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Responsibilities for records retention and disposal

Question:
Responsibilities for records retention and disposal
Answer:

Head of information governance

The head of information governance is responsible for:

  • formally approving our retention and disposal policy
     
  • the development and maintenance of retention and disposal schedules detailing specific records retention and disposal policies
     
  • authorising divergence from records retention and disposal policy contained in the retention schedules for legitimate reasons

Designated officers and senior managers

Designated officers and senior managers are responsible for:

  • assigning responsibilities for records management, retention and disposal
     
  • establishing procedures for the management, retention and disposal of records in all media and formats and the system(s) in which records are held
     
  • ensuring ICT equipment and storage media are disposed of securely ensuring all records, data and information are removed in such a way that it is not recoverable

Business unit managers and team leaders

Business unit managers and team leaders are responsible for ensuring:

  • record retention policies are implemented in their unit or team
     
  • record keeping systems and arrangement of records enable identification of records due for disposal
     
  • written procedures are in place for records management, retention and disposal
     
  • records due for disposal are routinely identified and reviewed to ensure they are no longer required
     
  • divergence from records retention and disposal policy is authorised
     
  • the Information Governance Unit is notified of changes affecting records retention and disposal
     
  • staff are aware of policies to retain and dispose of records
      
  • staff dispose of records only in accordance with policies set out in our retention schedules
     
  • records are disposed of appropriately considering their sensitivity, security classification and the media and format(s) in which they are held in line
     
  • ICT equipment and storage media are disposed of securely ensuring all records, data and information are removed in such a way that it is not recoverable
     
  • records of potential historic interest or research value are identified and transferred with agreement to our archive service
     
  • evidence of the disposal process is kept

All staff

All staff are responsible for:

  • following procedures and guidance for managing, retaining and disposing of records
     
  • only disposing of records in accordance with records retention and disposal policies contained in our retention schedules (if authorised to do so)
     
  • ensuring that any proposed divergence from records retention and disposal policies is authorised

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