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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