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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


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.


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


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…'


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


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.


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:


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


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.


◆ 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


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


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


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


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


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.


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

tabbed headers 27/3/02 4:38 pm Page 1

Dispose

Retention Recommendations


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


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


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


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


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


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


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

✔

✔


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 ✔



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


✔

✔

Dispose


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


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


Series Title: Litigation

Current Non-Current

Series Title: Diaries

10 Years 20 Years

Description Files on litigation inHigh Court,District and CircuitCourts

Archive ✔

Dispose


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 ✔


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.


ARCHIVE SERVICESARCHIVE SERVICES

Arch

ive

serv

ices


ARCHIVE SERVICES 24

Dispose


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


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 ✔


Current

Duration of temporaryaccommodation

Dispose


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


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


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


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 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


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



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 ✔


ARCHIVE SERVICES 27

ARCHIVE SERVICES 28

Dispose


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


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



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

✔


Current

Until system is put in place

ARCHIVE SERVICES 29

Dispose


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


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


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


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 ✔


ARTSARTS

Arts


ARTSARTS 31

Dispose


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


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


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 ✔


ARTSARTS 32

Dispose


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



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


ARTSARTS 33

Dispose


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


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


Series Title: Exhibitions

Dispose

Retention RecommendationsDocumentsCorrespondence, requests andapprovals of grants


DescriptionVisual Arts projectswith CommunityGroups- grants

Archive ✔


ARTSARTS 34

Dispose


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



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-Current


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.


CIVIL DEFENCECIVIL DEFENCE

Civi

l Def

ence


CIVIL DEFENCE 35

Dispose


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


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


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


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-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


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


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


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-Current 1 YearCurrent 5 Years

CIVIL DEFENCE 38

Dispose


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


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


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


COMMUNITY& ENTERPRISE

COMMUNITY& ENTERPRISE

Com

mun

ity &

Ente

rpri

se


COMMUNITY & ENTERPRISE 40

Series Title: Presentation Material

Series Title: Integrated Strategy for Social, Economic and Cultural Development


Dispose


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


CommentsPossible duplication inINFORMATION SYSTEMS andMANAGEMENT &ADMINISTRATION

DescriptionFiles relating toLGCSB

Archive

✔

✔

✔

Current 2 Years


Series Title:Community Grants from Department of Social,Community and Family Affairs

Dispose


CommentsInformation on grants held inDepartment of Social, Communityand Family Affairs

DescriptionFiles detailinginformation on grants

Archive

✔


Current

Duration of drawing up ofthe strategy

Non-Current

Until new strategyintroduced

Dispose


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


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


Series Title: Funding - Department of Finance

Series Title: Public Private Partnership Fund


Dispose


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


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


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



Series Title: Integrated Area Management Plan Monitoring Group

Dispose

Retention RecommendationsDocumentsMinutes and reports

CommentsArchive minutes unless heldby group

DescriptionFiles on meetings ofthe group

Archive ✔


Dispose


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 ✔



Series Title: Decentralisation

Series Title: Local and National Organisations


Dispose


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


Non-Current

DocumentsListings of groups

Comments

3 Years

DescriptionFiles on lists ofcommunity groups inlocal area Archive

Dispose


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



Series Title: Arts

Dispose


CommentsNot a duplication of ARTS Files

DescriptionFiles on arts groupsin local area

Archive ✔


Dispose


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


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.


ENVIRONMENTENVIRONMENT

Envi

ronm

ent


ENVIRONMENTENVIRONMENT 46

Dispose


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


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-CurrentCurrent Until new planintroduced

Dispose

Retention RecommendationsDocumentsCorrespondence with EPA,environmental groups, communitygroups and legal advisors Comments

DescriptionCorrespondence

Archive ✔



Dispose


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


Dispose


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



Dispose

Retention RecommendationsDocumentsReturns under the Air Pollution Act,1987

Comments

DescriptionAir Pollution returns

Archive ✔


Non-CurrentReview with reference tolitigation

Non-CurrentReview with reference tolitigation

Current Duration ofincident + 6 years


Dispose


Current

DocumentsComplaints Correspondence 5 Years


Archive ✔

Dispose


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


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


Dispose


Series Title: Waste Management

Current

DocumentsPlans and drafts Duration of

plan

Description Waste managementPlans

Archive ✔

Dispose


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


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


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


Dispose

Retention RecommendationsDocumentsBottle banks, home composting,reference material, campaigns andcorrespondence

Comments

DescriptionFiles on recyclingprogramme of localauthority

Archive ✔

Series Title: Refuse Collections

Series Title: Recycling


Dispose


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



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


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



Dispose


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


FINANCE 54

Dispose


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


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


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

✔


FINANCE 56

Dispose


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


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


Current

DocumentsPrintouts Until after audit

+ 2 years

Current


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


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


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


Comments

DescriptionRegister of revenuecollected from localauthority car parks

Archive

✔

✔

✔

✔

Comments


Non-Current 1 YearCurrent Until after audit

Non-Current


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


Current

DocumentsReports 2 years after

report issued

Current

Until investigation iscomplete

Description Reports relating tointernal financialissues Archive ✔

Dispose


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


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


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.


