
Archive ✔
✔
✔
✔
Comments
Current 2 Years
Non-Current 3 YearsCurrent 2 Years
Non-Current
Series Title: Tourism
Dispose
Retention RecommendationsDocumentsBrochures, circulars andcorrespondence
CommentsWeed every 2 years. Archive tourismpolicy and tourism reports drawn up bycurator and dispose of remainder
DescriptionTourist organisations,e.g. Bord Fáilte andlocal tourist offices
Archive ✔
Non-Current
Current
Mainly reference
Current
Reference brochures, circulars
MUSEUMS 122
Dispose
Retention Recommendations
Current
DocumentsCorrespondence, photographsand slides
2 Years Current 2 Years
Description Files on Art groups,Arts organiser, ArtsCentres etc. Archive ✔
Dispose
Retention RecommendationsDocumentsReports and correspondenceregarding role of museums, funding,training etc.
Comments
DescriptionFiles on liaison withHeritage Council
Archive
Dispose
Retention RecommendationsDocumentsApplications and correspondence withHuman Resources
Comments
DescriptionFiles relating toapplications to attendcourses andconferences forcurator and staff
Archive
✔
Dispose
Retention RecommendationsDocumentsTimesheets, applications,recommendations, CVs,correspondence with HumanResources, County Librarian etc.
CommentsHold 1 FÁS application form forongoing reference (material duplicated)
DescriptionFiles on FÁS, SESschemes, museumassistants, researchassistants etc.
Archive
✔
✔
Comments
Non-Current 2 Years
2 YearsCurrent 2 Years
Current 2 Years
Dispose
Retention RecommendationsDocumentsCorrespondence
Comments
DescriptionFiles on MilitaryHistory Society, IrishMuseums Trust, RoyalSociety of Antiquariesand otherorganisations
Archive ✔
Non-Current 2 YearsCurrent 2 Years
Series Title: Artists
Series Title: Heritage Council
Series Title: Conferences and Courses
Series Title: Staffing
Series Title: Societies and Organisations
CurrentCurrent for duration ofemployment of staff member.Financial Documentation: 7 years
Non-CurrentFinancial Documentation: 3 years.Other documentation: 5 years
MUSEUMS 123
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Retention Recommendations
Series Title: Local Authority Curators’ Group
Current Non-Current
DocumentsMinutes, agenda and correspondence
Series Title: Artefacts
Series Title: Private Collections
Series Title: Archaeological Sites
2 Years 3 Years
Description Files on Group
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence
CommentsUltimately archive
DescriptionFiles on artefacts
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence with collectors, listsof items donated and returned
Comments
DescriptionIndividual files onprivate collectorsfrom around thecountry Archive
Dispose
Retention RecommendationsDocumentsCorrespondence with engineers,academics and site owners
Comments
DescriptionFiles on individualexcavations
Archive ✔
✔
✔
CommentsArchive one copy of minutes,agenda and policy documents
Current Reference
Non-Current 3 YearsCurrent 2 Years
Non-Current 3 YearsCurrent 2 Years
Series Title: Archaeology - Planning Permission Requests
Dispose
Retention RecommendationsDocumentsCorrespondence with PlanningSection etc.
Comments
DescriptionFile on planningpermission -implications for sites
Archive ✔
Non-CurrentCurrent 5 Years
MUSEUMS 124
Dispose
Retention Recommendations
Current
DocumentsIncludes copies of reports sent toDúchas and correspondence
2 Years
Current 2 Years
Description Files regardingvarious monumentsand archaeologicalsites
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence
Comments
DescriptionFiles on canoes andboat finds
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, circulars, brochures.Including application for Museumbuilding and extensions
CommentsEU Funding files to be held for 7years after completion ofprogramme. Archive applicationsand correspondence regardingapplications for funding
DescriptionFiles on sources forfunding - such asInterreg and grant-aid Archive
Dispose
Retention RecommendationsDocumentsCorrespondence
Comments
DescriptionSpecific files onschools
Archive
✔
✔
✔
✔CommentOriginals retained by Dúchas
Non-Current 3 Years
Non-Current 3 Years
Non-Current 5 YearsCurrent 2 Years
Non-Current 3 YearsCurrent 2 Years
Dispose
Retention RecommendationsDocumentsCorrespondence with owners
CommentsUltimately archive
DescriptionFiles on industriesregarding donationsand exhibitions
Archive ✔
Non-CurrentCurrent Reference
Series Title: Dúchas
Series Title: Canoes and Boats
Series Title: Funding
Series Title: Schools
Series Title: Industries
MUSEUMS 125
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Retention Recommendations
Series Title: Festivals
Current Non-Current
DocumentsCorrespondence
Series Title: Folklife / Folklore
Series Title: IPCRA
Series Title: Heritage Council Pilot Project
2 Years 3 Years
Description Files on festivals
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsCorrespondence
CommentsDispose when no longer requiredfor reference
DescriptionFiles on folklore
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, journals andminutes of meetings
CommentsDuplicated elsewhere. Disposewhen no longer required forreference
DescriptionIrish ProfessionalConservators andRestorers Association Archive
✔
Dispose
Retention RecommendationsDocumentsCorrespondence with HeritageCouncil regarding project, meetingsand ongoing project documentation Comment
Archive drafts and final standard
DescriptionFiles onstandardisationproject for Museums
Archive ✔
✔
✔
Comments
Current Reference
Non-CurrentCurrent Reference
Non-CurrentCurrent 3 Years
Series Title: Museum - Catalogues and Brochures
Dispose
Retention RecommendationsDocumentsBrochures and catalogues
CommentsDispose when replaced
DescriptionFiles on the creationof catalogues andbrochures for theMuseum Archive
✔
Non-CurrentCurrent Reference
MUSEUMS 126
Dispose
Retention RecommendationsDocumentsList
Current
Retain copy as referencewhere required
Current
Copy of database to beupgraded when necessary
Description Database of list ofitems donated / soldto / received byMuseum
Archive ✔
Dispose
Retention RecommendationsDocumentsDrawings, site plans, Ordnance Surveymarked maps and slides generated bythe survey; ‘Field Record’ giving sitenumber and description; notebooksand draft material for survey Comments
Public access required, therefore copyshould be available in Museum forconsultation and a copy also held inArchive for long-term preservation.Archive original.Photocopy held by Dúchas
DescriptionFiles onimplementation ofSurvey
Archive
Dispose
Retention RecommendationsDocumentsMainly photocopied information,cuttings and some correspondence
CommentsWeed and dispose when nolonger required
DescriptionSeries of files onresearch forexhibitions. Examplesare migration, hiringfairs, famine,workhouses, GreatWar and historicalevents
Archive
✔
✔
CommentsSee Electronic Records 3.1
Non-Current
Non-Current
Non-CurrentCurrent Reference
Series Title: Museum Collection
Series Title: Archaeological Survey
Series Title: Researchers
D/Taoiseach S12787:The Catholic Hierarchy, through its secretary, Dr Staunton, Bishop of Ferns,express opposition to holding local elections on a Sunday in a letter to ‘His
Excellency’, Eamon de Valera. June 1942.
Reproduced with the kind permission of the Director of the National Archives
PLANNING & DEVELOPMENT CONTROL
PLANNING &DEVELOPMENT CONTROL
Plan
ning
&
Deve
lopm
ent C
ontr
ol
tabbed headers 27/3/02 4:40 pm Page 17
PLANNING & DEVELOPMENT CONTROL 127
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Series Title: Development Plans
Non-Current
DocumentsFiles include reports, localsubmissions, maps, plans and drawings,correspondence, draft plans andcopies of relevant minutes onadoption of plan
Series Title: Security Bonds from Developers
Series Title: Urban and Town Renewal Incentive Schemes
Series Title: EU Supported Urban and Village Renewal Measures
7 Years
Description Files on developmentplans for cities, townsand counties
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsBonds
CommentsThe Bond Register should be retainedpermanently
DescriptionFiles on securitybonds
Archive
Dispose
Retention RecommendationsDocumentsReports, local submissions, records ofcertificates granted for tax purposesand registers of time extensions
Comments11 years required to facilitate potentialqueries from Revenue Commissioners
DescriptionFiles relating tointegrated area plansand town renewalplans
Archive
Dispose
Retention RecommendationsDocumentsReports, local submissions, designs,drawings, estimates, correspondence,grant applications, administration andEU funding records
CommentsRetain all documentation required forEU audit 7 years after the end of theprogramme
DescriptionFiles on urban andvillage renewalmeasures
Archive ✔
✔
✔
CommentsArchive plans, major objections,contributions, background files andancillary information
Non-Current 11 Years
Non-Current 4 Years
Series Title: Derelict Sites
Dispose
Retention RecommendationsDocumentsLegislation, departmental notices,intentions to enter sites listed in theregister, correspondence relating tocomplaints made by members of thepublic regarding unsightly premises andaction taken by the local authority
CommentsIssue is concluded when site is renderednon-derelict or is acquired by the localauthority by means of CompulsoryPurchase Order
DescriptionFiles on individualderelict sites listed inthe register heldunder the DerelictSites Act, 1990 Archive
✔
Non-Current
Duration of plan + 1 year
Current
Until development is certified
Current
Duration of plan
CurrentDuration of EU programme+ 3 years
Current
Until conclusion of the issue
Non-Current3 years from conclusion ofthe issue
PLANNING & DEVELOPMENT CONTROL 128
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Retention Recommendations
Current
DocumentsSee Planning Applications 5 Years
Current
Until issue is resolved
Description Files relating toplanning aspects oflocal authoritydevelopments
Archive ✔
Dispose
Retention RecommendationsDocumentsFiles include warning and enforcementnotices, correspondence and legaladvice
CommentsArchive at discretion of archivist. Retaina sample of files and any files regardingsignificant litigation
DescriptionFiles relating tocorrespondence andlitigation in respect ofdevelopments carriedout without or incontravention ofplanning permission
Archive
Dispose
Retention RecommendationsDocumentsRegister contains main details withrelevant planning application orunauthorised file reference
CommentsArchive on completion or if heldelectronically system should bemigrated every 3 years onto anew format.See Electronic Records 3.1
DescriptionFiles on unauthoriseddevelopments
Archive
Dispose
Retention RecommendationsDocumentsFiles include request from relevantexternal authority for observationsrelating to application and response Comments
DescriptionLicences renewedeach year
Archive
✔
✔
✔
Comments
Non-Current 7 Years
Non-Current 25 Years
Non-CurrentCurrent Duration of register
Non-Current 2 YearsCurrent 1 Year
Dispose
Retention RecommendationsDocumentsFiles include documentation regardingapplications for and issue of permitsfor the erection of sign posts
