Corporate Memory Guide...Department for Work and Pensions - CMG Corporate Memory Guide This is version 2.4 of the policy and was updated on the 25th September 2013, you can also …

Department for Work and Pensions - CMG

Corporate Memory Guide This is version 24 of the policy and was updated on the 25th September 2013 you can also see details of the latest amendments on the Knowledge and Information Management intranet site

Contents 1 Introduction 3

11 Sustainability 3

2 Managing corporate information 4

3 Registered Files 5

31 What are Registered Files5

32 Who should keep Registered Files5

33 What records should be kept on Registered Files5

34 Why Registered Files 6

35 When to file on Registered Files 6

36 Flowchart for creating records7

37 Starting to use Registered Files 7

4 Types of information 8

41 Information in E-Mails8

42 Information on Shared Drives8

43 Protectively marked documents 8

44 Personally protected information8

45 Information from working with Ministers and other senior officials 9

46 Information on Personal Drives 10

47 Working files amp other paper records 10

48 Information in leaflets and forms 10

49 Data and Datasets10

410 FOI records 11

411 Parliamentary Question records11

412 Information on the Intranet 12

413 DWP Internet pages 13

414 Information in other formats 14

5 Retention and destruction 15

6 What to do with your records when your areateamproject closes16

Version 24 25th September 2013 1

61 Paper records16

62 Electronic records16

7 If new team is being created andor additional responsibilities are taken on18

8 Information security20

9 Assurance compliance21

91 Information Asset Owners 21

92 Senior Information Risk Owner 21

10 Registered File Guidance 22

101 Using Registered Files 22

102 Using boxes to store corporate material28

103 Registry Files audit33

11 Advice ndash Frequently Asked Questions 34

Q1 I work in Corporate amp Shared Services and most of the documents I work on are electronic do I still need to print to paper 34

Q2 How do I set up a file office registry and start using registered files 34

Q3 Where can I get registered file covers 34

Q4 Can I use boxes to store registered material 34

Q5 Why have my documents been destroyed early34

Q6 Do I need to index my registered files on Fario prior to sending them for archive35

Q7 How do I send files into Heywood35

Q8 Who is responsible for the storage service35

Q9 I cant get files back from Heywood Stores who do I contact35

Q10 What records that MUST be kept on a Registered File 35

Contact information38

1 Introduction Effective information management is the responsibility of everyone in DWP Without the full and clear facts you could make incorrect decisions or an incomplete version of events held which risks reputational andor legal damage to the Department The Departmentrsquos policy is that significant business records must be printed to paper Ensuring what needs to be kept is kept for the right length of time and in the most appropriate format will enable the Department to fully meet our business delivery and legal objectives The Department has to keep copies of key documents recording significant decisions and how these were reached The more important or key a piece of information is as evidence of a decision then the longer it will need to be retained in the most secure and suitable form All records created by DWP and its executive agencies are public records and must be treated as such This is regardless of the format or transmission method and includes e-mails and other correspondence received by electronic means The most appropriate format to maintain information and its retention period will depend on each individual record or piece of information taken in the context of the work to which it relates All SCS Deputy Directors have to designate a member of their team to take personal responsibility for ensuring that the print to paper policy is adhered to in each Directorate This includes ensuring that Registered Files are used where appropriate

11 Sustainability This guidance and the ldquoprint to paperrdquo policy supports the DWP Sustainable Development Policy Storage of excessive and unnecessary amounts of data on computer networks and in paper files contributes to the Departmentrsquos Carbon Footprint The carbon footprint can be reduced by implementing a clear strategy detailing which records should and which should not be retained

2 Managing corporate information Each record or piece of Departmental information must be evaluated to determine how long it is necessary to retain it where it will be held and the implications of what could go wrong if it cannot be found You are accountable for bull the decisions you make

bull the advice you give

bull anything you do in the course of our work Anything significant that affects our accountability should be recorded Bear in mind that bull every business transaction you conduct is a record

bull development and implementation of policy is a business activity Records provide an audit trail of what you have done and why Records can be kept on your shared drive for a maximum of 5 years but it is strongly recommended that records are printed after all action on them has been completed The flowchart below has been designed to help you decide the most appropriate method of storing your records The Registered Filing system should be used for records which you consider contain significant information a record could be an e-mail a Ministerial submission a report a media release speeches a meeting note and even a collection of post-it notes Details of what you must keep and what you do not keep are in the Electronic Storage Policy

3 Registered Files 31 What are Registered Files The Registered Filing system is the Departmentrsquos formal paper-based system designed to control and manage the essential records of the Department and those that are considered significant in terms of public interest spending or have a potential national impact

32 Who should keep Registered Files Registered Files are most common in policy and corporate service teams because their work is routinely concerned with public policy or national administration

33 What records should be kept on Registered Files There is an element of judgement in deciding what you consider ldquosignificantrdquo but as a minimum it will include

bull Briefing Notes

bull Work on public policy or leading to advice to ministers or other parliamentary papers and ministerial commentsapprovals received

bull Legal Advice

bull Development of national internal administrative policies infrastructures procedures and guidance

bull Central management of the Department

bull Work likely to attract public interest

bull Work leading to publications or other products to be put in the public domain including leaflets forms etc

bull Work with other Departments or organisations unless of a minor or local nature

bull Programmes and Projects unless the outcomes will have a regional or local impact only

bull Consultation and research findings other than of regional interest

bull Commercial contracts and contract management

bull Equality Impact Assessments and Privacy Impact Assessments This list is not exhaustive See also details of what you should and what you shouldnrsquot keep and what records MUST be kept on a Registered File Further advice and clarification is available from the Data and Records Management team

34 Why Registered Files Although documents may originate in an electronic format paper is currently the Departmentrsquos chosen method of permanent record keeping In the longer term along with other Government Departments DWP wants to find a robust way of archiving such material electronically But in the meantime we have a lsquoprint to paperrsquo policy which requires copies of key documents to be placed on Registered Files This does not mean that electronic shared drives should no longer be used but it does mean that where appropriate Registered Files must be kept in addition The primary record should always be considered the Registered File Business Continuity considerations must also be taken into account and it should be remembered that documents deleted from the system (incorrectly accidentally or maliciously) can only be recovered for a limited period after deletion

