----- Original Message -----
Sent: Tuesday, November 01, 2011 11:01 AM
Subject: Re: Retention policies, was why PDF/A
Hi Andy
Yes it’s a real concern. I am trying very hard to get involved in the discussion being had here about retention policies. I don’t yet know what the plan is but
if anyone was suggest anything crazy like 5, or even 10 years, I would be jumping up and down! That would be where I would be advocating that the HER parts company with the overall council retention and disposal policy!
I will not be disposing of anything at all unless I know there is a copy being actively curated elsewhere and, crucially, one to which we – and any of our users
– have free online access and links can be readily integrated into the HER records. This is a very long way off!
Cheers
Sylvina
-----Original Message-----
From: Issues related to Historic Environment Records [mailto:[log in to unmask]]
On Behalf Of Nicholson, Andrew
Sent: 01 November 2011 10:54
To: [log in to unmask]
Subject: Re: Retention policies, was why PDF/A
Crispin said:
“ the local authority also has responsibilities to retain and manage any documentation in relation to its work.”
In the case of our planning department, they’ve ruled that as an application is only valid for five years, any documentation older than
five years should not be retained, including digital. We’ve pointed out that agri-environment and forestry plans are for up to ten years, so have been given an exemption to the five-year rule. However, this does leave us with the question about what to do
with older material. In theory RCAHMS should have a copy, but I’m reluctant to dispose of 11-year old pre-OASIS grey literature reports just because of some internal policy.
Andy
Andrew Nicholson
HER Officer
Dumfries and Galloway Council
Planning and Environment (Archaeology)
Newall Terrace, Dumfries, DG1 1LW
Tel: 01387 260154 (int. 64154)
Fax: 01387 260149
+ <mailto:[log in to unmask]>
. Drop Point 228
http://www.historicchurchyards.co.uk/ - a new resource on historic graveyards in
Dumfries and Galloway
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