07 October Management Suggestions, Departmental Maintaining Files Which of Closure Registered Registered 5.11 Destruction of Registered Containing Codeword Material Preservation a Disposal Registered File Review Life-cycle Life-cycle The Role of the Departmental 5.1.1 In some government departments ultimate decision destroying registered the staff of the Departmental Records Officer Within ofDG Info-Records, who is the delegated authority to business units to review the are not considered preservation. This can be done records cease to have administrative registered containing TOP SECRET Info-Records recommendation Info-Records destroyed. registered unregistered which are identified business unit http://www.defence.mod.uk/drweb/JSP/Chapter..10205.htm consideration preservation Info-Records accordance instructions 8. Certain department Historical Info-Recordsl. preservation is warranted. Info-Records conducts two of registered time of its Files which do preservation are marked for destruction, predetermined into account the recommendation originating 5.1.5 Those files preservation to be made about the historical context of the Files which are selected preservation available to the in line with the Public Records Act registered Info-Records applicable) flexibility efficiently responsibility them in an appropriate outlines the procedures to ensure that an effective maintained preservation, destroyed, administrative appropriate permanent preservation Info-Records. each business unit should consider the appropriate to be needed for administrative historical value business unit guidelines preservation. meets these criteria remember responsibility such files and forward them to DG Info-Records. If correspondence for which another responsibility be forwarded to Info-Records. classified which is to be retained for administrative or historical protective downgraded. 5.2.6 Records which are held electronic consideration than records held Electronic Management facilitate the review of records unit must establish a followed is outlined http://www.defence.mod.ukldrweb/JSP/Chapter..10205.htm Review of Branch Records registered business unit will often significance, others will Schedule will each business unit appropriate and how it should ultimately Info-Records a recommendation preservation, destruction. 5.3.3 As most records held a business unit should be on registered should be the basis categories: consideration Info-Records preservation; preservation need to be administrative contractual purposes); records which have value and will be treated in accordance Establishing Schedule involves considering identifying, a recommendation can then be made about the information held particular Administrative Records These records are values and are after the date of Case Records individuals operational requirement retention. to criminal cases Operational Some records in categories considered preservation. Accommodation substantial administrative low retention however certain documentation, potentially substances on sites or other http://www.defence.mod.uk/drweb/JSP/Chapter..10205.htm Finance Records requirement Health and As well as some requirements that need those records that can have a requirement. Especially to radiation contamination implications as a result of the contamination arise decades after the initial in these cases. Personnel Records The retention entitlement Civilian Staff records are Medical records are individual files to allow for retention. In radiation, retained for at least 25 development legislation, marked for preservation. Scientific, scientific, technological development scientific researchers. whilst others of records are preserved, whilst the supporting infonnation is however their administrative back to the Transaction Records These records record contractor commission particular nature of the transaction, management requirements each of the ofinfonnation need to be considered. Factors to be considered include: Operational requirements. requirements. requirements. requirements. requirements. http://www.defence.mod.uk/drweb/JSP/Chapter..10205.htm expectancy. generated. Sensitivity. Accessibility. recommendation should then be noted in the Schedule. An Unregistered be considered and appropriate recommendations .11 The Branch responsible recommending suitable retention the desk officers who use the files. file and its content. The co-ordinate recommendation recommendation records officer/ desk officer who will ultimately to make a decision about the not have been used officer/desk ultimately Registered with the recommendation and subsequent where this is not the the recommendation can be endorsed with confidence considered predecessor the nature of the 5.3 .14 Where it is not to make a recommendation Recommendation" Such files are not to be Maintaining recommendations will be made information within the recommendation file is closed and recommended Info-Records because it illustrates significant developments subsequent if a file contains information relatively this is also subsequent subsequent increase or importance relation to advise the officer to accordingly. 5.4.3 The revised recommendation will not necessarily of the file were recommended incorrectly, http://www.defence.mod.uk/drweb/JSP/Chapter..10205.htm responsible maintenance incorporation amendments. responsible have access to a As new files officer should whether an initial recommendation the outset significant conversely, that the file is which will need to be retained If so a suitable recommendation can be made. If this is not Disposal Schedule recommendation has Schedule is to be forwarded to DG Info-Records3 to forward details of each amendment but an version, or confirmation should be forwarded of Review and Use of the registered closed and the action to be taken at that time. Registered in the file in accordance with instructions in recommendation has been made appropriate recommendation should file should then responsible completing the remainder of the form. 5.5.3 The desk officer responsible out the review must then consider recommendation at section so the file whether details significant enclosures equivalent) recommendation should be retained for an administrative that the file warrants preservatio