Fife Council File Plan Version 1.6
Name
Coverage
Creator
Date.Created
Date.Issued
Date.Modified
Content
UK
Archive & Records
Management Team,
Performance & Organisational
Support, Fife Council
13/12/2004
13/12/2004
3/10/2005 (add U7
Strategic Planning)
20/10/2006 (add M14 Housing
Inspection and M15 Private
Sector)
08/12/2008 (move risk
management from H13 to Y)
10/05/2010 (add G7 Campaigns
to promote Green/environmental
issues)
01/06/2010 (change Smart
Cards from Q9 to Q10 and add
as Q9 Information Incidents)
29/10/10 add K5 Occupational
health K6 Audits and
inspections
K7 Accidents and incident
reporting
13/01/2011 add F19 Educational
Psychology
Scheme
Description
Format
Language
Publisher
Status
Title
02/09/2011 change T4 ‘Project
Management’ to ‘Change
Management’
Fife Council File Plan (final
version) based on LGCS and
Fife Categories List.
Word
Eng
Fife Council
Version 1.6
Fife Council File Plan
First Level
A
Community and Living
Provision for people, residents, communities and life events (births/marriages/deaths).
B
C
D
E
Consumer Protection
Council Land, Facilities and Resources
Customer Service and Public Relations
Economic Development
F
G
H
J
K
L
M
N
P
Q
R
S
Education and Learning
Environment
Financial Management
Government and Democracy
Health and Safety (Fife Council Employees)
Health and Social Care
Housing
Human Resources
Information and Communication Technology
Information Management
Legal Services
Leisure and Culture
T
U
Management
Planning and Building Control
V
W
Policing and Public Safety
Procurement
X
Y
Transport and Streets
Risk management and insurance
Provision of consumer protection and advice.
Management of Fife Council land, property and equipment.
Management of services provided to customers; and of relations with the public.
Management of activities to promote and examine the local economy and community (includes
community planning).
Provision and support for learning and education.
Provision for protecting the environment (includes animals, food, air, land, water, waste).
Management of financial resources by the council
Management of democratic activities including elections, assembly and committee meetings.
Management of measures to ensure a healthy and safe workplace.
Provision of health and social care for individuals (includes children, the disabled, and the elderly).
Provision of housing.
Management of HR activities.
Provision of ICT in the workplace and the local area.
Management of information resources, e.g. records, databases, metadata.
Management of the Council's legal services
Provision and support of leisure and cultural services for the community. Includes the maintenance
and management of parks, reserves and open spaces.
Internal management of Fife Council.
Council regulation and approval of building and development applications for land use and
properties.
Provision of licensing, policing, emergency services etc.
Management of processes involved in arranging, tendering, managing contracts and other purchasing
of the organisation.
Planning, maintenance and management of roads and transport services/facilities.
Records of all risk-management activities, business continuity in the event of a disaster or unforeseen
event. Includes disaster recovery and business resilience plans. all claims by or against Fife Council,
and all insurance policies or contracts in which the Council is involved.
The First and Second Levels are mandatory (with suggested examples for third level in italics)
Provision for people, residents, communities and life events (births/marriages/deaths).
A
Community and Living
A0
A1
A2
A3
A4
A5
A6
Category Details
Burial Grounds and Crematoria
Cemeteries
Crematoria
Funeral Services
Mortuary Service
Repatriation of Remains
Ethnic Communities
Asylum Seekers
Ethnic Support Groups
Interpreters Service
Race Relations
Refugees
Faiths, Beliefs, and Religions
Buddhism
Christianity
Hinduism
Islam
Judaism
Other Religions
Religious Organisations
Neighbourhood/Village
Community Associations
Community Centres
Community Councils
Registration
Births
Deaths
Marriages
Social Inclusion
Could also include naming ceremonies, renewal of vows, marriage venue licences etc.
Development of Social Inclusion policy by Council
A7
Travellers
A8
Twinning
A9
Voluntary Organisations and Volunteering
Befriending Schemes
Carers Groups
Ex-service Groups
Fundraising
Provision of consumer protection and advice.
