Fife Council File Plan Version 1.6

Name Content SchemeCoverage UKCreator Archive & Records

Management Team, Performance & Organisational Support, Fife Council

Date.Created 13/12/2004Date.Issued 13/12/2004Date.Modified 3/10/2005 (add U7

Strategic Planning)

20/10/2006 (add M14 Housing Inspection and M15 Private Sector)

08/12/2008 (move risk management from H13 to Y)10/05/2010 (add G7 Campaigns to promote Green/environmental issues)

01/06/2010 (change Smart Cards from Q9 to Q10 and add as Q9 Information Incidents)

29/10/10 add K5 Occupational health K6 Audits and inspectionsK7 Accidents and incident reporting

13/01/2011 add F19 Educational Psychology

02/09/2011 change T4 ‘Project Management’ to ‘Change Management’

Description Fife Council File Plan (final version) based on LGCS and Fife Categories List.

Format WordLanguage EngPublisher Fife CouncilStatus Version 1.6Title Fife Council File Plan

First Level

A Community and Living Provision for people, residents, communities and life events (births/marriages/deaths).

B Consumer Protection Provision of consumer protection and advice.C Council Land, Facilities and Resources Management of Fife Council land, property and equipment.D Customer Service and Public Relations Management of services provided to customers; and of relations with the public. E Economic Development Management of activities to promote and examine the local economy and community (includes

community planning).F Education and Learning Provision and support for learning and education.G Environment Provision for protecting the environment (includes animals, food, air, land, water, waste).H Financial Management Management of financial resources by the councilJ Government and Democracy Management of democratic activities including elections, assembly and committee meetings.K Health and Safety (Fife Council Employees) Management of measures to ensure a healthy and safe workplace.L Health and Social Care Provision of health and social care for individuals (includes children, the disabled, and the elderly).M Housing Provision of housing.N Human Resources Management of HR activities.P Information and Communication Technology Provision of ICT in the workplace and the local area.Q Information Management Management of information resources, e.g. records, databases, metadata.R Legal Services Management of the Council's legal servicesS Leisure and Culture Provision and support of leisure and cultural services for the community. Includes the maintenance

and management of parks, reserves and open spaces.T Management Internal management of Fife Council.U Planning and Building Control Council regulation and approval of building and development applications for land use and

properties.V Policing and Public Safety Provision of licensing, policing, emergency services etc.W Procurement Management of processes involved in arranging, tendering, managing contracts and other purchasing

of the organisation.X Transport and Streets Planning, maintenance and management of roads and transport services/facilities.Y Risk management and insurance Records of all risk-management activities, business continuity in the event of a disaster or unforeseen

event. Includes disaster recovery and business resilience plans. all claims by or against Fife Council, and all insurance policies or contracts in which the Council is involved.

The First and Second Levels are mandatory (with suggested examples for third level in italics)A Community and Living Provision for people, residents, communities and life events (births/marriages/deaths).

A0 Category DetailsA1 Burial Grounds and Crematoria

CemeteriesCrematoriaFuneral ServicesMortuary ServiceRepatriation of Remains

A2 Ethnic CommunitiesAsylum SeekersEthnic Support GroupsInterpreters ServiceRace RelationsRefugees

A3 Faiths, Beliefs, and ReligionsBuddhismChristianityHinduismIslamJudaismOther ReligionsReligious Organisations

A4 Neighbourhood/VillageCommunity AssociationsCommunity CentresCommunity Councils

A5 Registration Could also include naming ceremonies, renewal of vows, marriage venue licences etc.BirthsDeathsMarriages

A6 Social Inclusion Development of Social Inclusion policy by Council

A7 TravellersA8 TwinningA9 Voluntary Organisations and Volunteering

Befriending SchemesCarers GroupsEx-service GroupsFundraising

B Consumer Protection Provision of consumer protection and advice.

