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Digital services retention schedule

Version 2.1, adopted June 2021, expires end November 2022. A pdf version of this retention schedule, including full version history, is held in the EDRM Retention Schedules folder.


See an explanation of the 6+ Rule and all other standard disposition codes.

DIG 1: Providing council services through web-based software applications

Disposition: Destroy 20 years after being decommissioned.

Example(s):

  • code from longstanding or significant applications may be offered to Derbyshire Record Office
  • archived website and application code (for example decommissioned Gold Card renewal application)

Rationale: Business need

Storage location: Shared network drive

Analysis

DIG 2.1: High-level performance analysis of online services/activities

Disposition: Permanent. Offer to Derbyshire Record Office. (Note: yearly analytics export)

Example(s):

  • basic website statistics for council-run sites

Rationale: Common practice

Storage location: Within online system(s) while live; Record Office after export

DIG 2.2: In-depth usage analysis of online services/activities

Disposition: Permanent. Offer to archivist.

Example(s):

  • advanced website and digital campaign usage statistics

Rationale: Common practice

Storage location: Within online system(s) while live; Record Office after export

MA 2.6.1: Monitoring the quality, efficiency, or performance of services

Disposition: Destroy 6 years from closure of record

Example(s):

  • work requests to the Digital and Web team by email

Rationale: Common practice

Storage location: Shared network drive

PR 2.2: Publishing information through email bulletins

Disposition: Permanent. Offer to Derbyshire Record Office

Example(s):

  • digital newsletters such as Our Derbyshire

Rationale: Business need

Storage location: Within online system(s) while live; Record Office after export

PR 2.2: Publishing information through social media posts

Disposition: Permanent. Offer to Derbyshire Record Office

Example(s):

  • Twitter posts from Derbyshire County Council corporate account

Rationale: Common practice

Storage location: Within online system(s) while live; Record Office after export

MA 2.5.3: Providing information through social media private messages

Disposition: Delete 6 years from closure of record

Example(s):

  • Facebook private messages to Derbyshire County Council page

Rationale: Business need

Storage location: Online social media platforms

Website

PR 2.2: publishing information through websites administered by the council

Note: As at 2018, Derbyshire County Council does not operate a web archive, but permanent retention may be effected if data is scraped and held in a shared file system. In the meantime, the British Library regularly captures archive copies of our websites including the public-facing sections of the Our Derbyshire site. For further information, see the Corporate Digital Records Preservation Policy.

A static version of a web page or website may be treated as “the published work of the council” (see Communications and Public Relations retention schedule section PR 2.2). The data would then be retained permanently as part of the council archive. An archival copy represents a “snapshot” of the website at the time of capture only, as retention of evidence for every change to a website is not practicable. Data capture should ideally be carried out at five-year intervals, and whenever there are major transformations of the site's content or structure

MA 2.4.7: Managing individual web pages

For the retention/disposal of individual web pages, see Management and Administration 2.4.7. As soon as a web page is taken down, its contents become data in transit to final deletion, retained only until expiry of any automated waiting period imposed for disaster management, business continuity or data security reasons.