Type of record | Description of record and examples | Storage media | Retention and disposal | Legislation or regulations |
Museum Project
|
Accounts
|
Supplier forms and invoices.
|
Electronic.
|
6 years
Secure disposal.
|
Value Added Tax Act 1997, Sch 11 Para 6.
|
Payroll
|
Off-payroll forms for external consultants.
|
Electronic.
|
Until end of contract then 6 years.
Secure disposal.
|
|
Cheque Books
|
Cheque books/stubs for accounts.
|
Paper.
|
6 years.
Secure disposal.
|
Value Added Tax Act 1997 Sch 11 Para 6
|
Gift Aid
|
Gift aid information for Blackpool Museum Trust including names and addresses of those who have agreed to gift aid donations.
|
Paper.
|
6 years
Secure disposal.
|
Income Tax Act 2007.
|
Stakeholder List and Informing List
|
Names and contact details.
|
Electronic.
|
Until superseded or they withdraw consent/are no longer recognised as a formal stakeholder.
Secure disposal.
|
|
Celebrity and VIP List
|
Names and contact details including any agent details.
|
Electronic.
|
Until superseded, they withdraw consent or no further effective operational use.
Secure disposal.
|
|
Volunteer List
|
Names and addresses, contact details of volunteers for Museum Project.
|
Electronic and paper.
|
Until superseded, they withdraw consent or no further effective operational use.
Secure disposal.
|
|
Project Mailing List
|
Contact details of those who have agreed to receive mailings.
|
Electronic and paper.
|
Electronic - until superseded or they withdraw consent.
Paper - 3 months.
Secure disposal
|
|
Blackpool Museum Trust Members Details
|
Membership details including name and address.
|
Electronic and paper.
|
Until no longer a member of the Trust.
List may be offered on an annual basis to the Heritage Service for assessment to be included in the permanent collection or retained by the Museum Trust for heritage purposes. Otherwise secure disposal.
|
|
Donor Prospect List
|
List of prospective donors.
|
Electronic.
|
Until superseded or no further effective operational use.
Secure disposal.
|
|
Performers' Network Contact List
|
Contact details of performers for the museum and museum events.
|
Electronic.
|
Until superseded, they withdraw consent or no further effective operational use.
Secure disposal.
|
|
Focus Groups List
|
Contact details of members of focus groups.
|
Electronic.
|
Until superseded, they withdraw consent or no further effective operational use.
Secure disposal.
|
|
Community Groups
|
Mapping of community groups in Blackpool, engaged in heritage.
|
Electronic.
|
Until superseded, they withdraw consent or no further effective operational use.
Secure disposal.
|
|
Consent Forms
|
Consent forms from Blackpool groups working on our Museum Project.
|
Paper.
|
Until superseded, they withdraw consent or no further effective operational use.
Secure disposal.
|
|
Digital Story and Memory Collection Forms
|
Forms containing details of contributor's digital story, or their memories.
|
Electronic and paper.
|
Retain as part of permanent museum heritage records.
Copy may be offered to the Heritage Service for assessment to be included in the permanent collection.
|
|
Object Entry Forms
|
A collections record containing descriptions of the objects.
|
Electronic and paper.
|
Retain as part of permanent museum heritage records.
Copy may be offered to the Heritage Service for assessment to be included in the permanent collection.
|
|
Donations List
|
A list of donated items for the collection. Including details of who donated the item.
|
Electronic and paper.
|
Retain as part of permanent museum heritage records.
Copy may be offered to the Heritage Service for assessment to be included in the permanent collection.
|
|
Heritage service
|
Heritage service - general
|
Invoices
|
Invoices relating to Heritage Service.
|
Electronic and paper.
|
6 years plus current year.
Secure disposal.
|
Value Added Tax Act 1997 Sch 11 Para 6.
|
Heritage service - Community heritage
|
Volunteer Records
|
Personal data of volunteers including personal addresses, contact details for next of kin or emergency contact, education, and their interests.
|
Electronic and paper.
|
Until no longer registered as a volunteer.
