Planning and development management 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

Development Management Planning Applications

Part 1 of The Register of Applications

  • Description of the development
  • Name and contact address of the applicant or agent
  • Postal address to which the development relates, or no postal address a description of the location of such land
  • Copies of plans and drawings
  • Design or design and access statement
  • Any pre-application consultation report submitted in respect of the application
Determination of application 10 years Review for archival value after 10 years Required to be kept as Part 1 of the Register under The Town and Country Planning (Scotland) Act 1997 (as amended)

Development Management Applications

Part 2 of the Register of planning applications which have been determined

  • Decision notice
  • Approved plans
  • Report of handling
  • Any environmental statement submitted with respect to the application
  • If applicable a copy of the decision of the Scottish Ministers in respect of an application, on appeal or on called-in for Ministers' determination under section 46 of the 1997 Act
  • If applicable any Local Review Body decision notice and plans considered at the review
  • Where an application is deemed to be refused under regulation 7(5) of the EIA Regulations, a statement to that effect including the date on which the application is deemed to be refused
Determination of application Permanently Transfer to Archives after 10 years Required to be kept as Part 2 of the Register under of The Town and Country Planning (Scotland) Act 1997 (as amended) Section 36(1)

Advertisement Consent Applications

  • As per Part 1 and 2 of the planning register above where applicable
Determination of application Permanently Retain Required under The Town and Country Planning (Scotland) Act 1997 (as amended) Section 31 (Control of Advertisements) (Scotland) Regulations 1984 and associated approved plans

Certificates of Lawful Use Applications

  • As per Part 1 and 2 of the planning register above where applicable
Determination of application Permanently Retain Required under The Town and Country Planning (Scotland) Act 1997 (as amended) Sections 150 and 151
Formal pre-application enquiry submissions logged on Application Casework system Final response by Planning Authority 10 years Destroy Not required or useful beyond this period

Listed Building Applications and Applications for Conservation Area consent

  • Decision notice
  • Report of handling
  • Approved plans and supporting information
Determination of application Permanently Transfer to Archives after 10 years Required under The Town and Country Planning (Scotland) Act 1997 (as amended)Section 172 & 175 and para 2.45 of the Memorandum of Guidance 1998
Determinations in terms of section 51 (Simplified planning zones) of the Town and Country Planning Act 1997 (as amended) Determination Permanently Transfer to Archives after 10 years Required under The Town and Country Planning (Scotland) Act 1997 (as amended)
Register of Telecommunications Masts Business/ Administrative use ends Permanently Transfer to Archives after 10 years Required under The Town and Country Planning (Scotland) Act 1997 (as amended)
Register of Wasteland/Amenity notices served Business/ Administrative use ends Permanently Transfer to Archives after 10 years Required under The Town and Country Planning (Scotland) Act 1997 (as amended)
Environmental Impact Screening or Scoping opinions Date received 10 years Destroy Not required beyond this period
Planning applications - withdrawn applications Date of withdrawal 10 years Destroy Not required beyond this period

Planning Enforcement Case File (see also Planning Registers)

Creation of file Permanently Transfer to Archives Required under Town and Country Planning Act (as amended) Section 147
Planning Enforcement Register
Served enforcement, notices, breach of condition notices and stop notices, prosecution reports
Closed Permanently Transfer to Archives Required under Town and Country Planning Act (as amended) Section 147
All other planning application documents Receipt, or creation of, the document 10 years Destroy Not required or useful beyond this period


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