35 When to file on Registered Files Copies of documents you have created locally containing significant information should be filed as soon as they are complete or a ldquoversionrdquo of the document is agreed Incoming documents that need to be kept should be filed as soon as they are received and e-mails should also be printed to paper without alteration including all attachments It is important that the hard copy record is identical to any electronic document being sent to someone else this is except for handwritten amendments or other entries where it is clear that they are additions to the original documents In these cases the handwritten additions should be initialled and dated by the person making the comments You should also set up Registered Files when your work areateamproject closes

36 Flowchart for creating records

Records

Are they significant Please refer to Managing

Corporate Information

Yes No

Place on registered files Please refer to Registered File

Guidance

Is it required for audittransparency

andor business need

Not in bulk

Working files - Please refer to

Working files amp other paper records

In bulk ie invoices legal

material

Boxes - Please refer to Using boxes to store corporate information

Do not print retain on shared drive for

max of 5 years Please refer to Use

of Shared Drives

Or if the business prefers registered files

37 Starting to use Registered Files For details of how to set up and use Registered Files see the Registry File Guidance

4 Types of information41 Information in E-Mails The majority of non-customer communications are now sent and received electronically The benefits to the business of these transactional communications have been revolutionary allowing instant communications and cross-site working and decision making Records created in and sent by e-mail belong to the Department You must treat them as such and maintain as records in accordance with the Managing Corporate Information guidance E-mails attachments and embedded documents which fall under the categories of lsquoYou Must Keeprsquo must be printed to paper and retained on Registered Files Where Registered Files are not appropriate e-mails which form part of the record should be saved (as a text file) by individuals to the appropriate folder in the teamrsquos shared network area (with attachments saved individually in their original format) Inbox Housekeeping Guidance Details on how to manage your emails are in the Electronic Storage Policy CIT have published inbox housekeeping guidance on how to effectively manage your email inbox

42 Information on Shared Drives Details on how to use your shared areaVirtual Team Rooms (VTR) version control and file naming conventions for files and folders are in the Electronic

torage Policy S

43 Protectively marked documents Guidance on the Use of Protective Markings in DWP must be adhered to at all times and applied to electronic information as it is to paper documents Information up to and including the protective marking of Restricted (excluding bulk personally identifiable data) is allowed to be stored on the IT shared network where permitted and in accordance with the associated security accreditation Registered Files should also be used to retain all protectively marked documents with a marking of lsquoSecretrsquo or above Folders which contain documents which hold a protective marking should be limited to members of the team who require access

44 Personally protected information Personal information about members of staff customers or other members of the public must not be stored on un-restricted Shared Drives eg those that do not have restricted access permissions or password controls Wherever possible personal information should be made anonymous before a document is stored in a shared area eg making reference to a customer as Mr Smith or even Mr S instead of using their full name address and contact

information The exception to this will be the records of official correspondence with them The Data Protection Act provides the parameters within which the Department can collect and retain personal information from our customers staff and other members of the public with whom we correspond or collect information Guidance on how personal protected information should be managed can be found in the DWP Standards of Behaviour Policy Protective Markings Guidance and the Handling of Official Information Guidance Personal information warrants the Protective Marking of lsquoRestrictedrsquo and as such the information must be treated accordingly You must put procedures in place to ensure access is limited to members of the team with a valid and current business reason access permissions should be in place and access removed when that business need lapses

441 Customer records Records on claims to benefit and associated decision making should be managed in accordance with the DWP Benefits Document and Data Retention Guide and the appropriate current operational guidance Additionally the Special Customer Records Security Policy should be applied where appropriate

442 Staff records Records held by line managers and HR professionals should be managed in accordance with current HR guidance and the DWP Human Resources Retention Schedule

443 Correspondence In addition to the original article of correspondence advice and background notes and the response including any amended drafts should be retained as records in their own right Where possible copies of the correspondence and background notes should be filed with the customerrsquos benefit file and retained as a lsquoSupportingrsquo document as per the DWP Benefits Document and Data Retention Guide Correspondence dealt with by non-delivery areas of the business should be filed on Registered Files or working files as appropriate and retained for a minimum of 14-months depending on the significance of the records Electronic records of correspondence or the advice and guidance given and received which includes personal information should be saved to shared network areas in accordance with the guidance on managing shared drives

45 Information from working with Ministers and other senior officials Submissions background material and other documents sent to Private Office for decisions or approval by Ministers or other senior officials in the

Department both sent and received should be retained by the policy or delivery area with responsibility

46 Information on Personal Drives Details on how to use of personal areas are in the Electronic Storage Policy

47 Working files amp other paper records The fact that a document doesnt need to be placed on a Registered File does not mean that it is not important There may be a business need to keep the information for a particular period of time only and as such the information should be retained for example to satisfy any management or audit checks Occasionally it may not be possible or feasible to maintain the information on Shared Networks and in these instances working folders should be used to control and manage the documents Folders should be set up in subject order and documents filed therein in date order Details of how to set up a shared drive are in the Electronic Storage Policy Where these records cannot be retained locally by the business but need to be retained the folders can be boxed and archived at the DWP Remote Store at Heywood For further advice please see the Records Storage Website

48 Information in leaflets and forms If you are involved in the creation or design of a DWP leafletform that is to be viewed by a member of the public 4 copies of the final product must be deposited with the DWP Library in order to ensure Departmental transparency and completeness In addition any documents containing the background behind each leafletform created the design process (including any amendments) and any earlier drafts must be held in your registered files If you do not create and maintain registered files please contact Data and Records Management Services Requests or queries about Library copies of leafletsforms can be made by contacting the DWP corporate archive Please be aware that some leafletsforms are also held at The National Archives at Kew If the Library does not hold the document the DWP corporate archive can then request the leaflet from The National Archives on your behalf and arrange to have it photocopied and sent to you

49 Data and Datasets Details on the retention of data and datasets are given in the following DWP policies

bull For customer data which supports an individual claim for benefit see the Benefits Document and Data Retention Guide

bull For datasets generated and used within the department for Analysis and research BusinessManagement Information data Fraud and error data matching and Financial Records see the DWP Data Retention Policy for Analytical Research Business Management Data and Financial Records