CommentsDatabase of permits held in somelocal authorities
DescriptionPermits renewedannually
Archive
✔
Non-Current 1 YearCurrent Duration ofpermit
Series Title: Part X Development Proposals
Series Title: Unauthorised Developments
Series Title: Unauthorised Developments - Register
Series Title: Forestry, Fishing and Mining Licences
Series Title: Permits for Signs
PLANNING & DEVELOPMENT CONTROL 129
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Retention Recommendations
Series Title: Planning Applications
Current Non-Current
DocumentsApplication form, copy of publicnotice, site maps and plans, reports,objections, decisions, environmentalimpact statements andcorrespondence
Series Title: Planning Register
Series Title: Maps Register
5 Years 25 Years
Description Files on planningapplications
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsDetails include applicant’s name andaddress, reference number, descriptionof application, document and locationof proposed development
CommentsRetain register in office for duration ofreference use, transfer to Archive. If heldelectronically, system should be migratedevery three years onto a new format.May be part of OPENPLAN DATABASE(LGCSB).This is a vital record andback-ups should be retained off-site.See Electronic Records 3.1
DescriptionRegister of PlanningApplications
Archive
Dispose
Retention RecommendationsDocuments
CommentsRetain register in office for duration ofreference use, transfer to Archive. Forpreservation purposes, a microfilm copyshould be made for public inspection. Ifheld electronically, system should bemigrated every three years onto a newformat.See Electronic Records 3.1
DescriptionRegister of maps inlocal authority
Archive ✔
✔
CommentsSection 38(5) of the Planning andDevelopment Act, 2000 states that “At theend of the period for the availability ofdocuments referred to in subsection (2), aplanning authority shall retain at least oneoriginal copy of each of these documents ina local archive in accordance with section 5 ofthe Local Government Act, 1994”. See Actfor details of records to be retained. Forsecurity and preservation purposes, microfilmis recommended in preference to scanning,which should only be used to obtain a secondreference copy for ease of access
Current Reference
Non-CurrentCurrent Reference
Series Title: Maps
Dispose
Retention RecommendationsDocumentsMaps
CommentsRetain maps in office for durationof reference use and transfer toArchive when map is replaced
DescriptionSpecial Area ofConservation Mapsand NationalMonument Maps Archive ✔
Non-CurrentCurrent Reference
PLANNING & DEVELOPMENT CONTROL 130
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Retention Recommendations
Current
Documents
Reference
Current
Description Ordnance Surveyarea maps showingsite location of eachplanning application,roads and otherinfrastructure workscarried out
Archive ✔
Dispose
Retention RecommendationsDocuments
CommentsSee FIRE SERVICES ANDBUILDING CONTROL
Description
Archive
Dispose
Retention RecommendationsDocumentsFiles include queries, correspondence,reference material and photographs
CommentsTransfer negatives to PhotographicArchive with file reference and details
DescriptionFiles relating to theobligations of localauthorities asspecified under theHeritage Act, 1995 Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, reports and plan.Includes list of heritage sites
CommentsArchive plan and database ofheritage sites
DescriptionFiles on drawing upof heritage plan bylocal authority Archive ✔
✔
CommentsThe GIS system is an electronicsystem and guidelines onarchiving these are required. Inaddition, as they are vitalrecords, back-ups need to bestored off-site to ensure therecords survive in the event ofa disaster.See Electronic Records 3.1
Non-Current
Non-Current
Non-Current 5 YearsCurrent Duration ofplan
Dispose
Retention RecommendationsDocumentsFiles include information on sites,Conservation Officer’s reports,correspondence with owners ofpremises, notification of “listing”,documents regarding objections andelectronic register
CommentsArchive register. If heldelectronically, system should bemigrated every three years ontoa new format. As a register is avital record, retain back-up off-site.See Electronic Records 3.1
DescriptionFiles on protection ofbuildings or sites ofhistoric orarchitectural merit Archive ✔
Non-Current 7 YearsCurrent 1 Year
Series Title: GIS System
Series Title: Heritage Officer
Series Title: Building Control
Series Title: Heritage Plan
Series Title: Conservation Office
Current2 years or duration ofheritage project
Non-Current 7 Years
PLANNING & DEVELOPMENT CONTROL 131
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Retention Recommendations
Series Title: Conservation - EU Funded Grants
Non-Current
DocumentsReports, estimates, photographs andgrant administration
Series Title: Conservation - Non-EU Funded Grants
Series Title: Development Control - Sites Taken in Charge and Estate Management
Series Title: Development Control - Abandoned Estates
4 Years
DescriptionGrant applicationfiles
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsReports, estimates, photographs andgrant administration
Comments
DescriptionGrant applicationfiles
Archive
Dispose
Retention RecommendationsDocumentsAs constructed drawings submitted bydeveloper, correspondence betweensolicitor for developer andDevelopment Control sectionregarding wayleaves, vestingdocuments and transfer of openspaces, schedules of tree planting andsoil test results
Comments
DescriptionFiles regarding sitestaken in charge
Archive
Dispose
Retention RecommendationsDocumentsPhotographs, correspondence withFinance Section regarding redemptionof bond, invoices for works carriedout by local authority,correspondence with developer andsolicitors
Comments
DescriptionFiles regardingestates abandoned bydevelopers
Archive ✔
✔
✔
CommentsRetain all documentation for EU fundedprojects for 7 years following the endof the programme
Current 5 Years
Non-Current 5 Years
Non-Current 5 Years
CurrentDuration of programme + 3 years
CurrentUntil taken in charge + 3 years
Current
Until work completed
RATESRATES
Rate
s
tabbed headers 27/3/02 4:40 pm Page 18
RATESRATES 132
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Retention Recommendations
Series Title: Rate Book
Current Non-Current
DocumentsRate Books
Series Title: Copy Rate Demands
Series Title: Calculation of Rates
Series Title: Refund of Rates
7 Years
Description Rate Books for eachelectoral area
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCopies of demands for rates issued bylocal authority
Comment
7 Years
DescriptionDemands by districtand year
Archive
Dispose
Retention RecommendationsDocumentsSynopsis of rate book
CommentsGives net effective valuation
DescriptionCalculation of rates
Archive
Dispose
Retention RecommendationsDocumentsIncludes application for refund,correspondence with solicitor, ownerand local authority and originalcertification from Rate Collector
Comments
DescriptionFiles on refunds ofrates
Archive
✔
✔
✔
CommentsHeld for legal reasons
Non-Current 10 Years
Current 6 Years
Non-Current
Series Title: Rates General
Dispose
Retention RecommendationsDocumentsIncludes files on IDA and other bodiesin relation to rates due, uncollectablerates, remissions of rates, legal advice,direct debits, certificates of valuation(PLV certificates), and rateableproperty held by local authority
Comments
DescriptionFiles regarding ratesmatters
Archive
✔
Non-Current 2 YearsCurrent 5 Years
Current6 years or until after audit + 1 year
Current
Until after audit + 5 years
RATESRATES 133
Dispose
Retention Recommendations
Non-CurrentCurrent
DocumentsIncludes details of receipts transfersand cancelled receipts and decisionsof Valuation Tribunal
5 Years
Until after audit + 1 year
CurrentUntil after audit + 1 year(post settlement / judgement)
Description Files by yearregarding balancing ofrates accounts
Archive
Dispose
Retention RecommendationsDocumentsRegister
CommentsNo longer in use - archiveimmediately
DescriptionRegister of domesticrate relief
Archive
Dispose
Retention RecommendationsDocumentsIncludes correspondence andjudgements
Comments
DescriptionProceedings taken fornon-payment of rates
Archive
✔
✔
✔Comments
Non-Current 10 Years
Non-CurrentCurrent
Series Title: Rates Balancing Files
Series Title: Domestic Rate Relief Amendments Register
Series Title: Legal Proceedings
NOTE:The Valuation Act, 2001 was enacted by the President in June2001.The new Act provides for the repeal of all currentvaluation legislation and its replacement by a modernValuation Code. The operation of a new Valuation Code willdiffer substantially from the existing Code.The Minister forFinance has decided that the Valuation Act will come intooperation on the 2nd May 2002.The new Valuation List will bethen introduced across the state on a rolling basis.When the new Valuation List is introduced into a localauthority area, the existing Valuation List will become obseleteand all records designated as archival should be transferred tothe Archives.
D/Env, Clare, regular 1936-46, box 71:An emotive appeal to Kilrush Urban Council from a local orphan wishing
to stay in her house. September 1940.
Reproduced with the kind permission of the Director of the National Archives
ROADSROADS
Road
s
tabbed headers 27/3/02 4:40 pm Page 19
ROADS 134
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Retention Recommendations
Series Title: Road Works Schemes - National Road Works Schemes and Individual Road Works Schemes
Current Non-Current
DocumentsIncludes archaeology reports,construction, design / drawings,correspondence, grant application andadministration, land agreements,progress reports and meetings,photos, submissions from public,supervision of works, tenders andcontracts, road markings
Series Title: Roads - Surface Contracts
Series Title: Roads - Extinguishment of Right of Way
Series Title: Road Closures
10 Years 20 Years
Description Files on schemes fornational roadconstruction and fileson individual roadworks schemes
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsScrim results and correspondence
Comments
5 Years
DescriptionFiles on surfacecontracts for roads,annual seminar, andScrim Results
Archive
Dispose
Retention RecommendationsDocumentsOrder and correspondence
Comments
DescriptionFiles relating to theextinguishment ofrights of way Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, reports and copy ofnotice with alternative route specified
CommentsArchive any maps and approvalsonly. Dispose of remainder
DescriptionFiles on closure ofroads (file for eachclosure or annual file)
Archive ✔
✔
✔
CommentsRequired for local government and EUaudit. EU Audit - 7 years after thecompletion of scheme. If records areheld electronically, system should bemigrated every three years onto a copyformat. See Electronic Records 3.1.Note: See INFORMATION SYSTEMSregarding use of GIS system in Road Design.
