FCDO records retention and disposal policy
Updated 22 March 2023
© Crown copyright 2023
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This publication is available at https://www.gov.uk/government/publications/foreign-commonwealth-development-office-fcdo-retention-schedule/fcdo-records-retention-and-disposal-policy
This schedule details how long FCDO information should be retained for and the disposal methods which should be used. It is intended to help FCDO staff understand their responsibilities for storing information, disposing of it appropriately or transferring it to the FCDO Archive where it will be reviewed and either transferred to The National Archives (TNA), deleted or retained under an Advisory Council instrument of retention.
All information stored in MS Teams which have been set up with retention periods of 2, 7 and 15 years is automated for deletion at 2 and 7 years, but only the contents of MS Teams with a 15-year retention period are retained for review.
Information stored in other IT systems must be retained in accordance with the retention periods below and deleted in accordance with the system’ deletion capabilities.
Information in paper format should be retained in line with the retention periods below and disposed of in accordance with the rules concerning the destruction of classified information i.e. all Official-Sensitive information should be treated as confidential waste.
Policy documents
| Information type | Format | Retention period |
|---|---|---|
| Policy documentation including briefings, submissions and supporting documents | - Electronic - Paper | Reviewed for permanent preservation at 15 years |
| Strategic programme documentation | - Electronic - Paper | 7 years after the end of the project |
| FCDO Board papers and documentation | - Electronic - Paper | Reviewed for permanent preservation at 15 years |
| Notes verbales | - Electronic - Paper | 7 years unless they contain key policy decisions or information of interest for long term record; then to be retained for 15 years and review |
Case documents
| Information type | Format | Retention period |
|---|---|---|
| Consular case files | - Electronic - Paper | 3 years following closure (unless marked for retention) |
| Litigation case files | - Electronic - Paper | 7 years after the case has closed or according to legal advice |
| Documentation relating to public inquiries | - Electronic - Paper | Reviewed for permanent preservation at 15 years |
| Minister to MP and Treat as Official (Official to Member of the Public) correspondence | - Electronic - Paper | Reviewed for permanent preservation at 15 years |
| Freedom of Information requests, key decision making documents and response | - Electronic - Paper | 3 years from date of last action. Any submission or key policy decisions arising from the FOI request should be treated as “15 years and review”; information to be retained for permanent preservation will be transferred to TNA. |
| Data Protection Subject Access requests: key decision-making documents and response | - Electronic - Paper | 2 years from the date of last action on the case |
Estates
| Information type | Format | Retention period |
|---|---|---|
| Lease contracts and associated information | - Electronic - Paper | 6 or 12 years, after contract completion |
| General estates related information and sale/purchase of property | Electronic | Electronic information is kept in perpetuity. Original copies of deeds are kept by FCDO Archives at Hanslope Park; kept until property disposed of |
| Estate project documentation | - Electronic - Paper | Construction contracts: 6 years (by exception any contracts signed by “seal” or “deed” should be retained for 15 years) |
Financial
| Information type | Format | Retention period |
|---|---|---|
| Main accounting ledgers | Electronic | Reviewed for permanent preservation at 15 years |
| Invoices, VAT records & supporting financial documentation, including bank statements, NPAs, used cheque/receipt books | - Electronic - Paper | 7 years |
| Invoices (with no VAT) and supporting financial documentation | - Electronic - Paper | - Electronic: 7 years for after the end of the Financial year - Paper: 3 years after the end of the financial year |
| Commercial documentation (including procurement, grants and government procurement card use) | Electronic | 7 to 15 years from the date contract ends; possibly longer if contract refers to any long term contractual obligations. Procurement strategy reviewed at 15 years |
| Employee travel and subsistence expenses | Paper | 3 years after the end of the financial year (to be retained by the individual member of staff) |
| Prism record for employee travel and subsistence expense | Electronic | 7 years |
HR
Retention period rationale: HR legislation and guidance from The National Archives and Civil Service Commission
| Information type | Format | Retention period |
|---|---|---|
| Pay, pensions, superannuation, security vetting | - Electronic - Paper | 100 years from DOB or 5 years after death, whichever is shorter |
| Employment tribunal files | Electronic | 7 years after last action or according to legal advice |
| Medical and welfare information | - Electronic - Paper | 30 years after first action or longer depending on relevant legislation eg asbestos contamination records should be kept for 40 years |
| HRD personnel information: UK-based staff | - Electronic - Paper | 100 years from DOB or 5 years after death |
| HRD personnel information: Country-based staff | - Electronic - Paper | 7 years after last action or longer depending on local law |
| - UK sifts and interview panels for internal appointments: CVs and notes - CBS CVs, interview notes and panel sifts - Other recruitment records |
- Electronic - Paper | Keep unsuccessful recruitment information for 12 months in case of appeal and successful recruitment information keep for 2 years |
| Continuity of Education | - Electronic - Paper | Reviewed for deletion or permanent preservation or at 15 years |
| Management information (MI) reports | Electronic | 5 years for standard reporting data. 2 years for ad-hoc requests and any data calculations |
IT
| Information type | Format | Retention period |
|---|---|---|
| Opening, sign off and costing for IT projects and programme | Electronic | Reviewed for permanent preservation at 15 years |
| Service desk call records | Electronic | 2 years from closure date of service call |
| IT problem management records | Electronic | 2 years from closure date of IT problem/service call |
| Major incident reports and associated documentation | Electronic | 7 years from closure date of incident |
| MS Teams chat | Electronic | 90 days |
Private office papers
| Information type | Format | Retention period |
|---|---|---|
| Ministerial engagement diaries | Electronic | 7 years after the minister’s departure |
| Ministerial communications | Electronic Paper |
Reviewed for permanent preservation at 15 years |
Protocol
| Information type | Format | Retention period |
|---|---|---|
| Notification of arrival/departure/change of circumstances of foreign diplomats in UK | Electronic Paper |
- Electronic: retained for permanent preservation at 15 years - Paper notifications: 3 years |
| Visit programmes: final | Electronic | Reviewed for permanent preservation at 15 years |
| Major events: summits, campaigns etc (final documentation) | Electronic Paper |
Reviewed for permanent preservation at 15 years |