10 Strategy and Governance Records Retention Schedule University of Portsmouth 2018

Transcription

1 10 Strategy and Governance Records Retention Schedule University of Portsmouth 2018 Contents Board of Governors Legal Framework and Terms of Reference Governors: Personal Records Governors: Administrative Records Strategies, Strategic Plans and Management Plans Policies and Procedures Policies Final Versions Procedures Final Versions Working Papers and Drafts Equality Impact Analysis Implementation Annual Reports Student Charter Statistics Statutory Returns Other Statistics Contracts and Licences Non-academic Contracts and Licences Collaborative Programme Contracts Research Contracts Student Placements and Training Agreements Validation and Accreditation Contracts International Contracts & Sponsorship Licences Information Governance Data Protection Freedom of Information and Environmental Information Appeals to the Information Commissioner s Office Public Interest Disclosure Records Management Information Security and Monitoring Records of Subsidiary Companies Strategy & Governance Records Version Page 1 of 13

2 10.1. Board of Governors University of Portsmouth Retention Schedule Legal Framework and Terms of Reference The constitution, membership and terms of reference for the Board of Governors are held within the agenda of the October Board of Governors meeting. The statement of primary responsibilities and standing orders of the Board of Governors and its committees are held within board papers. For retention of these, see Retention Schedule 03 Committee Records > Board of Governors. Articles of government Permanent Archive JISC recommendation K:drive Instrument of government Permanent Archive JISC recommendation K:drive Governors: Personal Records For expense claims, see Retention Schedule 05 Financial Records > Accounting for Expenditure. HISTORICAL Corporate Governance filing cabinets Corporate Governance filing cabinets Published on website Published on website Governors no longer have separate indemnity forms, there is one insurance policy covering all governors, see Retention Schedule 05 Financial Records > Insurance Management. For declarations of interest, see Retention Schedule 08 Risk Management > Declarations of Interest. Appointments of governors are recorded in the minutes of the Nominations Committee, see Retention Schedule 03 Committee Records > Board of Governors. Personal details and photographs Names of former governors, dates of membership and photographs of chairmen Termination of appointment Permanent Archive Historic value 1 year Destroy K:drive Names & dates are held in Board of Governors minutes and annual accounts HISTORICAL Corporate Governance filing cabinets Photo and biography published on website, if permitted Application forms (non-elected governors) Termination of appointment 6 years Destroy Limitation Act Strategy & Governance Records Version Page 2 of 13

3 Governors: Administrative Records For the administration of training and induction programmes, see Retention Schedule 12 Training and Events. Election results are held within board papers, see Retention Schedule 03 Committee Records > Board of Governors. University of Portsmouth Retention Schedule HISTORICAL Roles and responsibilities of governors When superseded 10 years Destroy K:drive Published on website Notices of elections and electoral lists election Destroy JISC recommendation Staff governors only K:drive Correspondence concerning elections election Destroy JISC recommendation Drafts on K:drive Google (All Staff ) Nomination forms (staff governors) election Destroy JISC recommendation K:drive Electoral statements Polling instructions Completed ballot papers / postal votes election election election Destroy JISC recommendation Forms part of ballot paper Destroy JISC recommendation Destroy JISC recommendation Corporate Governance filing cabinets Corporate Governance filing cabinets Corporate Governance filing cabinets Google (All Staff ) Google (All Staff ) Results are published on website Preliminary information for new governors Permanent Archive Historic value Induction pack K:drive Reviews of governor effectiveness Completion of 2 subsequent reviews Destroy JISC recommendation K:drive Summary published on website 10 Strategy & Governance Records Version Page 3 of 13