Current 5 Years
Non-Current 20 YearsCurrent 5 Years
Non-Current 5 YearsCurrent 1 Year
Series Title: Road Openings
Dispose
Retention RecommendationsDocumentsApplication for licence to openfootpath, road or street andendorsement of local authority Comments
Archive any maps and approvalsonly. Dispose of remainder
DescriptionAnnual file on roadopenings
Archive ✔
Non-Current 10 YearsCurrent 2 Years
ROADS 135
Dispose
Retention Recommendations
Series Title: Roads - Recoupable / Private Works
Current Non-Current
DocumentsCorrespondence and reports
Series Title: Roads - Compulsory Purchase Orders
Series Title: Roads - Rental of Property
Series Title: Road Grants - National Roads
2 Years
Until after audit + 1 year
Current
Until final compensationpayment is made + 2 years
Description Files regarding roadworks carried out byprivate parties andrefunded by localauthority
Archive
Dispose
Retention RecommendationsDocumentsCompulsory Purchase Orders
CommentsMay be held with Land Acquisition files
DescriptionCompulsoryPurchase Orders forroad works such aswidening
Archive
Dispose
Retention RecommendationsDocumentsRental agreements andcorrespondence
CommentsArchive contracts only
DescriptionFiles regarding rentalof property - e.g. a depot Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, reports and forms
Comments
DescriptionFiles relating toNational RoadsAuthority grants
Archive ✔
✔
✔
✔ CommentsArchive a register or list of works
Non-Current 10 Years
Non-CurrentCurrent Duration of rental
Non-Current 5 YearsCurrent 10 Years
Series Title: Road Grants - Non-National Roads
Dispose
Retention RecommendationsDocumentsCorrespondence, reports and forms
Comments
DescriptionFiles regarding DoELGgrants. (These grantsrelate to a 5 YearProgramme that mustbe prepared forDoELG)
Archive ✔
Non-Current 5 YearsCurrent Duration ofprogramme
ROADS 136
Dispose
Retention Recommendations
Series Title: Roads - Machinery
Current
DocumentsBrochures, tenders, purchaseagreements, invoices andcorrespondence
Series Title: Roads - Tenders
Series Title: Roads - Plant
Series Title: Roads - Purchase of Materials / Stores
5 Years
DescriptionFiles regardingpurchase andmaintenance ofmachinery
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsTenders, contracts andcorrespondence
Comments
7 Years
DescriptionFiles regardingtenders for supply ofmaterials and plant Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, bills and invoices
Comments
DescriptionFiles regarding hire ofplant and plantcharges Archive
✔
Dispose
Retention RecommendationsDocumentsCorrespondence, invoices and memos
CommentsRetain tenders and stores tradingaccount as a permanent record. Disposeof remainder
DescriptionFiles on the purchaseand stockpiling ofmaterials forroadworks Archive ✔
✔
✔ Comments
Current Duration ofcontract
Current 1 Year
Current 1 Year
Series Title: Bridges
Dispose
Retention RecommendationsDocumentsIncludes correspondence, reports,contract documents, maps, plans anddrawings and tenders Comments
DescriptionFile on each bridge -includes general filesand specific contractsfor works Archive ✔
Non-CurrentCurrent Duration ofworks
Non-Current
Until machine is out of service
Non-Current
Until after audit + 1 year
Non-Current
Until after audit + 1 year
ROADS 137
Dispose
Retention Recommendations
Series Title: Quarries in Local Authority Ownership
Non-Current
DocumentsQuarry agreements, acquisition andagreement documents
Series Title: Piers and Harbours
Series Title: Coastal Protection Schemes
Series Title: Local Improvement Schemes - Rural and Urban
CurrentDuration of operation ofquarry
CurrentUntil scheme completed + 1year
CurrentReview every 5 years
Description File on each quarryand register ofquarries
Archive
Dispose
Retention RecommendationsDocumentsIncludes statistics from harbourmasters, statistics from CentralStatistics Office, correspondence andmaps
Comments
DescriptionFiles on each pierand harbour
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
Comments
DescriptionFiles regardingcoastal erosion andcoastal protectionschemes Archive
Dispose
Retention RecommendationsDocumentsIncludes applications, correspondence,agreements with landowners,recommendations and estimates ofcosts
CommentsArchive list or register of schemes.Dispose of remainder
DescriptionFiles on localimprovementschemes
Archive ✔
✔
✔
✔ Comments
Current Duration ofcontract for works
Non-CurrentCurrent 5 Years
Series Title: Roads Taken in Charge
Dispose
Retention RecommendationsDocumentsCorrespondence
Comments
DescriptionRoads taken over bylocal authority
Archive ✔
Non-Current
Non-Current
Until after audit + 1 year
Non-Current
Until after audit + 1 year
ROADS 138
Dispose
Retention Recommendations
Series Title: Community Employment Schemes
Current
DocumentsCorrespondence and reports
Series Title: Community Schemes
Series Title: Road Safety - Committees
Series Title: Road Safety - Traffic Accidents
Until all expenditurerecouped
DescriptionFiles on individualschemes detailingworks carried out Archive ✔
Dispose
Retention Recommendations
Non-CurrentDocumentsCorrespondence and reports
CommentsArchive register and dispose ofremainder
3 YearsDescriptionFiles on communityschemes
Archive
Dispose
Retention RecommendationsDocumentsMinutes of meetings, policystatements and correspondence
CommentsArchive minutes and policystatements only. Dispose ofremainder
DescriptionFiles on committeesand policies
Archive
Dispose
Retention RecommendationsDocumentsReports and correspondence
Comments
DescriptionFiles on trafficaccidents
Archive ✔
✔
✔
Comments
Current 2 Years
Non-Current 10 YearsCurrent 5 Years
Non-Current 10 YearsCurrent 5 Years
Series Title: Road Safety - Traffic Calming on National and Non-National Roads
Dispose
Retention RecommendationsDocumentsReports and correspondence
Comments
DescriptionFiles on trafficcalming
Archive ✔
Non-Current 10 YearsCurrent 5 Years
Non-Current
Until after audit + 1 year
ROADS 139
Dispose
Retention Recommendations
Series Title: Road Safety - Low Cost Accident Remedial Measures
Current
DocumentsReports and correspondence
Series Title: Essential Services / Blizzard Conditions / Weather Warnings
Series Title: Work Accidents
Series Title: Traffic Management Plans
5 Years
Current
Duration of plan
DescriptionFiles on remedialmeasures taken onnational and non-national roads toreduce accidents
Archive ✔
Dispose
Retention RecommendationsDocumentsReports, plans and correspondence
CommentsArchive reports and plans only. Disposeof remainder
DescriptionReports on weatherwarnings and plansfor dealing with snowand floods
Archive
Dispose
Retention RecommendationsDocumentsIncludes copy form, correspondencefrom solicitors and reports onincident
Comments
DescriptionFiles regarding claimsfor accidents thatoccurred at work Archive
Dispose
Retention RecommendationsDocumentsPlans and correspondence
Comments
DescriptionFiles on trafficmanagement plans
Archive ✔
✔
✔
Comments
Non-Current
Non-Current 10 Years
Non-Current 5 YearsCurrent Until settlementof case
Non-Current 10 YearsCurrent 10 Years
Series Title: Traffic Management - Traffic Census
Dispose
Retention RecommendationsDocumentsCensus
CommentsArchive summary sheets only.Dispose of remainder
DescriptionFiles on NationalRoads Authoritycensus and county /city / town census Archive ✔
Non-CurrentCurrent 2 Years
ROADS 140
Dispose
Retention Recommendations
Series Title: Traffic Management - Bye-Laws
Current Non-Current
Documents
Series Title: Traffic Signals and Signs
Series Title: Traffic Management - Schools
Series Title: Traffic Management - Car Parking
Until new bye-laws issued
Description Bye-Laws
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsRegulations, maps, drawings,specifications for projects,correspondence and reports Comments
5 Years
DescriptionTraffic signals,Community Alertsigns, NeighbourhoodWatch signs andfinger post signs
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
Comments
DescriptionFiles on schoolwarning lights andschool wardens Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, plans and reports
Comments
DescriptionFiles on localauthority car parks
Archive ✔
✔
✔
Comments
Current 5 Years
Non-Current 5 YearsCurrent 5 Years
Non-Current 5 YearsCurrent 5 years or durationof private contract
Series Title: Traffic Management - Speed Limits
Dispose
Retention RecommendationsDocumentsCorrespondence and orders
Comments
DescriptionFiles on speed limits
Archive ✔
Non-CurrentCurrent Until new speedlimit approved
ROADS 141
Dispose
Retention Recommendations
Series Title: Public Lighting
Current
DocumentsCorrespondence with locals and ESB,maps and drawings
Series Title: Bogs
Series Title: Road Maintenance Files
Series Title: Hedge Cutting
3 years or currencyof contract
DescriptionFiles on publiclighting
Archive ✔
Dispose
Retention RecommendationsDocumentsCorrespondence and reports
Comments
DescriptionFiles on bogs andconservation
Archive
Dispose
Retention RecommendationsDocumentsMemos, reports, correspondence,accounts, maps, case files andagreements
CommentsArchive maps, case files andagreements only. Dispose ofremainder
DescriptionFiles regardingdamage / repair topublic roads,drainage, flooding etc. Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, reports, maps,minutes and manager’s orders
CommentsArchive maps and reports only.Dispose of remainder
DescriptionAnnual file on hedgecutting andhorticulture files
Archive ✔
✔
✔
CommentsArchive maps and drawingsonly. Dispose of remainder
Non-Current 5 Years
Non-Current 10 Years
Non-Current 10 YearsCurrent 5 Years
Non-Current 5 YearsCurrent 2 Years
Current 1 Year
Series Title: Vehicle (Heavy) Permits
Dispose
Retention RecommendationsDocumentsApplications for permits
Comments
DescriptionAnnual files
Archive
✔
Non-Current 7 YearsCurrent 2 Years
ROADS 142
Dispose
Retention Recommendations
Series Title: Representations
Current Non-Current
DocumentsFiles include replies and reports onrepresentations
Series Title: Notices of Motions
Series Title: Road Maps and Classification of Roads
Series Title: Townlands Register
2 Years 5 Years
DescriptionFiles based onelectoral areascontaining lettersfrom Councillors onbehalf of constituentsregarding roadcomplaints
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsNotices of motions and reports
CommentsOriginal notices of motions heldby CORPORATE SERVICES
DescriptionFiles on notices ofmotions for eachCouncil Meeting sothat reportsrequested fromRoads Section can beprepared
Archive
Dispose
Retention RecommendationsDocuments
CommentsArchive when no longer requiredfor reference
DescriptionMaps showing roadsand classification ofroads Archive
Dispose
Retention RecommendationsDocumentsDescriptionList of townlands
Archive ✔
✔
✔
✔
CommentsMay also includerepresentations fromcommunity groups
Current 1 Year
Non-CurrentCurrent Reference
Non-CurrentCurrent Reference
Series Title: Soils Laboratory
Dispose
Retention RecommendationsDocumentsExpenditure and correspondence
CommentsRefers to local authorities withown laboratory only
DescriptionFiles on soilslaboratory
Archive
✔
Non-Current 2 YearsCurrent 5 years or until finalaccount is paid
CommentsArchive when no longer requiredfor reference
SANITARYSERVICES
SANITARYSERVICES
Sani
tary
Se
rvic
es
tabbed headers 27/3/02 4:40 pm Page 20
SANITARY SERVICES 143
Dispose
Retention Recommendations
Series Title: Well Grants
Current Non-Current
DocumentsApplications for grants / assistanceprovided by the DoELG towards theboring of wells, correspondencerelating to the awarding of grants,maps, and area engineers reportsregarding water quality
Series Title: Capital Schemes: Sewerage
1 Year 3 Years
Description Files relating to thecreation of boredwells and provisionof pumps andtreatment units
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsContract Documents
CommentsFor EU Audit, retain all documentationfor schemes carried out with EU fundsfor 7 years after the completion of thescheme. Documents such as thepreliminary reports will have to beretained throughout the scheme, andthen for a further 7 years
DescriptionFiles on capitalfunded sewerageschemes
Archive
Dispose
Retention RecommendationsDocumentsPreliminary Reports
CommentsFor EU Audit, retain all documentationfor schemes carried out with EU fundsfor 7 years after the completion of thescheme. Documents such as thepreliminary reports will have to beretained throughout the scheme, andthen for a further 7 years