FIRE SERVICES &BUILDING CONTROL

FIRE SERVICES &BUILDING CONTROL

Fire

Ser

vice

s &

Build

ing

Cont

rol


FIRE SERVICES & BUILDING CONTROL 61

Dispose


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


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


Dispose


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



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


Dispose


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


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 ✔


CurrentVehicle log books - whilevehicle is in serviceFuel log books - until afteraudit + 1 year


Dispose


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


Dispose


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


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


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 ✔


CurrentWhile reports being drawnup by Fire Service

CurrentUntil account settled

Current

Until updated or changed


Dispose


Current Non-Current

DocumentsCorrespondence, course details andbrochures

2 Years


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


Current Reference


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.


HEALTH & SAFETYHEALTH & SAFETY

Heal

th &

Sa

fety


HEALTH & SAFETYHEALTH & SAFETY 67

Dispose


Series Title: Safety Statement

Current Non-Current

DocumentsPolicy document

Series Title: Safety Training

For durationof statement

Description Parent and sectionsstatement of safetypolicy

Archive ✔

Dispose


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 ✔


HEALTH & SAFETYHEALTH & SAFETY 68

Dispose


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 ✔


Series Title: Certification for Plant and Equipment

HOUSINGHOUSING

Hous

ing


HOUSING 69

Dispose


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


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


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 1 Year

Series Title: Rented Houses

Series Title: Disabled Persons Grants

HOUSING 71

Dispose


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


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


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


Current


CurrentUntil loan is sanctioned andpaid (i.e. paid out andrecouped from Department)

HOUSING 72

Dispose


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


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


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


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


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

Dispose


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


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

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.


HUMANRESOURCES

HUMANRESOURCES

Hum

an R

esou

rces


HUMAN RESOURCES 76

Dispose


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


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



Series Title: Retirement Planning Council of Ireland

Dispose

Retention RecommendationsDocumentsCorrespondence regarding retirementtraining courses

Comments

DescriptionFiles on theretirement council ofIreland

Archive

✔


HUMAN RESOURCES 77

Dispose


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


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



Series Title: Construction Summer Placement Grants

Dispose

Retention RecommendationsDocumentsGrant records

Comments

DescriptionAnnual grants for theemployment ofundergraduatestudents Archive ✔


Series Title: Superannuation Register

Series Title: Superannuation Income and Expenditure Returns

HUMAN RESOURCES 78

Dispose


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


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



Series Title: Safety Training for Employees

Dispose

Retention RecommendationsDocumentsList of training events and participantsat training events

CommentsRequired under Health andSafety Acts

DescriptionTraining andparticipants

Archive ✔


Current

Hold until panel expires

HUMAN RESOURCES 79

Dispose


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


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


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


Series Title: Register of Pensionable Officers

Dispose


CommentsArchive when old registercompleted. If held electronicallysystem should be migrated every3 years onto a new format. SeeElectronic Records 3.1

DescriptionRegister ofPensionable Officers

Archive ✔


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


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


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



Series Title: Staff Uniforms

Dispose

Retention RecommendationsDocumentsLetters, invoices and orders

CommentsDispose after new uniforms havebeen introduced

DescriptionFiles relating to staffuniforms

Archive

✔


HUMAN RESOURCES 81

Dispose


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


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

✔


Series Title: Leave - Recoupment of Salaries and Charges

Dispose

Retention RecommendationsDocumentsFinancial record

CommentsRequired for audit

DescriptionFiles on recoupment ofsalaries and chargesrelating to leave

Archive

✔


Series Title: Sports and Social Club

Series Title: Staff Correspondence

HUMAN RESOURCES 82

Dispose


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


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


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


Series Title: Equality Matters

Series Title: Employment of People with Disabilities

INFORMATIONSYSTEMSINFORMATION

SYSTEMS

Info

rmat

ion

Syst

ems


INFORMATION SYSTEMS 84

Dispose


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


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 ✔


Current Reference

DescriptionFiles relating toreports made tomanagement andCouncillors relatingto IS matters

DocumentsReports, correspondence and memos


Dispose


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


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


Dispose


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


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-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


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


DELG 17/15:Dáil Éireann’s Minister for Labour, Constance Markievicz, reminds

Limerick County Council of their obligationns regarding employmentdirectives. September 1920.