410 FOI records There are no specific requirements within the FOI regime in respect of retention periods for retaining FOI requests or responses However to meet the Departmentrsquos records keeping policy the FOI Virtual Team Record (VTR) records are held for a minimum of 5 years to maintain an audit trail for statutory requirements Case files for complaints to the Information Commissioner and appeals to the Information Tribunal are maintained by the central FOI team for 2 years after the date of the relevant decision It is therefore vital that FOI Focal Points attach all key documents (particularly the FOI request reply and any approvals required) to the relevant VTR record to ensure that the lifecycle of each FOI request (and internal review) is retained Other FOI records should generally only be retained for 1 year unless there are exceptional reasons In such cases these additional records should be destroyed 1 year after that reason for extension ends

411 Parliamentary Question records There are no specific requirements to retain Parliamentary Questions (PQ) responses or supporting documentation The final PQ response will appear in the public domain in Hansard However to meet the Departmentrsquos records keeping policy a registered file should be set up for each PQ and should be retained for up to 12 months locally before sending into Heywood file store via FARIO to maintain an audit trail for statutory requirements PQs answered by Private Office should be retained as per other Private Office documents The registered file should include all background information which was used to provide the response as well as the background note to the Minister and any amendments and approvals where required This is retained on a registered file as these may not have been included in the response and therefore it will not be in the public domain on House of Commons records The Intranet has detailed guidance on answering PQs within DWP

bull Jobcentre Plus

bull Shared Services

bull CIT

bull Policy groups

bull Child Maintenance Group

bull Special payments

Generic guidance from Private Office on bull Questions for oral answers

bull Questions for written answers Points of contact for PQs bull Finance and commercial

bull Universal Credit

412 Information on the Intranet The Intranet is the DWPrsquos key communications tool It is regularly used to find current information that helps us to do our jobs Topics covered include HR policy and guidance guidance on how to process benefits IT business travel forms plus daily news and announcements It holds 500000 live and published Intranet pages with approximately 5 million files archive The constant growth of the Intranet coupled with ad-hoc archiving and redundant content makes it difficult to effectively retrieve manage and restructure this information

4121 New Intranet content Information Owners need to decide at the time of publication when Intranet pages need to be removedarchived and what will happen at the review process The review process involves

bull Identifying which pages fall under the categories of lsquoYou Must Keeprsquo These pages must be printed to paper and retained on Registered Files

bull Where Registered Files are not appropriate but the Intranet pages are still of local use to team then the content should be stored on the teamrsquos Shared Drive or once implemented a ldquoTeam Siterdquo within SharePoint Items stored in Shared Drives or ldquoTeam sitesrdquo should be deleted after five years see the Electronic Storage Policy for details

When SharePoint is implemented this page retention information will be stored in each pagersquos metadata and guidance will be produced

4122 Existing Intranet pages In June 2013 business-critical Intranet content will be migrated to SharePoint Business-critical content is defined as content which supports DWP staff and business priorities examples include HR policies Operations guidance finance procedures and staff learning material See Intranet Live Services pages for more details on the future of the Intranet For current Intranet pages that are not classed as business-critical publishers andor Information Owners need to review the content to ensure that pages

are correctly considered for keeping or deletion Follow the review process as detailed in section 4121

413 DWP Internet pages The Digital Media Publishing team has an Internet archiving policy which details the types of DWP online content that is archived when and how itrsquos done It is important that DWP Internet pages are archived because of

bull Corporate memory ndash some items will be published on the web only and not captured elsewhere (eg in printed format) An increasing number of DWP documents are published online only

bull Usability ndash removal of older material stops site getting cluttered and makes it easier to find the most up to date material

bull Currency ndash removal of out-of-date material to avoid misinforming or misleading the user

bull Legal protection ndash the Departmentrsquos ability to prove what it did or did not publish in the past

bull lsquoSocial goodrsquo historical records External enquiry ndash eg social researchers may want to see information about implementation of government policy from a Departmentrsquos historical perspective or Internal enquiry ndash eg government officials may need to research how policy evolved

4131 What DWP online content is archived DWP online content that is archived includes

bull Webpages (all of the DWP website and DWP content on Directgov businesslinkgovuk or other cross-government platforms such as HM Government)

bull DWP-owned documents (PDF + other formats) and audio files

bull DWP-owned video published through DWP user account on YouTube DWP online content that is not archived includes

bull DWP video on You Tube not published through DWP user account (eg campaign accounts like lsquoFind your way back to workrsquo

bull DWP video on Video Jug

bull DWP content on Facebook Twitter or other social networking sites

4132 When should DWP Internet pages be archived Different kinds of online content have different lifespans we have these standard approaches to when to archive

bull As product is replaced ndash eg leaflets and claim forms

bull After 3 years ndash default period

bull After 5 years ndash products which a longer lsquoreferencersquo life eg HB circulars and bulletins

Contact the Digital Media Team for full details of what online content is archived and archiving dates for specific content

414 Information in other formats Details on how to retain information in other formats are in the Electronic Storage Policy

5 Retention and destruction As with all records you should only retain information for as long as there is a valid business or legislative requirement Information should be retained for as long as it remains current or is being updated and an appropriate period thereafter in case of query or management checks Teams should ensure procedures are in place to regularly review the information they hold in the Shared Drives to ensure it remains appropriate up-to-date and necessary for the effective management of the business It is DWP policy that electronic documents should only retained on Shared Drives for a maximum of 5 years from creation Any documents containing significant information which will be required longer than this period should be printed to paper at the time of creation and filed as appropriate in either a Registered File or a working file in line with this policy If no other retention schedule or advice exists to determine when to destroy a record you should establish how long there is a lsquonecessary and justifiablersquo business reason to hold this information How long will DWP need to process that data How often is it referred to How long after creation will you receive queries or get asked official questions about it Over what periods are the trends looked at and far back would we need to go Records should not be kept lsquojust incasersquo a risk based approach should be adopted See the Flowchart for creating Registered Files Please follow the relevant retention schedule where available A list of other retention schedules can be found on the KIM Policies page