B
Consumer Protection
B0
B1
B2
B3
Category Details
Consumer and Business Advice
Money Advice
Trading Standards
Counterfeiting
Description of Goods
Fair Trading
Faulty Goods
Faulty Services
Fraud
Petroleum storage and explosives
Pricing
Weights and Measures
C
Council Land, Facilities and Resources
Management of Fife Council land, property and equipment.
C0
C1
Category Details
Acquisitions
NB. This section does not cover IT equipment, see N.
Documentation relating to the process of acquiring land, property, equipment. Will also include
replacements of plant, equipment and stores.
C2
Asset Registrations
C3
C4
Catering and Cleaning Service
Disposal
C5
C6
C7
C8
C9
Distribution
Energy Management
Fleet Management
Inventory
Leasing - In
C10
Leasing - Out
C11
C12
C13
Mail/Courier Service
Maintenance
Plant, Equipment and Stores
Copies of statutory certificates and licenses (fire, liquor, etc) required by this authority for its land or
premises
Documentation relating to the process of disposal of land, property, and equipment belonging to this
authority
Documentation relating to the delivery of plant, equipment and stores
Monitoring energy and water use and planning for greater efficiency
Information relating to fleet management not relating to acquisition or disposal of vehicles
List of assets belonging to or leased to this authority (plant and equipment)
Process of leasing a council property or land asset from an individual or organisation (including
leases held by the organisation)
Process of leasing a council property or land asset to an individual or organisation (including leases
held by the organisation)
Documentation relating to the maintenance of council buildings, property, equipment etc.
Management of stock, plant and equipment.
Usage Statistics
C14
Proof of Ownership
Deeds
C15
Property
Documentation relating to uses of council land and property. Includes information relating to the
design and construction of the property.
New Building Projects
Public Private Partnerships
C16
Refurbishment
Upgrading the facilities, safety or access of a council building or land asset
C17
Security and Care-taking
C18
Strategic Asset Review
Documentation relating to the review of land and property assets
C19
Surveys
1) asbestos (2) structure (3) certification (4) fire certificates (5) asset register
Site Surveys
C20
Valuations
Documentation relating to properties or land assets owned by the council or to be acquired
C21
Warehousing/Storage
Documentation relating to storage of equipment, stores and internal fittings
D
Customer Service and Public Relations
D0
D1
D2
Category Details
Campaigns
Civic and Royal Functions
D3
Complaints
Ombudsman
Corporate Gifts
Corporate Image
D4
D5
D6
D7
D12
Customer Consultation/Surveys
Customer Liaison
Comments/Compliments
Customer Service
Smart Cards
Graphic Design
Internal Communication
Marketing
Media
Media Liaison
Media Releases
Photography and Permissions
Publications
E
Economic Development
E0
E1
Category Details
Business Development
E2
Business Directory
D8
D9
D10
D11
Management of services provided to customers; and of relations with the public
Specifically relating to CRM
Documentation relating to civic functions including support for the Lord Lieutenancy, Council support
for local events or visits by royalty to the local area
Formal complaints received and response to the complaint.
Documentation relating to the provision of corporate gifts
Documentation relating to the process of creating and the use of a corporate image and relevant
guidance within the authority, including coat of arms/civic regalia.
Compliments and comments and response received and response to them
e.g. Customer Contact Management, contact centre/switchboard.
From the customer focus, not to be confused with O11: Smartcards – IT
Documentation relating to graphic design requirements of the authority
FISH content/Team talk etc. not general emails and memos
Documentation relating to the marketing of the council or a specific function or service
Documentation relating to liaison between the council and local media
Information released to the media
Guides, books and other publications that the council makes available, for example the Council Diary.
Management of activities to promote and examine the local economy and community. (Community
Planning)
Information about activities designed to develop and encourage business development in the local
area. Including externally funded projects and sustainability
Listing of businesses trading within the local area.
