Retention schedule

Staffordshire County Council is required by the Lord Chancellor’s Code of Practice on the Management of Records issued under Section 46 of the Freedom of Information Act 2000 to have and to implement a records retention and disposal schedule.

Contents

Retention schedule - responsibilities

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 are responsible for ensuring

  • Record retention policies are implemented in their unit/team, supported by written procedures.
  • Record keeping systems and arrangement of records enable identification of records due for 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, and the Information Governance Unit is notified of changes.
  • Staff dispose of records only in accordance with policies set out in this document.
  • 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 Staffordshire County Council Archive Service.
  • Evidence of the disposal process is kept 

All staff are responsible for

  • Following procedures and guidance for managing, retaining and disposing of records.
  • Only disposing of records in accordance with the requirements outlined in this document (if authorised to do so).
  • Ensuring that any proposed divergence from records retention and disposal policies is authorised