MHCLG: records and information management policy
How records and information are managed in the department in order to meet our statutory responsibilities.
How we manage records and information
This document explains how we manage, store and retain our records and information. It also sets out why some information is not kept permanently. It may help you understand our approach to records management and assist you in making Freedom of Information (FOI) requests.
How we manage information
We manage most of our information digitally using secure, approved systems in Microsoft 365, including SharePoint and Teams. These are our primary corporate record-keeping environments, so information is protected, searchable and accessible.
Physical paper records are used only where necessary and are stored securely.
Our approach follows the standards and legislation used across government, including:
- Public Records Act 1958
- Freedom of Information Act 2000 (FOIA)
- Data Protection Act 2018 and UK GDPR
- The Code of Practice on the Management of Record under section 46 FOIA
We regularly review our records management practices, retention schedules and storage arrangements to ensure they remain compliant with statutory requirements and reflect current best practice.
Roles and responsibilities
The Departmental Records Officer (DRO) oversees compliance with the Public Records Act and the transfer of records to The National Archives.
Our Knowledge and Information Management (KIM) team provides guidance, tools and assurance to help staff manage information effectively and consistently.
Staff receive guidance and training to help them understand their responsibilities and manage information appropriately.
Creating and capturing records
Staff must create and capture records of official business into corporate systems. Where business is conducted on non‑corporate channels information must be promptly moved into Microsoft 365 so that it is protected, searchable and retained in line with our schedules. The department follows the Cabinet Office guidance “Non-corporate communication channels for government business”.
How long we keep records
We keep records only for as long as they are needed for business, legal or accountability purposes. Most records are kept for between 2 and 20 years depending on their type, context and statutory requirements.
The exact retention period depends on business need, statutory obligations, and the type of information involved. Retention periods are set by each business area in consultation with our KIM team, using the departmental retention schedule and guidance from The National Archives.
Records selected for permanent preservation are transferred to The National Archives no later than 20 years after creation, in line with the Public Records Act.
Examples of how long different types of information would be kept:
2 years – short-term administrative value
5 years – operational records
7 years – financial and audit related records
20 years – potential historical value – and reviewed at this point
Transfer to The National Archives by 20 years if selected for permanent preservation.
When we keep information for longer
Some records may be kept for longer than 20 years, but only with formal legal approval. This applies to records that have long-term historical, legal, or public interest value.
If records are required for ongoing inquiries, investigations, litigation, or information rights requests, they are retained beyond their usual retention period. This is known as a Retention Instrument.
Secure deletion and disposal
When records reach the end of their retention period and are no longer needed, they are securely deleted or selected for permanent preservation and prepared and transferred to The National Archives if they are judged to have long-term historical value.
Why we may not hold certain information
We do not keep every piece of information indefinitely. Our retention schedules ensure that information is only kept for as long as it is needed to meet legal, regulatory, and business requirements. This means, for example, that some information may have been securely deleted according to its retention period before a FOIA request is made.
Working transparently
We are committed to managing information in a way that enables transparency and accountability. Our practices ensure that information is captured accurately, stored securely and disposed of appropriately.
Much of the information people request is already publicly available on gov.uk. Please check our transparency pages (including spending data, corporate reports, statistics and open datasets) before submitting an FOI request as the information you need may already be accessible.
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Transparency data - Transparency and freedom of information releases - GOV.UK
Freedom of Information (FOI) contact information
If you have questions about whether information is held, or about our retention practices, you can contact our FOI Team:
Use of Artificial Intelligence
Artificial intelligence tools were used to create this document by helping summarise the internal guidance and present key information in a clear and accessible form for the public. The final content has been reviewed and approved by departmental staff.