Local authorities, architects, and building control teams handle vast volumes of highly regulated records. From planning applications to completion certificates, every document has a legal and operational lifespan. Data Solutions Group helps UK planning and building control departments stay compliant, audit-ready, and fully digital.

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Why Document Retention Matters for Planning & Building Control

Planning and building control records are not just paperwork — they are legal evidence. Therefore, incorrect retention can lead to disputes, enforcement failures, and even judicial reviews.

Proper document retention ensures:

• Compliance with Town and Country Planning Act

• Support for planning appeals and enforcement

• Protection against legal challenges

• Long-term access to building history

• Compliance with GDPR and public record obligations

Meanwhile, digitising records dramatically reduces storage costs and speeds up case handling.

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Recommended Retention Periods

Below is a practical retention guide commonly followed by UK planning and building control teams.

Always check local authority policies and national guidance when applying retention schedules.

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Why “Life of Building” Records Matter

Many planning and building control documents must be kept for the entire life of the property. This includes:

• Approved plans

• Structural calculations

• Fire safety compliance

• Completion certificates

Therefore, storing these in paper form is risky, costly, and inefficient. Digitisation ensures permanent preservation with instant retrieval.

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Common Document Types We Scan for Planning & Building Control

Data Solutions Group regularly scans:

• Planning applications

• Architectural drawings (A0–A4)

• Structural reports

• Inspection sheets

• Enforcement notices

• Certificates of completion

• Public consultation responses

• Appeals and inquiry bundles

Everything is indexed for fast search by property, reference number, address, or date.

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How Data Solutions Group Supports Planning Departments

We provide a fully compliant scanning and retention solution, including:

✔ Secure collection from council offices
✔ Large-format scanning for drawings
✔ OCR and metadata indexing
✔ GDPR-compliant digital storage
✔ Retention-based document disposal
✔ Audit-ready retrieval systems

As a result, your planning and building control teams gain instant access to decades of records without overflowing storage rooms.

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Benefits of Digitising Planning & Building Control Records

• Faster planning decisions

• Instant retrieval for appeals

• Reduced FOI request times

• Lower storage costs

• Improved disaster recovery

• Better public service delivery

Meanwhile, compliance risks are dramatically reduced.

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📞 Get Started with Data Solutions Group

If you want to improve efficiency, reduce paper, and take control of your Document Retention Guide for Planning & Building Control in the UK, Data Solutions Group can help. Moreover, requesting a consultation or quote is simple and fast — just contact us today.

👉 Let our team guide you toward a secure, paper-light future with professional scanning and document management.

📞 Call 01625 400250 or complete our online enquiry form HERE