6 What to do with your records when your areateamproject closes If your teamareaproject closes it is essential that relevant information is retained This is a legal requirement under the Public Records Act not taking this action could result in reputational damage to the Department and criticism from the Information Commission Office and The National Archives

61 Paper records bull Identify your ldquosignificantrdquo records held either in paper or electronic

formats Eg Shared Drives configuration library This should be carried out by a colleague who understands the business of the team

bull Print off these records and place in registered files

bull Also identify any records that need to be printed for other reasons Eg Financial records other legal reasons and place in a non-registered file

bull Use the Registry File Guidance to complete all final action for your registered files

bull Handover your final excel spreadsheet of your Registered Files and boxes to whoever is charged with managing these records in future See our Capturing Knowledge desk aid which includes details of written handover notes exit discussions and moving on events

bull Once the above action is complete shut the Shared Drive down

62 Electronic records bull Identify any electronic records the business needs to keep (in addition to

any paper records) This could include the Configuration Library and records held in the Shared Drive for other reasons eg Post Project review This should be carried out by a colleague who understands the business of the team

bull The team should check their My Documents and ensure that there are no records that should be printed or kept in the Shared Drive

bull Arrange for these records to be managed by the same team managing your file list and other paper records They should be the only ones with access to these electronic records This will help to ensure their integrity and will ensure that nothing is deleted incorrectly

bull Delete any electronic records that are not needed

bull You need to decide how long these electronic records need to be kept for Once a retention period is assigned to these records the nominated team will be responsible for ensuring that they are deleted at the correct time

bull Deciding on a retention period(s) for the electronic records will be your business decision This will be based on how long the business needs to keeprefer to these records eg 6 months for Post Project Review or longer for other business reasons

bull You will also need to identify which teamarea will be responsible for the costs of storage of the electronic data once the teamarea closes

bull Deleting these records according to a pre-determined retention period will both comply with DWP policy and the Data Protection Act In addition it will help to manage the costs of e-storage

See also the capturing knowledge section of the Electronic Storage Policy This gives information on encouraging staff to pass on their skills and knowledge on before moving from one team to another or leaving the Department

7 If new team is being created andor additional responsibilities are taken on Each Deputy Director should nominate a member of their team who will take responsibility for ensuring the information and records in the Deputy Directorrsquos areadivision are managed effectively and ensure all significant items are printed to paper This nominated contact can be of any grade but should be empowered to take responsibility for the information across the entire division and challenge behaviour if required Once the contact is in place please inform the Knowledge and Information Management team with details of the nominated contact Team leaders should identify the key information their team(s) will create send and receive Consideration should be given to

bull Likely future Parliamentary Questions andor Freedom of Information requests

bull What information could be required for (internal or external) audits

bull How key decisions and policy development can be tracked from start to finish

bull Consultation and research work

bull Being able to justify recommendations to ministers andor senior officials

bull Business continuity and knowledge management within their teams

bull How long the information may be required for

bull The effective line management and supervision of the members in the team

The team leader should determine if some or all of their teamrsquos information is significant for example see section on ldquoyou must keeprdquo in the Electronic Storage Policy If so these records should be kept on Registered Files If Registered Files are required a member of the team should be nominated to take charge of the registered files Provide the Data and Records Management team with their name and contact details If registered files will be transferred in from another team the Data and Records Management team should be notified of the details and the appropriate registry number(s) and prefix(es) Contact the Data and Records Management team Folders should be set up in the teamrsquos shared network area to hold the electronic information received and records created The team should have one filing structure on its Shared Drive and all members of the team should

use it Folders should be functional based around the work that you do rather than around the people in the team eg lsquoCommunicationsrsquo lsquoResourcesrsquo lsquoLegal advicersquo etc Details on how to use your shared drives are in the Electronic Storage Policy

8 Information security This guidance is designed to complement the policies within the Department on Information Security and the business requirements for the handling and protection of Departmental information The Departmental policy and correct procedures for Information Security is available through the DWP Security Portal This includes the policies for bull Handling of Official Information

bull Protective Markings

bull Standards of Behaviour

bull Transferring and Sharing Departmental Information Guidance on the transfer of information is also available

bull Paper Records Storage Courier Website

bull Electronic Data transfers Additionally specific guidance and policy on Data Protection and the handling of Freedom of Information requests are also available

9 Assurance compliance If your team does not adequately manage information for example by not keeping appropriate records this will create an information risk for their business This could be the integrity or effectiveness of the information held a lack of adequate information about accountability or business delivery as well as risks to maintaining the confidentiality and security of the information To ensure the Department manages its information effectively the Department has Information Asset Owners and Senior Information Risk Owners

91 Information Asset Owners Information Asset Owners (IAO) have been appointed in all business areas in DWP Supported by Information Asset Coordinators (and their network groups where appropriate) each IAO has been empowered with the role of understanding what information is held in their areas what information is added and what is removed who has access to that information and why Each IAO is accountable to their Executive Team member for understanding addressing and providing assurance for the information risk management in their areas and where necessary escalating any concerns to their ET member or Senior Information Risk Owner (SIRO) The Information Asset Inventory guidance gives further details on the roles as well as a list of Information Asset Owners and Information Asset Co-ordinators

92 Senior Information Risk Owner The Senior Information Risk Owner (SIRO) is a member of the DWP Executive Team who has been charged with the responsibility for information risks and influencing the board in managing change

10 Registered File Guidance 101 Using Registered Files

1011 How to set up a Registry Contact Data and Records Management Services on 01253 330275 and a Registry Office Number and unique three letter prefix will be allocated to you Once you have set up the registry you are now able to set up Registered Files This registry number should be added to your teamrsquos Staff Directory entry ndash see the Staff Directory guidance for details on how to do thisThe registered number is made up of two parts the three letter prefix and a number sequence of your choice Decimal points roman numerals letters or leading zeros should not be used as this can become confusing For example a team has been allocated a prefix ABC The registered Number of the first file raised appropriate to this prefix will be ABC 1 The next file raised appropriate to the prefix ABC will be ABC 2 and so on The subject should describe the subject matter of the file in a way that makes it clear to others what the file is about Abbreviations and file titles such as General or Miscellaneous should not be used Related documents should be filed together according to subject A new file should only be opened when there are documents to be filed and it has been confirmed that a file relating to this subject does not already exist

