| Ref | Record Type | Minimum Retention Period | Relevant Legislation / Derivation | Final Action |
|---|---|---|---|---|
| E1 | Biomedical Engineering Sterilix Endoscopic Disinfector daily water cycle test Sterilix Endoscopic Disinfector daily water purge test, nynhydrin test |
11 years | Consumer Protection (Northern Ireland) Order 1987
Where the records are potentially relevant to the issue of proceedings by an organisation legislation requires retention of 10 years. |
Destroy |
| E2 | Buildings and engineering works, inclusive of major projects abandoned or deferred – key records, (e.g. final accounts, surveys, site plans, bills of quantities). |
30 years | The Public Record Office of Northern Ireland should be invited to review these records. If they decide not to preserve them the records should be destroyed. |
|
| E3 | Buildings and engineering works, inclusive of major projects abandoned or deferred – town and country planning matters and all formal contract documents (e.g. executed agreements, conditions of contract, specifications, “as built” record drawings and documents on the appointment and conditions of engagement of private buildings and engineering consultants. |
Retain permanently |
Retain permanently within organisation |
|
| E4 | Buildings – papers relating to occupation (but not Health and Safety information) of the building |
Review three years after occupation ceases |
Determined on review | |
| E5 |
Deeds of Title/Title Deeds |
Permanent Retain while the organisation has ownership of the building unless a Land Registry certificate has been issued, in which case the deeds should be placed in an archive.
If there is no Land Registry certificate, the deeds should pass on with the sale of the building. |
Retain permanently within organisation.
The Public Record Office of Northern Ireland should be invited to review these records. If they decide not to preserve them the records should be destroyed. |
|
| E6 | Environmental Cleanliness Audits Health and Safety Audits |
10 years |
Destroy | |
| E7 | Fire training records |
five years | Destroy | |
| E8 | Fire Officers Register |
five years | Destroy | |
| E9 | Fire Inspections |
five years | Destroy | |
| E10 | Health and Safety Information / documentation |
Until cancelled or superseded |
Destroy | |
| E11 | Inspection/Insurance reports – e.g. boilers. Lifts etc |
Lifetime of an installation. Normally retain for the lifetime of an installation. However, it is necessary to assess whether obligations incurred during the lifetime may not be invoked until afterwards, in which case a judgement must be made. If there is any measurable risk of a liability in respect of installation beyond their operational lives, records of this kind should be retained indefinitely. |
Destroy | |
| E12 |
Land surveys/registers |
30 years |
Destroy | |
| E13 | Leases, the grant of leases, easements, licences and other rights over property. Tenancy agreements, tenants lists relating to the renting of the organisations flats to doctors and nurses employed by the organisation |
Retain for the lifetime of the ownership of any right over the property |
The Limitation (Northern Ireland) Order 1989 | Destroy |
| Leasing a property from another owner |
12 years after the lease expires | As above | Destroy |
|
| E14 | Maintenance contracts - routine | six years from end of contract |
Destroy |
|
| E15 | Maintenance requisition books/job dockets |
six years after last entry in the book | Destroy |
|
| E16 |
Manuals operating/maintenance |
Lifetime of equipment |
Destroy |
|
| E17 | Maps | Retain permanently |
The Public Record Office of NI should be invited to review these records. If they decide not to preserve them the records should be destroyed. | |
| E18 | Plans Building (as built), Drawings (architect signed not copies) Engineering works |
Lifetime of Building | The Public Record Office of NI should be invited to review these records. If they decide not to preserve them the records should be destroyed. | |
| E19 | Property Acquisition Dossiers | Retain for the lifetime of ownership of the property | Determined on review | |
| E20 | Property Disposal Dossiers | 30 years |
Determined on review | |
| E21 | Records relating to the security of the estate | five years |
Destroy |
|
| E22 | Site files | Lifetime of site |
Destroy |
|
| E23 | Specifications (for example, equipment, services) | six years | Review if issues (for example, HSE) are outstanding | |
| E24 | Structure plans (organisational charts) i.e. the structure of the building plans | Lifetime of Building – then review | Determined on review | |
| E25 | Surveys – building and engineering works | Lifetime of building or installation | Destroy | |
| E26 |
Visitors Books (other than those specifically required in legislation) |
three years |
National Archives - Retention Scheduling Press and Public Relations Records |
Determined on review |
| Reception desk Rotas | Destroy |