Information and Records Management Records UK

Description of Business Function

The function managing record-keeping systems, archives, disposition processes and information access requests (including FOI, EIR and Data Protection).

Basis of Retention and Disposition

Specialist guidance has been produced by The National Archives within their model retention schedule for Information management records and also their Records created by a public body fulfilling its obligations under the Freedom of Information Act 2000. There is also The Information Commissioner’s Office guidance on Retention and destruction of requested information, Freedom of Information Act and Environmental Information Regulations.

Retention Rules Per Record Type

Managing Record Keeping Systems

Please see The National Archives model retention schedule for Information management records http://www.nationalarchives.gov.uk/documents/information-management/sched_info_management.pdf

Record Disposition Processes

Please see The National Archives model retention schedule for Information management records http://www.nationalarchives.gov.uk/documents/information-management/sched_info_management.pdf

Record Storage

Please see The National Archives model retention schedule for Information management records http://www.nationalarchives.gov.uk/documents/information-management/sched_info_management.pdf

General Management

Please see The National Archives model retention schedule for Information management records http://www.nationalarchives.gov.uk/documents/information-management/sched_info_management.pdf

Freedom of Information Requests

Please see The National Archives model retention schedule for Information management records http://www.nationalarchives.gov.uk/documents/information-management/sched_info_management.pdf

This for example states:

FOI requests: a) for documents already open – One year b) for documents which are subsequently opened – Two years c) for documents which remain closed – Ten years

See also The National Archives’ Records created by a public body fulfilling its obligations under the Freedom of Information Act 2000 http://webarchive.nationalarchives.gov.uk/20110202203753/http:/www.nationalarchives.gov.uk/documents/foi_sched_retention.pdf

This states: Case file records detailing the FOI request, the consideration of possible exemptions and subsequent appeals – 3 Years after date of creation

Please also see The Information Commissioner’s Office guidance on Retention and destruction of requested information, Freedom of Information Act and Environmental Information Regulations http://ico.org.uk/for_organisations/guidance_index/~/media/documents/library/Freedom_of_Information/Practical_application/retention-and-destruction-of-requested-information.pdf

For an example of good practice please also see the Higher Education Business Classification Scheme and Records Retention Schedules for Freedom of Information Compliance http://bcs.jiscinfonet.ac.uk/he/default_recordgroup.asp?Top_Level_ID=6&Function_L1_ID=30&Activity_L2_ID=216#skipnav

Environmental Information Regulation Requests

These are handled in the same manner as FOI requests. Please see above.

For an example of good practice please also see the Higher Education Business Classification Scheme and Records Retention Schedules for Environmental Information Compliance http://bcs.jiscinfonet.ac.uk/he/default_recordgroup.asp?Top_Level_ID=6&Function_L1_ID=30&Activity_L2_ID=217#skipnav

Data Protection Subject Access Requests – DSARs

For an example of good practice please also see the Higher Education Business Classification Scheme and Records Retention Schedules for Data Protection Compliance http://bcs.jiscinfonet.ac.uk/he/default_recordgroup.asp?Top_Level_ID=6&Function_L1_ID=30&Activity_L2_ID=215#skipnav

For example, this states that Records documenting the handling of requests for access to personal information held by the institution under the Data Protection Act 1998 (c. 29) are held for Last action on request + 1 year based upon common practice.

Citations and References

The National Archives Code of practice for archivists and records managers under Section 51(4) of the Data Protection Act 1998 http://www.nationalarchives.gov.uk/documents/information-management/dp-code-of-practice.pdf

Please also see the CCTV Records page of the wiki.

Last updated bywebfooted