The Local Planning Authority accumulates information from both individuals and external organisations. It also generates a wide range of documents and records. These documents and records are in several different formats, including letters, emails, reports and legal documents, plans, drawings, and photographs. These could be in both hard copy and electronic format.

In some cases, it is necessary to retain certain documents to fulfil statutory requirements and to meet operational needs. Premature destruction of documents can result in the inability to defend litigious claims, operational difficulties, and failure to comply with the Freedom of Information Act and General Data Protection Regulations.

Likewise, it is unreasonable to retain all documents indefinitely. An agreed disposal schedule will enable the Local Planning Authority to maintain sufficient office and electronic storage.

Lengthy or indefinite retention of personal information could result in the Local Planning Authority breaching General Data Protection Regulations.

Aim

  • To give a clear indication to users of the Planning Service how we will process, store and when and how we will dispose of their information.
  • To provide a tool to Wirral MBC to ensure the retention of business information for as long as it is needed, in the most suitable format and enable disposal of information in a consistent and controlled manner. Taking into account the context within which it operates, including legislative requirements.

Scope

This policy applies to all data received by the Local Planning Authority from 10 June 2021 onwards.

Retention and Disposal Policy

In Appendix 1 below is a full schedule for documents, including the minimum retention periods both recommended and statutory.

This policy contains a checklist in Appendix 2, outlining the circumstance whereby, documents may not be disposed of within the time scales specified in Appendix 1.

Where a retention period for a specific document has expired, a review should be carried out prior to a decision being made to dispose of it. This should not be time consuming and should be straightforward. Consideration should be given to the method of disposal to be used.

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