B0 Category DetailsB1 Consumer and Business AdviceB2 Money AdviceB3 Trading Standards

CounterfeitingDescription of GoodsFair TradingFaulty GoodsFaulty ServicesFraudPetroleum storage and explosivesPricingWeights and Measures

C Council Land, Facilities and Resources Management of Fife Council land, property and equipment.

C0 Category Details NB. This section does not cover IT equipment, see N.C1 Acquisitions Documentation relating to the process of acquiring land, property, equipment. Will also include

replacements of plant, equipment and stores.

C2 Asset Registrations Copies of statutory certificates and licenses (fire, liquor, etc) required by this authority for its land or premises

C3 Catering and Cleaning ServiceC4 Disposal Documentation relating to the process of disposal of land, property, and equipment belonging to this

authorityC5 Distribution Documentation relating to the delivery of plant, equipment and storesC6 Energy Management Monitoring energy and water use and planning for greater efficiencyC7 Fleet Management Information relating to fleet management not relating to acquisition or disposal of vehiclesC8 Inventory List of assets belonging to or leased to this authority (plant and equipment)C9 Leasing - In Process of leasing a council property or land asset from an individual or organisation (including

leases held by the organisation)C10 Leasing - Out Process of leasing a council property or land asset to an individual or organisation (including leases

held by the organisation)C11 Mail/Courier ServiceC12 Maintenance Documentation relating to the maintenance of council buildings, property, equipment etc.C13 Plant, Equipment and Stores Management of stock, plant and equipment.

Usage StatisticsC14 Proof of Ownership DeedsC15 Property Documentation relating to uses of council land and property. Includes information relating to the

design and construction of the property. New Building ProjectsPublic Private Partnerships

C16 Refurbishment Upgrading the facilities, safety or access of a council building or land assetC17 Security and Care-takingC18 Strategic Asset Review Documentation relating to the review of land and property assetsC19 Surveys 1) asbestos (2) structure (3) certification (4) fire certificates (5) asset register

Site SurveysC20 Valuations Documentation relating to properties or land assets owned by the council or to be acquiredC21 Warehousing/Storage Documentation relating to storage of equipment, stores and internal fittings

D Customer Service and Public Relations Management of services provided to customers; and of relations with the public

D0 Category DetailsD1 Campaigns Specifically relating to CRMD2 Civic and Royal Functions Documentation relating to civic functions including support for the Lord Lieutenancy, Council support

for local events or visits by royalty to the local areaD3 Complaints Formal complaints received and response to the complaint.

OmbudsmanD4 Corporate Gifts Documentation relating to the provision of corporate giftsD5 Corporate Image Documentation relating to the process of creating and the use of a corporate image and relevant

guidance within the authority, including coat of arms/civic regalia.D6 Customer Consultation/SurveysD7 Customer Liaison

Comments/Compliments Compliments and comments and response received and response to themCustomer Service e.g. Customer Contact Management, contact centre/switchboard.Smart Cards From the customer focus, not to be confused with O11: Smartcards – IT

D8 Graphic Design Documentation relating to graphic design requirements of the authorityD9 Internal Communication FISH content/Team talk etc. not general emails and memosD10 Marketing Documentation relating to the marketing of the council or a specific function or serviceD11 Media

Media Liaison Documentation relating to liaison between the council and local mediaMedia Releases Information released to the mediaPhotography and Permissions

D12 Publications Guides, books and other publications that the council makes available, for example the Council Diary.

E Economic Development Management of activities to promote and examine the local economy and community. (Community Planning)

E0 Category DetailsE1 Business Development Information about activities designed to develop and encourage business development in the local

area. Including externally funded projects and sustainabilityE2 Business Directory Listing of businesses trading within the local area.