1012 Completing the Registered File Cover The registered file jacket (EF491S) has recently been updated please complete as per the example below

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

CROSS REFERENCE (eg RELATED VOLUMES OTHER PAPERS)

DATE OF FIRST DOCUMENT

2 November 2010

DATE OF LAST DOCUMENT

5 May 2012

SUBJECT

Review of the Staff Welfare Scheme

Registered File Parts

bull Where a file has been closed but the subject matter is still relevant and more documents need to be filed a further part must be opened

bull Part numbers are written in the PART box on the file cover Parts are numbered sequentially starting at 1

bull Before any new parts are opened the previous part of the file must be closed

bull If the old file has been given a part number simply continue the number sequence Enter the BEGINS date on the front this is the date of the first document in the new part

bull Enter the details of the new part on the file list Maintaining the Registered File

bull Documents must be placed on the right-hand side of the file in date order so the most recent is at the top

bull Where a document has been amended at a date sometime after it was originally produced it should be filed according to the date of the amendment

bull Where any document to be filed is marked RESTRICTED the file cover must also be marked RESTRICTED

bull Where a document is marked CONFIDENTIAL SECRET OR TOP SECRET you must refer to the Departmental Security Guidance on use of protective markings in DWP

bull In line with Data Protection all personal details (name date of birth NI number address etc) must be anonymised at creation

bull Documents should not be placed in plastic wallets

bull Do not file OHP slides or similar material

bull Tippex Snowpake or White-out sticky labels (other than those carrying protective markings) must not be used

1013 Creating a File List Once a registry is set-up an electronic file list must be created It is suggested that this is set up in EXCEL An example is shown below Your file list can be used to record registered file box and working file information

The details of every file created must be entered onto the file list and updated when the status of the file has changed eg a file has closed a new volume has been created or the location of the file has changed This list is not exhaustive

bull It is essential that there is an effective means of keeping track of files once they have been created

bull Registered files should be held in a secure location

bull It enables you to have enough information to request files from the remote store

bull Your file list will be audited

1014 Closing Files A file must be closed when

bull It is five years old (five years have elapsed since the BEGINS date on the file cover)

bull It has reached a thickness of 3cm

bull More than 12 months has elapsed since the last paper was added to the file

bull The subject has ended

bull If the subject matter is still relevant the file will be closed and a new volume opened

To close a file take the following action

a Enter the ENDS date on the front of the file This is the date of the last document filed

b Write lsquoCLOSEDrsquo in large letters across the file cover and enter the date in the bottom left hand corner

c Record the date of closure on your electronic file list d Once a file is closed it should be reviewed immediately and sent to the

Heywood Filestore unless there is a clear business need to retain them locally (for a maximum of two years)

e The lsquoReview Decision boxrsquo must be completed on closure of the file

1015 Review Decisions There are two options available

bull Destroy now immediately on receipt at Heywood or

bull Retain for 15 years (From the BEGINS date on the file) Please complete review decisions as per the examples below

FILES MUST BE CLOSED A MAXIMUM OF 5 YEARS AFTER DATE OF FIRST DOCUMENT

WHEN CLOSED FILES SHOULD BE GIVEN A DATE 15 YEARS FROM THE DATE OF THE FIRST DOCUMENT

DESTROY NOW

DESTROY IN _ _ _ _ _

PRINT NAME__John Smith______

DATE __________6052011___________

REGISTRY FILE LIST NOTED

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DESTROY IN __2026___

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

If you are using version 0302of the registered file jacket and your file is destroy now please complete as per the example above If you are keeping the file in store then you must put a cross through the review box in black marker and write the review date to the left of the box

1016 Preparation for Dispatch The Registry Office should check that all relevant information is recorded correctly on the file including the following

bull Registry Office Number (RON)

bull Unique 3 letter prefix

bull Registered number ndash using the format ABC 123456 forward slashes can be used to separate number series (full stops dashes hyphens and additional letters MUST NOT be used)

bull Part number (if applicable)

bull Title

bull Begins date and Ends date

bull File closure date (and closed notice filed inside) ndash this document is available on request from the Data and Records Management team but is not compulsory

bull ONE review decision ie destroy now OR destroy in 15 years (From the BEGINS date on the file)

bull To protect personal information given in confidence any personal information contained within the file MUST be anonymised ensuring the Data Protection Act is not contravened

bull Please note it is also easier to anonymise documents before they are printed

bull Any files that do not contain the above details or are received in a poor condition will be returned to you

1017 Where to Send Closed Registered Files We advise that all registered files are sent using the TNT Documented Service however the final decision on this must be made by your business Please note that if your files contain the following they MUST be sent documented

bull Personal information about a customer or member of staff eg investigation file or file impacting policy on a named customer and their circumstances

bull Andor are marked RESTRICTED or above in line with the use of protective markings in DWP guidance

For files to be sent by the documented service bull The files must be placed in a DWP Fully Tracked Documented Service orange

polylope TNT drivers will not accept DWP standard purple polylopes for documented service

bull Before sending files marked CONFIDENTIAL or SECRET please refer to the Departmental Security Guidance

102 Using boxes to store corporate material

1021 Requesting a Box account and Registering for FARIO II Access Records of activity that are not significant in terms of public interest spending or potential national impact and records that need to be kept in excess of 15 years ie estates and procurement documents must not be kept on registered files The fact that a document doesnt need to be placed on a Registered File does not mean that it is not important There may be a business need to keep the information for a particular period of time only and as such the information should be retained for example to satisfy any management legal or audit checks This material can be stored in boxes however you MUST contact Data and Records Management before starting this process Please refer to the flowchart at para 36 before you decide whether to use boxes or not Before sending boxes to the archive you must register for a FARIO II user account Boxes must be indexed on FARIO system by you unlike registered files which are indexed by the on-site contractor Capita A mandatory FARIO II training package must be completed by all staff requiring FARIO II access ndash this can be accessed via the following link User Training To do this you must select the lsquoRegister for Trainingrsquo button Now enter your Staff ID (staff number) and external email address You will then receive an email containing your password This password is solely for training and cannot be used to access FARIO II The training package can either be completed in one go or by re-visiting the package to complete all modules This training package is DWP wide and you must complete the whole training package Please be aware that some sections of the training package will not apply to your area but all modules must be completed before access to FARIO II can be granted Once all modules have been completed the form to request FARIO II access will become active Once the form is completed it is sent to your line manager for authorisation They will forward the form to the local administrator who will arrange for FARIO II access and the deployment of the icon to your desktop Once the FARIO II account is created you will receive an email with your username and an email with your password The training can be re-visited at any time as a refresher

