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BISHOPS’CONFERENCEOFSCOTLAND
DATARETENTIONGUIDE
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
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.
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.
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
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.
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.
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
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
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
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
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
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
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
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")
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
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
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
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
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
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
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.
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
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
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
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
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
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