E3 Business SupportTown Centre Management Management of Business Community in Town CentresLocal Holidays

E4 Economic Statistics The collection and management of the economic and social data about the local areaE5 International Relations Encouraging relations with people from other countries and cultures to support the development of the

local areaE6 Regeneration Information relating to revitalising a specific area or communityE7 Regional Development Participation in regional activitiesE8 Rural Development Information relating to reducing disadvantage and increasing access in rural areasE9 Tourism DevelopmentE10 Voluntary Sector Development The information relating to the encouragement of the voluntary sector activityE11 Workforce Support Information about activities to support continued employment in the area

F Education and Learning Provision and support for learning and education.

F0 Category Details Provision and support for learning and education. F1 Careers GuidanceF2 Curriculum DevelopmentF3 Distance LearningF4 Educational InstitutionsF5 ExaminationsF6 Home TeachingF7 Lifelong Learning Learning for all ages including non school, college or university settings

Adult and Community EducationEducation CentresEvening ClassesLearning CentresLanguage Tuition

F8 Pre-school and early yearsF9 Pupil Case FilesF10 School Boards

School Board Elections

F11 School Facilities and ProgrammesAdmissionsAfter school clubsAttendanceBullyingChildren in entertainmentClothingCrossing patrolsEducation welfare serviceEducational visitsInclusive educationExtra curricula activitiesFree MilkFree School MealsGifted ChildrenLearning DifficultiesMusic CentresNational Grid for LearningSchool TransportSchool LetsSensory ImpairmentSpecial Education Needs

F12 School Inspections

F13 Schools Case files for Fife schoolsNursery schoolsPrimary schoolsSecondary schoolsSchool BuildingsSpecial Schools + level 4 Alternative Education Centres

F14 StudentsF15 Study Support

AwardsBursariesEducation Maintenance AllowancesGrantsLoans and FeesScholarships and Trust funds

F16 TeachersF17 Training and Development

Business TrainingComputer TrainingModern Apprenticeships

F18 Work ExperienceF19 Educational Psychology

G Environment Provision for protecting the environment (includes animals, food, air, land, water, waste).G0 Category DetailsG1 Animals

Animal LicencesHealth and WelfareDog foulingStray dogsZoo licences

G2 Environmental ProtectionAirBiodiversityEnergyLandWater

G3 Food Production and QualityAgri food supportFood hygiene and safetyFood labellingFood Premises

G4 NuisanceNoisePests

G5 Waste Management The provision of waste removal, destruction and waste reduction services.Abandoned vehicles Reporting and disposal of abandoned vehicles Doorstep collectionGraffiti Removal ofLand fillPublic conveniencesRecycling Documentation relating to recycling schemes and static recycling sitesWaste

G6 Weather Weather and climate dataG7 Campaigns Use only for campaigns to promote green/environmental issues

H Financial Management Management of financial resources by the council

H0 Category DetailsH1 Asset Management Records relating to the forward planning and management of the Council’s property portfolio.H2 Audit Records relating to internal or external auditing of the authority.H3 Banking Records of all Banking activitiesH4 Financial Planning, Monitoring and Control Records of all finance-related planning activities, whether relating to capital or revenue, including

budgets, and of revisions to plans. Records of the extent to which plans and budgets have been achieved, including comparisons of planned and actual. Records of actions taken to ensure the achievement of plans and budgets.

H5 Financial Reporting & Statistical Information Records of all financial and related statistical information, including both statutory (e.g. annual accounts) and non-statutory information.

H6 Financial Systems Records of the initiation, acquisition, development, commissioning, implementation and maintenance of finance-related systems, both computerised and manual.

H7 Income Records relating to all sums owed to the Council. Includes rent payments, Council Tax etc.H8 Lending, Borrowing & Investment Records relating to all loans and grants applied for, denied, given or received, and all investment

activity.H9 Other Expenditure Records of all spending by Fife Council except Payroll and Pensions expenditure, e.g. housing benefit.H10 Payroll Records relating to the administration of remuneration to staff of the authority.H11 Pensions Records relating to the administration of pension schemes for current and former employees.H12 Reconciliations Records of all financial reconciliation activitiesH13 See Y Risk Management & Insurance

J Government and Democracy Management of democratic activities including elections, committee meetings and support for Councillors..