1022 Ordering BoxesBarcodes a Log on to FARIO b Click on to Administration tab at the top of the page then on to the Stores

option from the drop-down menu

bull In the Company box select 0012 DRO from the drop down menu

bull In the Department box select 09 DRO from the drop down menu c There is then a box with 4 items which you can order-

bull A4 Boxes (these must be used to store Corporate Information)

bull A5 Boxes

bull Standard box labels (yellow)

bull Standard file labels (white) d If you hover over the information icons the system will display the

quantities you can order e Once quantity is entered click the blue cross to add items to the trolley

(this can only be done by adding one item at a time) This will then take you to the Store Delivery details check the address is correct and click submit this will take you back to the Stores page

f Once all items you need have been added to your trolley click on Trolley tab at the top of the page This will then bring up your order check everything is correct then click Proceed to Checkout The Check Out page will then come up click on Submit to complete your order Note down the requisition number in case your order is not delivered

Please view the Escalation Process pages of the Records Storage website if you have any queries regarding non-delivery of your order

1023 Preparing your Box for Storage When preparing a box for storage and indexing it on FARIO there are two barcodes that must be used The first is a yellow box barcode that must be used for registering the box on the system The second is a white linking barcode that is used to signify the contents of the box Every box must have at least one filedocument indexed into it otherwise it will be rejected by Capita on arrival as the system will assume that the box is empty Further information on this process can be found later in the guidance Box barcodes are allocated to a particular site within a particular business unit If you use box barcodes from a different office then FARIO II will give the following error lsquoYou are not authorised for the companydepartment of the boxfilersquo and you will not be able to add the box Please note a box can only be requested from store by using the yellow box barcode The yellow barcode must be affixed on the barcode section on the outside of the box The white barcode should be placed directly above as shown in the example below

The destruction date for the box must also be indicated clearly next to the Documented Service Labelbarcodes If the contents of the box have varying destruction dates the latest date should be used For example if the destruction dates in your box range from 2015 to 2020 the date 2020 must be used as your destruction date The box should be securely taped shut before transit A TNT Documented Service label should be affixed to the box on the same end as the box barcode making sure not to obscure the barcode All business units should use the Documented Service label for sending boxes to Heywood

bull The details of every box created must be entered onto your box list and should include the box reference number barcode details and location and destruction date The information you enter on the box spreadsheet must be accurate as you will require this to retrieve boxes from store An example of a file list is available earlier in this guide this can be tailored accordingly to include your box information

1024 Adding a New Box and File a To input the box details in FARIO II go to HomepagegtgtAdd Filing b Before proceeding it is important that a yellow box barcode and white file

barcode has been placed on the outside of the box c Enter the yellow barcode number of the box you wish to register onto

FARIO II Once you have entered the box barcode select the lsquoSearchrsquo button

d You will notice three different tabs above lsquoBox Detailsrsquo lsquoBoxrsquo lsquoFilersquo and lsquoItemrsquo The lsquoBoxrsquo tab should currently be active The lsquoFilersquo and lsquoItemrsquo tabs should be grey as you cannot use these tabs until the box has been successfully added

e Next enter the box details into the relevant fields The fields to be completed on this screen are as follows

bull Destruction Date ndash Must be in ddmmyy format

bull Brief DescriptionBox Description ndash These fields are pre-populated and cannot be changed

bull Box Number ndash As a Corporate User this must be obtained from the Data and Records Management Team please ring 01253 330 275

f Once you have entered the fields correctly select the Update button g You will receive a message to confirm that the box has been successfully

created You will also notice that the lsquoFilersquo and lsquoItemrsquo tabs have now become active

h You can now add a file to the box Select File

bull You will now have to enter the file barcode of the file you wish to add to the box and select lsquoValidate Barcodersquo The file barcode should be ten numbers followed by a letter lsquoFrsquo Please note you do not have to individually index each document in the box Only one item has to be bar-coded and assigned to the box otherwise the system will assume that the box is empty and it be subsequently rejected on arrival

bull Please ensure that all of the indexing fields are blank If they are pre-populated please check that you have entered the file barcode correctly The following fields must now be completed

i Reference - This should be the same as the box number you entered when indexing your yellow box barcode earlier

ii Description ndash This should be a brief description of the contents of the box

iii Review 1 amp Review 2 ndash The date 12122999 must be entered in both fields

iv Destruction Date ndash In ddmmyy format This is the date the contractors will use to destroy the box If the contents of the box have varying destruction dates the latest date should be used For example if the destruction dates in your box range from 2015 to 2020 the date 2020 must be used as your destruction date

i Once all of the details have been entered and you have checked the accuracy press the lsquoUpdatersquo button

j If you have entered all the required mandatory fields you should receive notification that the file has been successfully created The file details will appear in the Files in Box table at the bottom of the screen as per the illustration below Please note boxes will be automatically destroyed on the date given

k Now select home and logout to end your session

1025 Retrieving a Box Adding it to the Trolley and Checking Out a To search for a box select gtgtSearchgtgtbarcode search b Select Box from the drop-down list c Then enter the yellow barcode details and select ADD and then Search d Each search result will have two icons next to it