DescriptionActive scheme.Files on capitalfunded sewerageschemes
Archive ✔
✔
CommentsRetain a register of grants permanently.If held electronically system should bemigrated every 3 years onto a newformat. See Electronic Records 3.1
Dispose
Retention RecommendationsDocumentsPreliminary Reports
CommentsArchive only reports
DescriptionDormant scheme.Files on capitalfunded sewerageschemes
Archive ✔
Non-Current 10 Years
Current
Retain set of contractdocuments and drawingspermanently in a strongroom / fire proof safe
Current
Until scheme commences
Non-Current
Duration of scheme
Current
Dormant scheme: 5 years
SANITARY SERVICES 144
Dispose
Retention RecommendationsDocumentsTenders
DescriptionSuccessful tender.Files on capitalfunded sewerageschemes
Archive ✔
Dispose
Retention RecommendationsDocumentsTenders
Comments
DescriptionUnsuccessful tenders.Files on capitalfunded sewerageschemes
Archive
Dispose
Retention RecommendationsDocumentsWayleaves and associated copies ofmaps and correspondence
Comments
DescriptionFiles on wayleaves,maps, andcompensations paid Archive
Dispose
Retention RecommendationsDocumentsFinancial estimates of costs associatedwith the construction of sewerageschemes
Comments
DescriptionFiles containingfinancial records
Archive
✔
✔
✔
Comments
Non-Current
Non-Current 6 Years
Non-Current 20 YearsCurrent Duration of scheme
Non-Current 15 Years
Dispose
Retention RecommendationsDocuments
Comments
Description
Archive ✔
Non-CurrentCurrent Duration ofscheme
Current
For duration of scheme anduntil monies paid arerecouped from DoELG
CurrentUntil completion of schemeand final account + 1 year
CurrentUntil scheme completed andmonies paid are recoupedfrom DoELG
Plans anddrawings forsewerage schemes
SANITARY SERVICES 145
Dispose
Retention Recommendations
Non-Current
DocumentsQuotations for materials andspecifications for same
20 Years
DescriptionSuccessful quotation
Archive ✔
Dispose
Retention RecommendationsDocumentsQuotations for materials andspecifications of same
Comments
DescriptionUnsuccessfulquotations
Archive
Dispose
Retention RecommendationsDocumentsProgress reports and returns toDoELG
Comments
Description
Archive
✔
Dispose
Retention RecommendationsDocumentsMaterial relating to the approval ofworks, sanctioning of funds andpayments to contractors, andquarterly returns
Comments
Description
Archive
✔
✔
Comments
Current
Non-CurrentCurrent 10 Years
Non-Current 10 Years
Dispose
Retention RecommendationsDocuments
Comments
DescriptionLand acquisition
Archive ✔
Non-Current
CurrentUntil completion of schemeand final account + 1 year
Non-Current
Until completion of schemeand final account + 1 year
Current
Until completion of scheme
Current
Duration of scheme
SANITARY SERVICES 146
Series Title: Capital Schemes: Water
Series Title: Sewerage Treatment Works
Dispose
Archive
✔
Dispose
Retention RecommendationsDocumentsFiles on civil, mechanical and electricalcontracts. Also, files on siteinvestigations, artistic features,complaints, claims and publicconsultation process
Non-Current
Current
Until final account issanctioned by DoELG + 1 year
Current
Successful quotations: untilcompletion of works andfinal account + 1 year
Non-Current
Description
Archive ✔
Dispose
Retention RecommendationsDocumentsSee Capital Scheme Sewerage
CommentsSee Capital Schemes: Sewerage
DescriptionFiles on capitalfunded waterschemes
Archive
Dispose
Retention RecommendationsDocumentsPlans and drawings for works andinvoices from consultants. Also,material relating to the approval ofworks and the sanctioning of funds Comments
Archive only reports
Description
Archive
Dispose
Retention RecommendationsDocumentsQuotations for materials andspecifications for same
Comments
DescriptionSuccessful quotations
Archive ✔
✔
CommentsArchive only reports
Non-Current 10 Years
Non-Current 5 YearsCurrent Duration of scheme
Current
Non-Current
Retention RecommendationsDocumentsQuotations for materials andspecifications for same
Comments
DescriptionUnsuccessfulquotations
CurrentUntil completion of schemeand final account + 1 year
SANITARY SERVICES 147
Dispose
Retention Recommendations
Series Title: Applications for Connection to Public Mains (water and sewerage)
Current Non-Current
DocumentsApplications for domestic, agriculturalor industrial connections to the publicwater mains / sewerage schemes,engineers reports and applicationapprovals
Series Title: Administration of Sanitary Services
1 Year 3 Years
Description Files relating toconnections to publicmains Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsProgress reports, cohesion funding,and capital allocations
Comments
3 Years
DescriptionFiles relating tosanitary servicesschemes Archive
Dispose
Retention RecommendationsDocumentsSmall schemes programmes
Comments
DescriptionFiles relating tosanitary servicesschemes Archive
Dispose
Retention RecommendationsDocumentsFinancial returns which are sent togovernment departments
Comments
DescriptionFiles relating tosanitary servicesschemes
Archive
✔
✔
✔
CommentsThere is no legislation specificallyrequiring local authorities to retainthese applications indefinitely. However,the forms are written signeddocuments in the event of cases goingto court.Therefore, information shouldbe abstracted onto a database and / orregister and maintained permanently. Ifheld electronically, system should bemigrated every 3 years onto a newformat. See Electronic Records 3.1
Current 1 Year
Non-Current 3 YearsCurrent 1 Year
Non-Current 3 YearsCurrent 1 Year
Series Title: Water Quality
Dispose
Retention RecommendationsDocumentsReports on water samples forbacteriological and chemical tests inlaboratory and observations byengineers
CommentsRetain all original sample data andreports on water qualitypermanently, but destroy copiesof reports from Health Boardsand EPA after 3 years
DescriptionFiles on monitoringof water quality
Archive ✔
Non-CurrentCurrent
SANITARY SERVICES 148
Dispose
Retention Recommendations
Series Title: Group Schemes
Current
DocumentsSchedules calculating water supplyrequirements to proposed groupschemes
Duration ofschemes
Current Duration ofschemes
Description Files on planning andmonitoring of groupwater schemes
Archive ✔
Dispose
Retention RecommendationsDocumentsPlans, reports, estimates,specifications, maps, recommendationsand memoranda relating to theapproval and monitoring of schemes
Comments
DescriptionFiles on planning andmonitoring of groupwater schemes
Archive
Dispose
Retention RecommendationsDocumentsApplication forms completed byindividuals for connection to groupschemes. Includes requests for thelocal authority to take over themaintenance of schemes:requirements for this issued by thelocal authority, including informationregarding grants for upgradingsystems for takeover by the localauthority, analysis of schemes forapproval, complaints regarding leaksand maintenance
Comments
DescriptionFiles in relation toapplications forconnections to groupwater schemes
Archive
Dispose
Retention RecommendationsDocumentsManagers Order sealing agreement,map, certificate of approval to stategrants for schemes, register ofpayment, and recoupment of subsidyfrom DoELG Comments
Archive only records of payments made
DescriptionFiles common togroup sewerage andwater schemes
Archive ✔
✔
✔
Comments
Non-Current
Non-Current
Non-Current
Series Title: Public Toilets
Dispose
Retention RecommendationsDocumentsCorrespondence, complaints, EUDirectives and contracts
Comments
DescriptionFiles on the provisionof public toilets
Archive
✔
Current Duration ofcontract
Non-Current“As constructed”documents, until changesmade to system
CurrentUntil final accounts areapproved
CurrentUntil completion of scheme
Non-CurrentLifetime of facility
SANITARY SERVICES 149
Dispose
Retention Recommendations
Series Title: Burial GroundsDocumentsAdministration files on capital projectsto develop new burial grounds
DescriptionAdministration ofburial grounds files
Archive ✔
Dispose
Retention RecommendationsDocumentsAdministration files on the scheme ofgrants to community groups providingnew burial grounds for their localities
CommentsArchive only record of amountspent / group grant paid
DescriptionAdministration ofburial grounds files
Archive
Dispose
Retention RecommendationsDocumentsBurial Grounds Registers
CommentsRegisters should be microfilmedon completion of a volume andoriginal sent to Archive. If heldelectronically, system should bemigrated every 3 years onto anew format.See Electronic Records 3.1
DescriptionAdministration ofburial grounds files
Archive
Dispose
Retention RecommendationsDocumentsIncludes correspondence regardinggeneral maintenance of cemeteries,headstones wrongly erected,internment errors etc.
CommentsExtensive weeding of routine complaintsrequired before transfer to Archives.Local authorities operate a scheme ofgrants to voluntary and cemeterycommittees for cemetery maintenance.A small number of complaints may be ofhistorical / cultural importance andworthy of retention
DescriptionComplaints
Archive ✔
✔
✔
Comment
Current Duration ofscheme
Non-CurrentCurrent
Non-Current 2 Years
Current Duration ofworks
Non-Current
Until after audit + 1 year
Non-Current
Until after audit + 1 year
Current
Until complaint is dealt with
SANITARY SERVICES 150
Dispose
Retention Recommendations
Current
DocumentsChecking / audit files which monitorongoing work of registrars andcaretakers in each burial groundunder local authority control in theauthority’s functional area
2 Years
Current 2 Years
DescriptionComplaints
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and licences
Comments
DescriptionLicences to exhumebodies from burialgrounds Archive ✔
✔
Comments
Non-Current
Non-Current 1 Year
Series Title: Exhumation Licences
D/Env, general, housing 1948-60, box 49:It was clear by the early 1950s that few local authorities were interested
in employing direct labour for housing schemes, August 1952.
Reproduced with the kind permission of the Director of the National Archives
STORES &MACHINERY ARD
STORES &MACHINERY YARD
Stor
es &
M
achi
nery
Yar
d
tabbed headers 27/3/02 4:40 pm Page 21
STORES & MACHINERY YARD 151
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Retention Recommendations
Series Title: Stores - Fuel Accounts
Non-Current
DocumentsCopy orders, goods received notes,issue documents, invoices and copyvouchers
Series Title: Stores - Direct Charge Material Accounts
Series Title: Stores Requisitions
Series Title: Material Expense Account Reports
3 Years
Description Financial records ofoil and gas issued
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsCopy orders, goods received notes,issue documents, invoices and copyvouchers
Comments
3 Years
DescriptionFinancial records ofwater chemicals,heating oils etc.
Archive
Dispose
Retention RecommendationsDocumentsOriginal requisitions
Comments
DescriptionGoods requisitionedby area offices
Archive
✔
Dispose
Retention RecommendationsDocumentsReports
Comments
DescriptionReports of engineerto Finance Officerwho reports to LocalGovernment Auditor
Archive
✔
✔
Comments
Non-Current 3 Years
Non-Current 3 Years
Series Title: Rock Salt Material Accounts
Dispose
Retention RecommendationsDocumentsCopy orders, goods received notes,issue documents, invoices and copyvouchers
Comments
DescriptionDirect chargeaccounts
Archive
✔
Non-Current 3 Years
Current
Until after audit + 1 year
Current
Until after audit + 1 year
Current
Until after audit + 1 year
Current
Until after audit + 1 year
Current
Until after audit + 1 year
STORES & MACHINERY YARD 152
Dispose
Retention RecommendationsDocumentsCopy vouchers, dockets, NRAschedules, results of surface dressingtests carried out by NRA, reports ofengineers regarding surface dressingand tar plant equipment documents
Description Files relating tosurface dressing, tarused etc.
Archive
Dispose
Retention RecommendationsDocumentsCopies of tenders, ConstructionIndustry Federation correspondenceand recommendations, BritishStandards etc. Comments
Apart from the laboratory tests,all the other material is forreference only
DescriptionResults fromLaboratory tests
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence, reports and articles
CommentsDispose at end of reference use
DescriptionIncludes files onchemicals, explosivesand gas Archive
✔
Dispose
Retention RecommendationsDocumentsCorrespondence, names of operationssystem used, location of system, serialno., etc.
