There is also the Records Management Society/PRO guide to local govnt
records retention periods, available via the RMS website
(http://www.rms-gb.org.uk/) under the heading "RMS Resources".
I've no idea how good it is but it should at least give you a start.
S.
Sarah Westwood
Records Management Officer
Girton College
Cambridge CB3 0JG
Tel: 01223 338976
Fax: 01223 338896
Website: www.girton.cam.ac.uk
--On 21 November 2003 11:06 +0000 Paul Dodgson <[log in to unmask]>
wrote:
>
> hi
>
> The basis for defining retention periods are relative to the business
> area in question.
>
> For example some records have statutory minimums ie minutes, agenda,
> financial records. Where no defined statute is available relating to
> retention, then you rely on the business areas to guide you. They will
> know what their information is used for and for how long it is useful.
> They will also be aware of statutory requirements in their area of work
> So long as there are no third party barriers or interest they should
> decide their retention periods. What is more important is that they
> stick to it, thus protecting the integrity of retention action.
>
> I wish there was a definintive baseline, then decison making on this
> issue would be simple, alas there is not and it is not. Time and best
> practice will build more sustainable retention guidelines. Contacting
> other organisations is a useful tool (as you have done). Our retention
> schedule will be complete in January/Feb next year, I intend to publish
> it on our web site, I hope others do the same.
>
> My view is that you hand the retention scheduling decisions to the
> business areas and then quality control their recommendations by
> comparing and then by passing the schedule to your audit/legal team for
> approval. I suggest that the Monitoring Officer should sign off the
> schedule. The great danger is business areas paying scant attention to
> this area of work, it is vital that the schedule remains consistent,
> therefore it should not be subject to constant change.
>
> hope this helps
>
>
> ____________________________________________
>
> Paul Dodgson
> Compliance Manager
>
> Information Management Team
> Chief Executive's Department
>
> Leicestershire County Council
> E-mail: [log in to unmask] <mailto:[log in to unmask]>
>
>
> Tel: 0116 265 8250
> Fax: 0116 265 7271
>
> -----Original Message-----
> From: Woodcock Rachel [mailto:[log in to unmask]]
> Sent: 21 November 2003 10:40
> To: [log in to unmask]
> Subject: Retention Periods
>
> Hello All!
>
> What is the basis for defining retention periods? Is there a definitive
> foundation or baseline that decisions about individual datasets can be
> based on?
>
> For example local authority land contracts; there seem to be differing
> views but all around the 10 year mark give or take a few years, but what
> are the consequences of choosing one period over another? Our legal
> department recommend 12 years. Should I base all decisions on a legal
> basis?
>
> As an authority we are in the process of adopting/implementing a
> retention policy based on the policy developed at Herts CC, which
> obviously doesnt cover all aspects of a district's requirements. So how
> do I decided what retention periods to apply to the missing datasets?
>
> I'd be very grateful for any guidelines you can offer.
>
> Happy Friday!
> Rachel.
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Sarah Westwood
Records Management Officer
Girton College
Cambridge CB3 0JG
Tel: 01223 338976
Fax: 01223 338896
Website: www.girton.cam.ac.uk
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