Disposal Schedule - Section E

Work area - Estates

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.
 However an extra year has been added to allow time for any  proceedings to be served. against an organisation, 
 

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Until cancelled or superseded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

 

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