Skip to content

Information and Communication Technology retention schedule

Version 2.1, adopted June 2021, expires end Feb 2023. 


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.

ICT Services

ICT 1.1: Responding to ICT user enquiries, fault reports and requests for technical or applications support

Disposition: Destroy 3 years from last action

Example(s):

  • Service requests / call logs
  • Change management requests
  • Post incident review
  • Incident / service requests
  • Emails
  • System data / work logs

Rationale: Business need

Location: Service manager

ICT 1.2: Documenting the arrangements for the acquisition of new ICT equipment

Disposition: After closure, destroy 6 years from end of financial year

Example(s):

  • Approved software list
  • Quotations
  • Orders
  • Invoices

Rationale: Business need

Location: SAP, Orderpoint, EDRM

ICT 1.3: The process for documenting the arrangements for the configuration and deployment of end user ICT equipment

Disposition: After closure, destroy 6 years from end of financial year

Example(s):

  • Specifications
  • Configuration documents

Rationale: Business need

ICT 1.4: Documenting the arrangements for the disposal, and the sanitisation of ICT equipment prior to disposal

Disposition: After closure, destroy 6 years from end of financial year

Example(s):

  • Disposal record
  • Asset register

Rationale: The Limitations Act 1980

Location: EDRM, Service Manager

ICT 1.5: Systems data held on ICT support systems for delivering end user ICT support

Disposition: Destroy 3 years from closure

Example(s):

  • Service catalogue
  • Systems centre
  • Service manager
  • Change control documents

Rationale: Business need

Location: Proprietary system

ICT 1.6: Number not used

ICT 1.7: Providing ICT assistance and infrastructure as a traded service

Disposition: After closure, destroy 6 years from end of financial year

Example(s):

  • Correspondence
  • Draft orders / contracts

Rationale: The Limitations Act 1980

Location: EDRM, Shared network drives

Network management

ICT 2.1: Developing and managing ICT networks

Disposition: Destroy 3 years from closure

Example(s):

  • Network equipment information
  • Configuration information
  • Configuration backups
  • Network diagrams
  • Cabinet information

Rationale: Business need

Location: EDRM, Shared network drives

ICT 2.2: Undertaking significant maintenance and development on ICT networks

Disposition: Destroy 3 years from closure

Example(s):

  • Work packages;
  • Change control documents

Rationale: Business need

Location: EDRM, Shared network drives

ICT 2.3: Undertaking routine maintenance on ICT networks

Disposition: Destroy 3 years from closure

Example(s):

  • Work schedules
  • Maintenance records

Rationale: Business need

Location: EDRM, Shared network drives

ICT 2.4: Documenting the routine monitoring and testing of the operation of ICT systems, and action taken to rectify problems and optimise performance

Disposition: Destroy 3 years from closure

Example(s):

  • Orion monitoring reports
  • Testing procedures / guidelines;
  • Post incident reviews

Rationale: Business need

Location: EDRM, Shared network drives

Software support

ICT 3.1: Managing the high level development and support of software (e.g change management, system development, upgrades etc)

Disposition: Destroy 3 years from closure

Example(s):

  • User manuals
  • Correspondence with suppliers
  • Communications with users
  • Training materials and schedules
  • Business / process flows
  • Problem records

Rationale: Business need

Location: EDRM

Server support and management

ICT 4.1: Documenting the opening, maintenance and closure of user accounts for ICT systems

Disposition: Destroy 3 years from closure

Example(s):

  • Service requests

Rationale: Business need

Location: Service Manager (Legacy data: RMS System, 2010 version of Service Manager)

ICT 4.2: Documenting the routine monitoring and testing of the operation of ICT systems, and action taken to rectify problems and optimise performance

Disposition: Destroy 3 years from closure

Example(s):

  • Post-incident reviews
  • Problem records
  • Change management records

Rationale: Business need

Location: Service Manager

ICT 4.3: Undertaking significant maintenance and development on ICT servers

Disposition: Destroy 3 years from closure

Example(s):

  • Change requests

Rationale: Business need

Location: Service Manager

ICT 4.4: Undertaking routine maintenance on ICT servers

Disposition: Destroy 3 years from closure

Example(s):

  • Change requests

Rationale: Business need

Location: Service Manager

ICT 4.5: Documenting the management of system data storage

Disposition: Destroy 3 years from closure

Example(s):

  • Change requests

Rationale: Business need

Location: Service Manager

ICT projects and development

ICT 5.1: Documenting the management of ICT systems development projects

Disposition: Destroy 6 years from closure of project

Example(s):

  • Project documentation
  • Business flows
  • Tender submissions
  • Design documentation
  • Projects database

See also:

Rationale: Common practice

Location: EDRM, Shared network drive

Information security management

ICT 6.1: The process for storing, monitoring and reporting on ICT information security

Disposition: Destroy 6 years from closure

Example(s):

  • Monthly monitoring reports for departments.
  • Individual investigations requested by Audit Services.
  • Spreadsheets of failed user accounts for each department.
  • Results of tests

Rationale: Business need

Location: EDRM