Information Technology Records UK

Description of Business Function

The function of managing the organisation’s information and communications technology (ICT) systems.

Basis of Retention and Disposition

Records of support processes are held for 6 years in case of any potential legal action that may arise with suppliers. The basis for this is under tort (a negligent or intentional civil wrong not arising out of a contract or statute) or time limit for actions on a simple contract within the Limitation Act 1980.

Records of product records are held for 6 years in case of any potential legal action that may arise. The basis for this is under the time limit for actions on a simple contract within the Limitation Act 1980.

Please note that within Scotland the period for limitation could be 5 years rather than 6 based upon the short negative prescription period within the Prescription and Limitation (Scotland) Act 1973.

Retention Rules Per Record Type

Record Type Minimum Retention Period Rationale
Support Processes – Change Controls Event Closed + 6 years Legal evidence, including in case of any potential legal action that may arise with suppliers
Support Processes – Change Requests Event Closed + 6 years Legal evidence, including in case of any potential legal action that may arise with suppliers
Support Processes – Incidents Event Closed + 6 years Legal evidence, including in case of any potential legal action that may arise with suppliers
Support Processes – Problems Event Closed + 6 years Legal evidence, including in case of any potential legal action that may arise with suppliers
Support Processes – Routine testing Event Closed + 6 years Legal evidence, including in case of any potential legal action that may arise with suppliers
Support Processes – Service Requests Event Closed + 6 years Legal evidence, including in case of any potential legal action that may arise with suppliers
Support Processes – User Account management Event Closed + 6 years Legal evidence, including in case of any potential legal action that may arise with suppliers
Product Records – Licences End of Product Life + 6 years In case of any potential legal action that may arise
Product Records – Manuals End of Product Life + 6 years In case of any potential legal action that may arise

Citations

Limitation Act 1980, s. 5, Time limit for actions founded on simple contract, “An action founded on simple contract shall not be brought after the expiration of six years from the date on which the cause of action accrued”

Limitation Act 1980, s. 2, Actions founded on tort, “An action founded on tort shall not be brought after the expiration of six years from the date on which the cause of action accrued”

The Prescription and Limitation (Scotland) Act 1973, Negative Prescription, s. 6, Extinction of obligations by prescriptive periods of five years, “(1)If, after the appropriate date, an obligation to which this section applies has subsisted for a continuous period of five years— (a)without any relevant claim having been made in relation to the obligation, and (b)without the subsistence of the obligation having been relevantly acknowledged, then as from the expiration of that period the obligation shall be extinguished”

The Prescription and Limitation (Scotland) Act 1973, SCHEDULE 1, Obligations Affected by Prescriptive Periods of Five Years under Section 6, “1Subject to paragraph 2 below, section 6 of this Act applies—S (a)to any obligation to pay a sum of money due in respect of a particular period— (i)by way of interest; (ii)by way of an instalment of an annuity; (iii)by way of feuduty or other periodical payment under a feu grant; (iv)by way of ground annual or other periodical payment under a contract of ground annual; (v)by way of rent or other periodical payment under a lease; (vi)by way of a periodical payment in respect of the occupancy or use of land, not being an obligation falling within any other provision of this sub-paragraph; (vii)by way of a periodical payment under a land obligation, not being an obligation falling within any other provision of this sub-paragraph;”

Last updated bywebfooted