Secure disposal.
When a volunteer resigns if we have a paper record it is disposed of securely. If they are on the LVP database their information is deleted.
|
|
Mailing Lists
|
Names and emails of people who subscribe to the website www.heritageblackpool.co.uk.
|
Electronic.
|
Until they withdraw consent or unsubscribe.
Secure disposal.
|
|
Heritage Open Days Organiser List/Mailing List
|
Venue names and contact details for Heritage Open Days programme and communications.
|
Electronic and paper.
|
Until superseded.
Secure disposal.
|
|
Heritage service - History centre
|
Public Mailing List
|
A mailing list of names and emails used for keeping public up to date on Heritage Service events etc.
|
Electronic.
|
Until they withdraw consent or unsubscribe.
Secure disposal.
|
|
Volunteer Contacts
|
List of volunteer names, addresses and emails.
|
Electronic.
|
Until no longer registered as a volunteer.
Secure disposal.
|
|
Heritage service - Collections
|
Entry Form
|
Forms documenting the donation or loan in of collections (and associated rights) to Blackpool Council.
|
Paper.
|
Permanent. Forms part of permanent gallery collection records.
|
Council Policy: Collection Framework.
|
Exit Form
|
Forms documenting the disposal or loan out of collections (and associated rights) from Blackpool Council.
|
Paper.
|
Permanent. Forms part of permanent gallery collection records.
|
Council Policy: Collection Framework
|
Loan Agreements
|
Copies of agreements of loans in from private individuals.
|
Electronic and paper.
|
Permanent. Forms part of permanent gallery collection records.
|
Council Policy: Collection Framework.
|
Collection Database
|
Database recording the catalogue of the collection and associated information such as copyright holders, artists/makers, donors, subjects etc.
|
Electronic.
|
Permanent. Forms part of permanent gallery collection records.
|
Council Policy: Collection Framework.
|
Accession Register
|
Register recording additions to the collection, dates and donors.
|
Paper.
|
Permanent. Forms part of permanent gallery collection records.
|
Council Policy: Collection Framework.
|
Copyright Assignment and Release Forms
|
Forms documenting the assignment of all or partial copyright and intellectual property rights to Blackpool Council.
|
Electronic and paper.
|
Permanent. Forms part of permanent gallery collection records.
|
Copyright Designs and Patent Act 1988.
|
Image Reproduction Agreements
|
Forms documenting the sale of all or partial copyright licenses relating to historic collections.
|
Electronic and paper.
|
Permanent. Forms part of permanent gallery collection records.
|
Copyright Designs and Patent Act 1988.
|
Arts services
|
Grundy Art Gallery
|
Artist Proposals
|
Proposals including contact details and personal email, address and telephone numbers.
|
Electronic and/or paper.
|
Up to 2 years.
Secure disposal.
|
|
Artist Contracts
|
Artist's exhibition, event or performance contracts and briefs. Signed contracts hold personal details along with payment details.
|
Electronic and paper.
|
6 years after completion of contract.
Secure disposal.
|
Limitation Act 1980.
|
Exhibitions
|
Exhibition records. Catalogue files. Provenance of works in Grundy Art Gallery permanent collection some personal data included.
Catalogue information held for period 1923-1974.
Exhibition paper records held for period 1995 onwards.
Electronic records from 2004.
|
Paper and electronic.
|
Kept until digitally scanned.
Electronic - permanent. Forms part of permanent gallery collection records.
|
|
Events and Performance
|
Events and performances advertised and ticketed on Eventbrite website, capture and record personal details - emails and or telephone numbers.
|
Electronic and paper.
|
Sign in sheet until no longer of operational use.
Feedback - 6 years.
Secure disposal.
|
|
Audience
Performance Indicators
|
Visitor numbers collected by electronic door counter. No personal details involved.
|
Electronic.
|
Yearly records on file from 2010-2011 to present date.
