Organisation
Ref | Record Type | Minimum Retention Period | Relevant Legislation / Derivation | Final Action |
---|---|---|---|---|
J1 | Agendas and Minutes of Trust/HSCB/ Agency/Departmental Board Meetings (Master Copies including associated papers) | 20 years | Transfer to PRONI | |
J2 | Agendas and minutes of major committees, sub-committees (master copies, including associated papers) | 10 years - Normal Review Process | Transfer to PRONI | |
J3 | Agendas, meeting papers, minutes–committees, sub committees, predecessors, professional staff/team meetings (Master Copies) | 10 years - Normal Review Process | Determined on review | |
J4 | Meetings and minutes papers (other, including reference copies of major committees) | two years | Destroy | |
J5 | Advance letters (for example, DH guidance) | six years | Destroy | |
J6 |
Ambulance administrator record, that is, records containing non-clinical details only for example, records of journeys |
two years from the end of the year to which they relate. | Destroy | |
J7 | Annual/corporate Reports (Background papers) | three years | Destroy | |
Annual/corporate reports (published report) | three years | PRONI should be added to the circulation list and a copy of each published annual / corporate Report sent to them | ||
J8 | Assembly Questions(AQ), Parliamentary Questions(PQ) MLA/MP Enquiries These documents include all information provided by the organisation in response to a AQ/PQ (for example, background note to the Minister or the Minster may amend the response) all of which may not be used in the response and therefore it will not be in the public domain |
five years | Permanently preserve electronic, review paper | |
J9 | Business Plans including Health and Well Being Investment Plans (HWIPs) and Trust Delivery Plans (TDPs) Strategic Plans | 20 years |
Destroy PRONI should be added to the circulation list and a copy of each published HWIP/TDP sent to them.
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J10 | Close Circuit TV Images | See AM-002
To be retained for 28 days and then permanently erased unless required for evidential purposes (in line with DATA Commissioner’s Code of Conduct). |
Information Commissioner’s Code of Conduct | Destroy
Erase permanently |
J11 |
Commissioning decisions |
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Appeal documentation | six years from date of appeal decision. | Destroy under confidential conditions | ||
Decision documentation | six years from date of decision. | Destroy under confidential conditions | ||
J12 | Contact details | one year after details change or no longer required. | Destroy | |
J13 | Library Services | |||
Copyright declaration forms | six years | Copyright, Designs and Patents Act 1988 | Destroy | |
Acquisition, Catalogues Circulation Customer Services, Advice and Guidance | two years | Destroy | ||
J14 |
Correspondence and other papers of minor or ephemeral importance not covered elsewhere for example,
|
three years after the settlement of the matter to which it relates. | Destroy | |
J15 | Data Input Forms (where the data/information has been input to a computer system) | two years | Destroy | |
J16 | Departmental Enquiries | 10 years - Normal Review Process | Determined on review | |
J17 | Diaries | |||
Chief Executive | Review five years following the calendar year to which they relate. | Destroy | ||
Minister and Ministers private secretary | See GMGR Section J35 | Destroy | ||
J18 | Diaries which contain details of staff travelling | 6 years following the calendar year to which they relate. | Destroy | |
J19 | Diaries – professional for example, health visitors, district nurses, social workers and Allied Health Professionals | two years after the end of the year to which the diary relates. Patient specific information should be transferred to the patient record. Any notes made in the diary as an ‘aide memoire’ must also be transferred to the patient record as soon as possible. | Destroy | |
J20 | Diaries (office) | one year after the end of the calendar year to which they refer. | Destroy | |
J21 | Records Management | |||
Disposal Schedules/Indexes (documents describing public records marked for permanent preservation or containing the management of public records) correspondence and papers relating to the compilation of disposal schedules | Review at 10 years | Public Records Act (Northern Ireland) 1923 | Determined on review | |