Comments
DescriptionFiles on radios
Archive ✔
✔
✔
Comments
Non-Current 15 Years
Non-Current 10 Years
Non-CurrentCurrent Reference
Non-Current 5 Years
Current 2 Years
Dispose
Retention RecommendationsDocumentsIndividual files on each vehiclemaintained by Technical ServicesSupervisor
Comments
DescriptionLocal authority fleet ofheavy goods vehicles
Archive
✔
Non-Current 6 Years
Series Title: Tar Files
Series Title: Quarry Results
Series Title: Materials Information
Series Title: Radio System
Series Title: Testing of Vehicles
Current
Until after audit + 1 year
Current
Until replaced by a newsystem
Current
Until new certificate ofcompetency issued
VALUATIONSVALUATIONS
Valu
atio
ns
tabbed headers 27/3/02 4:41 pm Page 22
VALUATIONSVALUATIONS 153
Dispose
Retention Recommendations
Series Title:Valuation Lists
Current Non-Current
DocumentsHeld for each townland and electoraldivision
Series Title: Revision of Valuations
Series Title: Revision of Valuation Appeals
Description Valuation listsupdated to presentcommercial rates Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsR2 Forms and Notifications
Comments
6 Years
DescriptionRevision requests
Archive
Dispose
Retention RecommendationsDocumentsRevision lists, correspondence andrevision of valuation balance
Comments
DescriptionRevised valuations
Archive
Dispose
Retention RecommendationsDocumentsNotice of appeal hearings,correspondence from ValuationTribunal, notices of appeals, letter inrelation to entry on Register ofAppeals and appeal number Comments
Notification of appeal, decision receivedand all original documentation held inDublin by Valuation Tribunal
DescriptionFiles on valuationsappeals
Archive ✔
✔
✔
CommentsArchive as soon as volumes areno longer required in office
Current 2 Years
Non-Current 6 Years
Non-Current 6 Years
Series Title:Valuation Maps
Dispose
Retention RecommendationsDocumentsOrdnance Survey maps from ValuationOffice, with properties in valuationbooks numbered according to books Comments
Archive at end of reference useor when replaced in office
DescriptionValuation OfficeMaps
Archive ✔
Non-CurrentCurrent
Current
Until a new valuation is made
Current
Until audit + 5 years
NOTE:The Valuation Act, 2001 was enacted by the President in June 2001.The new Act provides for the repeal of all current valuationlegislation and its replacement by a modern Valuation Code. Theoperation of a new Valuation Code will differ substantially from theexisting Code.The Minister for Finance has decided that theValuation Act will come into operation on the 2nd May 2002.Thenew Valuation List will be then introduced across the state on arolling basis.When the new Valuation List is introduced into a localauthority area, the existing Valuation List will become obsolete andall records designated as archival should be transferred to the Archives.
D/Env, Cavan, Roads:1931-53:An inspector from the Department’s Roads Section tells a famil-
iar story concerning the bumpiness of local routes.November 1946.
Reproduced with the kind permission of the Director of the National Archives
VETERINARY OFFICE &ANIMAL CONTROL
VETERINARY OFFICE &ANIMAL CONTROL
Vete
rina
ry O
ffice
&
Ani
mal
Con
trol
tabbed headers 27/3/02 4:41 pm Page 23
VETERINARY OFFICE & ANIMAL CONTROL 154
Dispose
Retention Recommendations
Series Title: Milk and Dairies
Current Non-Current
DocumentsIncludes Veterinary Report on liquidmilk holding inspection under Act(original),Veterinary report on liquidmilk production and holdinginspections under directive 92/4 /EECon hygienic milk production. Includesofficial form and letter to dairy. Fileper premises
Series Title: Abattoirs: General
Series Title: Abattoirs: Licences
Series Title: Abattoirs: Water Quality
5 Years 5 Years
Description Files on bringingpremises up tostandard Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsPost mortem inspection certificates,prosecutions, correspondence withsolicitor and with owner relating tomovement and disposal of offal,reports on premises and refusals torenew abattoir licence
CommentsArchive sample of standard forms anddispose of remainder. Abattoirs Act,1988 and Abattoirs Regulations, 1996
5 Years
DescriptionFiles on abattoirs
Archive
Dispose
Retention RecommendationsDocumentsFiles include correspondence withDepartment of Agriculture, Food andRural Development relating to theissuing of licences. Alsocorrespondence concerning thedisposal of risk material
CommentsDepartment of Agriculture, Food and RuralDevelopment retains original applications /licences. Local Authority has copies only,including conditions and veterinarianrecommendation. Slaughter of AnimalsAct, 1935,Abattoirs Act, 1988 andDisease of Animals Order, 1997
DescriptionFiles on licences: onefile per owner
Archive
✔
Dispose
Retention RecommendationsDocumentsIncludes copies of analytical waterreports and correspondence
CommentsArchive reports and dispose ofremainder. Abattoirs Act, 1988
DescriptionFile per abattoirowner
Archive ✔
✔
CommentsArchive register and dispose ofremainder. If held electronically, systemshould be migrated every 3 years onto anew format. See Electronic Records 3.1.Milk and Dairies Act, 1935 and ECRegulations, 1996. All dairy herdsregistered centrally in Department ofAgriculture, Food and RuralDevelopment
Current 3 Years
Non-Current 3 YearsCurrent 2 Years
Non-Current 5 YearsCurrent 2 Years
Series Title: Abattoirs: Hygiene Reports
Dispose
Retention RecommendationsDocumentsIncludes official forms filled outrelating to the condition of premises,per month Comments
Abattoirs Act, 1988
DescriptionMonthly hygienereports
Archive ✔
Non-Current 5 YearsCurrent 2 Years
Dispose
Retention Recommendations
Current
DocumentsRecords include reports of SRMAudits on premises, correspondenceinternal and with owner, relating tocompliance, laboratory reports (colieforms, results of bacteriologicalanalyses from chemist etc.) Alsooriginal pre-licence declarationssigned by owner relating to numberof animals slaughtered per week andtimes of slaughtering. And copies ofMedical Certificates for workers inlaboratories
Series Title: Foot and Mouth
Series Title: Food Safety Authority: Reference and Statistics
2 Years
Current 2 Years
Description Files on SRM(Specified RiskMaterial) Archive ✔
Dispose
Retention RecommendationsDocumentsCorrespondence and records ofcompliance
CommentsMaintained on database mainly. Ifheld electronically, system shouldbe migrated every 3 years onto anew format. See Electronic Records3.1. Abattoirs Act, 1988
DescriptionNon-compliancerecords
Archive
Dispose
Retention RecommendationsDocumentsIncludes guidelines from Departmentof Agriculture, Food and RuralDevelopment, lists of approveddisinfectants, draft Contingency Planon Foot and Mouth, instructions toeach Local Authority on actions andsymptoms to look out for andreports from VetNews (newsletter ofVeterinary Ireland)
CommentArchive Contingency Plan. Foot andMouth Disease Order, 195 andEU Regulations
DescriptionFoot and Mouth files
Archive
Dispose
Retention RecommendationsDocumentsFile includes correspondence fromFSAI concerning training, act andamendments and regulations onslaughter of animals. Mainlyinformation and circulars. Statistics:monthly return to FSAI [Schedule 4].Records number of examinations (ofabattoirs, food vehicles, andmanufacturing premises), hygieneinspection, number of samples andmajor non-compliance
CommentsFood Safety Authority ofIreland Act, 1988
DescriptionFiles on Food SafetyAuthority
Archive
✔
✔
✔
CommentsAbattoirs Act, 1988
Non-Current 5 Years
Non-Current
Non-Current 5 Years
Non-Current 5 YearsCurrent 2 Years
VETERINARY OFFICE & ANIMAL CONTROL 155
Series Title: Abattoirs: Specified Risk Material (SRM)
Series Title: Abattoirs: Non-compliance
Current
Until Foot and Mouth Crisisover +1 year
VETERINARY OFFICE & ANIMAL CONTROL 156
Dispose
Retention Recommendations
Series Title: Slaughtermen’s Licences
Current Non-Current
DocumentsIncludes original application forlicence, report on suitability byVeterinary Officer, copies of letters,reminders etc. relating to the renewalof licence and copy Managers Orderfor licence. Also includes ‘HealthScreening Questionnaire for AbattoirWorkers’, originals and receipts
Series Title: Statistical Returns Central Statistics Office
Series Title: Central Meat Control Laboratory
Series Title: Meat Production Plants
2 Years 10 Years
Description Annual Licences
Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsMonthly return of slaughtering inpremises other than licensed meat-exporting premises (in compliancewith EU directives). Compiled fromVeterinary Inspector’s returns toVeterinary Office
Comments
5 Years
DescriptionFiles on statisticsfrom the CentralStatistics Office Archive
Dispose
Retention RecommendationsDocumentsForms from CMC Laboratoryconcerning samples for testing fromanimals slaughtered at plants. Originalsand copies of forms Comments
DescriptionFiles on Central MeatControl Laboratory
Archive
✔
Dispose
Retention RecommendationsDocumentsIncludes reports, microbiologicalanalysis and results
Comments
DescriptionFiles on stand alonemeat premises
Archive ✔
✔
CommentsArchive register and dispose ofremainder. If held electronicallysystem should be migratedevery 3 years onto a newformat. See Electronic Records3.1. Slaughter of AnimalsAct 1935
Current 2 Years
Non-Current 5 YearsCurrent 3 Years
Non-Current 5 YearsCurrent 3 Years
Series Title: Control of Animals: Dead Animals on Road
Dispose
Retention RecommendationsDocumentsCorrespondence and procedures
Comments
DescriptionFiles relating toprocedures forremoving deadanimals from roads Archive
Non-Current 10 YearsCurrent Reference
Note that a Slaughter Licence to enable a person to legally slaughteranimals in an Abbatoir is distinct and separate from an AbattoirLicence which allows the premises to be used as an abattoir under theAbattoir Act, 1988
Dispose
Retention Recommendations
Current
DocumentsCorrespondence and procedures
Series Title: Sheep Scab
Series Title: General: Standard Operating Procedures
Until problemsolved
Current
Once Local Authority hasgiven back responsibility toowner
Current
Until new policy andprocedures produced
Description Files relating to thecontrol of horses
Archive ✔
Dispose
Retention RecommendationsDocumentsIncludes lists of locations of baths,assessment of conditions etc.
CommentsSheep Dipping Orders 1965 - 1991Dipping no longer compulsory so bathsbeing returned to owners
DescriptionFiles relating todipping pens (Baths)
Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and reports ofoutbreaks
CommentsArchive specimen of standard forms.Although sheep dipping is nowderegulated, the veterinary officer has arole in control of outbreaks of sheepscab
DescriptionFiles on outbreaks ofsheep scab
Archive
Dispose
Retention RecommendationsDocumentsPolicy and procedures
CommentsArchive when replaced by new policyand procedures. Not under legislation
DescriptionFile for ante-morteminspections, givingpurpose, policy,procedures etc. Alsorecommended animalcleanliness levels underDoELG Guidelines andprocedures fordisposal of offal
Archive ✔
✔
✔
CommentsArchive record of statistics onhorses. Control of HorsesAct, 1996
Non-Current 2 Years
Non-Current 5 Years
Non-Current 2 Years
Current 2 Years
Non-Current
Series Title: Sheep Dipping
Dispose
Retention RecommendationsDocumentsPurchase of dip, returns andcertificates from sheep dippinginspectors and counterfoils ofcertificates Comments
Archive a sample to record theadministration of the function bythe Local Authority. Dispose ofremainder
DescriptionThese are files relatingto the former functionof the Local Authorityand are no longerapplicable
Archive ✔
Non-CurrentCurrent
VETERINARY OFFICE & ANIMAL CONTROL 157
Series Title: Control of Animals: Horses
Series Title: Sheep Dipping Pens
WATERCHARGES
WATERCHARGES
Wat
er C
harg
es
tabbed headers 27/3/02 4:41 pm Page 24
WATER CHARGES 158
Dispose
Retention Recommendations
Series Title: Metered Water Charges
Current
DocumentsReading gives name, address, meternumber, location, previous reading,connection number, current readingand date
Series Title: Water Charges Copy Demands: Metered and Domestic
Series Title: Water Charges - Direct Debits
Series Title: Water Charges - Transaction History
1 Year
DescriptionMeter readingschedule: Oneprintout per billingperiod - generally 3monthly
Archive
Dispose
Retention Recommendations
Non-Current
DocumentsGives consumer number, balance,connection on, previous and currentreading, amount charged, meter rentalamount and total demanded
CommentIn both electronic and printoutformat
1 Year
DescriptionCopy demands toeach ratepayer.Commercial,agricultural andmetered charges -listings for 3 monthperiods
Archive
Dispose
Retention RecommendationsDocuments
Comments
DescriptionPrintouts - name,account numbers etc.
