1. Introduction

1.1 innov8 Workshops holds a large amount of information relating to specific topics or individuals as well as records of decisions made by innov8 Workshops and the rationale behind these decisions. This guidance only applies to the records that are listed on the record retention schedules. A ‘record’ is defined as any piece of information (listed on a record retention schedule) which is created, collected, processed, used, stored and/or disposed of by employees, and agents acting on behalf of the innov8 Workshops.

1.2 It is important that employees recognise that the records we hold are an important asset, and are a key resource to effective operation, policy making and accountability. This guidance should also help to ensure that the innov8 Workshops archive records and documents are of use in the future.

1.3 This guidance provides a record management framework for employees to use when considering what records the innov8 Workshops should destroy or retain, and the method for retaining or destroying.

1.4 Any decision on retention or destruction of records should be made in accordance with this guidance to comply with the Data Protection Act 2018 and Freedom of Information Act 2000. If you are in doubt about the retention or destruction of a specific record, seek guidance from your line manager, the Data Protection Officer.

2. Roles and responsibilities

2.1 It is the responsibility of all employees to ensure that the data they hold is kept accurate and up-to-date and is not held for any longer than is necessary for the purpose for which it was collected.

2.2 All mentors, and managers are responsible for the implementation and monitoring of the record management guidance.

2.4 The Information Governance Officer has a responsibility to monitor record management across innov8 Workshops to ensure that:

• records are retained to meet the innov8 Workshops business needs and any legal or statutory requirement.
• ensure appropriate disposal of records that are no longer required.
• comply with government directives.

3. Record retention

3.1 In certain circumstances it is necessary to retain records in order to fulfil statutory or regulatory requirements and also to meet operational needs. Retention of specific records may also be useful to evidence events or agreements in the case of disputes, and to preserve information which has historic value.

3.2 A record retention schedule is an essential component of an efficient and effective records management function. The record retention schedule ensures innov8 Workshops records are kept for as long as they are needed to meet business needs and to comply with legal requirements and are then disposed of securely.

3.3 The Information Governance Officer holds and maintains a central record retention schedule for innov8 Workshops.

3.4 Retention schedules should be reviewed annually to consider the need for any new information management technology, for example, new IT, devices or storage capacity to allow the appropriate storage and destruction of documents.

3.5 The record retention schedule provides details of the storage of innov8 Workshops records. All employees must ensure that electronic and physical records are kept in a secure storage area and referenced appropriately to ensure they are kept for the required retention period and not accidentally deleted or destroyed. This will allow for easy retrieval to meet business requirements or Freedom of Information requests.

3.6 There are various legal requirements and professional guidelines about keeping certain kinds of records – such as information needed for public or private funding, income tax and audit purposes, or information on aspects of health and safety. If innov8 Workshops keep personal data to comply with a requirement like this, it will not be considered to have kept the information for longer than necessary.

3.7 The following headings should be used for document retention schedules:

4. Record disposal

 4.1 When records are no longer required for business or statutory purposes, innov8 Workshops must consider appropriate disposal based on the format of the record and whether the record contains confidential or restricted information.

4.2 The table below should be used as a guide to select an appropriate method for disposing of a record:

4.3 It is good practice for a record of destruction to be recorded on the retention schedule.

4.4 Premature destruction of documents could result in inability to defend claims against innov8 Workshops, operational difficulties, and failure to comply with the Freedom of Information Act 2000 and the Data Protection Act 2018.

4.5 Delayed destruction of documents could result in sanctions against the innov8 Workshops if these documents are subsequently breached.

4.6 Advice should be sought from the Data Protection Officer if in doubt regarding the appropriate time to destroy or dispose of a record.