J0 Category DetailsJ1 Conduct/Standards in Local Government e.g. Code of Conduct for Councillors, role of monitoring officer.J2 Elected Members Role of, and support for elected members.J3 Elections The activities carried out in the process of electing representatives at all levels.J4 Electoral BoundariesJ5 Electoral Register The list of people registered to vote. J6 Electoral Services Arrangements for UK parliament elections, Scottish Parliament, local government and community

councils.

J7 External Organisations Liaison with external organisations.Community CouncilsCommunity Planning PartnersCoslaFife Health BoardScottish ExecutiveScottish ParliamentSt Andrews’ UniversityUK Parliament

J8 Management of Council and Committee Meetings Includes management arrangements for meetings, agendas and minutes, standing orders, scheme of administration, and local forums

K Health and Safety (Fife Council Employees) Management of measures to ensure a healthy and safe workplace.

K0 Category DetailsK1 Campaigns and Promotion of Health and Safety issues, e.g. personal protection, SHAWK2 Health and Safety Responsibilities, Policies and

ProceduresWorking Time RegulationsFire Evacuation Procedure

K3 Health and Safety TrainingCOSHHManual HandlingUse of Equipment

K4 Risk Assessments e.g. workplace assessments, inspections and monitoringK5 Occupational Health Health surveillanceK6 Audits and InspectionsK7 Accidents and Incidents Reporting Information about the reporting of individual accidents and actions resulting from them

L Health and Social Care Provision of health and social care for individuals (includes children, the disabled, and the elderly).

L0 Category DetailsL1 Contracted and Commissioned Services

L2 Health and Medical CareAlcohol, drugs and substance useBlood TransfusionsChild HealthComplementary MedicineDisabilitiesFamily PlanningHealth Action ZoneHealth EducationHealth promotionHealth VisitorsHealthy LivingPrimary Health CarePrivate Health CareTravel HealthTreatments and therapies

L3 Inspection and Regulation Social work homes registration, child minder registration? Check with Gill.L4 Risk ManagementL5 Social Care Social work and Care policy etc.

Social Benefits e.g. council tax benefits, housing benefits, income support etc.Children and Family Care e.g. adoption & fostering, child care, domestic abuse, family support, parentingGeneral Support Care e.g. day care, bereavement support, residential careHome careCare for the elderlyVoluntary Sector LiaisonWelfare rightsChildrens Panel e.g. curatories, guardians etc.

L6 Social Work Client files

M Housing Provision of Housing

M0 Category DetailsM1 AllocationsM2 Homeless AssessmentM3 House SalesM4 Housing Management

InvestigationsRent ArrearsTenancy Agreements Including HMOs

M5 Housing Partnerships Development of Fife Housing PartnershipsM6 Housing Repairs

ProjectsSupportTenant Improvement Grants

M7 ImprovementsCapital Programme

M8 Investment and Environment Surveys and reviews for housing investment e.g. 30 year housing planM9 Planned Maintenance

Cyclic MaintenanceGas SafetyTechnical

M10 Rent ControlM11 Sheltered HousingM12 Special Needs HousingM13 Temporary Accommodation

HostelsProcurementTAIM

M14 Housing Inspection Inspection of Housing Service by external inspectors every 3 yearsM15 Private Sector

N Human Resources Management of HR activities.

N0 Category DetailsN1 Attendance ManagementN2 Conduct & Work Performance e.g. code of conduct for staff, advice etc.N3 Development, Training and Appraisal

Contribution managementN4 Employee Relations

ConsultationsDignity at WorkDisciplinariesDisputesGrievancesStrikesTrade Unions

N5 Equal OpportunitiesRacial Equality

N6 Establishment AdministrationStatistical returns

N7 Job Analysis and EvaluationN8 Personnel Files Case files for individuals.