4 10.2. Strategies, Strategic Plans and Management Plans PLANNING DEPT PERION STRATEGY OWNER'S HISTORICAL University s Strategic Plan Paper Permanent Archive Historic value Strategies - Final versions Electronic When superseded 10 years Working papers Paper & Electronic Next version of strategy or plan complete Delete or Archive Destroy Potential historic value To provide reference material for drafting next version Audit purposes Consider transferring major strategies to University Archive to provide historic record of University development (e.g. HR, Estates) Quarterly monitoring statements Electronic Strategic plan superseded 10 years Delete Sent to Board of Governors and will be permanently archived as part of the Governors record series. Therefore, no need to keep this copy in perpetuity Policies and Procedures Please Note Individual policies/procedures are not explicitly mentioned, unless the retention period deviates from the general retention shown. NB: Policies and procedures relating to childcare are covered under Retention Schedule 09 Service and Student Support Records > Nursery Policies Final Versions POLICY OWNER'S University Policies Electronic When superseded 10 years Delete JISC recommendation Policies which apply across the University, for example, policies in corporate format, held in the document warehouse HISTORICAL Directorate K:drive (2008 on) & Print Services have a hard copy of the most recent version of each document sent for corporate formatting Published on Document Warehouse (although some are intranet only) Local Policies Electronic When superseded 6 years Delete Limitation Act 1980 Policies which apply only to one business area, for example, UPDA policies required by NHS 10 Strategy & Governance Records Version Page 4 of 13

5 Procedures Final Versions Procedures comprise any document, which whilst not a policy, formally instructs staff on how to carry out all or part of their role. They may also be known as process guides, manuals, staff guidance, handbooks etc PROCEDURE OWNER S General procedures Electronic When superseded 6 years Delete Limitation Act 1980 Health & Safety procedures Electronic When superseded 50 years Delete In case of criminal prosecution or personal injury claim resulting from exposure to asbestos, hazardous substances, lead, noise or ionising radiation HISTORICAL Directorate K:drive (2008 on) & Print Services have a hard copy of the most recent version of each document sent for corporate formatting Published on Document Warehouse (although some are intranet only) HR Procedures Electronic When superseded 10 years Delete JISC recommendation of HR policies and procedures Working Papers and Drafts Working papers & drafts Paper & Electronic Equality Impact Analysis Assessment documentation Next version of policy / procedure complete Associated policy disposed POLICY/PROCEDURE OWNER'S POLICY/PROCEDURE OWNER'S Destroy EQUALITY & DIVERSITY To provide reference material for drafting next version Destroy To provide evidence of compliance with equality legislation; Reference material for carrying out next assessment EDM (within policy file) HISTORICAL HISTORICAL EIA Guidance Electronic When superseded Destroy E&D K:drive Local drives Implementation POLICY/PROCEDURE OWNER'S Local drives HISTORICAL Internal/external via E&D webpages and HR document warehouse Guidance, training and awareness materials When superseded 1 year Destroy in case of queries concerning previous version Examples: leaflets, handouts, presentations, factsheets Forms and templates When superseded 1 year Destroy in case of queries concerning previous version 10 Strategy & Governance Records Version Page 5 of 13

6 10.4. Annual Reports HISTORICAL Final versions End of academic year 10 years Destroy NB: Consider archiving Working papers & drafts Next annual report complete Destroy Student Charter MARKETING & COMMS HISTORICAL Student Charter When superseded 6 years Destroy Limitation Act Statistics Statutory Returns Statutory returns and data supply relating to student (incl HESA returns) output reports Statutory returns and data supply relating to staff, finance, DHLE (incl HESA returns) output reports ACADEMIC REGISTRY RETURNING Electronic Permanent Archive Historic Value Electronic Permanent Archive Historic Value A full list of student returns is held on the external returns data register. There are statutory returns (e.g. HESA) and data supply (internal and external - e.g. league tables) Returning depts. include HR, Finance and Employability Registry K:drive HISTORICAL Returns are published by the receiving body. However all published University reports giving stats on students (incl any FoI responses) should be drawn from these data sets. Other statutory returns output reports Electronic Permanent Archive Historic Value Documentation supporting external returns (incl. raw data) Electronic End of academic year 6 years 6 years Delete Financial auditing It is not possible to retain a snapshot of the corporate systems at the time the raw data was extracted Registry K:drive (XML files) 10 Strategy & Governance Records Version Page 6 of 13