Ongoing retention.
|
|
Mailing Lists
|
General mailing list schools, subscriptions, councillors and professional contacts, and personal contact details.
|
Electronic.
|
Until no longer required or unsubscribed. Reviewed regularly.
Secure disposal.
|
|
Evaluation Records
|
Visitor book kept in house at reception no personal details taken. Audience surveys 14 questions, no names taken - postcodes only.
|
Electronic and paper.
|
As required by gallery sponsors and funders. Paper surveys - 6 years.
Secure disposal.
|
Funding Sources.
|
Gallery Suppliers
|
Completed council supplier forms for all UK based artists, goods and services used by the gallery.
|
Electronic and paper.
|
Paper after transfer to electronic system.
Secure disposal.
|
|
Health and Safety Records
|
Health and safety records kept on site in gallery office. Accident forms and record book.
|
Paper and electronic.
|
In line with health and safety requirements and Council's health and safety retention periods.
Secure disposal.
|
Health and Safety Act.
|
Engagement and School Visits
|
Engagement and school visits booked either through Eventbrite website or directly with the gallery. Names of schools, number of pupils attending etc.
|
Electronic and paper.
|
6 years.
Secure disposal.
|
Limitation Act 1980.
|
Engagement Programme
|
Artists and practitioners working on individual art projects both onsite and offsite. Personal details held for each engagement project.
|
Electronic and paper.
|
2 years or until completion of project.
|
Limitation Act 1980.
|
Employment During Workshops
|
Employed artists and practitioners running or assisting in exhibition workshops, onsite and offsite. Personal details held for each workshop.
|
Electronic and paper.
|
2 years or until completion of project.
|
Limitation Act 1980.
|
Engagement Programme
|
Artists and practitioners working on individual art projects both onsite and offsite. Personal details held for each engagement project.
|
Electronic and paper.
|
2 years or until completion of project.
|
Limitation Act 1980.
|
Employment During Workshops
|
Employed artists and practitioners running or assisting in exhibition workshops, onsite and offsite. Personal details held for each workshop.
|
Electronic and paper.
|
2 years or until completion of project.
|
Limitation Act 1980.
|
Risk Assessments
|
A risk assessment for exhibitions and installation work is carried out for each specific project. School risk assessments are done by a staff member from the school together with a member of the gallery staff.
|
Electronic.
|
6 years plus current or until superseded.
Secure disposal.
|
Limitations Act 1980.
|
Gallery Permanent Collection
Database
|
Full record of Grundy Art Gallery Permanent art collection including comprehensive description, location and condition. Essential information regarding provenance of artworks. Some personal detail on file.
|
Electronic.
|
Permanent. Forms part of permanent gallery collection records.
|
|
Entry and Exit Forms
|
Museum standard.
Used for exhibition works coming into the gallery and Grundy works going on loan to other gallery institutions or if works leave the gallery for any reason. Some personal or institutional data recorded. Triplicate forms used (file, with work, loan establishment).
|
Paper and electronic.
|
Permanent. Forms part of permanent gallery collection records.
|
|
Arts Award Client Details
|
Children's personal detail given at registration for Arts Award. Portfolios handed in for moderation.
|
Paper and electronic.
Also held on Trinity College examination register.
|
Portfolios returned to young person.
Registration details passed to Trinity College.
|
|
Grants and Sponsorship
|
Exhibition grants - from key funding partners e g Arts Council England, Arts Fund, V & A and Contemporary Art Society.
|
Electronic and paper.
|
Grant information kept as required by grant source.
Records form part of collection and exhibition provenance.
|
Individual Grant Requirements.
|
Invoices Raised and Received
|
All invoices raised by the department, and received for payment. Contains supplier details, description of goods/services and may contain payment details.
|
Electronic and paper.
|
6 years plus current year.
Secure disposal.
|
Value Added Tax Act 1997 Sch 11, Para 6.
|
ESS Tax Forms
|
Employment status forms to be completed for each new supplier that is proved to be self-employed. Personal details held only on the accompanying supplier form.
|
Electronic and paper.
|
Until work is complete or 6 years plus current year.
