Hi there,
A question about some retention policies for one of our teams in London
Borough of Tower Hamlets Social Services.
The team in question is the Sheltered Accommodation Service, a team
providing support for vulnerable adults.
They are in the process of moving and have contacted me regarding the
archiving of files. Specifically, they have not been able to locate
appropriate retention periods for a number of records as follows:
-Daily records
-Tenants files
-Daily logs
-Minutes of meetings
-Correspondence (letters, memos, complaints)
The closest I can find in our Retention Schedule - based on the
RMS 'Retention Guidelines for Local Authorities' is under Client Services -
probably 'Adult and Elderly Care Files', 'Programme Management and
Development', 'Residential Homes' and 'Housing Provision'. I am currently
seeking clarification on the meaning and nature of some of those titles,
however.
If I were to use that section, my belief is that the following could apply:
-Daily records 3.23
-Tenants files 3.28/3.16
-Daily logs 3.25
-Minutes of meetings 3.23
-Correspondence 3.23/3.28/3.16
3.16 = Process involving summary of case management of services or support
to adults
3.23 = Process involved in provision of services or programmes to adults
3.25 = Documents relating to the operation of the establishment
3.28 = The Process for managing the tenancy of an individual tenant
I have a feeling that Daily Records may be excludable, but will wait to
hear back first.
One of the main issues is whether a separate section is required for this
team, since they don't feel they fit entirely comfortably into the
Residential Homes category. My feeling is that Correspondence is waaaay to
vague to be meaningful, and documents need to be stored according to the
issue they concern - i.e. are they about individual tenants, the programme
etc.
I'd appreciate any feedback from others as to whether they think I'm on the
right tracks here. Any alternative suggestions would be gratefully welcomed.
Regards,
Fraser
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