Disposal Schedules (Actual Signed Schedule) or indexes | Permanent | A copy is permanently retained in the organisation and a copy should be sent to PRONI | ||
Registry lists of public records marked for permanent preservation, or containing the record of management of public records | 30 years | Retain | ||
File lists and document lists where public records or their management are not covered | 30 years | Information management records retention schedule | Determined on review | |
Review Lists | five years | Destroy | ||
Lists, certificates, docket books or databases of records destroyed | Retain permanently | Retain | ||
Records relating to the transfer and retrieval from and to off-site storage | two years | Destroy | ||
Records relating to contracts with storage providers | six years from the end of the contract. | Destroy | ||
Disaster planning records | Until superseded | Destroy | ||
Information Surveys record audits and registry inspections | five years | Destroy | ||
Public Access Requests | See GMGR Section J28
Freedom of Information Requests |
FOI model retention schedule | Destroy | |
Records relating to the control of record keeping systems | When the system is superseded. | Information management records retention schedule | Destroy | |
Documentation of record series | Preserve permanently for series from which records have been transferred to PRONI, destroy when all records in the series have been destroyed. | Destroy | ||
General administrative records, including routine correspondence relating to the provision of information management services | two years | Destroy | ||
Security of records | five years | Destroy | ||
J22 | Documents more than 100 years old | Any records currently held should be referred for a special PRONI review. | Special review by PRONI | |
J23 | Equality and good relations: documents created or used specifically for the purposes of meeting statutory duties placed on public bodies regarding the promotion of equality and good relations, inc. Equality Schemes and background documents; documents relating to the equality-screening of policies and Equality Impact Assessments; annual statements to the Equality Commission on the implementation of the duties; equality training plans and materials | seven years | Determined on review | |
J24 | Garden Parties and Public Functions | five years | Destroy | |
J25 | Honours | 75 years | Destroy | |
J26 | Hospitality | |||
Gifts and Hospitality Registers including the offers of gifts | six years | DFP Guidance on the Acceptance and Provision of Gifts and Hospitality |
Destroy | |
Catering forms | six years | Destroy | ||
Guidance on the provision and acceptance of gifts | See GMGR Section J31 | Destroy | ||
J27 | Records of Incoming mail | three years | Destroy | |
J28 | Information Access Requests and Responses | |||
Data Protection Act and Access to Health Records- Subject Access Requests – record of requests | three years after last action. | Destroy | ||
Policy and procedures for handling FOI Requests. Case records which lead to the development of precedents and best practice | five years after the policy or procedures have been superseded. | FOI model retention schedule | Destroy | |
Freedom of Information and Environmental Information Request case file records, detailing the FOI request, the consideration of possible exemptions and subsequent appeals | three years after last action. | FOI model retention schedule | Destroy | |
Details of access decisions taken and any redacted versions of documents released
See AD-024 |
This information may be required for longer as it could be considered current until superseded by a subsequent decision. Retain 10 years. | FOI model retention schedule | Destroy | |
Monitoring records
Statistical data about the number of requests and outcomes. |
10 years | FOI model retention schedule | Destroy | |
Records relating to Data Sharing arrangements between organisations including Data Access Agreements | seven years | Destroy | ||
J29 | Inquiries Under Inquiries Act 2005 | See guidance on Special Category Records in Part 1. | PRONI to determine on review after completion of the Inquiry | |
J30 | Governance and quality assurance/controls records | |||