Archive
Retention RecommendationsDocumentsCredit histories, names, addresses,account and credit / debit details
Comments
DescriptionPrintouts per halfyear of transactionshistories
Dispose
Archive ✔
✔
✔
✔ Comments
Current 3 Years
Non-Current 20 YearsCurrent Reference
Non-Current 5 YearsCurrent 2 Years
Series Title: Water Charges - Write-offs (strike-offs)
Dispose
Retention RecommendationsDocumentsA total summary of strike-offs for theyear, adjustments per area per yearand recommendations. Older fileshave copies of demand, internalcorrespondence regarding history ofcharges and correspondence withsolicitors of consumers
CommentsArchive a sample of cases.Dispose of remainder
DescriptionFiled per area andyear
Archive ✔
Non-Current 10 YearsCurrent Until after audit
Non-Current
5 years or until after audit+ 1 year
WATER CHARGES 159
Dispose
Retention Recommendations
Series Title: Water Charges - Waivers
Current
DocumentsWaiver, reconciliation per area, peryear and waivers balanced. Alsooriginal application for partial waiverof water charges (per year)
Series Title: Register of Water Charges - Non-metered Supplies
Series Title: Register of Water Charges - Metered Supplies
Series Title: Water Charges - New Accounts
Until arrearssorted
Current Reference
DescriptionThis scheme is designedto help those for whompayment of the fullcharge would causepersonal hardship. Filedper area and per year.Includes amount ofwaiver and signedapproval / refusal
Archive
Dispose
Retention RecommendationsDocumentsGives name and address of occupier,valuation map number, document (e.g.‘house’, ‘garda station’), valuation,arrears, year charge, total due,demand note number and record ofpayment received during year
CommentsUltimately volumes should besent to Archive. Microfilmingrecommended
DescriptionRecords of non-metered supplies.Volume per district Archive
Dispose
Retention RecommendationsDocumentsPrintouts giving details of supplies
CommentsUltimately volumes should besent to Archive. Microfilmingrecommended
DescriptionRecords of meteredsupplies. Volume perdistrict Archive
Dispose
Retention RecommendationsDocumentsOriginal / copy waterworkscaretakers’ certificates statingwhether connection is domestic,commercial, agricultural or industrial.Gives title of water scheme, name,address of occupier and premises anddate of connection
Comments
DescriptionFiles on newaccounts
Archive
✔
✔
✔
✔CommentOnly domestic charges werewaived, and as they wereabolished in 1996, there havebeen no waivers since
Non-Current
Non-Current 10 Years
Non-CurrentCurrent Reference
Non-Current 20 YearsCurrent 4 Years
Series Title: Water Charges - Individual Accounts
Dispose
Retention RecommendationsDocumentsCopies of court proceedings andcorrespondence, includingcorrespondence with consumers andsolicitors, complaints,disputes over amounts owed, finalnotices and notices of disconnection Comments
Section 5A, Public Health (Ireland)Act 1878; Section 7 LocalGovernment (Sanitary Services) Act1962 and Section 22 Courts Act 1981.Some local authorities hold these files in‘General’ series
DescriptionSeries of files onmetered and domesticwater charges
Archive
✔
Non-Current
A further 10 Years
CurrentUntil account is paid off orafter 6 years (statute barredafter six years)
WATER CHARGES 160
Dispose
Retention Recommendations
Series Title: Water Charges - Old Domestic Court Files
Current Non-Current
DocumentsCorrespondence regarding warning ofcourt case being taken and ‘InstalmentOrder’ issued by District Courtordering consumer to pay sum due bymonthly instalments.Alsocorrespondence regarding furthersums still unpaid following judgement
Series Title: Metered Water Charges - Court Files
Series Title: Consumers’ Surveys
Series Title: Consumers’ Surveys - Comments
DescriptionFiles on court casesregarding domestic(abolished) rates Archive ✔
Dispose
Retention Recommendations
Non-Current
DocumentsLetters and demands, copy summonsand pre-summons correspondence,e.g. Copy District Court Decree(summary Judgment) ordering plaintiffto recover sum owed and costs
CommentsArchive a sample and dispose ofremainder
A further20 years
DescriptionFiled per area
Archive
Dispose
Retention RecommendationsDocumentsStatistical information - accountnumber, name, address, location, pipenumber, pipe branch and waterconnection Comments
DescriptionSurvey of unlistedconsumers andGeneral ConsumerList for each area Archive
Dispose
Retention RecommendationsDocumentsCorrespondence and surveycomments
Comments
DescriptionGives name, addressand comments
Archive ✔
✔
✔
CommentsSeries has ceased to exist andshould be transferred toArchive immediately.Enforcement of CourtOrders Acts 1926 and 1940
Current Until courtcase complete
Non-Current 5 YearsCurrent 6 Years
Non-Current 5 YearsCurrent 6 Years
APPENDIX 1 161
The Case for Good Records Management
The Age, a newspaper in New South Wales,Australia reported that according to a report of theAuditor General in New South Wales, deficient records and poor staff management wereresponsible for a $19m [€10.5m] payment by NSW government agencies to resolve legal disputesin 1999.
In January 2001, the Miami Herald reported that the town of Golden Beach, Miami, USA paid out$18,000 dollars [€21, 000] to a resident because the town could not find and therefore, provide,the large volume of records requested under Freedom of Information legislation.
In May 2001, Federal Computer Week in the United States reported that FBI Director, Louis Freeh,blamed the loss of documents in the case of convicted Oklahoma City bomber Timothy McVeigh,on a lack of leadership attention on records management. He stated that the FBI would create anew organisation focused entirely on the issue of records collection. He stated ‘The dizzying paceof the evolution of crime, terrorism and technology, I believe, has caused us to lessen our focus [onrecords management], a function so basic that perhaps we have taken it for granted. Not any more.’
In May 2001, The Guardian reported that Transco, the privatised monopoly operating Britain’s gaspipe network, had admitted that it had lost its regional records of the numbers of gas leaksawaiting repair.Without the records, it was not possible to determine what leaks were awaitingrepair or to identify the exact location of pipes requiring repair.
In May 2001, Newsday.com reported on the audit of the Nassau Comptroller in the United States.The report stated that taxpayers may be losing millions of dollars a year because of the failure ofNassau county to manage its property.This failure was said to be due to a number of problems,one of which was inefficient record-keeping.
In September 2001, The Irish Times reported that a substantial number of negligence claims againsthospitals have had to be paid because medical records had been mislaid. St. Paul Ireland Insurance,the company that provides medical indemnity for doctors, accused hospitals of poor standards inrecord-keeping over the past 30 years.
APPENDIX 2 162
Non-Current Records Centre Survey
Results and Analysis
MethodologyThe survey was chiefly intended to ascertain the present state of development of recordsmanagement services throughout local authorities.
◆ The extent to which provision had been made in local authorities for non-current recordstorage.
◆ The extent to which the File Series Database, developed by the Local GovernmentComputer Services Board was in use in local authorities.
Questionnaires were sent out to the Freedom of Information Officers of each local authority.Questions related also to any Town Council for which the Freedom of Information Officer mayhave responsibility.
Local Authorities Returning the Questionnaire:Cork City Council Cork County CouncilClare County Council Donegal County CouncilDublin City Council Fingal County Council Galway City Council Kerry County CouncilKildare County Council Laois County Council Limerick County Council Limerick City CouncilLongford County Council Meath County CouncilMonaghan County Council Offaly County Council Roscommon County Council Sligo County CouncilSouth Dublin County Council North Tipperary County CouncilSouth Tipperary County Council Waterford County Council Westmeath County Council Wicklow County Council Wexford County Council
Survey Results
1. Provision of Managed Non-Current Record StorageSeven counties indicated that provision had been made for non-current record storage.These are: Clare County Council, Galway City Council, Louth County Council, Laois CountyCouncil,Waterford County Council, South Dublin County Council and North TipperaryCounty Council.
In addition, some authorities indicated a commitment to do so within the next three years.These are: Dublin City Council, Donegal County Council, Fingal County Council, KildareCounty Council, Kerry County Council, Limerick County Council, Limerick City Council andRoscommon County Council. It was indicated that the storage would be part of new civicpremises in the case of Donegal County Council.Wexford County Council has includedplans for the development of an archives and records management service in theirCorporate Plan.
APPENDIX 2 163
Management Issues
2.A Use of File Series Database.The Local Government Computer Services Board has developed this database as a filemanagement tool to assist with Freedom of Information queries.Clare County Council is using the database as part of its records management service. LimerickCounty Council, Limerick City Corporation and Waterford County Council are presentlypopulating the database. Dublin City Council, Kerry County Council and Monaghan County Councilnoted that they intended that it would be used within an unspecified time period. Use was underdiscussion in Laois County Council, Longford County Council, Louth County Council, MeathCounty Council, Offaly County Council and Wicklow County Council.
2.B Commercial Record Storage ServicesCork County Council, Cork City Council, Dublin City Council, Limerick County Council andLimerick City Council indicated that they used commercial records storage services.The estimatedcost for the combined authorities in Cork was noted at c.€127, 000 per annum. No informationon costs was provided from the other respondents.
Concluding Comments◆ There is some movement towards development of records management services in 47% of
the local authorities surveyed.◆ Definite commitments are in place in Clare County Council, Donegal County Council, South
Dublin County Council, Dublin City Council, Limerick County Council, Limerick CityCouncil,Waterford County Council,Waterford City Council and Wexford County Council.
Source: digitalvision SoHo (Small office Home office)
APPENDIX 3 164
CLARE COUNTY COUNCILRECORDS DISPOSAL CERTIFICATE
No. _______
Local Government Act, 2001, Section 80
FORM TO BE USED WHEN AUTHORISING THEDISPOSAL OF RECORDS
CERTIFICATE BY ARCHIVIST
I hereby certify that I am satisfied that the records or classes ofrecords described below / in the attached schedule do notwarrant preservation as archives, subject to the conditions (if any)stated below.
Description of archives or records:
Conditions (if any):
ArchivistDate:
CERTIFICATE AND AUTHORISATION BYCERTIFYING OFFICER
I hereby certify that the records or classes of records referredto above are not required in connection with the administration ofthis authority, and hereby authorise their disposal, subject to theconditions (if any) specified above.