Employee Name /IDN9 Politically Restricted PostsN10 RecruitmentN11 RedundancyN12 Terms and Conditions

Flexible WorkingSmoking PolicySingle StatusRetirementMaternity LeaveDiscretionary Leave Compassionate Leave, Special Leave, Parental Leave, Adoption Support Leave etc.Annual Leave and Public Holidays

P Information and Communication Technology Provision of ICT in the workplace and the local area.

P0 Category DetailsP1 CCTV Information in relation to the setting up, operation and maintenance of Closed Circuit TelevisionP2 Change Control Documentation relating to planned changes to business systems and network.P3 Configuration Management Documentation relating to configuration of servers, PCs, and networks.P4 Disposal Documentation relating to the process of disposal of hardware and software belonging to this

authorityP5 Hardware Maintenance Documentation relating to the maintenance of hardwareP6 Help Desk Support and I.T. AdviceP7 Network Maintenance Documentation relating to the maintenance and support of the network.P8 Network Monitoring Monitoring of systems and network. Capacity PlanningP9 SecurityP10 Systems

DelphiFeaturenetGroupwiseOneworld

P11 User Profile Staff systems profile includes passwords etc

Q Information Management Management of information resources, e.g. records, databases, metadata.

Q0 Category DetailsQ1 AgreementsQ2 ArchivesQ3 Data ProtectionQ4 Demographic DataQ5 Electronic Service Delivery

Fife DirectFishWeb development

Q6 Freedom of InformationPublication Scheme Requirement of FOI(S)A 1002Environmental Information Regulations

Q7 Information and Data Standards Information and data standards as used by the authority. E.g. E-GMS, Planning data set etcQ8 Records Management

AppraisalDestructionInformation InventoryRetention SchedulesTracking

Q9 Information Incidents Reporting of information security incidents and follow up actionQ10 Smart Cards Informational aspect, not to be confused with Smartcards in D5

R Legal Services Management of the Council's legal services

R0 Category DetailsR1 Agreements A range of pro-forma legal agreements used in all areas of lawR2 Byelaws/Management RulesR3 Company Formation/AdministrationR4 ContractsR5 Conveyancing Commercial and other leases, Title investigations, Disposal of Freehold and Leasehold properties,

Right to Buy applications etcR6 Criminal Justice System

District CourtsJustices of the Peace

R7 Legal AdviceR8 Litigation Civil and criminal litigation, debt recovery, commercial litigationR9 Trusts/Charitable Bequests/ Common Good Funds

S Leisure and Culture Provision and support of leisure and cultural services for the community. Includes the maintenance and management of parks, reserves and open spaces

S0 Category DetailsS1 Arts, Entertainment and Culture

CinemasCircusesCraftsDanceDramaFairgroundsFirework DisplaysLiteratureMusicTheatres

S2 LibrariesS3 MuseumsS4 Parks and Recreation

AllotmentsBeachesCountrysideGardensHistoric MonumentsLandscaping/Maintenance of Grounds etc.Local WildlifeParksPicnic SitesPlaygroundsRanger serviceRiversWalksWoodlands

S5 Social Clubs/Societies/Uniformed GroupsAir Training CorpsAmateur DramaticsBeaversBoys Brigade

Church groupsGirl Guides etc.Territorial Army

S6 SportsCoaching and managementGrants and Development FundsSports ClubsSports DevelopmentSports Facilities

T Management Internal Management of Fife Council

T0 Category DetailsT1 Corporate Management

Fife Management TeamJoint Co-ordinating GroupOrganisational Structure The management structure and functions of the council, structural reviewsScheme of Delegation

T2 Performance Management Council's statutory duty of providing best valueBest Value ReviewsExcellence AwardsInvestors in PeoplePerformance IndicatorsPerformance ReportingQuality Management e.g. EFQM

T3 Planning and Strategy Long-term business and operational strategies Community PlanningDevelopment PlansService PlansSustainable DevelopmentTeam Plans

T4 Change Management Administration of project management process - not a catch-all for all projects!

