Hello.....
Firstly, thank you for all the messages about mobile racking. I've just put
in an order for mobile racking and I'm developing a project plan for the
installation!
I am the Archivist / Records Manager for Portsmouth City Council. Our I.T
department is responsible for Data Protection / Freedom of Information,
though I am the co-ordinator for the Museums/Records service. We are
currently writing a 'Corporate Records Policy' that will incorporate all the
arguments that the Acts, Best Practice, ERM etc have for a more efficient
and effective records management service. Hopefully this will be endorsed
by our Senior Management Team and distributed throughout the authority.
The following is a summary of responses to a query that I posted on the
archives-nra list concerning the retention and appraisal of contract records
in Local Authorities. Thank you to everybody who responded - it appears to
be a common concern! I feel this list is the better forum for discussion on
this matter and I would appreciate any more comments on this subject.
The P.R.O's guide to "Retention Scheduling: 5. Contractual Records"
(www.pro.gov.uk/recordsmanagement/standards/contractual.htm) states that
due to the direct effect of the Limitation Acts, many records need to be
retained for six years after the end of the contract, but if executed under
seal the limitation period is 12 years. This advice can also be found in the
'Retention for Local Authorities' issued by the Records Management Society
(www.rms-gb.org.uk). Additional appraisal criteria can be found on the
P.R.O web site and I urge anyone interested to examine it in greater detail.
However, the head of Corporate Services in our Authority specifies (probably
to be on the safe side) that Contracts under hand are to be retained 8
years, and contracts under seal 15 years.
The only definite set of records to be retained during the process of
appraising contracts, are any drawings / plans, regardless of whether it is
a major or minor contract.
Major works could be defined as those that cost over £150,000, or buildings
that have any particular significance. Some authorities also retain the
contract, and either pass the bundles onto the records office or the
relevant department. Contracts, bills of quantities and correspondence to
minor works (again 15 years old from completion of the contract) can be
destroyed.
The retention of contracts to any extensions or alternations to buildings
again depends on whether it can be defined as 'major' or 'minor' works. I
have yet to find out if installation of heating/lighting/lifts constitutes
as 'major'.
It doesn't appear to be necessary to keep old contracts relating to the
renovation of housing. I know for a fact that many of the houses that we
hold the contracts of renovation for have been since sold by the authority.
However, to ascertain which ones would be a lengthy process! Technically
speaking, if the building passes out of local authority control, relevant
contracts could be transferred to the new owner. If the contracts stay with
the local authority, then a rolling review (such as 20 years) could be set.
In some authorities, the Legal Department takes responsibility for contracts
records. In others (such as mine) the Legal Department insists that any
queries relating to the appraisal of contracts has to go to the department
that generated it in the first place. This is quite difficult if the
department no longer exists, and no one is prepared to make it a priority.
Special thanks to Stephen Howard, Tony May, and the P.R.O.
Any additions/alterations gratefully received.
Alison Drew
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Portsmouth city Council
IT Services
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