7 Other Statistics Departmental statistics and management information End of academic year 10 years Destroy JISC recommendation Management Information System (PMR Dashboard) HISTORICAL Contracts and Licences Non-academic Contracts and Licences (Includes collateral warranties, which should be managed as contracts) NB: For tender and procurement, see Retention Schedule 05 Financial Records > Procurement. From 01/01/18, Procurement contracts will be held on the Intend system. OWNING DEPT HISTORICAL Register of contracts Permanent Long-term reference Directorate K:drive Contracts and agreements: signed under seal Expiry/performa nce of contract 12 years Destroy JISC recommendation Includes supporting documentation relating to negotiation, establishment and review of contracts and agreements Intend system (from 01/01/18) Originals retained in paper Originals retained in paper Contracts and agreements: not under seal Contracts and agreements: building / maintenance work Contracts and agreements that include clauses defining ownership or exploitation of intellectual property Intellectual property agreements and licences (including copyright licences) E E Expiry/performa nce of contract Expiry/performa nce of contract Expiry of ownership of intellectual property Expiry of agreement/ licence 6 years Destroy 15 years Destroy 12 years Destroy 12 years Destroy JISC recommendation Latent Damage Act 1986 Copyright, Design and Patents Act 1988 ICSA recommendation Contracts signed under seal are primarily dictated by financial regulations and require two governors signatures. A ledger of contracts signed under seal is kept in safe in DCG office. Original is returned to owning dept. Copyright in literary, dramatic, musical or artistic work last for 70 years after the death of the author; patent protection is valid for 20 years; registration of trademarks can be renewed every 10 years Intend system (from 01/01/18) Intend system (from 01/01/18) Software, hardware and IT service licences Expiry of licence 6 years Destroy Estates licences Expiry / termination or surrender of licence 15 years Destroy ICSA recommendation; Latent Damage Act 1986 NB: includes negotiation of licences 10 Strategy & Governance Records Version Page 7 of 13

8 Collaborative Programme Contracts ACADEMIC REGISTRY HISTORICAL Contracts with collaborative partners Exit of last student following expiry / termination of contract 6 years Destroy The date of the exit of the last student will be available from the Student Records System Filestore Register of collaborative partners Permanent Quality Code, Chapter B.10 Current and ex-partners Filestore Research Contracts NB: For research funding bids, see Retention Schedule 07 Project Records > Research Projects Research contracts are retained by Finance in accordance with the Non-Academic Contracts and Licences, above Student Placements and Training Agreements PURPLE DOOR RETENTIO N FACULTIES RETENTIO N HISTORICAL Placement and training agreements Completion of placement or training 6 years 6 years Destroy Policy for Placement Learning Insurance cover forms End of academic year 3 years 3 years Destroy Limitation Act Validation and Accreditation Contracts ACADEMIC REGISTRY RETENTIO N FACULTIES RETENTIO N HISTORICAL External Examiner contractual documents Expiry of contract 6 years Data Protection Act 1998 For example: appointment letters EDM, in secure contracts area Professional, statutory and regulatory bodies records relating to contractual matters Expiry of contract 6 years Professional accrediting bodies do not give contracts. They are usually a report or letter giving us a period of registration, accreditation, certification or recognition Faculty filing areas Quality Assurance Committee minutes 10 Strategy & Governance Records Version Page 8 of 13

9 International Contracts & Sponsorship Licences INTERNATIONAL OFFICE HR DEPT RETENTIO N HISTORICAL Contractual documents relating to agents Expiry of contract 6 years Destroy Limitation Act 1980 Licences to sponsor migrants Expiry of Licence 6 years Destroy Limitation Act 1980 Documentation submitted as part of the University's application to become a licensed sponsor for migrants End of sponsor licence to which the records pertain Destroy UK Border Agency Sponsor Policy Guidance Information Governance Data Protection Records relating to the University's notification of data controller details to the Information Commissioner's Office Subject access requests and responses provided: resulting in complaints/appeals HISTORICAL End of academic year 1 year Destroy JISC Recommendation Last action on request 6 years Destroy JISC recommendation By individuals and/or their representatives (e.g. Lawyers) Subject access requests and responses provided: standard requests Last action on request 3 years Destroy By individuals and/or their representatives (e.g. Lawyers) Data requests by police or other approved bodies and responses provided: information is held Data requests by police or other approved bodies and responses provided: information is not held Correspondence with Information Commissioner s Office regarding potential breach notifications End of calendar year 3 years Destroy End of calendar year 1 year Destroy Last action required by ICO on breach 3 years Destroy Last action may be 12/24 months after the initial breach because ICO may require updates on a case. Directorate, Room 3.20 Directorate, Room 3.20 Directorate, Room 3.20 (up to 2013) 10 Strategy & Governance Records Version Page 9 of 13

