JISCMail - RECORDS-MANAGEMENT-UK Archives

Tony

Thank you for a very useful summary.

Those working in Scotland may also find useful information regarding recordkeeping and children’s social care legislation over time in the Shaw Report, which was produced following the Historic Abuse Systematic Review and published in Nov 2007.

http://www.gov.scot/Publications/2007/11/20104729/0

Chapter 2 in particular provides an invaluable summary of relevant legislation and any recordkeeping aspects to that legislation.

Stefanie Davidson | Records Management, Collections & Digital Archives Coordinator

t: 0113 393 9769 | m: 07595 216642 | e: stefanie.davidson@wyjs.org.uk

West Yorkshire Joint Services, Nepshaw Lane South, Morley Leeds, LS27 7JQ

www.wyjs.org.uk/archives

From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Tony May
Sent: 08 May 2017 09:54
To: [log in to unmask]
Subject: Re: Origin of the humble records retention schedule

Currently for local government (England) there is no mandated retention schedule. The best we have is the retention guidelines for local authorities that was published in 2003. Previous to this some Individual authorities had their own retention schedules with varying time limits. Of course all Local authorities should have one if they are following FOIA section 46 Code of practice but that did not come into force until 2005.

Below is what I found out when I was preparing for a talk for care leavers forum. The lawyer at the meeting was taking heaps of notes.

Previously retention was based (and mainly still is) on individual acts of parliament. But the trick is you have to find them.

In terms of Social care in England the following are the starting points. That I have found

Boarding Out of Children Regulations 1955 (could not actually find the full text of this one so had to go by secondary source and the guidance)

- case records must be preserved until the person becomes or would become 21.

- Registers – Five years after each child in register turned 18

Boarding Out of Children [Foster Placement] Regulations 1988. (in force from June 1989)

- Case records retained for 75 years from DOB.

- if the child has died before the age of 18, a period of 15 years from the date of death.

- Foster carer records - 10 years from the date approval was terminated

- Registers as above. Five years after each child in register turned 18

The above explains why finding Children Looked After records pre june 1968 is patchy.

Adoption Agencies Regulations 1983, S. 14.3 – 75 years

This is earliest one I could find for adoption but they would have used the ones above. Note I also checked Children Act 1975, Adoption Act 1976. I think there is an earlier regulation but I have not been able to find it.

Child protection

Not aware of any set time period until the retention guidelines. Only legal requirement I am aware of is the Goddard letter in June 2015. I would be interested if anyone knows anything differently. Note some of the legislation says we must keep information but gives no set time period.

Thanks

Tony May
Record Management Service Manager

Improvement & Technology
Postal Point CHO032
Hertfordshire County Council, County Hall, Pegs Lane, Hertford, SG13 8DN

T: 01992 556 729 Comnet/Internal: 26729

hertsdirect / twitter / facebook

Hertfordshire - County of Opportunity

From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Meic Pierce Owen
Sent: 08 May 2017 08:07
To: [log in to unmask]
Subject: Re: Origin of the humble records retention schedule

Henry

This is a really good question- and one that is relevant to a good number of us in the context of the SCAI

I have put some feelers out around the more, how can I put it, senior end of the profession.

In a particularly Scottish public sector context, I wonder if Iain (Flett), who I know takes this list, could enlighten us a little on the appearance and development of schedules.

Regards

Meic

From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Henry Sullivan
Sent: 05 May 2017 15:10
To: [log in to unmask]
Subject: Origin of the humble records retention schedule

Afternoon all – a Friday afternoon question for you; can anyone give me an origin for the humble Records Retention Schedule / Policy as a concept?

I have a hunch it is a creature of the 1970’s (possibly the 1960’s) but I could be wrong. I have both Googled and checked our limited library of professional literature here in our office to no avail.

The question has a serious purpose in that I am having to justify the retention of records from 1930 through to 2014 as part of the Scottish Child Abuse Inquiry and it would be nice to point out that standardised retention based on function and activity is a relatively recent development.

Yours in sincere hope of a good response,

Henry

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