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Records retention glossary

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


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. 


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


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.


To retain the record permanently and offer to Derbyshire Record Office


Information kept as evidence of an activity


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