Certifying OfficerDate:
APPENDIX 4 165
WATERFORD COUNTY COUNCIL RECORDS CENTRE TRANSFER LIST
For Office Use Only❑ Boxes Checked
❑ FSDB Checked
Date of Transfer to Records Centre:Section:Signature:Signature of Record Assistant:Box Number:
File Title File Code Covering Dates File Series Title
APPENDIX 5 166
DEFINITIONS OF TERMS
ArchivesRecords retained permanently in order to preserve the evidence of the functions, actionsand transactions of local authorities and to maintain accessibility of those records heldelectronically, through changes in hardware and software for future generations, and to meetthe needs of researchers.
Archive CentreBuilding equipped to specific standards to ensure the preservation of records of long-termvalue and to enable these records to be accessible to the public.
ArchivistProfessionally qualified person trained to devise systems to ensure the permanentpreservation of the archives of the institution and to effectively manage, organise anddispose of the records generated in the course of an institution’s business.
CCMACounty and City Managers’ Association.
Certifying OfficerOfficer responsible for granting permission for the disposal of files, (this is often theDirector of Corporate Affairs or the head of the section to which the files for disposalbelong).
ClosureSpecified period of time during which records are held in the Archives Centre but areunavailable for public inspection due to the personal and confidential nature of theinformation contained within the records.
ConversionAct of converting electronic records from one format to another or one medium toanother, in order to assist in their long-term preservation.
CurrentRecords that are required frequently, in order to carry out day-to-day actions andtransactions of a local authority.
DoELGDepartment of the Environment and Local Government.
DestructionAct of disposing of records in all formats in such a manner as to ensure that they cannot bereconstructed.
DisposalThe destruction, usually by shredding, of records that no longer have any administrative orarchival value.
Disposal FormForm of authorisation which lists the files intended to be disposed of by a local authority,giving the date and title of the files.
APPENDIX 5 167
Electronic RecordsRecords where the information is communicated and maintained by means of electronicequipment. Information could be maintained/stored in a number of ways – on the database(the main database or a special archives database); on magnetic media; on optical disks; oron separate hardcopy. Electronic records must be readily accessible for the length of thespecified retention period. Conversion, migration and refreshing are the required methodsof maintaining accessibility to electronic records, whatever their storage medium. Routinetreatment (such as wiping, updating, alterations or rerecording), does constitute disposal.NSW Government Record-keeping Manual.
FileAn organised unit of documents grouped together.
File Closure Files should be no greater than 2.5cm in depth, or alternatively, should be closed 5 yearsafter opening. If an issue remains ‘live’ after the appropriate closure of a file, a continuationfile or subsequent part should be opened.The actions recommended within should be takenfrom the date of the first document/opening of the file.
FMSFinancial Management System, an electronic accrual accounts system in operation in manylocal authorities.
LGCSBLocal Government Computer Services Board.
LGMSBLocal Government Management Services Board.
MetadataInformation which facilitates the management, accessibility and meaning of records throughtime by identifying, authenticating and contextualising records and the people, processes andsystems that create and keep them. NSW Record-keeping Metadata Standard
In the context of this report, the term metadata is used to denote manuals, reports,correspondence and memoranda relating to electronic systems used in local authoritieswhich can be used to identify, authenticate and contextualise the electronic records through time.
MigrationAct of moving electronic records to newer systems, while preserving the authenticity,integrity and evidential value of the record.
Non-CurrentRecords which are not frequently referred to in order to conduct current business butwhich need to be retained in case of a revival of the issue/matter, or in order to complywith legislation or regulations.
Public RecordRecords created and received by public offices in the course of official business: ‘any recordmade and kept, or received and kept, by any person in the course of the exercise of officialfunctions in a public office, or for any purpose of a public office, or for the use of a publicoffice, whether before or after the commencement of this section’.NSW State Records Act, 1998.
APPENDIX 5 168
RecordRecorded information, in any form, including data in computer systems, created or receivedand maintained by an organisation or person in the transaction of business or the conductof affairs and kept as evidence of such an activity.Australian Standard on Records Management Part 1.
Records CentreOff-site storage facility for non-current records.
Records ManagementRecords management is the discipline and organisational function of managing records tomeet operational needs, accountability requirements and community expectations.Australian Standard on Records Management Part 1.
Records ManagerProfessionally qualified person trained to devise systems for the effective management,organisation and disposal of the records generated in the course of an organisation’sbusiness.
Records ScheduleA list of records, detailing the length of time they should be kept by local authorities andstating whether the records should be retained permanently or destroyed at the conclusionof their usefulness to the administration of functions within a local authority.
ReferenceIn the context of this report, the term “reference” is used to indicate documents retaineddue to their informational value for staff, such as, reports from other organisations, contactlists and circulars.This material is not considered a record and may be disposed of withoutthe approval of the archivist or certifying officer, when the document is no longer requiredfor information purposes by staff.
RefreshingAct of moving a stream of bits in an electronic from one location to another, withoutnecessarily moving them from one physical medium to another.
Retention PeriodsRetention periods specify how long records should be kept by the organisation either in theoffice or in off-site storage before disposing of them. NSW Government Record-keeping Manual.
Routine CorrespondenceCorrespondence of a minor nature held separately from other records.NSW Government Record-keeping Manual.
SamplingA process of appraisal, whereby certain records from a large series of files, usually case files,are selected by the Archivist for preservation as archives.There are different methods ofsampling, including statistical and non-statistical.
APPENDIX 5 169
SeriesA group of records created in a like format, maintained in a sequence and usually relating toa particular function or activity. The disposal classes listed in this schedule may consist ofone series, several series or part of a series. NSW Government Record-keeping Manual.
A group of records/files relating to a particular function or activity of a local authority, forexample, an organic sequence of records/files relating to a particular water supply schemeor frequently occurring correspondence with another organisation on a particular matter.
Vital RecordsRecords that contain information needed to re-establish or maintain the work of aninstitution in the event of a disaster.
WeedRemoval of documents that are misfiled, ephemeral or of no long-term value, such asbrochures, the removal of multiple copies of documents and routine documents.
INDEX of File Series Titles 170
General:AdministrationAdministration 18Correspondence 18Freedom of Information 18Information Systems 19Maintenance of Buildings 19Office Equipment 19Personnel 18Progress Reports 19Staff Meetings 18
FinancialAccounts - Expenditure 20Accounts - Receipts 20Agresso / Financial Management System 21Audit 21Budget 20Capital Project Files 21Cohesion Funded National Projects 22Design Build Operation / Public Private Partnership Projects 22European Regional Development Fund National / Non-national Projects 22Receipt / Order / Lodgement Books 20Travelling Expences 21
LegalDiaries 23Legal Agreements 23Litigation 23
Archive ServicesAcquisition 25Acquisition - Private Material 25Acquisition - Public Records (local authority archives) 25Archive Building Accommodation - Temporary 24Archive Building- Conversion 24Archive Building- Purpose Built 24Archival Equipment 26Archival Professional and Other Associations 29Archive - Programmes and Plans 29Archive Services - General 30Archival Surveys 30Committees and Groups - External 29Committees and Groups - Internal 29Conservation 26Disaster Plan 26Environmental Conditions 26Gaeilge 27Heritage 27Information Systems - EAD, Electronic Records, Email and Internet,Website, Databases 27Listing - Public and Private Collections 27Microfilming 29Outreach- General Publicity 27Outreach - Education 28Records Centre- Converted Building 24Records Centre - Purpose Built 25Records Centre -Temporary Accommodation 24Records Management- Freedom of Information 28Records Management- General 28Records Management- Retention Schedules 28Records Management- Surveys 28Researchers 30Shelving 25Staff and Volunteers Training and Employment 30Technical Information 26
ArtsArts Centre - building 31
Arts Centre - exhibitions 31Arts Committee 34Arts Grant / Community Arts Grants 31Arts Plan 31Arts Programme 31Bursaries 32Crafts 34Civic Art Collection 33Drama 32Education 32Evaluation 33Events 33Exhibitions 33Literature 32Local Authority Arts Officers Association 34Music Projects/Bands 32Press Releases 34Professional Development 34Public Art 33
Civil DefenceAuxiliary Services 35Civil Defence Officer 37Civil Defence Officers’ Files 38Civil Defence Vehicles 36Civil Defence - Water 37Community Events - Weekend Camps 35Courses for Volunteers 39Department of Defence 36Development Plans 35Emergency Plan 35Exercises 37Finance - Journey Logs 36First Aid Certificates Register 37Grant Claims 36Long Service Medals 38Maps and Drawings 39Monitoring of Events 36Plan for Nuclear Explosions 35Publicity 39Radio Equipment 37Requisition of Uniforms 38Volunteers - Application Forms 38Volunteer Duties 39Warden Register 38
Community & EnterpriseArea Committees 41Arts 44Association of Directors of Community and Enterprise 42Audit of Service Provision - Community Forum 43Community Development Programme 43Community Fora 44Community Grants from Department of Social,Community and Family Affairs 40Community Groups 44Co-ordinating Committee for Demand Reduction for Drugs 42County / City Development Board and Working Groups 41County / City Enterprise Board 41Decentralisation 43Director of Community and Enterprise 42Funding - Deptartment of Finance 41Industrial Promotions 44Information Systems 40Integrated Area Management Plan Monitoring Group 42Integrated Strategy for Social, Economic and Cultural Development 40Local and National Organisations 43Presentation Material 40
INDEX of File Series Titles 171
Projects 45Public Private Partnership Fund 41Reference / Information Files 45Strategic Policy Committee 42Urban and Village Renewal 44
EnvironmentAnti-Litter Campaigns and Action Plans / Awareness 49Atmospheric Pollution 48 - 49Caravans 52Environmental Conservation 53Integrated Pollution Control Licences 47Licence to Discharge to Waters and Sewers 47Litter Pollution 49Oil Pollution 48Public Health Nuisances 53Recycling 53Reference - Legislation and Reports 46Refuse Collections 51Noise Pollution 49Waste Management 50 - 51Water Pollution Enforcement 46 - 47Water Quality 47Water Safety 52Water Safety Committee 52
