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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. 

Some retention periods derive from Information and Records Management Society guidance, including Retention Guidelines for Local Authorities (2003) shortened to RGLA. The Records Management Code of Practice for Health and Social Care (2016) is also a useful comparison tool.

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)

RGLA

See 'Business need / common practice'

Secure network folder

A shared drive or folder, available to team members using different computers. It also includes the Content Server Electronic Documents and Records Management (EDRM) system, where used.