Building standards records

The table below shows how long we keep each type of record for and what we do with them once the time period we need to keep them for has passed.

The 'retention trigger' is the event which marks the beginning of the retention period.

The 'retention period' is how long we keep a record or document after it has reached its retention trigger.

The 'disposal action' is what we do with the records once the retention period has passed: either destroy them or transfer them to the Archive Service.

The 'rationale' is the reason that the retention trigger, retention period, and disposal action have been set for each record. The rationale is usually based on legislative or business requirements.

 
Record type Retention trigger Retention period Disposal action Rationale

Building standards clearance documents

  • Letters of Comfort
  • Exempt class enquiries
Retain permanently Retain permanently Retain permanently Business requirement

Building Standards Register Part 1

  • Electronic applications list
  • Details of certificates from approved certifiers
  • Compliance and enforcement notices
Retain permanently Retain permanently Transfer to archive Required under the Building (Procedure) (Scotland) Regulations 2004

Building Standards Register Part 2

  • Copy building warrants
  • Copy completion certificates
  • Copies of any certificates from approved certifiers submitted in support of building warrants or completion certificates
  • All other documents submitted to the local authority for registration in the building standards register

Date building warrant received.

Consider retaining permanently for business and historical value.
Building (Procedure) (Scotland) Regulations 2004 specifies that Part 2 of the register must be retained for 25 years at a minimum, and as long after that as deemed 'reasonable' by the authority, with appropriate regard to guidance issued by Scottish Ministers. Transfer to archive or destroy Required under the Building (Procedure) (Scotland) Regulations 2004

Building warrant application processing - no response

  • Building warrant applications (pre-approval)
Date received  9 months Refuse application Required under the Building (Scotland) Act 2003 and the Building (Procedure) (Scotland) Regulations 2004

Building warrant application processing - application rejected

  • Copies of building warrant plans, specifications, documents and refusal
Last action on case – close application None Remove from application casework system Required under the Building (Procedure) (Scotland) Regulations 2004

Building warrant application search requests

Enquiry satisfied 3 years Destroy No longer relevant

Building warrant applications - no plans submitted

  • Building warrant application form and documents
Date received 42 days Delete from application casework system Required under the Building (Procedure) (Scotland) Regulations 2004

Dangerous/ defective buildings

  • Copies of Notices, details of decisions.
Retain permanently Transfer to archive after 10 years Transfer to archive after 10 years

Required under the Building (Procedure) (Scotland) Regulations 2004

Procedures regulations require particulars of notices and details of decisions for sections 25-27 to be retained in Part 1 of register for all time.

Pre-application enquiries - where no submission results

  • Correspondence, plans and documents
Last action 2 years Destroy Business requirement
Property and ownership enquiries Enquiry satisfied 3 years Destroy Business requirement
Street naming and numbering consultation and decision records  Business/ administrative use ends Permanent Transfer to archive Civic Government (Scotland) Act 1982

Entertainment licence

Date registration lapses 2 years Destroy Required under the Civic Government (Scotland) Act 1982
Premises licence Date registration lapses 2 years Destroy Required under the Licensing (Scotland) Act 2005


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