No records will be retained on an indefinite basis. All records will be subject to retention schedules specifying the period for which they will be maintained. The directorate responsible must show that records are retained for the minimum period required, as appropriate with business requirements and any relevant legal provisions.
When the agreed retention period expires, records will be reviewed and, if merited (see Permanent preservation of historical records section below), transferred to the Public Record Office (PRO) or another approved archive for permanent preservation. Otherwise records will be destroyed without further consideration.
The review process will make provision for exceptional circumstances where records are deemed necessary for further retention by the Inspired training Company. Where this occurs, the subsequent retention period will be documented in writing and approved by the Inspired Training Company Data Controller.
Records scheduled for destruction will be destroyed promptly and in accordance with appropriate regulations once the retention period has elapsed in order to keep storage volumes to a minimum.
When directorates need to retain records for more than the 30 year period laid down by the Public Records Acts, for operational or security reasons, they will supply details of the records and the justification for continuing to hold them to the Inspired Training Data Controller. That officer will then seek the necessary approval for further retention from the PRO.
All records not required by the Inspired Training Company, the PRO or another approved archive will be destroyed.
Responsibility for the disposal of non-registered documents rests with the user. Documents held on personal drives and in e-mail folders are to be destroyed promptly and regularly by all staff in accordance with this schedule.
This policy will be reviewed annually to include any new record types.
Data Retention Policy
