Storage of Data and Records Statement
We aim to highlight to the user how information should be stored for future use.
All data and records will be stored in the most convenient and appropriate location having regard to the period of retention required and the frequency with which access will be made to the record. This is not normally the c drive of the machine being used.
Data and records which are active should be stored in the most appropriate place for their purpose.
Data and records which are no longer active, due to their age or subject, should be stored in the most appropriate place for their purpose.
The degree of security required for file storage will reflect the sensitivity and confidential nature of any material recorded.
Any data file or record which contains personal data of any form can be considered as confidential in nature.
Data and records should not be kept for longer than is necessary. This principle finds statutory form in the Data Protection Act 1998, which requires that personal data processed for any purpose "shall not be kept for longer than is necessary for that purpose".
No data file or record should be retained longer than highlighted in the Retention Schedule after it is closed unless a good reason for longer retention can be demonstrated. It is to be emphasised that the period defined in the Retention schedule is a maximum period. It may well be appropriate having regard to the nature of the record to opt for a shorter period.
Reasons for longer retention will include the following:
- The record contains information relevant to legal action which has been started or is in contemplation
- Whenever there is a possibility of litigation, the records and information that are likely to be affected should not be amended or disposed of until the threat of litigation has been removed.
- The record should be archived for historical or research purposes, e.g. the record relates to an important policy development or relates to an event of local or national purpose
- The records are maintained for the purpose of retrospective comparison
- The records relate to individuals or providers of services who are judged unsatisfactory. The individuals may include employees who have been the subject of serious disciplinary action.