LIBRARIESLIBRARIES

Libr

arie

s


LIBRARIES 88

Dispose


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


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


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 ✔

✔

✔


Non-Current



5 Years

10 Years

LIBRARIES 90

Dispose


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

✔


Current

7 Years

Until after audit

3 Years

5 Years

Duration ofproject

LIBRARIES 91

Dispose


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

✔


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


CommentsArchive

✔


5 Years or until after audit

Dispose


CommentsArchive with reference to file inMANAGEMENT

Archive ✔


Term of office + 1 year

Dispose



Archive ✔


LIBRARIES 92

Series Title: Library Representation on Other Organisations

Series Title: Branch Administration

Dispose


Non-Current

DocumentsSee above


5 Years

Description

Other Agencies

Archive

Dispose


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

✔


Current

Current

Current 2 years

5 Years

2 Years

Duration of vehicle use

DocumentsSee above

Description

Library Association ofIreland

Dispose


CommentsArchive

✔


LIBRARIES 93

Dispose


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


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


Current


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


Non-Current

DocumentsSee above

Series Title: Work Experience

Series Title: Maintenance / Security / Technical Infrastructure

30 years

Description Staff Relations

Archive ✔

Dispose


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


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


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

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


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


Non-Current


Comments

3 Years

DescriptionFiles relating tocorrespondence withthe LGCSB andSystems UsersGroups

Archive

Dispose

Retention RecommendationsDocumentsCorrespondence, booking records andmetadata


DescriptionDocumentationrelating to libraryusers of the Internet/ electronic access tocatalogue system inlibrary branches

Archive ✔

✔


Current 5 Years


3 Years

MANAGEMENT &ADMINISTRATION

MANAGEMENT &ADMINISTRATION

Man

agem

ent &

Adm

inis

trat

ion


MANAGEMENT & ADMINISTRATION 97

Dispose


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


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


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



2 Years

Series Title: Management

Dispose

Retention RecommendationsDocumentsMinutes, agendas, reports andcorrespondence

Comments

DescriptionFiles relating tomanagement teammeetings andstrategic management Archive ✔


Dispose


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


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



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)


Dispose


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


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


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 ✔


Dispose


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


Comments

DescriptionFiles relating topublic relations andadvertising schemes Archive

Dispose


Comments

DescriptionFiles relating to amenitysites and amenityschemes. Includescorrespondence withlocal action groups

Archive

Dispose


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


Current 2 Years

Current 3 Years


Series Title: Heritage, Culture and Entertainment

Series Title: Public Relations and Advertising

5 Years

5 Years

Series Title: Agriculture, Health and Safety

Dispose


Comments

DescriptionFiles relating to FoodSafety Authority ofIreland, Health andSafety Authority,premises registeredfor keeping explosivesand abattoirs

Archive

✔



Dispose


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


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


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



Duration of case

✔

Series Title: Travellers

Dispose


CommentsCheck for duplication inHOUSING files

DescriptionFiles relating totravellers and travellergroups

Archive ✔


Dispose


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


Series Title: Cross Border Groups

Series Title: Programme of Local Decentralisation

Dispose


Current


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


CommentsThese files relate to localauthorities in Gaeltacht areas

DescriptionFiles relating toprovision of stateservices throughIrish, Irish Officer,Bord na Gaeilge andChoiste na Gaeilge