Secure disposal.
|
Value added Tax Act 1997 Sch 11 Para 6.
Limitations Act 1980.
|
Daily Sales Sheets for Gallery Shop
|
Itemised daily sheet of shop sales.
|
Paper.
|
6 years plus current year.
Secure disposal.
|
Value added Tax Act 1997 Sch 11 Para 6.
|
Payments for Goods by Card
|
Card payment receipts - may include shows card details.
|
Electronic and paper.
|
Paper receipts that include card details must be destroyed after 6 months.
Secure disposal.
|
PCI Compliance.
|
Finance Records
|
Includes daily and monthly banking information.
|
Electronic and paper.
|
6 years plus current year.
Secure disposal.
|
|
Shop Stock Records
|
Stock sheets and summaries for goods held for sale in the gallery shop. Stock certificate produced annually.
|
Electronic.
|
6 years.
Secure disposal.
|
|
Fire Register
|
Custodian record of contract, inspection and engineering reports. Engineer reports sent/stored electronically. Manual with contact details and test results made by gallery staff Smart Test.
|
Paper and electronic.
|
Paper kept until superseded.
Engineers reports in line with legislation.
|
|
Intruder Alarm Register
|
Automatic Alarms. Engineer's report and service history. Contact details.
|
Paper.
|
6 years.
Secure disposal.
|
Limitations Act 1980.
|
Asbestos Register
|
Record of any contractor working within the gallery building. Log, surveys, safe system of work, inspection records and plans. Removal records.
|
Paper.
|
Permanent.
|
The Control of Asbestos Regulations 2006.
|
Waterman Environmental Service Register
|
Legionella risk assessments. Monthly checks and 6 month service check.
|
Paper.
Electronic for online return.
|
Permanent.
|
Limitations Act 1980.
|
Environmental Monitoring System
|
System in place monitoring the environment in all the internal gallery spaces.
|
Electronic.
|
6 years.
Secure disposal.
|
|
Emergency Plan
|
Comprehensive plan for any building emergency or disaster. Reviewed every 6 months updated every 12 month.
|
Paper and electronic.
|
Until superseded.
Secure disposal.
|
|
Incident Log
|
Log of any incidents taking place either inside the gallery on the gallery forecourt.
|
Electronic.
|
See health and safety retention period.
|
Health and Safety Act.
|
CCTV Internal and External
|
Images captured by Internal and external cameras.
|
Electronic.
|
30 days.
Auto-delete.
|
Surveillance Camera Commissioner's Code of Practice;
Council's Camera Code of Practice.
|
Arts development
|
Contracts
|
Freelance artists/consultants contracts,
draft contracts and briefs containing description of services/supplies and details of artists/consultants.
|
Paper and electronic.
|
6 years after completion of contract.
Secure disposal.
|
Limitations Act 1980;
Local Government Act 1972.
|
Customer Feedback
|
Survey data/responses - from appointments, events and workshops. Contain customer details and comments.
|
Paper and electronic.
|
5 years plus current.
Secure disposal.
|
|
Client Data
|
FCYDC - enrolment forms, registers and personal client data.
|
Paper and electronic.
|
4 years.
Secure disposal.
|
|
Arts Award Client Details
|
Client's personal detail given at registration for Arts Award. Portfolios handed in for moderation.
|
Paper and electronic.
Also held on Trinity College examination register.
|
Portfolios returned to Client.
Registration details passed to Trinity College.
|
|
Invoices Raised and Received
|
All invoices raised by the department, and received for payment. Contains supplier details, description of goods/services and may contain payment details.
|
Electronic and paper.
|
6 years plus current year.
Secure disposal.
|
Value Added Tax Act 1997 Sch 11, Para 6.
|
Event Sales/Sign Up
|
Eventbrite ticket processing captures customer records personal email and telephone number. Signing in sheet created from online system.
|
Electronic and paper.
|
Paper - until no longer of operational use.