10 Freedom of Information and Environmental Information HISTORICAL Requests and responses provided: resulting in complaints / appeals Last action on request 6 years Destroy JISC recommendation Requests and responses provided: relating to case where precedents are set or principles established for handling requests for certain types of information Last action on request 10 years Destroy JISC recommendation Requests and responses provided: standard requests End of calendar year 3 years Destroy JISC recommendation; TNA recommendation Records documenting development and maintenance of the University's publication scheme Revision of scheme completed Appeals to the Information Commissioner s Office 5 years Destroy JISC recommendation Directorate, Room 3.20 (up to 2005) Decision notices issued by Information Commissioner's Office and decisions by Information Tribunal Public Interest Disclosure Public interest disclosure records, relating to the investigation, determination and resolution of an allegation made by a member of staff under the Public Interest Disclosure Act 1998 Settlement of case 10 years Destroy Closure of case 6 years Destroy JISC recommendation HISTORICAL Directorate, Room 3.20 (up to 2009) HISTORICAL 10 Strategy & Governance Records Version Page 10 of 13

11 Records Management DEPTS HISTORICAL Records relating to record surveys and audits Electronic audit / survey dispose Delete JISC recommendation n/a Classification, indexing and metadata schema, and related documentation Electronic When superseded 5 years Delete JISC recommendation PinPoint, K:drive, Paper n/a Schedules identifying vital records for business continuity Electronic When superseded 1 year Delete in case of queries concerning previous versions K:drive n/a Retention schedule: final versions Electronic Permanent Archive JISC recommendation; TNA recommendation Includes schedules identifying records of historic value EDM system n/a Available on website Retention schedule: background and working papers Electronic version Delete To provide reference material for compiling next version EDM system & paper n/a Deviations from retention schedule Electronic Permanent Archive To explain why records have not been disposed of in accordance with the schedule EDM system n/a Authorisations for the disposal of records Electronic Permanent Archive TNA recommendation; ICSA recommendation PinPoint, K:drive n/a 10 Strategy & Governance Records Version Page 11 of 13

12 Information Security and Monitoring IS DEPT HISTORICAL Records of security arrangements for systems System decommissioned 5 years Destroy JISC Recommendation Records of the opening, maintenance and closure of user accounts for systems Closure of account 1 year Destroy JISC Recommendation (Note from IS significant work required to achieve this) Network & traffic monitoring Daily 2 days Destroy Mail logs Compilation 1 month Destroy Web cache logs: daily log files Daily Destroy Active scanning records Completion of scan 1 year Destroy Records of attempted or actual security breaches of systems Records of the removal/return of mobile ICT systems hardware and software from University premises Date of breach 5 years* Destroy Underwriters require 5yrs of information for cyber liability cover. Return of equipment 3 months Destroy JISC Recommendation * Or 1yr after system decommissioned, whichever is the longer. NB: Includes actions taken 10 Strategy & Governance Records Version Page 12 of 13

13 10.9. Records of Subsidiary Companies All other records relating to subsidiary companies of the University will be managed in accordance with the relevant University retention schedule. HISTORICAL Registers of directors and secretaries E Life of Company Archive Companies Act 2006 This information should be filed with Companies House Companies House Certificates Original Life of Company Archive Companies Act 2006 Including: certificate of incorporation, certificate to commence business (PLCs only), change of company name Records of association Original Life of Company Archive Companies Act 2006 Includes: memoranda and articles of association Signed copy should be filed with Companies house, but company may retain its own signed copy for reference Companies House Constitutional records E Life of Company Archive Companies Act 2006 Committee / Board minutes E Life of Company Archive Companies Act Strategy & Governance Records Version Page 13 of 13