Archive ✔



Dispose


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


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



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


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


Comments

DescriptionElectoralAdvertisements

Archive

✔

✔

✔

Comments

Non-Current 2 Years

Non-Current

3 years after election

Current Year of election


Series Title: Higher Education Grant Schemes

Series Title: Register of Electors - Preparation of Register

Current


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 ✔


Dispose


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


Comments

DescriptionStudent files

Archive

✔

✔

Non-Current

Non-Current 3 YearsCurrentUntil course is completed

Reference

Current Reference


Dispose


Current Non-Current

Documents

Series Title: Register of Electors - Administration

Reference

Description List of post offices,libraries etc

Archive

Dispose


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



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


Comments

DescriptionPolling Schemes

Archive ✔

Non-Current 9 YearsCurrent Year of newscheme

Dispose


Comments

DescriptionPolling Stations

Archive

✔

Non-Current

Until next election

Current 1 Year

Dispose


Current Non-Current


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


CommentsSee Local Elections above

DescriptionSeanad / Generalelections

Archive




Dispose


Current Non-CurrentDocuments

1 YearDescriptionPresidential elections

Archive

✔

Dispose


Non-CurrentDocuments


1 year after next election

DescriptionÚdarás na Gaeltachtaelections

Archive

Dispose



DescriptionLocal electors

Archive

✔

✔


CurrentYear of election


Dispose

Retention Recommendations Documents


DescriptionSpecial voters

Archive

✔


Dispose


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


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


Series Title: Register of Electors - Registers


Dispose


Current Non-Current

Documents

Series Title: Dogs and Dog Control

2 Years 2 Years


Archive

✔

Dispose


Non-Current

Documents

Comments

2 Years

DescriptionApplication forms

Archive

Dispose


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



Dispose


Comments

DescriptionDog wardens

Archive

✔


Dispose


Current Non-Current

Documents

2 Years 5 Years

Current

During court case / untilfine paid

DescriptionRecoupment fromAn Post

Archive

✔

Dispose


Comments

DescriptionFines

Archive

Dispose


Comments

DescriptionExpenditure andreceipts

Archive

✔

✔

Comments

Non-Current



Dispose


Comments

DescriptionReturns to DoELGand statistics

Archive

✔


Dispose


Comments

DescriptionCorrespondence (includes with ISPCA)

Archive

✔



5 Years


Dispose


Series Title: Weighbridges, Weights and Measures

Current Non-Current

DocumentsWeights and Measures Book


5 Years

Description Files relating to themaintenance ofweighbridges andgeneral files relatingto weighbridges

Archive ✔

Dispose


Non-Current


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

✔


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.


MOTOR TAXMOTOR TAX

Mot

or T

ax


MOTOR TAXMOTOR TAX 112


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


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



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



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 ✔



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


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


Dispose


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


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


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


3 Years 2 Years

5 Years


Dispose


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


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


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


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


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 2 Years

Non-CurrentCurrentUntil endorsement hasexpired + 1 year

Dispose


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


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



MUSEUMSMUSEUMS

Mus

eum

s


MUSEUMS 119

Dispose


Series Title: Museum Committees

Current Non-Current


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


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



Series Title: Advertising

Dispose

Retention RecommendationsDocumentsCorrespondence with variouscompanies regarding advertising ofmuseum, costs, copies ofadvertisements

Comments

DescriptionFiles relating toadvertising

Archive

✔


MUSEUMS 120

Dispose


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



Dispose

Retention RecommendationsDocumentsCorrespondence and loan agreements

CommentsArchive loan agreements andweed correspondence

DescriptionSubjects include itemsdonated; queries,requests

Archive ✔


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

Dispose


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


Non-Current


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

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


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


Comments

DescriptionFiles on MilitaryHistory Society, IrishMuseums Trust, RoyalSociety of Antiquariesand otherorganisations

Archive ✔


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

Dispose


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


Non-Current


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



Series Title: Archaeology - Planning Permission Requests

Dispose

Retention RecommendationsDocumentsCorrespondence with PlanningSection etc.

Comments

DescriptionFile on planningpermission -implications for sites

Archive ✔


MUSEUMS 124

Dispose


Current

DocumentsIncludes copies of reports sent toDúchas and correspondence

2 Years

Current 2 Years

Description Files regardingvarious monumentsand archaeologicalsites

Archive

Dispose


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


Comments

DescriptionSpecific files onschools

Archive

✔

✔

✔

✔CommentOriginals retained by Dúchas

Non-Current 3 Years

Non-Current 3 Years



Dispose

Retention RecommendationsDocumentsCorrespondence with owners

CommentsUltimately archive

DescriptionFiles on industriesregarding donationsand exhibitions

Archive ✔


Series Title: Dúchas

Series Title: Canoes and Boats

Series Title: Funding

Series Title: Schools

Series Title: Industries

MUSEUMS 125

Dispose


Series Title: Festivals

Current Non-Current


Series Title: Folklife / Folklore

Series Title: IPCRA

Series Title: Heritage Council Pilot Project

2 Years 3 Years

Description Files on festivals

Archive

Dispose


Non-Current


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



Series Title: Museum - Catalogues and Brochures

Dispose

Retention RecommendationsDocumentsBrochures and catalogues

CommentsDispose when replaced

DescriptionFiles on the creationof catalogues andbrochures for theMuseum Archive

✔


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


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.