E3
E4
E5
Business Support
Town Centre Management
Local Holidays
Economic Statistics
International Relations
E6
E7
E8
E9
E10
E11
Regeneration
Regional Development
Rural Development
Tourism Development
Voluntary Sector Development
Workforce Support
F
Education and Learning
Provision and support for learning and education.
F0
F1
F2
F3
F4
F5
F6
F7
Category Details
Careers Guidance
Curriculum Development
Distance Learning
Educational Institutions
Examinations
Home Teaching
Lifelong Learning
Adult and Community Education
Education Centres
Evening Classes
Learning Centres
Language Tuition
Pre-school and early years
Pupil Case Files
School Boards
School Board Elections
Provision and support for learning and education.
F8
F9
F10
Management of Business Community in Town Centres
The collection and management of the economic and social data about the local area
Encouraging relations with people from other countries and cultures to support the development of the
local area
Information relating to revitalising a specific area or community
Participation in regional activities
Information relating to reducing disadvantage and increasing access in rural areas
The information relating to the encouragement of the voluntary sector activity
Information about activities to support continued employment in the area
Learning for all ages including non school, college or university settings
F11
School Facilities and Programmes
Admissions
After school clubs
Attendance
Bullying
Children in entertainment
Clothing
Crossing patrols
Education welfare service
Educational visits
Inclusive education
Extra curricula activities
Free Milk
Free School Meals
Gifted Children
Learning Difficulties
Music Centres
National Grid for Learning
School Transport
School Lets
Sensory Impairment
Special Education Needs
F12
School Inspections
F13
Schools
Case files for Fife schools
Nursery schools
Primary schools
Secondary schools
School Buildings
Special Schools
F14
Students
F15
Study Support
Awards
Bursaries
Education Maintenance Allowances
Grants
Loans and Fees
Scholarships and Trust funds
F16
Teachers
F17
Training and Development
Business Training
Computer Training
Modern Apprenticeships
F18
Work Experience
F19
Educational Psychology
+ level 4 Alternative Education Centres
G
Environment
G0
G1
Category Details
Animals
Animal Licences
Health and Welfare
Dog fouling
Stray dogs
Zoo licences
Environmental Protection
Air
Biodiversity
Energy
Land
Water
Food Production and Quality
Agri food support
Food hygiene and safety
Food labelling
Food Premises
Nuisance
Noise
Pests
Waste Management
Abandoned vehicles
Doorstep collection
Graffiti
Land fill
Public conveniences
Recycling
Waste
Weather
Campaigns
G2
G3
G4
G5
G6
G7
Provision for protecting the environment (includes animals, food, air, land, water, waste).
The provision of waste removal, destruction and waste reduction services.
Reporting and disposal of abandoned vehicles
Removal of
Documentation relating to recycling schemes and static recycling sites
Weather and climate data
Use only for campaigns to promote green/environmental issues
H
Financial Management
H0
H1
H2
H3
H4
Category Details
Asset Management
Audit
Banking
Financial Planning, Monitoring and Control
H5
Financial Reporting & Statistical Information
H6
Financial Systems
H7
H8
Income
Lending, Borrowing & Investment
H9
H10
H11
H12
H13
Other Expenditure
Payroll
Pensions
Reconciliations
See Y Risk Management & Insurance
J
Government and Democracy
J0
J1
J2
J3
J4
J5
J6
Category Details
Conduct/Standards in Local Government
Elected Members
Elections
Electoral Boundaries
Electoral Register
Electoral Services
Management of financial resources by the council
Records relating to the forward planning and management of the Council’s property portfolio.
Records relating to internal or external auditing of the authority.
Records of all Banking activities
Records of all finance-related planning activities, whether relating to capital or revenue, including
budgets, and of revisions to plans. Records of the extent to which plans and budgets have been
achieved, including comparisons of planned and actual. Records of actions taken to ensure the
achievement of plans and budgets.
Records of all financial and related statistical information, including both statutory (e.g. annual
accounts) and non-statutory information.
Records of the initiation, acquisition, development, commissioning, implementation and maintenance
of finance-related systems, both computerised and manual.
