JISCMail - RECORDS-MANAGEMENT-UK Archives

I try to avoid anything that says ‘indefinite’ or ‘permanent’, know what you mean!

We’ve recently been looking at updating our retention and disposal schedule and I’m suggesting that anything that was formerly of that description should be ‘review at 20 years’…

Sarah Graham MSc Records Management, PG Cert Healthcare Leadership

Records Manager

Corporate Information Governance, Transformation and Corporate Operations

NHS England

Mob: 07860 179022| Tel: 01138 248052

Email: [log in to unmask]

Take the paper-light challenge!

https://nhsengland.sharepoint.com/TeamCentre/TCO/infogov/Pages/Paper-Light-Challenge.aspx

Mandatory IG training! Get if off your ‘to do’ list…

Information Governance Training – it takes less time than you think!

Records Management guidance and support is available on the Records Management internet page at this location:

https://nhsengland.sharepoint.com/TeamCentre/TCO/infogov/Pages/RecordsManagement.aspx

'High quality care for all, now and for future generations'

From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Neil Reeves (BBSRC, SO)
Sent: 07 June 2016 12:27
To: [log in to unmask]
Subject: Re: Approach to recording "Indefinite" retention dates in databases

Hi Neil,

We use an ‘indefinite’ retention period when adding metadata to columns in SharePoint due to HR having far too many retention periods for us to want to put in a list to choose from. We don’t have a second field to indicate the reason for the retention period, just a date column for when that document is to be reviewed.

Regards

Neil

From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Neil Gow
Sent: 07 June 2016 11:37
To: [log in to unmask]
Subject: Approach to recording "Indefinite" retention dates in databases

I know it’s considered bad Records Management practice but we have certain records type that currently have an indefinite retention period. Examples are (i) Drug Safety records that our regulators tell us have to be kept “for ever”, (ii) Company Secretarial records that have to be retained for the lifetime of the company but we don’t know what that will be.

What approach do people take to recording these in archive databases? Currently our Destruction/Review Date field is a text field so we can enter what we like, but it prevents us from running meaningful searches. I’d like to change it to a proper date field. So would you then have a second field to indicate a reason for those without dates, or use a nominal date some time a long way in the future for the “indefinite” records?

Thanks,

Neil.

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