Annual report on the discharge of delegated Statutory functions and corporate parenting report | three years | Destroy | ||
Quality assurance records (for example, Healthcare Commission, Audit Commission, King’s Fund Organisational Audit, Investors in People NIMDTA) | 15 years | Destroy | ||
Controls Assurance Standards | five years | Destroy | ||
Controls Assurance Exercise Documents | two years | Destroy | ||
Assessment of performance against controls Assurance Standards | five years | Destroy | ||
Liaison between organisations relating to governance |
five years | Destroy | ||
Records relating to internal organisational, team standards | five years | Destroy | ||
Risk Registers | five years after cancelled or superseded. | Destroy | ||
Accountable Officer Records | ||||
Declaration and self assessment |
five years | Destroy | ||
Records of auditing and monitoring |
five years from formal approval of the audit. | Destroy | ||
Occurrence reports |
10 years | Destroy | ||
Records of concern and the assessment and investigation of concerns |
See GMGR Section A2 – A4 and GMGR Section A6 | Destroy | ||
Local Intelligence Network Records | Review the records (see Part 1 for guidance) after 10 years to consider whether the records should be destroyed or retained up to the death or end of working life of any individual concerned. | Destroy | ||
Medicines Regulatory Group (DHSSPS) (previously Inspection and Enforcement Group) | ||||
Inspections |
five years from the date of the inspection. | Determined on Review | ||
Investigations |
10 years (see GMGR Section F26). | Determined on Review | ||
J31 | Guidance and Circulars | |||
Received by organisations (for example, from the Department) | Until cancelled or superseded | Destroy | ||
Creator’ background papers | See GMGR Section J39 | Destroy | ||
J32 | Legislation | |||
Actual sealed copy | Paragraph 9.1.4 ofOFMDFM’S Handbook on Subordinate Legislation advises the “Original of a Statutory Rule is retained permanently by the Department in a secure place.”
The DHSSPS Departmental Records Officer has approved that all Statutory Rules and Sealed Directions should be sent to PRONI. |
Transferred to PRONI within three months | ||
Background papers | ||||
Primary Legislation |
Permanent Preservation | Determined on Review | ||
Subordinate legislation |
Review 20 years. Papers should be considered for destruction if the legislation has been superseded. | Determined on Review | ||
Administrative records associated with the legislation process |
five years after closure. | Destroy | ||
J33 | Mailing lists | one year after list changes or no longer applicable. | Destroy | |
J34 | Manuals – policy and procedure (administrative and clinical, strategy documents) | 10 years after life of the system (or superseded) to which the policies or procedures refer. | Determined on review | |
J35 | Ministerial Records | |||
Ministers Diary (paper diary or electronic diary)
Ministers notebooks |
Pass to the Departmental Information Manager at the end of a minister’s tenure in Office. The DIM should transfer all electronic records to PRONI and request PRONI to review any paper records. | The National Archives guidance on the Management of Private Office Papers | Permanently preserve electronic, paper to be determined by DIM and PRONI | |
Private secretary’s notebooks | six months | The National Archives guidance on the Management of Private Office Papers | Permanently preserve electronic, paper to be determined by DIM and PRONI | |
Records of formal meetings with outside interest groups /lobbyists | Pass to the Departmental Information Manager at the end of a minister’s tenure in Office. The DIM should transfer all electronic records to PRONI and request PRONI to review any paper records. | Permanently preserve electronic, paper to be determined by DIM and PRONI | ||
Photographs Image Library records | See GMGR Section J40 | Destroy | ||
J36 | two years after cancelled or superseded | Destroy | ||
J37 | Patient/customer information leaflets | six years after the leaflet has been superseded | Destroy | |
J38 | Patient/ client/ customer surveys | two years | Destroy | |
J39 | Policy, procedures and guidelines – (development background papers including Cross Border Initiatives) | Until policy or procedures are revised. Review at change/ revision and or first and second review procedures.
