Records disposal schedule: Operations Development
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Last updated: 9 December 2008
Scope
This version of the schedule covers the records generated, received and managed by the records management programme within the Operations Development unit. All other operational records of the unit are managed within the Change Programme and are covered by a separate disposal schedule.
To dispose of administrative records generated by the unit (electronic and paper), staff should refer to the general records disposal schedule: records documenting functions and activities common to most business units. This schedule recommends retention periods for the administrative records which business units create or use in the course of their business.
To implement disposal rules for records managed by the unit (paper or electronic) which are not covered by the above schedules, the Operations Development records officer should be contacted. S/he will liaise with the SRA records manager for the production of an updated version of the schedule to include those records.
Disposal of records
There are only two ways to dispose of records:
- 1. Destroy them or
- 2. Keep them permanently
Records of permanent value should be as a rule transferred to the corporate archives. This is currently located in the Law Society's Library at Chancery Lane.
The provisions of this schedule have been formally approved by James Fradgley, Head of Operations Development.
Date 22 January 2009
The Schedule
Disposal class 1: Managing the corporate records management programme
1.1 Developing policy and procedures
1.1.1
Record type/sub-type
Policy documents Medium/format/storage location
Electronic: group folder and on insight Recommended disposal
Transfer approved versions to TLS Library for permanent retention in corporate archives. Destroy other formats as convenient Statutory retention requirement or best practice
Corporate Archive Policy version 2.0
1.1.3
Record type/sub-type
Corporate file plan Medium/format/storage location
Electronic: group folder Recommended disposal
Destroy 2 years after superseded
1.2 Assessing the value of corporate information
1.2.1
Record type/sub-type
Records audits Medium/format/storage location
Electronic: group folder Recommended disposal
Destroy 2 years after new audit undertaken
1.3 Managing the corporate training programme
1.4 Monitoring the management of unstructured data
1.4.1
Record type/sub-type
Group folders: Lists of folder/sub-folder owners, access logs Medium/format/storage location
Electronic: group folder and on insight Recommended disposal
Destroy as superseded
1.4.2
Record type/sub-type
Mailboxes: E-mail statistics Medium/format/storage location
Electronic: group folder Recommended disposal
Destroy once collated for annual report
1.5 Records disposal planning and implementation
1.5.1
Record type/sub-type
Records disposal schedules Medium/format/storage location
Electronic: group folder; Insight; SRA website Recommended disposal
Retain permanently Statutory retention requirement or best practice
National Archives disposal guidelines: information management records Notes
Location of records for permanent retention not yet agreed
1.6 Records officers group management
1.6.1
Record type/sub-type
Terms of reference Medium/format/storage location
Electronic: group folder and on Insight Recommended disposal
Retain for lifetime of group
1.6.2
Record type/sub-type
Annual report Medium/format/storage location
Electronic: group folder and on Insight Recommended disposal
Destroy 5 years after action completed
1.6.3
Record type/sub-type
Agenda, minutes and papers Medium/format/storage location
Electronic: group folder Recommended disposal
Destroy 5 years after action completed
1.6.4
Record type/sub-type
Membership log Medium/format/storage location
Electronic: group folder and on Insight Recommended disposal
Destroy as superseded
1.7 Information security working group management
1.7.1
Record type/sub-type
Terms of reference Medium/format/storage location
Electronic: group folder and on Insight Recommended disposal
Retain for lifetime of group
1.7.2
Record type/sub-type
Agenda, minutes and papers Medium/format/storage location
Electronic: group folder Recommended disposal
Destroy 5 years after action completed
1.7.3
Record type/sub-type
SRA information security policies: Anti-Fraud and Corruption Policy, information security policy, security classifications policy, vetting policy Medium/format/storage location
Electronic: group folder Recommended disposal
Transfer approved versions to TLS Library for permanent retention in corporate archives. Destroy other formats as convenient Statutory retention requirement or best practice
Corporate Archive Policy v 2.0.
1.8 Liaison with TLS central service providers and LCS
1.8.1
Record type/sub-type
Services provided to: LCS re development of records management policy, information Compliance re corporate DPA and FOI policy and procedures; Midlands Archive, including annual health check; TLS Library re corporate archive policy development. Medium/format/storage location
Electronic: group folder Recommended disposal
Destroy 5 years after action completed Statutory retention requirement or best practice
National Archives disposal guidelines: information management records
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