T5 Service Administration and ManagementPolicies, Regulations and Procedures Service specific policies and proceduresSenior Management TeamService Level AgreementsService Scheme of DelegationService StructureTeam Meetings

U Planning and Building Control Council regulation and approval of building and development applications for land use and properties.

U0 Category DetailsU1 Building Control

Buildings e.g. dangerous structures, demolition etcBuilding WarrantsGrantsQualified Statements

U2 ConservationArchaeologyHistoric and Listed BuildingsTree Preservation Orders

U3 Development ControlDisplay advertisements and hoardingsPlanning ApplicationsPlanning Permissions

U4 Housing DevelopmentU5 Planning RegisterU6 Property Case Files Individual case files by propertyU7 Strategic Development Local plans, Structure plans

V Policing and Public Safety Provision of licensing, policing, emergency services etc.

V0 Category DetailsV1 Advice/Campaigns Directed at public, e.g. personal protection, fire safety

Fire SafetyPersonal Protection

V2 Crime and Law EnforcementAnti-social behaviourCCTVCommunity SafetyCrime and disorderCrime PreventionOffender supportVictim Support

V3 Emergency PlanningEmergency Calls List of contact numbers to use in the case of any emergency or major incidents. Outbreak Control (infectious diseases)

V4 Fire and Rescue ServiceV5 Health and Safety External – not relating to Fife Council staff and workplace.

InspectionsV6 Licensing and Regulation Process of and documentation relating to issuing of licences in accordance with legislation V7 Police

W Procurement Management of processes involved in arranging, tendering, managing contracts and other purchasing of the organisation.

W0 Category DetailsW1 AdviceW2 Contracts Individual contract filesW3 LeasingW4 Product Evaluation Information held by the organisation on products with a view to purchase at a later stage. (e.g.

product literature)W5 Product Information Information held by the organisation on products purchased.

W6 PurchasingEnquiries

W7 SuppliersBusiness Directories

W8 Tendering Invitations to Quote

X Transport and Streets Planning, maintenance and management of roads and transport services/facilities

X0 Category DetailsX1 Acquisition Documentation relating to the process of acquiring land in relation to roadsX2 Community TransportX3 Cycling, Pedestrian and Other Pathways

CyclingFoot bridgesFootpathsPavementsPedestrian/pelican/zebra crossings

X4 Harbours and Maritime TransportRosyth Ferry

X5 Motor vehiclesX6 Public Rights of Way Documentation relating to the process for creating and maintaining rights of way in the local area. X7 Public Transport

AirBuses Includes Bus stationsCoachesConcessionary FaresTaxisTrains Includes stations.

X8 Roads Design and construction of highways, traffic management schemes and road signs. Includes feasibility studies

Construction ProjectsEnforcementsInspectionsModificationRoad SafetyStreet Furniture Documentation relating to the process of installing and maintaining street furniture: finger posts, litter

bins, public seats etcStreet LightingStreet Naming and Numbering Documentation on the street naming development naming and property numbering/naming

X9 StructuresBreakwatersBridgesRetaining Walls

X10 Traffic Management Includes the monitoring of highway, transport and traffic useCar ParksRoad Closures Includes permits.Road Parking

X11 Traffic OrdersX12 Transport Planning Information about future plans, e.g. public transport routes and timetablesX13 Travel Information e.g. timetables, routes, bad weather warnings etc.

Y Risk management and insurance Records of all risk-management activities, business continuity, risk registers. All insurance claims by or against Fife Council, and all insurance policies or contracts in which the Council is involved.

Y0 Category DetailsY1 Claims

Claims processingY2 Insuring against loss

InsuranceY3 Risk management

Business continuity planningEducationRisk assessment