Records relating to all sums owed to the Council. Includes rent payments, Council Tax etc.
Records relating to all loans and grants applied for, denied, given or received, and all investment
activity.
Records of all spending by Fife Council except Payroll and Pensions expenditure, e.g. housing benefit.
Records relating to the administration of remuneration to staff of the authority.
Records relating to the administration of pension schemes for current and former employees.
Records of all financial reconciliation activities
Management of democratic activities including elections, committee meetings and support for
Councillors..
e.g. Code of Conduct for Councillors, role of monitoring officer.
Role of, and support for elected members.
The activities carried out in the process of electing representatives at all levels.
The list of people registered to vote.
Arrangements for UK parliament elections, Scottish Parliament, local government and community
councils.
J7
Liaison with external organisations.
J8
External Organisations
Community Councils
Community Planning Partners
Cosla
Fife Health Board
Scottish Executive
Scottish Parliament
St Andrews’ University
UK Parliament
Management of Council and Committee Meetings
K
Health and Safety (Fife Council Employees)
Management of measures to ensure a healthy and safe workplace.
K0
K1
K2
K4
K5
K6
K7
Category Details
Campaigns and Promotion
Health and Safety Responsibilities, Policies and
Procedures
Working Time Regulations
Fire Evacuation Procedure
Health and Safety Training
COSHH
Manual Handling
Use of Equipment
Risk Assessments
Occupational Health
Audits and Inspections
Accidents and Incidents Reporting
L
Health and Social Care
L0
L1
Category Details
Contracted and Commissioned Services
K3
Includes management arrangements for meetings, agendas and minutes, standing orders, scheme of
administration, and local forums
of Health and Safety issues, e.g. personal protection, SHAW
e.g. workplace assessments, inspections and monitoring
Health surveillance
Information about the reporting of individual accidents and actions resulting from them
Provision of health and social care for individuals (includes children, the disabled, and the elderly).
L2
L3
L4
L5
Health and Medical Care
Alcohol, drugs and substance use
Blood Transfusions
Child Health
Complementary Medicine
Disabilities
Family Planning
Health Action Zone
Health Education
Health promotion
Health Visitors
Healthy Living
Primary Health Care
Private Health Care
Travel Health
Treatments and therapies
Inspection and Regulation
Risk Management
Social Care
Social Benefits
Children and Family Care
General Support Care
Home care
Care for the elderly
Voluntary Sector Liaison
Welfare rights
Childrens Panel
L6
Social Work Client files
Social work homes registration, child minder registration? Check with Gill.
Social work and Care policy etc.
e.g. council tax benefits, housing benefits, income support etc.
e.g. adoption & fostering, child care, domestic abuse, family support, parenting
e.g. day care, bereavement support, residential care
e.g. curatories, guardians etc.
M
Housing
M0
M1
M2
M3
M4
M10
M11
M12
Category Details
Allocations
Homeless Assessment
House Sales
Housing Management
Investigations
Rent Arrears
Tenancy Agreements
Housing Partnerships
Housing Repairs
Projects
Support
Tenant Improvement Grants
Improvements
Capital Programme
Investment and Environment
Planned Maintenance
Cyclic Maintenance
Gas Safety
Technical
Rent Control
Sheltered Housing
Special Needs Housing
M13
Temporary Accommodation
M5
M6
M7
M8
M9
Provision of Housing
Including HMOs
Development of Fife Housing Partnerships
Surveys and reviews for housing investment e.g. 30 year housing plan
Hostels
Procurement
TAIM
M14
Housing Inspection
M15
Private Sector
Inspection of Housing Service by external inspectors every 3 years
N
Human Resources
N0
N1
N2
N3
Category Details
Attendance Management
Conduct & Work Performance
Development, Training and Appraisal
Contribution management
Employee Relations
Consultations
Dignity at Work
Disciplinaries
Disputes
Grievances
Strikes
Trade Unions
Equal Opportunities
Racial Equality
Establishment Administration
Statistical returns
Job Analysis and Evaluation
Personnel Files
Employee Name /ID
Politically Restricted Posts
Recruitment
Redundancy
Terms and Conditions
Flexible Working
Smoking Policy
Single Status
Retirement
Maternity Leave
Discretionary Leave
Annual Leave and Public Holidays
N4
N5
N6
N7
N8
N9
N10
N11
N12
Management of HR activities.
e.g. code of conduct for staff, advice etc.