Libraries will retain a copy as reference. |
Determined on review | |
J40 | Press and Public Relations Records | |||
Events, Exhibitions and Fairs | two years | Destroy | ||
Media Briefing | seven years | Destroy | ||
Official Briefings – responses Briefing requests and their responses from private offices, select and standing committees |
See GMGR Section J35 Pass to the Departmental Information Manager at the end of a minister’s tenure in Office. The DIM should transfer all electronic records to PRONI and request PRONI to review any paper records. |
The National Archives guidance on the Management of Private Office Papers | Permanently preserve electronic, paper to be determined by DIM and PRONI | |
Photographs Image Library records | one year or sooner if no longer required | National Archives Records Management Retention Scheduling Press and Public Relations Records | Destroy | |
Press Conference reports | three years | National Archives Records Management Retention Scheduling Press and Public Relations Records | Destroy | |
Reports on media/public relations, correspondence with media, press reports | seven years | National Archives Records Management Retention Scheduling Press and Public Relations Records | Determined on review | |
Press Cuttings (paper) | one year | National Archives Records Management Retention Scheduling Press and Public Relations Records | Destroy | |
Press Cuttings Electronic Copies | 28 Days | National Archives Records Management Retention Scheduling Press and Public Relations Records | Destroy | |
Press Releases | seven years | National Archives Records Management Retention Scheduling Press and Public Relations Records | Destroy | |
Speeches and Interviews – preparation and delivery of speeches and interviews on behalf of ministers, permanent secretary, and chief executives as well as other officials. | For ministerial records see See GMGR Section J35
Pass to the Departmental Information Manager at the end of a minister’s tenure in Office. The DIM should transfer all electronic records to PRONI and request PRONI to review any paper records. For all others four years. The DIM should transfer all electronic records to PRONI and request PRONI to review any paper records. |
Permanently preserve electronic, review paper | ||
J41 | Project Initiation Documents and supporting documentation including business cases | 10 years after completion of the project | Records Management Retention Scheduling - Project Records | Determined on Review |
J42 | European Projects | 15 years | Article 90 of the Council Regulations (EC) No 1083/2006 requires that supporting documents regarding expenditure and audit should be kept available for a period of seven years following the closure of the Programme. | Determined on Review |
J43 | Project board files (excluding estates) | |||
Project files (over £100,000 on termination, including abandoned or deferred projects) | Review – six years after project completed | Records Management Retention Scheduling - Project Records | Determined on Review | |
Project files (less than £100,000 on termination include ) | Review – two years after project completed | Records Management Retention Scheduling - Project Records | Destroy | |
J44 | Project Team files | |||
Project files (over £100,000 on termination, including abandoned or deferred projects) | Review - six years after project completed or abandoned | Records Management Retention Scheduling - Project Records | Determined on Review | |
Project Team files (less than £100,000) on termination, including abandoned or deferred projects | Review - two years after project completed or abandoned | Records Management Retention Scheduling - Project Records | Destroy | |
J45 | Project team files (summary retained) | three years | Destroy | |
J46 | Publications internal, corporate identity. translations | When superseded
See GMGR Section J37 for Patient/customer Information publications |
Destroy | |
J47 | Publication Scheme background papers relating to the development of the Publication Scheme | 10 years Close when Publication Scheme finalised |
Destroy | |
J48 | Finalised Publication Scheme | Permanently within the HSCB/Trust/Agency | Retain permanently | |
J49 | Records related to recognised chartermarks, standards, models e.g. investors in people | Until standard or chartermark has been reassessed or 10 years | Destroy | |
J50 | Requests for access to records, other than Freedom of Information or subject access requests | six years after last action | Destroy | |
J51 | Phone Message Books | two years
NB Any clinical information should be transferred to the patient health record |
Destroy | |
J52 | Record of custody and transfer of keys | six years | Destroy | |
J53 | Register of Board members’ and Senior Managers’ interests | six years after the person leaves the organisation | Transfer to PRONI | |
J54 | Registered Staff Lists | 1 year | Destroy | |
J55 | Reports (major) | 30 years | Transfer to PRONI | |
J56 | Research and development records (scientific, technology, medical and other) | Review five years after the research has been completed. Where possible review of this material should be made in consultation with medical professionals involved in the trials. | Determined on Review | |