- Add to Trolley (if this icon is grey you cannot add the box to the trolley)

ndash View Object Selecting this will give you the option of viewing the box Details History and Contents

e To request the box from store select Add to Trolley f Please ensure the correct delivery address is selected g The Delivery Type should always show lsquoNext Dayrsquo h Now select the lsquoSubmitrsquo Button You will be returned to the previous screen

you were on i You will now need to select trolley and then select the Proceed to

Checkout button j If you are satisfied with your order select the submit button k The next screen will confirm your order has been placed Both successful

and unsuccessful orders will be shown l Each item in the list will have a corresponding requisition number

associated with it You should make a note of this number as you will need it to raise any queries regarding your request(s)

m Please note you can only retrieve a box you cannot add to or retrieve single items from a box

n You should now select the ldquoBack to Trolleyrdquo button which should now advise that there are no items in the trolley

o Click on Home to return to the FARIO II homepage If you have any queries or complaints regarding non-delivery of your boxes please follow the processes outlined in the Escalation Process link

103 Registry Files audit The Data and Records Management Team will contact your area once a year at which point we will carry out a brief audit on your registry and answer any queries you may have

11 Advice ndash Frequently Asked Questions

Q1 I work in Corporate amp Shared Services and most of the documents I work on are electronic do I still need to print to paper Departmental policy remains in place that any information or document which need to kept must be printed and stored clerically This is because in general existing computer systems do not provide sufficient certainty about what documents or versions were agreed or communicated at a given time In order to satisfy the legal admissibility of information audit trails and to prevent the accidental loss or malicious deletion the Shared Drive and email systems CAN ONLY be used to support paper filing systems and cannot replace them

Q2 How do I set up a file office registry and start using registered files You should contact the Data and Records Management Enquiry Helpline on 01253 330275 who will provide you with advice and guidance You will need to appoint someone to look after the files on a daily basis and act as a contact point for the registry

Q3 Where can I get registered file covers From your usual stationery supplier For the whole of DWP this is via RM Zanzibar which has now replaced the previous Electronic Requisitioning amp Ordering System (EROS)The reference for the files covers is EF 491s and they are supplied in units of fifty

Q4 Can I use boxes to store registered material No registered material must never be stored in boxes Boxes can be used to store bulk material such as invoices or documents that need to be retained for more than 15 years for example contracts or estates documentation You must contact Data and Records Management on 01253 330275 if you wish to store Corporate material in boxes

Q5 Why have my documents been destroyed early The Public Record Act has been amended Previously files were reviewed at 25 years opened or destroyed at 30 years the amended Act means that files are reviewed at 15 years open or destroyed at 20 years Files in store are being reviewed on a rolling programme earlier than their given review date to ensure that the DWP complies with amended Public Record Act

Q6 Do I need to index my registered files on Fario prior to sending them for archive No ndash this service is now provided by the on site contractor Capita

Q7 How do I send files into Heywood Registered files must only be sent to Heywood in courier pouches or polylopes The correct TNT courier address to send registered files to us is Heywood DRO Building 115 DWP Heywood Stores Manchester Rd Heywood OL10 2PZ Tel 01253 330275 Registered files must only be sent to Heywood in documented (orange) courier pouches or polylope Polylopes should be available through your local post room or from TNT on 0845 603 4500 (you will need to quote your TNT courier address)

Q8 Who is responsible for the storage service The archive is part of the main DWP storage facility at Heywood CAPITA Plc a private contractor provides this service the Records Storage Project manages the contract on behalf of the DWP

Q9 I cant get files back from Heywood Stores who do I contact In the first instance you should contact the CAPITA Helpdesk on 01253 330313 If you are still unhappy you should make an official complaint with the company again by telephoning 01253 330313 If after this you are still not satisfied you should ask the Departments representatives the Records Storage Project Contract Management Team to investigate They can be contacted on 01253 330345 or 317

Q10 What records that MUST be kept on a Registered File Registered files are primarily for original material that your team has produced Avoid including material produced elsewhere unless a Material produced specifically for your area of work eg financial analysis

research and reports prepared for your team or project b Adding ldquootherrdquo material that clarifies or better explains how the subject

developed c records of activity that are significant in terms of public interest spending

or potential national impact must be kept on registered files including case law Hansard documents Green and White Papers and any annotated material

Details of what you must keep and what you do not keep are in the Electronic Storage Policy The following are examples of the type of material that MUST be registered bull Substantive contributions to the development of policy or legislation

including factual evidence and interpretative material relating to accepted and rejected options

bull Evidence of how far Departmental objectives have been met

bull Guidance and procedural documents that are published (by your team) on the Intranet or DWP DirectGov Internet sites with any updates and amendments

bull Documents containing the background behind published leafletsforms the design process (including any amendments) and any earlier drafts

bull Briefing and background material in relation to submissions opinions and advice issued to Ministers or officials in the Department including speeches Parliamentary questions treat official or other correspondence

bull Records of decisionsmeasures taken to comply with legal obligations for example Freedom of Information Act Environment Information Regulations Data Protection Act Health and Safety at Work Act

bull Committee and meetings agendas minutes and papers (including correspondence emails and attachments briefing notes working papers and copies of all draft minutes papers and evidence put before committees) All draft copies of the report or outcome papers consultation and outside comment and opinion including discussions on whether to publish Committees can be defined as-

International Organisations European Community UK Parliamentary Committees Royal Commissions Commissions Advisory Groups amp panels Consultative committees amp councils Interdepartmental Committees Departmental Management Board Executive Agency Management Board Programme amp Project Boards Departmental Committees Boards Working Groups Reviews

Steering Groups and Committees

bull Lettersminutes from outside the department officials in other departments from Ministers from members of the public

bull Significant programme and project records

bull Contracts tenders variations and payments

bull Internal submissionsresponses to and from Private Office

bull Internal submissionsresponses to and from Legal Group

bull Original or copies of submissions annotated by Ministers Private Secretaries notes conveying the Ministers views to policy areas and notes of Ministersrsquo meetings and telephone conversations

bull All papers where the Judicial Review decision is set aside by Ministers

bull Published and unpublished reports research findings and statistics ndash incl draft and amended copies emails and attachments including the discussions around whether to publish

bull Application of international laws and conventions to UK citizens and UK representatives overseas

bull Advocacy in international cases where HMG is plaintiff or defendant

bull Records of the bill team recording deliberation of policy and communication of the policy to Parliamentary Counsel

bull European legislation where the department is acting as the lead department and secondary legislation ndash which consists of regulations directives decision recommendation and opinions

bull All work connected to the department priorities and mile stones published in the Departmental Business Plan This includes the Secretary of Statersquos vision for the Department and our priorities which are-