Case files for individuals.
Compassionate Leave, Special Leave, Parental Leave, Adoption Support Leave etc.
P
Information and Communication Technology
P0
P1
P2
P3
P4
Category Details
CCTV
Change Control
Configuration Management
Disposal
P5
P6
P7
P8
P9
P10
P11
Hardware Maintenance
Help Desk Support and I.T. Advice
Network Maintenance
Network Monitoring
Security
Systems
Delphi
Featurenet
Groupwise
Oneworld
User Profile
Q
Information Management
Q0
Q1
Q2
Q3
Q4
Q5
Category Details
Agreements
Archives
Data Protection
Demographic Data
Electronic Service Delivery
Fife Direct
Fish
Web development
Provision of ICT in the workplace and the local area.
Information in relation to the setting up, operation and maintenance of Closed Circuit Television
Documentation relating to planned changes to business systems and network.
Documentation relating to configuration of servers, PCs, and networks.
Documentation relating to the process of disposal of hardware and software belonging to this
authority
Documentation relating to the maintenance of hardware
Documentation relating to the maintenance and support of the network.
Monitoring of systems and network. Capacity Planning
Staff systems profile includes passwords etc
Management of information resources, e.g. records, databases, metadata.
Q6
Q9
Q10
Freedom of Information
Publication Scheme
Environmental Information Regulations
Information and Data Standards
Records Management
Appraisal
Destruction
Information Inventory
Retention Schedules
Tracking
Information Incidents
Smart Cards
R
Legal Services
R0
R1
R2
R3
R4
R5
Category Details
Agreements
Byelaws/Management Rules
Company Formation/Administration
Contracts
Conveyancing
R6
R7
R8
R9
Criminal Justice System
District Courts
Justices of the Peace
Legal Advice
Litigation
Trusts/Charitable Bequests/ Common Good Funds
S
Leisure and Culture
S0
S1
Category Details
Arts, Entertainment and Culture
Q7
Q8
Requirement of FOI(S)A 1002
Information and data standards as used by the authority. E.g. E-GMS, Planning data set etc
Reporting of information security incidents and follow up action
Informational aspect, not to be confused with Smartcards in D5
Management of the Council's legal services
A range of pro-forma legal agreements used in all areas of law
Commercial and other leases, Title investigations, Disposal of Freehold and Leasehold properties,
Right to Buy applications etc
Civil and criminal litigation, debt recovery, commercial litigation
Provision and support of leisure and cultural services for the community. Includes the maintenance
and management of parks, reserves and open spaces
S2
S3
S4
Cinemas
Circuses
Crafts
Dance
Drama
Fairgrounds
Firework Displays
Literature
Music
Theatres
Libraries
Museums
Parks and Recreation
Allotments
Beaches
Countryside
Gardens
Historic Monuments
Landscaping/Maintenance of Grounds etc.
Local Wildlife
Parks
Picnic Sites
Playgrounds
Ranger service
Rivers
Walks
Woodlands
S5
Social Clubs/Societies/Uniformed Groups
Air Training Corps
Amateur Dramatics
Beavers
Boys Brigade
Church groups
Girl Guides etc.
Territorial Army
S6
Sports
Coaching and management
Grants and Development Funds
Sports Clubs
Sports Development
Sports Facilities
T
Management
T0
T1
Category Details
Corporate Management
Fife Management Team
Joint Co-ordinating Group
Organisational Structure
Scheme of Delegation
Performance Management
Best Value Reviews
Excellence Awards
Investors in People
Performance Indicators
Performance Reporting
Quality Management
Planning and Strategy
Community Planning
Development Plans
Service Plans
Sustainable Development
Team Plans
T2
T3
Internal Management of Fife Council
The management structure and functions of the council, structural reviews
Council's statutory duty of providing best value
e.g. EFQM
Long-term business and operational strategies
T4
T5
Change Management
Service Administration and Management
Policies, Regulations and Procedures
Senior Management Team
Service Level Agreements
Service Scheme of Delegation
Service Structure
Team Meetings
Administration of project management process - not a catch-all for all projects!