J57 | Clinical Trials of Investigational Medicinal Products (CTIMPs) See AD-003 |
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Trial Master File (responsibility of Sponsor & Chief Investigator to ensure that documents are retained) | Five years after the conclusion of the trial | Regulation 31A(7) of the Medicines for Human Use (Clinical Trials) Regulations 2004 (as inserted by regulation 18 of the Medicines for Human Use (Clinical Trials) Amendment Regulations 2006 | Destroy | |
Research Ethics Committee Records | An ethics committee shall retain all the documents relating to a clinical trial on which it gives an opinion for:
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Governance Arrangements for NHS Research Ethics Committees (GAfREC) | Destroy under Confidential conditions | |
Trial Subject’s Medical Files (Sponsor & Chief Investigator’s responsibility to ensure retained) | There should be a flag or divider in health records for documents pertaining to research indicating that the patient has been recruited to a clinical trial or other research. | Destroy | ||
Marketing authorisation (holders must arrange for essential clinical trial documents (including case report forms) other than subject’s medical files, to be kept by the owners of the data): | 15 years after completion or discontinuation of the trial, or two years after the granting of the last marketing authorization in the European Community and when there are no pending or contemplated marketing applications in the European Communit, or two years after formal discontinuation of clinical development of the investigational product. |
Paragraph 5.2(c) of Annex 1 to Commission Directive 2001/83/EC (as amended by | Destroy | |
Trial subject’s medical files | Retain in accordance with applicable legislation and in accordance with the maximum period of time permitted by the hospital, institution or private practice.
Documents can be retained for a longer period, however, if required by the applicable regulatory requirements or by agreement with the sponsor. It is the responsibility of the sponsor to inform the hospital, institution or practice as to when the documents no longer need to be retained. |
Destroy | ||
All other documentation pertaining to the trial (retention of documentation is the responsibility of the sponsor or other owner of the data) | Retain as long as the product is authorised. | Destroy | ||
Final Report (responsibility of sponsor or subsequent owner’s to retain documents) | Five years after the medicinal product is no longer authorised. | Destroy | ||
Data collected in the course of research | Retain for an appropriate period, to allow further analysis by the original or other research teams subject to consent, and to support monitoring by regulatory and other authorities. | Good Research Practice (MRC Ethics Series, 2000, updated 2005) – paragraph 5.2
Personal Information in Medical Research (MRC Ethics Series, 2000, updated 2003) – chapter7 |
Destroy | |
J58 | Research and development (organisation) See AD-003
i.e. all the organisation’s records associated with research and development and not individual trial records or information on patients. |
30 years | Medical Research Council | Determined on review |
J59 | Security Pass | Retain current only | Destroy | |
J60 | Security policy covering the correct handling and safekeeping of Disclosure Information in line with Access NI Code of Practice (See also GMGR Section L1) | See GMGR Section J39 | Access NI Code of Practice | Destroy |
J61 | Stock Control reports
Stock Orders and Non Stock Orders |
two years following the end of the financial year to which they relate | Destroy | |
J62 | Stores records - major (stores ledgers etc) | six years following the end of the financial year to which they relate | Destroy | |
J63 | Stores records - minor (requisitions, issue notes, transfer vouchers, goods received, books etc) | two years following the end of the financial year to which they relate | Destroy | |
J64 | Supplies records - minor (for example, invitations to tender and inadmissible tenders, routine papers relating to catering and demands for furniture, equipment, stationery and other supplies) | two years following the end of the financial year to which they relate | Destroy | |
J65 | Training evaluation - general feedback provided at the end of training by the trainee | two years | Destroy | |
J66 | Training materials - manuals, videos, photographs created for the purposes of training clinical staff | Retained for as long as required for training purposes | Destroy | |
J67 | Training Plans | two years | Destroy | |
J68 | Trust documents without permanent relevance/not otherwise mentioned | six years | Destroy | |
J69 | Unpublished material of the history of the Organisation or its predecessors, the organisation and procedures. | 10 years - Normal Review Process | ||
J70 | Hospital (trust) services i.e. service that the Trust provides e.g. catering, hotel services. | 10 years | Destroy |