Reform the welfare system Get Britain working Help tackle the causes of poverty Pensions reform Achieve disability equality Improve our service to the public

E-mails attachments and embedded documents which fall under the above categories must be printed to paper and retained on Registered Files Where Registered Files are not appropriate e-mails which form part of the record should be saved (as a text file) to the appropriate folder in the teamrsquos shared network area (with attachments saved in their original format) Please note that emails are unsupported by the DWP IT Service Provider therefore if emails are deleted in error they cannot be retrieved

Contact information For General Enquiries please contact the Data and Records Management team For Policy Enquiries please contact the Corporate Memory policy team

Corporate Memory Guide

Contents

1 Introduction

11 Sustainability

2 Managing corporate information

3 Registered Files

31 What are Registered Files

32 Who should keep Registered Files

33 What records should be kept on Registered Files

34 Why Registered Files

35 When to file on Registered Files


37 Starting to use Registered Files

4 Types of information

41 Information in E-Mails

42 Information on Shared Drives

43 Protectively marked documents

44 Personally protected information

441 Customer records

442 Staff records

443 Correspondence

45 Information from working with Ministers and other senior officials

46 Information on Personal Drives

47 Working files amp other paper records

48 Information in leaflets and forms

49 Data and Datasets

410 FOI records

411 Parliamentary Question records

412 Information on the Intranet

4121 New Intranet content

4122 Existing Intranet pages

413 DWP Internet pages

4131 What DWP online content is archived

4132 When should DWP Internet pages be archived

414 Information in other formats

5 Retention and destruction

6 What to do with your records when your areateamproject closes

61 Paper records

62 Electronic records

7 If new team is being created andor additional responsibilities are taken on

8 Information security

9 Assurance compliance

91 Information Asset Owners

92 Senior Information Risk Owner

10 Registered File Guidance

101 Using Registered Files

1011 How to set up a Registry

1012 Completing the Registered File Cover

1013 Creating a File List

1014 Closing Files

1015 Review Decisions

1016 Preparation for Dispatch

1017 Where to Send Closed Registered Files


1021 Requesting a Box account and Registering for FARIO II Access

1022 Ordering BoxesBarcodes

1023 Preparing your Box for Storage

1024 Adding a New Box and File

1025 Retrieving a Box Adding it to the Trolley and Checking Out

103 Registry Files audit


Q1 I work in Corporate amp Shared Services and most of the documents I work on are electronic do I still need to print to paper

Q2 How do I set up a file office registry and start using registered files

Q3 Where can I get registered file covers

Q4 Can I use boxes to store registered material

Q5 Why have my documents been destroyed early

Q6 Do I need to index my registered files on Fario prior to sending them for archive

Q7 How do I send files into Heywood

Q8 Who is responsible for the storage service

Q9 I cant get files back from Heywood Stores who do I contact

Q10 What records that MUST be kept on a Registered File

Contact information

61 Paper records16

62 Electronic records16

7 If new team is being created andor additional responsibilities are taken on18

8 Information security20

9 Assurance compliance21

91 Information Asset Owners 21

92 Senior Information Risk Owner 21

10 Registered File Guidance 22

101 Using Registered Files 22

102 Using boxes to store corporate material28

103 Registry Files audit33

11 Advice ndash Frequently Asked Questions 34

Q1 I work in Corporate amp Shared Services and most of the documents I work on are electronic do I still need to print to paper 34

Q2 How do I set up a file office registry and start using registered files 34

Q3 Where can I get registered file covers 34

Q4 Can I use boxes to store registered material 34

Q5 Why have my documents been destroyed early34

Q6 Do I need to index my registered files on Fario prior to sending them for archive35

Q7 How do I send files into Heywood35

Q8 Who is responsible for the storage service35

Q9 I cant get files back from Heywood Stores who do I contact35

Q10 What records that MUST be kept on a Registered File 35

Contact information38

bull Briefing Notes

bull Legal Advice

Records

Yes No

Guidance

andor business need

Not in bulk

material

of Shared Drives

torage Policy S

bull Jobcentre Plus

bull CIT

bull Policy groups

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

bull Briefing Notes

bull Legal Advice

Records

Yes No

Guidance

andor business need

Not in bulk

material

of Shared Drives

torage Policy S

bull Jobcentre Plus

bull CIT

bull Policy groups

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

bull Briefing Notes

bull Legal Advice

Records

Yes No

Guidance

andor business need

Not in bulk

material

of Shared Drives

torage Policy S

bull Jobcentre Plus

bull CIT

bull Policy groups

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

bull Briefing Notes

bull Legal Advice

Records

Yes No

Guidance

andor business need

Not in bulk

material

of Shared Drives

torage Policy S

bull Jobcentre Plus

bull CIT

bull Policy groups

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

Records

Yes No

Guidance

andor business need

Not in bulk

material

of Shared Drives

torage Policy S

bull Jobcentre Plus

bull CIT

bull Policy groups

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

Records

Yes No

Guidance

andor business need

Not in bulk

material

of Shared Drives

torage Policy S

bull Jobcentre Plus

bull CIT

bull Policy groups

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

torage Policy S

bull Jobcentre Plus

bull CIT

bull Policy groups

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

bull Jobcentre Plus

bull CIT

bull Policy groups

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

bull Jobcentre Plus

bull CIT

bull Policy groups

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

bull Jobcentre Plus

bull CIT

bull Policy groups

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

REGISTRY

OFFICE

NUMBER

3 LETTER

PREFIX

FILE REFERENCE

NUMBER

2 November 2010

5 May 2012

SUBJECT

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

DESTROY NOW

DATE __________6052011___________

(PRINT NAME BELOW)

___John Smith__________________

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

bull Title

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information

bull A5 Boxes

Contents

1 Introduction

11 Sustainability


3 Registered Files














442 Staff records

443 Correspondence






410 FOI records











61 Paper records












1014 Closing Files






















Contact information