Secure disposal.
Electronic Eventbrite.
|
|
Freelance Artist Proposals
|
Proposals for commissions include contact details, email, website, phone numbers, CV/work history.
|
Electronic.
|
Kept indefinably.
|
|
Contracts
|
Freelance artists/consultants contracts,
draft contracts and briefs.
Signed contracts have personal details name and address of artists along with the fee the commission is for.
|
Electronic and paper.
|
6 years after completion of contract.
Secure disposal.
|
Limitations Act 1980.
|
Evaluation
|
Questionnaires gathering feedback on events, workshops, performances.
Capture people age group, first 3 letters of postcode.
|
Paper.
|
3 years. Secure disposal.
|
|
Inspections and Assessments
|
Process to assess the level of risk.
Risk assessments for public workshops.
|
Electronic.
|
3 years after assessment is superseded.
Secure disposal.
|
|
Inspections and Assessments
|
Method statements and risk assessments for site specific/public realm artwork instillation.
|
Electronic.
|
3 years after inspection date.
Secure disposal.
|
|
Library service
|
'Be Informed - Marketing Mailing List
|
Names, address and email of people who have subscribed to the Be Informed mailing list.
|
Electronic.
|
Until they unsubscribe or withdraw consent.
Secure disposal.
|
|
Bookstart Records
|
Only keep numbers of participants.
|
Electronic.
|
Historically, names and addresses were held and kept for 6 years then securely disposed of.
|
Public Libraries and Museums Act 1964.
|
Summer Reading Challenge
|
List of names and library card numbers.
|
Electronic.
|
Keep current + 1 year.
Secure disposal.
|
|
Social Media Consent Forms (Photos)
|
Name, address, permissions and signature.
|
Paper and electronic.
|
6 years.
Secure disposal.
|
|
Housebound Volunteer Travel Claim Records
|
List of names, addresses, mileage claimed.
|
Electronic.
|
6 years plus current year.
Secure disposal.
|
Public Libraries and Museums Act 1964.
|
Room Hire Bookings
|
Application forms for room hire bookings. Details of person/organisation booking.
|
Paper and electronic.
|
1 year plus current year.
Secure disposal.
|
|
Security Spreadsheet / Issue Log
|
Details of individuals who have been banned or received warning letters.
|
Electronic.
|
Password protected and accessed only by Library Leadership Team.
2 years.
Secure disposal.
|
|
Incident / Accident Forms
|
Details of individuals involved in an incident or accident.
|
Paper and electronic.
|
Held locally by Head of Service.
2 years.
Secure disposal.
|
Health and Safety Act 2015.
|
Library Management System
|
Customer records including name, address, date of birth.
|
Electronic.
|
Until no longer a registered library user. Periodic purge of customer records and secure disposal.
|
Public Libraries and Museums Act 1964.
|
Paying in Books
|
Copies of books used for paying in cash receipts.
|
Paper.
|
2 years.
Secure disposal.
|
|
Purchase Orders
|
Copy of purchase orders.
|
Electronic.
|
6 years.
Secure disposal.
|
|
Cheques
|
Record of cheques presented to cashiers.
|
Electronic.
|
2 years.
Secure disposal.
|
|
Invoices
|
Raised invoices with suppliers/ contractors details and description of items.
|
Electronic and paper.
|
6 years plus current year.
Secure disposal.
|
Value Added Tax Act 1997 Sch 11 Para 6.
|
Joining Forms
|
Forms filled in by new customers with name address, date of birth etc.
|
Paper.
|
Until transferred to electronic system.
Secure disposal.
|
Public Libraries and Museums Act 1964.
|
BCA (Blue Cloud Analytics)
|
Customer data recorded on electronic Library Management System.
|
Electronic.
|
Until no longer a registered library user. Periodic purge of customer records and secure disposal.
|
|
Volunteer Details
|
Volunteer's address, references, emergency contact.
|
Paper.
|
Until no longer registered as a volunteer.
Secure disposal.
|
|
|
|
|
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