FinanceAnnual Budget 54Annual Financial Statement 54Bank Advice Note 57Bank Statements 57Cancelled Paying Orders / Duplicate / Redated Cheques 59Coroners Certificates 58Employers Liability Claims 60Local Government Auditors Report 54Financial Reports - Income and Expenditure 54Insurance Policies 59Internal Audit 59Internal Investigations 59Invoices and Goods Received Notes 55Lease Register 58Legal Costs 60Money Register 58Motor Insurance Claims 59Parameter File 55Payment Vouchers 55Payroll Grade Code File 55Payroll Interface 57Payroll Masterfiles / Histories 56Payroll Records of Deductions 56Paypath 57Records of Overtime 56Records of Pay,Arrears,Wage Adjustments 56Records of Pay Rates 56Sick Pay Documents 57Suppliers Payments History 55Tax Returns - VAT, PAYE,Withholding Tax, Sub-Contractors Tax, C47 Cards 58Public Liability Claims 60Timesheets and General Data Payroll 58
Fire Services & Building ControlActivity Reports 63Breathing Apparatus 63Brigade 64Cinema Licences 62Commencement Notices 61Correspondence with Planning 65
Dangerous Substances 62Fire Appliances / Vehicles 63Fire Billing Charges 65Firemen’s Day Books & Drill Sheets 65Fire Hydrants 63Fire Occurrences 61Fire Officers Diaries / Inspection Sheets 66Fire Safety Certificates 61Forestry 65Register 61Individual Fire Officers 66Inspections of Premises 62Licensing - General 61Malicious Injuries 65Payment Sheets 63Pre-Fire Planning 62Stations 64Training 66Weekly Drill Sheets 66
Health & SafetyCertification for Plant and Equipment 68Health and Safety Committees 68Incident / Accident Reports 68Inoculation Schemes 67Safety Statement 67Safety Training 67
HousingAssessment of Housing Needs 75Cottage Purchase Annuities 69Disabled Persons Grants 70Essential Repairs Grants 71Estate Management 75Housing Applications 69Housing Construction 73Housing Finance Loans 72Home Improvement Loans 72Housing List 69Housing Maintenance - General Records 73Improvement Works in Lieu of Local Authority Housing 71Land Acquisition 73Maps 75Mortgage Allowance Scheme 72Pre-Fabs / Demountable Dwellings 75Private Rented Dwellings Register 74Private Sites 74Rented Houses 70Returns to Department of the Environment and Local Government 75Tenant Purchase Transfer Orders 69Travellers - General 74Travellers - Halting Sites 74Shared Ownership 72Small Dwellings Acquisition - Housing Loans 73
Human ResourcesAnnual Staffing Returns 76AVC Retirements Benefits Plan 76Community Employment (paid by FÁS) 77Construction Summer Placement Grants 77Delegation of Functions 76Disciplinary and Grievance Procedures 82Employment of People with Disabilities 83Employee Files 79Equality Matters 83Health and Safety 79Health Checks 79
INDEX of File Series Titles 172
HR Officers Network 76Interviews 78Labour Relations and Employment Appeals 82Leave Files 81Leave - Recoupment of Salaries and Charges 81National Wage Agreements 82Overtime 82Retirement Planning Council of Ireland 76Recruitment - General 78Register of Annual Leave 81Register of Pensionable Officers 79Requests for Work Experience / Unsolicited Applications for jobs 78Safety Training for Employees 78Sports and Social Club 81Staff Correspondence 81Staff Duties and Responsibilities 80Staff Schedule 80Staff Support Programmes / Staff Welfare 79Staff Transfers - Requests 80Staff Educational Tours 80Staff Uniforms 80Superannuation Register 77Superannuation Income and Expenditure Returns 77Summer Workers 77Training 78Union Files 82
Information SystemsDepartment of the Environment and Local Government 86GIS 85GIS - General 85HVX Systems 84Local Authorities 85Local Government Computer Services Board 84PCs and Equipment 85Public Access Systems 87Register of Electors System 84Register of Electors - General 84Reports 84Security and Back-ups 85Training - Elected Representatives 86Training - General 86Training - IS Staff 86Training - Internal Courses 86
LibrariesAccessions Registers 89Archives 95Book Binding 93Booksellers and Publishers 89Branch Administration 92Branch Libraries - General Files 88Branch Libraries - Premises 88Copyright 95County Library Internal Arts Programme / Exhibitions / Events (including internal / external projects) 90 - 91Defaulters 90Disaster Planning 95Funding 91Inter-Library Loans / British Library 89Internet / Information Technology Public Access 96Library Automation 88Library Cataloguing / Classification 88Library Representation on Other Organisations 92Local Government Computer Services Board 96Local Studies 95Maintenance / Security / Technical Infrastructure 94Microfilming / Scanning Programme 93
Mobile Library / Delivery Van 92National Agencies 91 - 92Publications 93Public Relations 96Schools 89 Staff 93 - 94Statistics - Quarterly and Annual 88Work Experience 94
Management & AdministrationAgriculture, Health and Safety 100Amenities 100Correspondence 111Councillors 97Council Meetings 97County / City Manager - Conferences, Invitations and Committees 97County / City Committees 98Cross Border Groups 102Data Protection - General 103Data Protection - Operation 103Dogs and Dog Control 109 - 110Emergencies 101European Union 99Freedom of Information - Legislation 103Freedom of Information - Operation 103Gaeltacht 102Heritage, Culture and Entertainment 100Higher Education Grant Schemes 104Industry, Economic Development and Infrastructure 98Information Systems 104Land and Property 98Licences - Casual Trading 108 - 109Local Authorities and Local Authority Organisations 99Local Development and County / City / Town Projects 98Local Government Reform 99Malicious Injuries 103Management 97Manager’s Orders 97National / Regional Groups and Organisations 99Ombudsman 101Partnership Committee Facilitator 111Programme of Local Decentralisation 102Public Relations and Advertising 100Register of Interests 98Register of Electors - Administration 105 - 106Register of Electors - Disclosure of Donations 108Register of Electors - Elections and Electors 106 - 107Register of Electors - Preparation of Register 104 - 105Register of Electors - Registers 108Staff Relations and Interview Boards 101Special Aid Packages and Funding 102Tourism 100Travellers 101Waste Management and Environment 101Weighbridges,Weights and Measures 111
Motor TaxAlert Forms Conversion of Vehicle 116Cancelled Discs 116Cash Books 115Certificate of Road Worthiness 117Discrepancy Queries - Vehicle Registration Unit 116DoELG Test Centres 117 - 118Driving Licences 112Enquiry Form S103 117Enquiries relating to Scrapped Vehicles 117Lodgement Books 115
INDEX of File Series Titles 173
Monthly Accounts of Income 115Monthly Returns to DoELG 114Notification of Endorsement of Licences 117Notification of Transfer of Vehicle Ownership to a Motor Dealer 112Public Service Vehicles 113Recoupment Claims from DoELG 114Refunds 115Registers of Annual,Quarterly and Half-Yearly Licences issued for Road Vehicles 113Registration Numbers Allocated Outside County 112Registers of Registration and Licences for Road Vehicles 113Register of Vintage and Veteran Vehicles 113Stubs of Tax Books and Licence Books 115Tax Renewals 112Trade Plate Licences 114Trailer / Semi-Trailer Licences 114Vehicle Licensing Certificates / Amendments 116Vehicle Registration Unit (VRU) Computer Report Register 116
MuseumsAcquisition 120Advertising 119Archaeology - Planning Permission Requests 123Archaeological Sites 123Archaeological Survey 126Artefacts 123Artists 122Canoes and Boats 124Conferences and Courses 122Conservation 121Dúchas 124Exhibitions - Equipment 121Exhibitions / Events - Individual 121Exhibition -Themes 121Festivals 125Folklife / Folklore 125Funding 124Heritage Council 122Heritage Council Pilot Project 125Industries 124Irish Professional Conservators and Restorers Association 125Local Heritage Centres / Development Groups 120Local Authority Curators’ Group 123Museum - Catalogues and Brochures 125Museum Collection 126Museum Committees 119Museums, Galleries,Arts Centres, Heritage Centres, Libraries 120Museum Security 119National Museum 120Policy 119Private Collections 123Public 119Publicity 120Researchers 126Schools 124Societies and Organisations 122Staffing 122Tourism 121
Planning & Development ControlBuilding Control 130Conservation - EU Funded Grants 131Conservation - Non-EU Funded Grants 131Conservation Office 130Derelict Sites 127DevDevelopment Control - Sites Taken in Charge and Estate Management 131
elopment Control - Abandoned Estates 131
Development Plans 127
EU Supported Urban and Village Renewal Measures 127Forestry, Fishing and Mining Licences 128GIS System 130Heritage Officer 130Heritage Plan 130Maps 129Maps Register 129Part X Development Proposals 128Permits for Signs 128Planning Applications 129Planning Register 129Security Bonds from Developers 127Unauthorised Developments 128Unauthorised Developments - Register 128Urban and Town Renewal Incentive Schemes 127
RatesCalculation of Rates 132Copy Rate Demands 132Domestic Rate Relief Amendments Register 133Legal Proceedings 133Rates Balancing Files 133Rate Book 132Rates General 132Refund of Rates 132
RoadsBogs 141Bridges 136Coastal Protection Schemes 137Community Employment Schemes 138Community Schemes 138Essential Services / Blizzard Conditions / Weather Warnings 139Hedge Cutting 141Local Improvement Schemes - Rural and Urban 137Notices of Motions 142Piers and Harbours 137Public Lighting 141Quarries in Local Authority Ownership 137Representations 142Road Safety - Committees 138Roads - Compulsory Purchase Orders 135Roads - Extinguishment of Right of Way 134Roads - Machinery 136Roads - Plant 136Roads - Purchase of Materials / Stores 136Roads - Recoupable / Private Works 135Roads - Rental of Property 135Roads - Surface Contracts 133Roads - Tenders 136Road Closures 134Road Grants - National Roads 135Road Grants - Non-National Roads 135Road Maintenance Files 141Road Maps and Classification of Roads 142Road Openings 134Road Safety - Low Cost Accident Remedial Measures 139Road Safety - Traffic Accidents 138Road Safety - Traffic Calming on National and Non-National Roads 138Roads Taken in Charge 137Road Works Schemes - National Road Works Schemes and Individual Road Works Schemes 134Soils Laboratory 142Townlands Register 142Traffic Management - Bye-Laws 140Traffic Management - Car Parking 140Traffic Management Plans 139Traffic Management - Schools 140
INDEX of File Series Titles 174
Traffic Management - Speed Limits 140Traffic Management - Traffic Census 139Traffic Signals and Signs 140Vehicle (Heavy) Permits 141Work Accidents 139
Sanitary ServicesAdministration of Sanitary Services 147Applications for Connection to Public Mains (water and sewerage) 147Burial Grounds 149 - 150Capital Schemes: Sewerage 143 - 146Capital Schemes:Water 146Exhumation Licences 150Group Schemes 148Public Toilets 148Sewerage Treatment Works 146Water Quality 147Well Grants 143
Stores & Machinery YardMaterial Expense Account Reports 151Materials Information 152Quarry Results 152Radio System 152Rock Salt Material Accounts 151Stores - Direct Charge Material Accounts 151Stores - Fuel Accounts 151Stores Requisitions 151Tar Files 152Testing of Vehicles 152
ValuationsRevision of Valuations 153Revision of Valuation Appeals 153Valuation Lists 153Valuation Maps 153
Veterinary Office & Animal ControlAbattoirs: General 154Abattoirs: Hygiene Reports 154Abattoirs: Licences 154Abattoirs: Non-compliance 155Abattoirs: SRM (specified risk material) 155Abattoirs:Water Quality 154Central Meat Control Laboratory 156Control of Animals: Dead Animals on Road 156Control of Animals: Horses 157Foot and Mouth 155Food Safety Authority: Reference and Statistics 155General: Standard Operating Procedures 157Meat Production Plants 156Milk and Dairies 154Sheep Dipping 157Sheep Dipping Pens 157Sheep Scab 157Slaughtermen’s Licences 156Statistical Returns Central Statistics Office 156
Water ChargesConsumers’ Surveys 160Consumers’ Surveys - Comments 160Metered Water Charges 158Metered Water Charges - Court Files 160Register of Water Charges - Metered Supplies 159Register of Water Charges - Non-metered Supplies 159Water Charges Copy Demands: Metered and Domestic 158Water Charges - Direct Debits 158Water Charges - Individual Accounts 159Water Charges - New Accounts 159Water Charges - Old Domestic Court Files 160Water Charges - Transaction History 158Water Charges - Waivers 159Water Charges - Write-offs (strike-offs) 158
An Bord Seirbhísí Bainistíochta Rialtais ÁitiúilLocal Government Management Services Board