U
Planning and Building Control
Council regulation and approval of building and development applications for land use and
properties.
U0
U1
Category Details
Building Control
Buildings
Building Warrants
Grants
Qualified Statements
Conservation
Archaeology
Historic and Listed Buildings
Tree Preservation Orders
Development Control
Display advertisements and hoardings
Planning Applications
Planning Permissions
Housing Development
Planning Register
Property Case Files
Strategic Development
U2
U3
U4
U5
U6
U7
Service specific policies and procedures
e.g. dangerous structures, demolition etc
Individual case files by property
Local plans, Structure plans
Provision of licensing, policing, emergency services etc.
V
Policing and Public Safety
V0
V1
V6
V7
Category Details
Advice/Campaigns
Fire Safety
Personal Protection
Crime and Law Enforcement
Anti-social behaviour
CCTV
Community Safety
Crime and disorder
Crime Prevention
Offender support
Victim Support
Emergency Planning
Emergency Calls
Outbreak Control (infectious diseases)
Fire and Rescue Service
Health and Safety
Inspections
Licensing and Regulation
Police
W
Procurement
Management of processes involved in arranging, tendering, managing contracts and other purchasing
of the organisation.
W0
W1
W2
W3
W4
Category Details
Advice
Contracts
Leasing
Product Evaluation
Individual contract files
W5
Product Information
V2
V3
V4
V5
Directed at public, e.g. personal protection, fire safety
List of contact numbers to use in the case of any emergency or major incidents.
External – not relating to Fife Council staff and workplace.
Process of and documentation relating to issuing of licences in accordance with legislation
Information held by the organisation on products with a view to purchase at a later stage. (e.g.
product literature)
Information held by the organisation on products purchased.
W6
W7
W8
Purchasing
Enquiries
Suppliers
Business Directories
Tendering
Invitations to Quote
X
Transport and Streets
X0
X1
X2
X3
X5
X6
Category Details
Acquisition
Community Transport
Cycling, Pedestrian and Other Pathways
Cycling
Foot bridges
Footpaths
Pavements
Pedestrian/pelican/zebra crossings
Harbours and Maritime Transport
Rosyth Ferry
Motor vehicles
Public Rights of Way
X7
Public Transport
X4
Planning, maintenance and management of roads and transport services/facilities
Documentation relating to the process of acquiring land in relation to roads
Documentation relating to the process for creating and maintaining rights of way in the local area.
Air
Buses
Includes Bus stations
Coaches
Concessionary Fares
Taxis
Trains
Includes stations.
X8
Roads
Design and construction of highways, traffic management schemes and road signs. Includes feasibility
studies
Construction Projects
Enforcements
Inspections
Modification
Road Safety
Street Furniture
Documentation relating to the process of installing and maintaining street furniture: finger posts, litter
bins, public seats etc
Street Lighting
Street Naming and Numbering
X9
Documentation on the street naming development naming and property numbering/naming
Structures
Breakwaters
Bridges
Retaining Walls
X10
Traffic Management
Includes the monitoring of highway, transport and traffic use
Car Parks
Road Closures
Includes permits.
Road Parking
X11
Traffic Orders
X12
Transport Planning
Information about future plans, e.g. public transport routes and timetables
X13
Travel Information
e.g. timetables, routes, bad weather warnings etc.
Y
Risk management and insurance
Y0
Y1
Category Details
Claims
Claims processing
Insuring against loss
Insurance
Risk management
Business continuity planning
Education
Risk assessment
Y2
Y3
Records of all risk-management activities, business continuity, risk registers. All insurance claims by
or against Fife Council, and all insurance policies or contracts in which the Council is involved.