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Records retention glossary

These are common terms referred to when talking about records retention.


Glossary

Business need / common practice

If there is no law or regulation to say how long a record should be kept, we consider the administrative needs of the organisation, or on what similar organisations do. 

Closure

When a record ceases to be ‘current’, for example when a set of minutes are formally agreed.

Disposal

Processes associated with the end of a record’s lifecycle, including destruction, or transfer to Derbyshire Record Office.

Offsite storage

You may only use Derbyshire County Council’s preferred provider, with authorisation. Contact your line manager or the Corporate Records Manager to discuss this option.

Permanent

To retain the record permanently and offer to Derbyshire Record Office.

Record

Information kept as evidence of an activity.

Disposition

What you need to do with the record, triggered by a particular event (such as its closure).