Business Classification and Records Retention
Records are classified, retained and disposed of in accordance with the Retention Schedule.
Introduction
A Retention Schedule is a document which defines how long each type of record is kept. It also determines what happens to the record at the end of this period, and whether it has been identified as appropriate for long-term preservation. Retention applies to all records, whatever medium the information is held in. A Business Classification Scheme is an important information governance tool. It arranges our work by function and by activity, and helps with the proper management of records created. The Council has developed a joint BCS and Retention Schedule.
Compliance
Our Records Retention Schedule was first adopted in 2014, based on the model retention scheme for local authorities produced by the Scottish Council on Archives. Multiple refreshes and amendments were carried out, and then between 2020 to 2021 the Records Retention Schedule was integrated with our Business Classification Scheme to ensure a consistent structure. It has been refreshed on a regular basis ever since.
The Business Classification Scheme and Records Retention Schedule contains an introduction and users' guide for staff.
The main authority record of the Business Classification Scheme and Records Retention Schedule is maintained by the Senior Information and Improvement Officer.
Procedures for maintaining the Business Classification Scheme and Records Retention Schedule have also been developed.
Improvement actions and review
An iterative process of ongoing reassessment involving department information asset owners will ensure that the Records Retention Schedule and Business Classification Scheme is kept accurate and up-to-date and further rules for retention within M365 are being developed.
Responsible officer
Senior Information and Improvement Officer.