PLANNING & DEVELOPMENT CONTROL

PLANNING &DEVELOPMENT CONTROL

Plan

ning

&

Deve

lopm

ent C

ontr

ol


PLANNING & DEVELOPMENT CONTROL 127

Dispose


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


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 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


Dispose


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-CurrentCurrent Duration of register


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


Dispose


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


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


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


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 ✔



Dispose


Current

Documents

Reference

Current

Description Ordnance Surveyarea maps showingsite location of eachplanning application,roads and otherinfrastructure workscarried out

Archive ✔

Dispose


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 ✔


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


Dispose


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


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


RATESRATES 132

Dispose


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


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


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

✔


Current6 years or until after audit + 1 year

Current


RATESRATES 133

Dispose


Non-CurrentCurrent

DocumentsIncludes details of receipts transfersand cancelled receipts and decisionsof Valuation Tribunal

5 Years


CurrentUntil after audit + 1 year(post settlement / judgement)

Description Files by yearregarding balancing ofrates accounts

Archive

Dispose


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-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.


ROADSROADS

Road

s


ROADS 134

Dispose


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


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



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 ✔


ROADS 135

Dispose


Series Title: Roads - Recoupable / Private Works

Current Non-Current


Series Title: Roads - Compulsory Purchase Orders

Series Title: Roads - Rental of Property

Series Title: Road Grants - National Roads

2 Years


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-CurrentCurrent Duration of rental


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


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


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


Non-Current


ROADS 137

Dispose


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


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


Series Title: Roads Taken in Charge

Dispose


Comments

DescriptionRoads taken over bylocal authority

Archive ✔

Non-Current

Non-Current


Non-Current


ROADS 138

Dispose


Series Title: Community Employment Schemes

Current


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


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


Comments

DescriptionFiles on trafficaccidents

Archive ✔

✔

✔

Comments

Current 2 Years



Series Title: Road Safety - Traffic Calming on National and Non-National Roads

Dispose


Comments

DescriptionFiles on trafficcalming

Archive ✔


Non-Current


ROADS 139

Dispose


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 5 YearsCurrent Until settlementof case


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 ✔


ROADS 140

Dispose


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


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


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 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


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


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




Current 1 Year

Series Title: Vehicle (Heavy) Permits

Dispose

Retention RecommendationsDocumentsApplications for permits

Comments

DescriptionAnnual files

Archive

✔


ROADS 142

Dispose


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


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


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



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


SANITARY SERVICES 143

Dispose


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


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 ✔


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


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


Dispose


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


Dispose


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



Dispose


Comments

DescriptionLand acquisition

Archive ✔

Non-Current


Non-Current

Until completion of schemeand final account + 1 year

Current

Until completion of scheme

Current

Duration of scheme


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 5 YearsCurrent Duration of scheme

Current

Non-Current

Retention RecommendationsDocumentsQuotations for materials andspecifications for same

Comments

DescriptionUnsuccessfulquotations



Dispose


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


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



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


Dispose


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


Dispose


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


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


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


Non-Current


Current

Until complaint is dealt with


Dispose


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.


STORES &MACHINERY ARD

STORES &MACHINERY YARD

Stor

es &

M

achi

nery

Yar

d


STORES & MACHINERY YARD 151

Dispose


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


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


Current


Current


Current


Current


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 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


Current

Until replaced by a newsystem

Current

Until new certificate ofcompetency issued

VALUATIONSVALUATIONS

Valu

atio

ns


VALUATIONSVALUATIONS 153

Dispose


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


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.


VETERINARY OFFICE &ANIMAL CONTROL

VETERINARY OFFICE &ANIMAL CONTROL

Vete

rina

ry O

ffice

&

Ani

mal

Con

trol


VETERINARY OFFICE & ANIMAL CONTROL 154

Dispose


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


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



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 ✔


Dispose


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



Series Title: Abattoirs: Specified Risk Material (SRM)

Series Title: Abattoirs: Non-compliance

Current

Until Foot and Mouth Crisisover +1 year


Dispose


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


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



Series Title: Control of Animals: Dead Animals on Road

Dispose

Retention RecommendationsDocumentsCorrespondence and procedures

Comments

DescriptionFiles relating toprocedures forremoving deadanimals from roads Archive


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


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


Series Title: Control of Animals: Horses

Series Title: Sheep Dipping Pens

WATERCHARGES

WATERCHARGES

Wat

er C

harg

es


WATER CHARGES 158

Dispose


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


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


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



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


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




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


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


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



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


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


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


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


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