data retention guide policy data retention v1.3.pdfpolicies and procedures, so it should be clear...
TRANSCRIPT
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BISHOPS’CONFERENCEOFSCOTLAND
DATARETENTIONGUIDE
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1
TableofContents
Introduction.............................................................................................................................21
WhyHaveARecordsRetentionSchedule?.............................................................................22
HowtoUseTheRetentionSchedule.......................................................................................33
ImportantNotesforConsideration.........................................................................................34
LegislativeFrameworkandRationale......................................................................................45
Concepts..................................................................................................................................66
DocumentControl
Title Basic Guide to Data Protection
Preparedby Donna Maguire
ApprovedBy Monsignor Hugh Canon Bradley
DateofApproval 09 May 2018
VersionNumber 1.3
ReviewFrequency Every 3 years
NextReviewDate March 2021
StatusControlVersion Date Status Preparedby ReasonforAmendment
1.3 9/5/18 Complete DMM
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2
INTRODUCTION1
1.1
TheDataRetentionScheduledetailstherecommendedretentionperiodsforrecordscreatedorreceivedbytheBishops’ConferenceofScotland(BCOS)anditsagencies.Thisisinlinewithbusinessneeds,legislative,statutoryandregulatoryrequirementsandCanonLaw.TheSchedulerelatestoallrecords,regardlessoftheirformat(paperordigital).
1.2
Someoftheretentionperiodsarelaiddownbystatutewhileothersareguidelineswhichfollowbestpracticeorareinlinewithbusinessneed.Everyefforthasbeenmadetoensurethattheretentionperiodsarecompliantwiththelegislativeframeworkwithinwhichweoperate.
WHYHAVEARECORDSRETENTIONSCHEDULE?2
2.1
Everyorganisationrequirestofollowpolicyguidanceonhowlongitwillretainrecords,sothat:
• recordsarekeptordestroyedconsistently,ratherthanrelyingonthebestguessofstaff
• recordsarekeptforaslongasnecessarytomeetstatutory,regulatoryandbusinessrequirements
• resourcesarenotwastedonstoringrecordslongerthannecessary• anyrisksarisingfromholdingdocumentsandinformationaremanaged• theorganisationcanconfidentlyaccountforwhichrecordsarenolongerheld(for
example,inresponsetoaSubjectAccessRequest)• staffworkingwithrecordsunderstandtheirresponsibilitiesandaregivenclear
informationaboutwhenandhowtodestroyrecords.
Thisisjustasimportantfordigitalrecordsasforpaper.
2.2
Thereisnotaclearlegalrequirementsettingouttheretentionrequirementsformostrecords.Infact,veryfewrecordtypesaregovernedbystatutoryretentionperiods.Inmostcases,inordertoarriveatanappropriateretentionperiod,itisnecessarytoconsiderhowlongadocumentremainsusefulandthentobalancethatagainstthecostandriskofkeepingit.
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3
HOWTOUSETHERETENTIONSCHEDULE3
3.1
TheschedulehasbeendevelopedtomeettheanticipatedneedsofBCOSandallitsagencypoliciesandprocedures,soitshouldbeclearwhichsectionyouneedtorefertoforguidanceondataretentionanddisposal.Ifitisunclear,afreetextsearchcanbeperformedtolocatetherelevantdocuments.
3.2
Thelistisnotexhaustiveso,ifyouhaveanyrecordsaboutwhichyouareunsure,pleasecontacttheArchivesofficesothatthelistcanbeupdatedtoreflectyourrequirements.
3.3
Therearegenerallythreeprocedurestofollowwithregardstothedisposalofyourrecordsoncetheyhavereachedtheendoftheirrecommendedretentionperiod:
• ConfidentialDestruction:Iftherecordsarenolongerrequiredforbusinesspurposesandhavebeenretainedfortherecommendedretentionperiod,inlinewithanylegislativeorstatutoryobligations,theyshouldbeconfidentiallydestroyed/deleted,inlinewiththeDisposalactionlistedintheSchedule.
• ArchivalValue:Allrecordsthatareofpotentialhistoricalvalueshouldbetransferredforpermanentpreservationoncetheiradministrativeuseisconcluded.
• RetainforOperationalPurposes:Insomecasesrecordswillneedtoberetainedforlong-termoperationalpurposes.Ownersoftherecordsshouldensurethattheseremainaccessibleforaslongasrequiredandaremanagedappropriatelythroughouttheirlifecycle.
IMPORTANTNOTESFORCONSIDERATION4
4.1
Ifyouonlyhaveaconvenience/workingcopyofadocument,anddidnotcreateorhaveresponsibilityforit,thenyoumaydestroyitassoonasyounolongerrequireitforadministrativepurposes.
4.2
Iflitigationisongoing,somerecordsmayneedtoberetainedforlongerthanisspecifiedwithinthescheduletosupportanylitigationprocess.Furthermore,ifrecordsaresubjecttoacurrentDataProtectionrequest,theymustberetainedfor40daysaftertherequesthasbeenfulfilled.
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4
LEGISLATIVEFRAMEWORKANDRATIONALE5
5.1
WhilstmostoftherecordsgeneratedandheldbyBCOSareretainedinlinewithbusinessrequirements,someareretainedinlinewithLegislativeandStatutoryrecordkeepingobligations,whilesomewillbekeptinlinewithCanonLaw.ThesearespecifiedintheRationalecolumnintheRetentionSchedule.
5.2
ListofLegislativeandStatutoryRegulations:• TheReportingofInjuries,DiseasesandDangerousOccurrences(Amendment)
Regulations2012• TheControlofAsbestosRegulations2012• EqualityAct2010• RegulatoryReform(FireSafety)Order2005• ManagementofHealthandSafetyatWorkRegulations1999• AuditCommissionAct1998• DataProtectionAct1998• TheGasSafety(InstallationandUse)Regulations1998• TheValueAddedTaxRegulations1995• TheReportingofInjuries,DiseasesandDangerousOccurrencesRegulations1995• ValueAddedTaxAct1994• EnvironmentalProtection(DutyofCare)Regulations1991• HealthandSafetyatWorketc.Act1974• PrescriptionandLimitation(Scotland)Act1973• TaxesManagementAct1970• PaymentCardIndustryDataSecurityStandard• CompaniesAct1985,1989• OrganisationofWorkingTimeAct1997• TheProtectionofEmploymentAct1977• ParentalLeaveAct1998• Carer’sLeaveAct2001
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5
5.3
ThereareseveralCanonlawstatutesthatcouldbeappliedtotheuseandthekeepingofrecordswithinthechurch.ThemostappropriateforGDPRare:
Can.220 Noonemayunlawfullyharmthegoodreputationwhichapersonenjoysorviolatetherightofeverypersontoprotecthisorherprivacy.
Can.487 §2Personsconcernedhavetherighttoreceive,personallyorbyproxy,anauthenticwrittenorphotostatcopyofdocumentswhichareoftheirnaturepublicandwhichconcerntheirownpersonalstatus,
Can.489 §1Inthediocesancuriathereisalsotobeasecretarchive,oratleastintheordinary archive there is to bea safe or cabinet,which is securely closedandbolted,andwhichcannotberemoved.Inthisarchivedocumentswhicharetobekeptundersecrecyaretobemostcarefullyguarded.
§2Eachyeardocumentsofcriminalcasesconcerningmoralmattersaretobe destroyed whenever the guilty parties have died, or ten years haveelapsed since a condemnatory sentence concluded the affair. A shortsummaryofthefactsistobekept,togetherwiththetextofthedefinitivejudgement.
Can.1284 §1 All administrators are to preform their duties with the diligence of agoodhouseholder.
§2Thereforetheymust:
1º bevigilant thatnogoodsplaced in theircare inanywayperishorsufferdamage;tothisendtheyare,toextentnecessary,toarrangeinsurancecontracts;
2º ensurethattheownershipofecclesiasticalgoods issafeguarded inwayswhicharevalidincivillaw;
3º observetheprovisionsofcanonandcivillaw,andthestipulationsofthe founder or donor or lawful authority; they are to take specialcare that damage will not be suffered by the church through thenon-observanceofthecivillaw;
9º keep in order and preserve in convenient and suitable archive thedocuments and records establishing the rights of the church orinstitutetoitsgoods;whereconvenientlypossible,authenticcopiesmustbeplacedinthecurialarchives.
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6
CONCEPTS6
6.1
Archival/HistoricalValue:Arecordorseriesofrecordsmayhaveanenduring(socialorcultural)valuebeyondthebusinessrequirementthatcreatedthem.Theserecordsmaydetailtheimportanthistoricalbackgroundtoanorganisationortheareathatitrepresents,ortohistoricallysignificanteventsorpeople,andprovisionshouldbemadefortheirpermanentpreservation.
6.2
BusinessRequirements:WherethereisnospecificStatutoryorRegulatoryretentionperiodforarecordseries,thejustificationfortheretentionperiodis‘BusinessRequirements’.Thisisawide-rangingtermthatwilltendtoreflectcommonorbestpractice.ReasonsfortheretentionrecommendationshereincludeInformationAudits,RiskAnalysisandthepotentialapplicationofPrescriptionandLimitationincaseoflegalchallenge,orprecedentfromnon-statutoryguidance.
6.3
Destruction:meansthedisposalofrecordsthroughincineration,pulping,shredding,deletionoranothermethodsothatitisimpossibletoreconstructtheoriginalrecords.Forpaper,thatislikelytoentailtheuseofanin-houseshredderoroutsourcedconfidentialwastecontractors.Fordigitalrecords,destructionshouldapplytoallcopiesofarecord/file/document.Simpledeletionfromanetworkdoesnotmeanthatadocumentisirrecoverableandtherearetechnicalsolutionstoensuretotalremoval/deletionofelectronicrecordswherethisisconsideredcritical.
6.4
Back-ups:Documentsmayhavebeendeletedfromthemainnetworkbutmaystillresideinlocalcomputersorinback-ups.YourofficeBack-upRetentionPolicymustbereviewedtoprovideforthiseventuality.
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage1
RECORDType RetentionPeriod DisposalAction Rationale Note
AccountingandFinance
AccountsPayableInvoices 6years ConfidentialDestruction Statutory VATAct1994AccountsPayableLedgers 6years ConfidentialDestruction Statutory VATAct1994AccountsReceivableLedgers 6years ConfidentialDestruction Statutory CompaniesAct1985,1998CreditCard-Statements/Chargeslips 6years ConfidentialDestruction Statutory PaymentCardIndustryData
SecurityStandardTuitionCollection-Reports/Statements 3years ConfidentialDestruction Statutory VATAct1995;Taxes
ManagementAct1970ParishCollection-Countssheets/SealedBaglogsheets/FundraisingCountssheets
5years ConfidentialDestruction Statutory CompaniesAct1985,1998
Invoices/Paidbills;MajorBuildingConstruction Permanent TransfertoArchive HistoricalValue VATAct1995;TaxesManagementAct1970
Invoices/Paidbills;GeneralAccounts 6years ConfidentialDestruction Statutory VATAct1995;TaxesManagementAct1970CashBook 6years ConfidentialDestruction Statutory
CashJournals 6years ConfidentialDestruction StatutoryCashJournal;ReceiptsonOfferings/Pledges 6years ConfidentialDestruction StatutoryDepreciationRecords Permanent TransfertoArchive HistoricalValuePettyCashVouchers;ReconciliationReports 3years ConfidentialDestruction StatutoryReceipts 3years ConfidentialDestruction StatutoryMortgagePayments;LoanStatements 6years ConfidentialDestruction StatutoryBankingRecordsBankDeposits;Slips 6years ConfidentialDestruction Statutory VATAct1994;Taxes
ManagementAct1970BankStatements;Reconciliations 6years ConfidentialDestruction Statutory CompaniesAct1985,1998CentralFundStatements(Savings/Loans) 6years ConfidentialDestruction Statutory VATAct1994;Taxes
ManagementAct1972CancelledCheques(general) 6years ConfidentialDestruction Statutory VATAct1994;Taxes
ManagementAct1973CancelledCheques(importantpayments) Permanent TransfertoArchive HistoricalValueFinanceCommitteeMeetingminutes Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage2
RECORDType RetentionPeriod DisposalAction Rationale Note
ChequesRegister/Stubs 6years ConfidentialDestruction Statutory VATAct1994;TaxesManagementAct1973
GeneralRecordsExternalAuditReports Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998InternalFinancialReview/Reports Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998BalanceSheets(annual) Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998Balancesheets(monthly/quarterly) 1year ConfidentialDestruction Statutory CompaniesAct1985,1998Budgets(approved/revised) 2years ConfidentialDestruction Businessneeds CompaniesAct1985,1998FinancialReports;IncomeStatements(annual) Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998FinancialReports(monthly) 1year ConfidentialDestruction Statutory CompaniesAct1985,1998InvestmentBonds(cancelled) DateofCancellation+6
yearsConfidentialDestruction Statutory CompaniesAct1985,1998
PooledInvestmentsReports 6years ConfidentialDestruction Statutory CompaniesAct1985,1998CertificatesofDeposit(cancelled) 3yearsafterRedemption ConfidentialDestruction Statutory CompaniesAct1985,1998LetterofCredit 6years ConfidentialDestruction Statutory CompaniesAct1985,1998MortgageRecords Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998SecuritiesSales 6years ConfidentialDestruction Statutory CompaniesAct1985,1998StockInvestments 6yearsafterSale ConfidentialDestruction Statutory CompaniesAct1985,1998
OtherFinancialRecords
GeneralLedger/Annual Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998Journals(generalandspecificfunds) Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998JournalEntrySheets 6years ConfidentialDestruction Statutory CompaniesAct1985,1998ChartofAccounts 1year ConfidentialDestruction Statutory CompaniesAct1985,1998Year-endTrialBalanceReport Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998Ledgers(subsidiary) 6years ConfidentialDestruction Statutory CompaniesAct1985,1998PledgeRegisters/Ledgers 6years ConfidentialDestruction Statutory CompaniesAct1985,1998PermanentlyRestrictedGiftDocuments Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998TemporarilyRestrictedGiftDocuments 6yearsafterMeeting
RestrictionsConfidentialDestruction Businessneeds
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage3
RECORDType RetentionPeriod DisposalAction Rationale Note
AdministrativeRecords(corporationsole/parish)
AnnualReportstotheBishops(StatusAnimarum) Permanent TransfertoArchive HistoricalValueAnnualFinancialReports Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998ArticlesofIncorporationandBylaws Permanent TransfertoArchive HistoricalValueBequests;EstateEecords(e.g.wills) Permanent TransfertoArchive HistoricalValueBoard/Committee(minutes) Permanent TransfertoArchive HistoricalValue CompaniesAct1985,1998Censusrecords Permanent TransfertoArchive HistoricalValueCorrespondence-Official(regardingdiocesan/parishpolicies;directives)
Permanent TransfertoArchive HistoricalValue
Correspondence,routine Review/destroybiannually TransfertoArchive HistoricalValueDirectivesIssuedbyDecree Permanent TransfertoArchive HistoricalValueEndowmentdecrees Permanent TransfertoArchive HistoricalValueFinanceCouncilminutes Permanent TransfertoArchive HistoricalValueHistoricalrecords(newspaperclippings,photos,etc.,regardinghistoryofdiocese/parish)
Permanent TransfertoArchive HistoricalValue
Inventories(property/equipment Permanent TransfertoArchive HistoricalValue orretainuntilsupersededLeases(anytype) 6yearsafterexpirationof
leasetermConfidentialDestruction BusinessNeeds
LiturgicalMinistersSchedules(alterservices;Lectors;Eucharisticministers,etc.)
Retainuntilsuperseded TransfertoArchive HistoricalValue
MassIntentionRecords 2years ConfidentialDestruction BusinessNeedsOfficesFiles Selectiveretention:review
andretainonlythosethatdocumentdiocesan/parishadministrationandofficialactivity
TransfertoArchive HistoricalValue
OrganizationalRecords-Diocese/Parish(minutes;correspondence;publications;etc.)
Permanent TransfertoArchive HistoricalValue
PastoralCouncilConstitutions Retainuntilsuperseded TransfertoArchive HistoricalValuePastoralCouncilminutes Permanent TransfertoArchive HistoricalValue
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage4
RECORDType RetentionPeriod DisposalAction Rationale Note
PriestPersonalBoardMinutes Permanent TransfertoArchive HistoricalValuePhotographs(relatingtochurchhistory) Permanent TransfertoArchive HistoricalValuePolicyStatements;PolicyManuals;EmployeeHandbooks
Permanent TransfertoArchive HistoricalValue
ReligiousEducationReports Permanent TransfertoArchive HistoricalValueRostersofParishioners/ParishDirectories Permanent TransfertoArchive HistoricalValueWillS;Testaments;Codicils Permanent TransfertoArchive HistoricalValueCemeteryRecordsAnnualReport Permanent TransfertoArchive HistoricalValueBoardMinutes Permanent TransfertoArchive HistoricalValueBurialCards/Records(recordoftheinterred:name;dateofburial;andrelatedinformation)
Permanent TransfertoArchive HistoricalValue
BurialLicense Permanent TransfertoArchive HistoricalValueCorrespondence SelectiveRetention(retainif
recordshavehistorical,legalorfiscalvalue)
TransfertoArchive HistoricalValue
GeneralLedger Permanent TransfertoArchive HistoricalValuePerpetualCareRecords Permanent TransfertoArchive HistoricalValueFinancialStatement(incomestatement;balancesheet)
Permanent TransfertoArchive HistoricalValue
MapsofLots/Burials Permanent TransfertoArchive HistoricalValue
ConfidentialCanonicalFiles(ArchiveSecretum-Canon489)
Allfiles Permanent/10years TransfertoArchive HistoricalValue Canon489-2ContractsandRelatedRecordsContractsRelated/Records 6yearsafterfinal
performanceunderthecontract
ConfidentialDestruction Statutory CompaniesAct1985,1998
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage5
RECORDType RetentionPeriod DisposalAction Rationale Note
CorrespondenceandInternalMemoranda
CorrespondenceormemorandarelatedtodocumentsenumeratedintheSchedule
Sametimeperiodasspecifiedfortheunderlyingrecords
ConfidentialDestruction BusinessNeeds
CorrespondenceorMemorandahavingnosignificantorlastingconsequences(suchasroutinelettersornote,letterormemorandaforwhichnoacknowledgementorfollowuparenecessary)
1year ConfidentialDestruction BusinessNeeds
Correspondenceormemorandapertainingtonon-routinematters,orhavinglastingorsignificantconsequences(suchaslettersexplainingdiocesanpolicy)
5years(orpermanentifdeemedofhistoricalvalue)
ConfidentialDestruction Statutory PrescriptionandLimitations(Scotland)Act1974
EmailsEmails(storedontheserver) Six(6)monthsfromdateof
creationoftheemailmessage(subjecttolongerperiodasdirectedbyBishopsforcompellingreason,includingbutnotlimitedto,needtopreserverecordsforlongerperiodduetopendinglitigationsorhistoricalvalue)
ConfidentialDestruction BusinessNeeds
Emails(containingmaterialthatfallswithinoneofthelongerretentionperiodsinthispolicy)
Saveemailsoutsideemailsysteminsubject/projectfile(donotprintemails)
TransfertoArchive HistoricalValue
EphemeralCorrespondence(personalemail,requestsforrecommendationsorreview,emailsrelatedtodaytodayoperationandministry)
Retainuntilread,thendelete
ConfidentialDestruction BusinessNeeds
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage6
RECORDType RetentionPeriod DisposalAction Rationale Note
InsuranceRecordsInsurancePolicies-active Permanent TransfertoArchive HistoricalValueInsurancePolicies-cancelled Permanent TransfertoArchive HistoricalValueWorkersCompensationClaimsfiles 20yearsaftercloseof
matterConfidentialDestruction Statutory CompaniesAct1985,1998
Liabilityclaim 10yearsaftersettlementorlastcorrespondencewithclaimant
ConfidentialDestruction Statutory CompaniesAct1985,1998
LegalFilesandPapers
Legal(correspondence) 10years(unlessofHistoricalValue)
ConfidentialDestruction BusinessNeeds
Legal(opinion/memorandum) 10years(unlessofHistoricalValue)
ConfidentialDestruction BusinessNeeds
TrustsDocuments Datesuperseded+10years ConfidentialDestruction BusinessNeeds
RealEstateclaims 21years(unlessofHistoricalValue)
ConfidentialDestruction BusinessNeeds
MiscellaneousPolicies/ProceduresManuals Permanent TransfertoArchive HistoricalValue atleastOneCopy
PayrollRecords
PayrollJournals 6years ConfidentialDestruction Statutory TaxesManagementAct1970;PrescriptionandLimitation(Scotland)Act1973
PayrollRegisters;SummaryScheduleofearnings;Deductions;Accruedleave
6years ConfidentialDestruction Statutory TaxesManagementAct1970;PrescriptionandLimitation(Scotland)Act1973
Payroll/EarningsRecords(timesheets;payrollreports;payrolldeductionauthorizations)
EndofEmployment+6years ConfidentialDestruction Statutory TaxesManagementAct1970;PrescriptionandLimitation(Scotland)Act1973
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage7
RECORDType RetentionPeriod DisposalAction Rationale Note
PensionRecords/SupportingEmployeeData(maintainedbyPlanAdministrator)PensionRecords/VestingFiles LifetimeofPlan ConfidentialDestruction BusinessNeedsRetirementBenefitsRecords LifetimeofPlan ConfidentialDestruction BusinessNeedsPensionPaymentRecords LifetimeofPlan ConfidentialDestruction BusinessNeeds
PersonnelRecords(Clergy;Religious;Seminarians)
IncardinatedClergyandNon-IncardinatedExternsandReligiousApplicationsforSeminary Untildateofdeathor
permanentifofhistoricalvalue
TransfertoArchive HistoricalValue
UnsuccessfulCandidateApplicationsforSeminary 1year ConfidentialDestruction BusinessNeeds IncaseofanydiscriminationchallengeSacramentalDocuments Permanent TransfertoArchive HistoricalValue
RecordsConcerningFitnessforDuty Permanent TransfertoArchive HistoricalValueSummaryRegardingAssignments/Appointments Permanent TransfertoArchive BusinessNeedsBackgroundScreeningDocuments Permanentifsuccessful TransfertoArchive BusinessNeedsWillsandFuneralWishes Permanent TransfertoArchive HistoricalValueStatementsofgoodstandingfromBishop/Eparch(ifapplicable)
Permanent TransfertoArchive HistoricalValue
LetterGrantingFaculties Permanent TransfertoArchive HistoricalValueSeminaryRecords Permanent TransfertoArchive HistoricalValueCorrespondence Permanent TransfertoArchive HistoricalValueRecordsRegarding:complaints;misconduct(ifapplicable)
Untildateofdeathortenyearsaftercondemnatorysentence,ifapplicable
ConfidentialDestruction BusinessNeeds
SummaryofAllegationsofmisconductandConclusionsofInvestigations(ifapplicable)
Permanent TransfertoArchive HistoricalValue
MedicalRecords Untildateofdeath(orreturntothelaystate)
ConfidentialDestruction BusinessNeeds
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage8
RECORDType RetentionPeriod DisposalAction Rationale Note
Seminarians/PermanentDeaconCandidates
PersonnelFile(includingconfidentialmedicalandpersonalinformationandcanonical/sacramentalsub-files)
Untilordination-thenmaintainandfollowscheduleforincardinatedclergy;Ifnotordainedbyreasonofdeathoftheindividual-7years;Ifnotordainedbyreasonofvoluntaryorinvoluntarydeparturefromtheprogram,documents(orasummary)relatedtothereasonsforthedeparturefromtheprogramaretobemaintainedpermanently.Allothermaterialscontainedinthepersonnelfilearetoretainedfor7years
TransfertoArchive HistoricalValue
RecordsofApplicantsforSeminarywhoseapplicationswererejectedorwerewithdrawnbeforeenrolmentinseminary
Dateofapplication+2years ConfidentialDestruction
PersonnelRecords(LayEmployees)RECRUITMENTApplicationforms/CVs/interviewnotesforunsuccessfulcandidates
1year ConfidentialDestruction RecommendedRetention-incaseofanydiscriminationchallenge
BusinessLink-www.businesslink.gov.uk("Keeptherightstaffrecords")
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage9
RECORDType RetentionPeriod DisposalAction Rationale Note
DocumentationprovingrighttoworkintheUK(passport,birthcert,NIetc)forunsuccessfulcandidates
Oncesuccessfulcandidatehasbeenappointed,destroyanydocumentsrelatingtorighttowork
ConfidentialDestruction Statutory-From25May2018GDPRDocumentstoberetainedfornolongerthanisnecessary
PERSONALDETAILSDocumentationprovingrighttoworkintheUK(passport,birthcert,NIetc)
Relevantdocumentationtoberetainedthroughouttheperiodforwhichyouareemployingtheperson,andforatleasttwoyearsaftertheyhaveleft
ConfidentialDestruction Statutory–TheImmigrationServicecanexamineourrighttodefenceiftheydetectanyoneworkingillegally
BusinessLink-www.businesslink.gov.uk(“EnsuringyourworkersareeligibletoworkintheUK”)
ApplicationForm(s) Termofemployment+6years
ConfidentialDestruction Recommendedretention–BasedonCIPDbestPractice
“Retentionofpersonnelandotherrelatedrecords”–CIPD
Letter(s)ofAppointment Termofemployment+6years
ConfidentialDestruction Recommendedretention–BasedonCIPDbestPractice
“Retentionofpersonnelandotherrelatedrecords”–CIPD
Contract(s) Termofemployment+6yearas
ConfidentialDestruction Recommendedretention–BasedonCIPDbestPractice
“Retentionofpersonnelandotherrelatedrecords”–CIPD
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage10
RECORDType RetentionPeriod DisposalAction Rationale Note
ChangeofAddressDetails Termofemployment+6years
ConfidentialDestruction Statutory–From25May2018GDPR–EmployeeRecordCheckcompletedwhenthereisachangeandallemployeesaskedtocompleteanewformonanannualbasistoensuredetailsareup-to-date
PreviousServiceDocumentation Termofemployment+6years
ConfidentialDestruction Recommendedretention–BasedonCIPDbestPractice
“Retentionofpersonnelandotherrelatedrecords”–CIPD
Qualifications Termofemployment+6years
ConfidentialDestruction Recommendedretention–ManagementDecision
WORKINGDETAILSChangestoWorkingPatterns Termofemployment+6
yearsConfidentialDestruction Recommended
retention–ManagementdecisionbasedonCIPDbestpracticeandWorkingTime
“Retentionofpersonnelandotherrelatedrecords”–CIPD
WorkingTimeRegulations Termofemployment+6 ConfidentialDestruction Recommendedretention–BasedonCIPDbestPractice
“Retentionofpersonnelandotherrelatedrecords”–CIPD
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage11
RECORDType RetentionPeriod DisposalAction Rationale Note
SMPrecords,calculationsandcertificates(includingMATB1s)orothermedicalevidence
Currentyearplus3yearsafterthetaxyearinwhichthematernityperiodends
ConfidentialDestruction Statutory–StatutoryMaternityPay(General)Regulations1986&TaxesManagementAct1970
StatutoryPaternityPay(includingMATB1s)orothermedicalevidence
Currentyearplus3yearsafterthetaxyearinwhichthePaternityperiodends
ConfidentialDestruction Statutory–TaxesManagementAct1970
AdoptionLeave Currentyearplus3yearsafterthetaxyearinwhichtheAdoptionperiodends
ConfidentialDestruction Statutory–TaxesManagementAct1970
ParentalLeave 18yearsfrombirthofchild ConfidentialDestruction Statutory–TaxesManagementAct1970
BusinessLink-www.businesslink.gov.uk("Keeptherightstaffrecords")
StatutorySickPayrecords,calculations,certificatesandself-certificates
Termofemployment+6 ConfidentialDestruction Recommendedretention-incaseofanydisabilitydiscriminationclaim
FlexibleWorkingRequests Currentrequest–permanentlyPreviousrequests–currentyearplus5years
ConfidentialDestruction Recommendedretention–ManagementdecisionbasedonrighttoapplyyearlyunderWork&FamiliesAct
UnpaidLeave/SpecialLeaveRequest Currentyearplus5years ConfidentialDestruction Statutory–StatutorySickPay(General)Regulations1986
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage12
RECORDType RetentionPeriod DisposalAction Rationale Note
Mortgage/FinancialRequests 6Months ConfidentialDestruction Recommendedretention–ManagementdecisionbasedonVATregulations
FINANICIALDETAILS
Wage/salaryrecords(alsoworkinghoursandholidays)
termofemployment+6years
ConfidentialDestruction Recommendedretention–CIPDBestPractice
Responsibilitypayments 6yearsaftertheendofthetaxyearwhichthepaymentswerereceived
ConfidentialDestruction Statutory–TaxesManagementAct1970
Temporarypositions 6yearsaftertheendofthetaxyearwhichthepaymentswerereceived
ConfidentialDestruction Recommendedretention–ManagementdecisiontobePensionDetails 12years TransfertoArchive Statutory
DeathBenefit Permanently TransfertoArchive Recommendedretention–Managementdecision
PensionBenefitNominationForms Permanently ConfidentialDestruction Recommendedretention–Managementdecision
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage13
RECORDType RetentionPeriod DisposalAction Rationale Note
MEDICALINFORMATION*DependsontheabsencelevelsoftheemployeesandthecomplexityofthecaseReturntoWorkInterview 3yearsfromthelastdateof
interview*ConfidentialDestruction Recommended
retention–Managementdecision
Follow-upInterview(s) 3yearsfromthelastdateofinterview*
ConfidentialDestruction Recommendedretention–Managementdecision
AdvisoryWarning 3yearsfromthelastdateofinterview*
ConfidentialDestruction Recommendedretention–Managementdecision
MedicalCertificate 3yearsaftertheendofthetaxyearinwhichthesickpayperiodends*
ConfidentialDestruction Recommendedretention–CIPDBestPractice
“Retentionofpersonnelandotherrelatedrecords”-CIPD
MedicalCertificatesrelationtoIndustrialInjury Permanently TransfertoArchive Recommendedretention–Managementdecision
OHSAppointments Destroyoncereportreceived ConfidentialDestruction Recommendedretention–Managementdecision
*OHSReports HealthSurveillance(HAVSScreeningProgrammes–PermanentlyGeneralreports–5years
ConfidentialDestruction Recommendedretention–Managementdecision
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage14
RECORDType RetentionPeriod DisposalAction Rationale Note
DISCIPLINARYINFORMATIONWrittenWarning Expungedasperdisciplinary
procedure.Retainedinfileforinformationpurposesonly
ConfidentialDestruction Recommendedretention–BCoSPolicy
Suspension(Paid/Unpaid) Expungedasperdisciplinaryprocedure.Retainedinfileforinformationpurposesonly
ConfidentialDestruction Recommendedretention–BCoSPolicy
FinalWrittenWarning Expungedasperdisciplinaryprocedure.Retainedinfileforinformationpurposesonly
ConfidentialDestruction Recommendedretention–BCoSPolicy
LetterofDismissal 6years,inlinewithpolicyrelatingtoLeaversfiles
ConfidentialDestruction Recommendedretention–Managementdecision
TRAININGINFORMATIONRequestforTrainingCourses Untilsupersededby
attendanceConfidentialDestruction Recommended
retention–Managementdecision
TrainingCourseAttended Termofemployment+6years
ConfidentialDestruction Recommendedretention–Managementdecision
ExpensesforAttendanceatCourse 6yearsaftertheendofthetaxyearwhichtheexpenseswerereceived
ConfidentialDestruction Statutory–TaxesManagementAct1970
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage15
RECORDType RetentionPeriod DisposalAction Rationale Note
ANYOTHERINFORMATION
JuryDuty 6yearsaftertheendofthetaxyearwhichtheexpenseswerereceived
Statutory–TaxesManagementAct1970
TimeoffforTradeUnionDuties 5years Recommendedretention–Managementdecision
ThirdPartyClaims 6years Statutory–TaxesManagementAct1970
Health&SafetyAssessments(includingworkstationassessments)
Permanently Recommendedretention–Managementdecision
LEAVERS
Termination/Leavers/Retirementpaperwork 6years ConfidentialDestruction Recommendedretention–ManagementdecisionasnostatutoryguidancebasedonCIPDbestpractice.PensionRegulations
CIPDguidelinesadviseleaver'sfileshouldbekeptfor6yearsfollowingtheemployee’sterminationdate.
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage16
RECORDType RetentionPeriod DisposalAction Rationale Note
Referencesissuedtoprospectiveemployers 6months ConfidentialDestruction Recommendedretention–ManagementdecisionbasedDataProtectionandEmploymentPracticeCode
References(postemployment)e.grentalapplication
6months ConfidentialDestruction Statutory–DataProtection–EmploymentPracticeCode
RighttoWorkintheUK 2years ConfidentialDestruction Statutory–Asylum&NationalityAct2006
Property/PhysicalPlantRecordsArchitecturalRecords;Blueprints;BuildingDesigns;Specifications
Retainuntilpropertyissold,oriftheyhavehistoricalvalue
TransfertoArchive HistoricalValue
ArchitecturalDrawings Retainuntilpropertyissold,oriftheyhavehistoricalvalue
TransfertoArchive HistoricalValue
Deeds/SupportingFiles Retainuntilpropertyissold ConfidentialDestruction BusinessNeedsMortgageDocuments Retainuntil3yearsafter
mortgageispaidinfullConfidentialDestruction BusinessNeeds
PropertyAppraisals Retainuntilpropertyissold ConfidentialDestruction BusinessNeedsRealEstateSurveys/Plots/Plans Retain21yearsafter
propertyissoldConfidentialDestruction BusinessNeeds
TitleSearchPapers/Certificates datefileclosed+12years ConfidentialDestruction Statutory PrescriptionandLimitation(Scotland)Act1973
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage17
RECORDType RetentionPeriod DisposalAction Rationale Note
Publications
AnniversaryBooks Permanent TransfertoArchive HistoricalValue atleastOneCopyAnnualReportstothediocese/parish Permanent TransfertoArchive HistoricalValueNational/DiocesanDirectories Permanent TransfertoArchive HistoricalValue atleastOneCopyMagazines;Newspapers;Newslettersofthediocese/parishoraffiliatedorganisations
Permanent TransfertoArchive HistoricalValue atleastOneCopy
ParishDirectories Permanent TransfertoArchive HistoricalValue
ParishBulletins Permanent TransfertoArchive HistoricalValue
SacramentalRecords
BaptismRegister Permanent TransfertoArchive HistoricalValueFirstCommunionRegister Permanent TransfertoArchive HistoricalValueCatechumenRegister(ifinusebytheparish) Permanent TransfertoArchive HistoricalValueConfirmationRegister Permanent TransfertoArchive HistoricalValueBookoftheElect Permanent TransfertoArchive HistoricalValueMarriageRegister Permanent TransfertoArchive HistoricalValueMarriagePreparationRecords;MarriageEnvelopes
Permanent TransfertoArchive HistoricalValue
SickCallRegister Permanent TransfertoArchive HistoricalValueDeathRegister Permanent TransfertoArchive HistoricalValue
SafeEnvironmentRecords(Safeguarding)
Recordsconcerningongoingemployeesandvolunteersatparish,schools,orotherchurchentities
Permanent TransfertoArchive HistoricalValue
RecordsconcerningclergyorreligiousassignedtoanyChurchworkplace
Permanent TransfertoArchive HistoricalValue
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage18
RECORDType RetentionPeriod DisposalAction Rationale Note
SafetyandEnvironmentalRecordsAccident/InjuryReports 6yearsfromendofyearin
whichoccurrencetookplaceConfidentialDestruction Statutory TheReportingofInjuries,
DiseasesandDangerousOccurrencesRegulations1995
EnvironmentalTestRecords/Reports Permanent TransfertoArchive HistoricalValueHazardousExposureRecords Permanent TransfertoArchive HistoricalValue ManagementofHealthand
SafetyatWorkRegulations1999
ToxicSubstanceExposureRecords Permanent TransfertoArchive HistoricalValue TheControlofAsbestosRegulations2012=SI2012/632;TheReportingofInjuries,DiseasesandDangerousOccurrences(Amendment)Regulations2012=SI2012/199
ProtectiveEquipment-AsbestosExposure 40yearsafterexposure ConfidentialDestruction Statutory HealthandSafetyatWorketc.Act1974=1974c.37;TheControlofAsbestosRegulations2012=SI2012/632
MaintenanceandTestingFireEquipment 5yearsafterdecommissioningor20yearsafterdecommissioningifthereisahistoryofaccidentsconcerningtheequipment
ConfidentialDestruction Statutory RegulatoryReform(FireSafety)Order2005
MaintenanceandtestingFirePrecautions 5years ConfidentialDestruction Statutory HealthandSafetyatWorketc.Act1974;PrescriptionandLimitation(Scotland)Act1973
FirstAidTraining EndofEmployment+6years ConfidentialDestruction Statutory PrescriptionandLimitation(Scotland)Act1973
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage19
RECORDType RetentionPeriod DisposalAction Rationale Note
SafetyDataSheets(MaterialSafetydataSheets) 30yearsafterdiscontinuationoftheuseofthetoxicsubstance
TransfertoArchive HistoricalValue TheControlofAsbestosRegulations2012;TheReportingofInjuries,DiseasesandDangerousOccurrences(Amendment)Regulations2012;ManagementofHealthand
SchoolDepartment/School-RelatedRecordsAdministrativeRecordsAccreditationFiles Permanent TransfertoArchive HistoricalValueAssessmentMaterials(studenttestingmaterialssuchascompletedexams;forms;reports;andprintedmaterialrelatedtostandardisedtests/assessments)
Finalreports:Permanent;Othermaterials:retainuntilsuperseded
TransfertoArchive HistoricalValue
ClassLists Permanent TransfertoArchive HistoricalValueClassSchedules Retainuntilsupersededby
newscheduleConfidentialDestruction BusinessNeeds
FacultyMeetingMinutes Retainuntilnextaccreditationcycle(or3years,whicheverislater)
TransfertoArchive BusinessNeeds
FieldTripForms/PermissionSlips 3yearsafterdateofevent/trip
ConfidentialDestruction BusinessNeeds
GradeBooks Cum.filereports:Permanent;Yearlygradebooks:1year
ConfidentialDestruction BusinessNeeds
StudentRosters(includinggraduationlists) Permanent TransfertoArchive HistoricalValueHandbooks(faculty;staff;parent;student) Retainuntilupdate(archive
atleast1copypermanently)ConfidentialDestruction BusinessNeeds
Newsletters(toParents;schoolcommunity) Retainuntilnextaccreditationcycle(or3years,whicheverislater)
ConfidentialDestruction BusinessNeeds
Parent-TeacherOrganisationMinutes Permanent TransfertoArchive HistoricalValue
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage20
RECORDType RetentionPeriod DisposalAction Rationale Note
PromotionList Retainuntilsuperseded ConfidentialDestruction BusinessNeedsTeacher'sAttendanceRegister Permanent TransfertoArchive HistoricalValueTextbookInventory Retainuntilsuperseded ConfidentialDestruction BusinessNeedsYearBooks Permanent TransfertoArchive HistoricalValueStudentRecordsAcademicDismissal Permanent TransfertoArchive HistoricalValue recordincumulativefileApplication;Registration;andEnrolmentRecords Retainuntilendofcurrent
schoolyearConfidentialDestruction BusinessNeeds
AttendanceRegisters Permanent TransfertoArchive HistoricalValue
TaxRecords
EmploymentTaxes;Contributions;andPayments-includingtaxeswithheldandFICA
6yearsfromdateoffiling ConfidentialDestruction Statutory TaxesManagementAct1970;PrescriptionandLimitation(Scotland)Act1974
StateTaxExemptionCertificates(income;excise;property;sales/useetc.)
6yearsfromdateoffiling ConfidentialDestruction Statutory TaxesManagementAct1970;PrescriptionandLimitation(Scotland)Act1974
UnemploymentTaxRecords 6yearsfromdateoffiling ConfidentialDestruction Statutory TaxesManagementAct1970;PrescriptionandLimitation(Scotland)Act1974
TribunalRecordsJudicialCases Permanent TransfertoArchive HistoricalValue Permanent,accordingtothe
prescriptsofCanonLaw
AdministrativeandDocumentaryCases Permanent TransfertoArchive HistoricalValue Permanent,accordingtotheprescriptsofCanonLaw
MarriageDispensationsandPermissions Permanent TransfertoArchive HistoricalValue Permanent,accordingtotheprescriptsofCanonLaw
RadicalSanctions Permanent TransfertoArchive HistoricalValue Permanent,accordingtotheprescriptsofCanonLaw
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Bishops'ConferenceofScotlandDataRetentionSchedule
DataRetentionSchedulepage21
RECORDType RetentionPeriod DisposalAction Rationale Note
InformationManagement
DataProtection-recordsofsubjectaccessrequestprocessing
3years ConfidentialDestruction DataProtectionAct1998
DataProtection-recordsofsubjectaccessrequestprocessingwhenappealismadetoICO
6years ConfidentialDestruction DataProtectionAct1998
KnowledgeManagementContactLists none Superseded BusinessNeedsInformationAudit 2years Superseded BusinessNeedsRetentionSchedules Permanent Superseded BusinessNeeds UKNationalArchivesGuidanceListofRecordsDestroyed Permanent TransfertoArchive BusinessNeeds UKNationalArchivesGuidanceRecordsDisposalCertificated Permanent TransfertoArchive BusinessNeeds UKNationalArchivesGuidanceArchiveandMuseumAccessionRegisterCatalogueofallArchivalHoldingDepositorRecords 5yearsafterendoflife ConfidentialDestruction BusinessNeedsLoanstoThirdParties 5yearafterloan ConfidentialDestruction Statutory PrescriptionandLimitations
(Scotland)Act1974VisitorBooks 5years ConfidentialDestruction BusinessNeeds SecurityPurposesCopying/PhotographicOrders;CopyrightForms 3years ConfidentialDestruction Statutory CopyrightAct1988EnvironmentalMonitoring Permanent BusinessNeeds BS5454ProductionofArchives 3years ConfidentialDestruction BusinessNeedsMuseumCatalogue Permanent Archive BusinessNeedsMuseumDevelopmentRecords 3years ReviewforHistoricalValue BusinessNeedsAccreditation-NotificationofRegisteredStatus 3yearswhilstrelevant ConfidentialDestruction BusinessNeedsAccreditation Permanent TransfertoArchive BusinessNeeds
Events/Ceremonial
Formalrecordofevent 3years reviewforhistoricalValue BusinessNeeds retainonesetofrecordsonly-copiestobedestroyedonceRecordsdocumentingtheplanningofevent 3years ConfidentialDestruction BusinessNeeds