Decision details

Document Retention Policy Update

Decision Maker: Strategy and Resources Committee

Decision status: For Determination

Is Key decision?: No

Is subject to call in?: No


The Committee considered the report of the Director of Service Delivery seeking consideration and adoption (by the Council) of the draft Document Retention Policy (attached as Appendix 1 to the report).


It was noted that whilst the Council’s current Document Retention Policy was not scheduled for update until 2028 there was a need for it to be updated to reference the provisions of the General Data Protection Regulations (GDPR).  A further change in respect of the retention of Human Resources employment records was also detailed in the report.


The Chairman moved the recommendations as set out in the report.  This was duly seconded.


During the debate, some questions were raised and in response the Senior Specialist: Legal provided Members with additional information which included:

·                 In relation to personal data, the Data Protection Act required that data be destroyed when no longer required.  This mean that unless there was a justifiable reason no end date for such data held was required.


·                 If there were historic documents that Officers felt warranted retention these could be passed onto the Essex Records Office.  The Data Protection Officer often provided advice and guidance in respect of historical documents.


·                 Data Protection training was provided to Officers throughout the year.


Councillor Mrs P A Channer proposed that recommendation (ii) be amended subject to a brief annual report to this Committee reporting on any changes in the retention of documents under the delegated powers.  This proposal was duly seconded.


The Chairman moved the proposals in the report with the amendment to recommendation (ii) and this was duly agreed by assent.




(i)              That the Document Retention Policy, attached at APPENDIX 5 to these Minutes, be approved;


(ii)       That Delegated Authority be given to the Director of Resources, in consultation with the Data Protection Officer to make any operational changes to the retention periods contained within the Policy subject to an annual report to the Strategy and Resources Committee on any changes made.

Publication date: 09/12/2020

Date of decision: 24/11/2020

Decided at meeting: 24/11/2020 - Strategy and Resources Committee

Accompanying Documents: