These must be approved by PRONI before being added as an addendum. When the schedule is reviewed the updated document will be laid before Northern Ireland Assembly for approval.

Section 1 - Introduction

Function of the Northern Ireland Assembly

The Northern Ireland Assembly was established as part of the Belfast Agreement (also known as the Good Friday Agreement), which was signed in April 1998 following multi-party talks and negotiations. The Assembly consists of 108 Members, 6 from each of the 18 parliamentary constituencies.

The Northern Ireland Assembly has had full legislative and executive authority from 2 December 1999 in respect of transferred matters. Transferred matters are those matters that fall to the Northern Ireland Government Departments and on which the Assembly has power to pass laws. Policing and justice powers were transferred in April 2010. Excepted matters include International Relations, Taxation, National Insurance, Elections, National Security and Defence. The Secretary of State for Northern Ireland is responsible for Northern Ireland Office matters not transferred to the Assembly, and therefore represents Northern Ireland interests in the UK Cabinet.

The Assembly was suspended on 14 October 2002 until 8 May 2007. During suspension, neither the Assembly nor any of its Committees can meet or conduct any business.

The Northern Ireland Assembly Records Management Policy

The Northern Ireland Assembly recognises that its administrative records are a unique and irreplaceable resource. The proper management of this resource is necessary to satisfy its internal business processes and to comply with legislation, including the Freedom of Information Act 2000, which provides for access to information held by the Assembly. The Assembly’s Records Management Policy Statement sets out a commitment to the development of an efficient and effective records management system. Crucial to the success of the policy is the development and implementation of a retention and disposal schedule.

Purpose of the Retention and Disposal Schedule

This retention and disposal schedule aims to support the development of greater control over the records created by the Northern Ireland Assembly. It will enable the Assembly to dispose of records promptly when they cease to be of any continuing administrative/legal value and will identify records which should be transferred to the Public Record Office of Northern Ireland (PRONI) because of their long-term historical/research value.

The schedule complies with the requirements in the Public Records Act (NI) 1923 and the Disposal of Documents Order (S.R.& O.1925 No 167).

Section 2 - What is covered by this retention and disposal schedule?

This schedule identifies the retention and disposal arrangements for all records created by the Northern Ireland Assembly. A record is recorded information, in any form, created or received by the Northern Ireland Assembly or individual members of staff to support and show evidence of Assembly activities. For the purpose of the Assembly’s Records Management Policy, records are defined as:

“Recorded information, in any form, created or received and maintained by an organisation or person in the transaction of business or conduct of affairs and kept as evidence’

Within the Assembly a range of information/documents exists but which does not need to be captured into the formal records management system. This information (e.g. ephemeral material, reference material, and convenience copy) is not covered by the retention and disposal schedule and includes:

Rough or early drafts where these do not contain evidence of policy development;
Circulated copies of drafts; unaltered drafts;
Convenience copies or information retained for reference purposes only (it is not retained to provide evidence of transactions, but only for its informational value);
Reference or published materials from external sources which are not needed for record purposes, e.g. papers from conferences and seminars, policy briefings, sales catalogues, brochures, “junk-mail”;
CC’d emails;
Emails that are not the primary record of decisions or transactions (e.g. the information is recorded in some other way following the email exchange);
Personal records and emails, e.g. social arrangements, personal copies of performance reviews;
Stocks of publications that have been superseded;
Bookings for internal services (e.g. rooms, equipment) where no charges are made;
Notes taken during meetings where formal notes/minutes have been prepared;
Meeting requests, acceptances and apologies;
Corporate notices and circulars (circulated copies, i.e. not the original);
Superseded circulation/contact lists;
Covering/transmission documents such as covering letters, fax cover sheets, compliments slips or emails accompanying attachments that do not provide additional information to the main document and where evidence of date and time of receipt or despatch are not required;
Reservations and confirmations of arrangements with third parties, such as joining instructions for conferences, training, etc. when invoices have been received.

These categories of information should be destroyed as soon as reference to the information has ceased. Unnecessary retention of such information represents a resource burden for the Assembly in terms of storage costs, administration and freedom of information and data protection obligations.

In almost all cases, the disposal periods given in the schedule relate to master copies of records which form the official version retained for regulatory or business reasons. Where it is clear that a master copy is being retained elsewhere within the Assembly, there is no requirement to keep such documents. In all cases, copies of records should not be retained any longer than the period stated for the master copy in the retention and disposal schedule.

Electronic Documents/Material

The Northern Ireland Assembly does not currently have an electronic document and records management system (EDRMS) which would enable the control, retention and transfer of records in electronic format. The Assembly, therefore, operates a print to paper policy, and electronic documents which form part of the official record should be printed out and placed on the appropriate file.

The principles governing the retention of electronic documents are the same as those for paper records. In support of these principles, it is important that electronic folders should be organised in a similar way as paper records. In addition, ephemeral electronic documents of no enduring value, such as those of purely personal relevance, should be deleted from the system at the earliest opportunity.

Email

Emails potentially form part of the Assembly’s corporate record and, therefore, are subject to its records management policies and procedures. All staff, therefore, should review incoming and outgoing emails to decide whether the information they contain should be retained as part of the corporate record. As with other electronic documents and material, where an email message forms part of the corporate record, it should be printed off and placed on the relevant file. The email should then be deleted from the personal mailbox and any “deleted items” box.

Where a member of staff wishes to keep an email message for administrative or reference purposes, it should be moved into a relevant area. These messages should be deleted when they have ceased to be of use for reference purposes. Ephemeral email messages, which are not required for either administrative or reference purposes, should be deleted immediately.

Incoming and outgoing emails are potentially covered by the Data Protection Act if one or other of the following criteria is met:

The sender or recipient is identifiable, either through their email address or the text of the email; or
The text of the email contains personal data, i.e. facts, opinions or intentions about identifiable living individuals.

The Data Protection Act specifically requires that personal data should not be kept for longer than necessary. Any emails containing personal information should therefore be deleted as soon as they are no longer of administrative value.

Section 3 - Categories of Retention / Disposal

There are four broad categories of retention / disposal

Determined on Review

These are records requiring appraisal. They are appraised by Assembly staff at specified periods to determine if there is a continuing business need for retention and by PRONI staff to determine if they are required for historical or research purposes.

Northern Ireland Assembly Permanent Preservation

There are likely to be few records which fall into this category but they are records which the Assembly needs to retain permanently for business administrative needs.

Public Record Office Permanent Preservation

These are files/records which PRONI has decided are of long-term historical research value. These records must be transferred to PRONI.

Destroy

These are records which the NI Assembly considers to be low grade, providing no continuing business/legal value and are of no historical or research value to PRONI.

Section 4 - Operation of this Retention and Disposal Schedule

Closing a file

In order for this retention and disposal schedule to operate effectively, it is important to maintain a streamlined filing system through regular and systematic closure of files. Closing a file does not mean that it has to be immediately removed from the filing system. What it does mean is that no additional papers should be added to the file and that it should be used only for reference. If files are not closed on a formalised and regular basis the following problems are likely to occur:

Files inevitably become untidy with resulting damage to documents;
Older files cannot be moved to inactive storage;
File fasteners and covers come under excessive strain from the weight of paper;
Access to items on a file becomes difficult;
Inactive information is held on current files.

Regular file closure has the following benefits:

Files are kept to a manageable size;
Files remain neat and tidy;
Access to material on files is faster;
The progressive disposal of records is made easier.

A file should be closed and a new one created if necessary when one of the following conditions are met:

The file exceeds a thickness of 2.5 cm;
No papers have been added for two years;
The contents of the file span more than five years.

In addition, some files should be closed at:

The end of the financial year;
The end of a project;
The end of a mandate.

When a file is due to be closed the appropriate member of staff should consult the retention and disposal schedule and indicate on the file the date on which it can be destroyed, transferred to the Public Record Office of Northern Ireland, or whether it should be subject to the normal review procedures.

Retention Period

Retention periods are based upon the specific business needs of the Assembly in addition to the regulatory environment within which the Assembly operates. The retention period required for each type of file is calculated from the point the file is closed.

Destruction

Destruction of files will take place on a planned basis in line with the retention and disposal schedule recommendations. Destruction will be conducted by Office Resources, which is responsible for the maintenance of the Secretariat registered file system, in consultation with the relevant business area. All destruction decisions must be agreed to by Office Resources and the relevant business area before destruction can take place . A record of all file destruction will be kept for audit purposes and all files will be destroyed in line with the arrangements for the destruction of confidential waste.

Review

Where the retention and disposal schedule indicates that the appropriate action in relation to any file is review, this will be carried out systematically, so as to eliminate redundant information and reduce the bulk of records held, while ensuring that no papers likely to be required for business continuity reasons and/or permanent preservation are destroyed. A file may be reviewed a number of times:

On Closure - A file should be reviewed immediately on being closed. The long term value may be quite clear at this stage and staff should indicate their decision on the file’s retention / disposal when it is being closed, if not already specified in the retention and disposal schedule.

First Review - Review five years after the file was closed. Procedures shall be put in place to ensure that these records are reviewed at the appropriate stage.

Second Review - There may be occasions when it proves impossible to reach a decision on a file at first review. Such files may be put away for examination at a later stage, no more than 20 years after the file was opened. If this is the case systems shall be put in place to ensure that the second review takes place.

PRONI Permanent Preservation / Copy Sent To PRONI

Where the action is PRONI Permanent Preservation, the records need not undergo the normal review procedures. Appropriate arrangements will be put in place to ensure timely transfer to PRONI.

Commitment to Preserving Files/Records

The Northern Ireland Assembly declares that it will take measures to ensure that the records it creates will be physically well maintained and cared for while they are in its custody. These measures will include:

Removing paper clips and pins from papers before filing with particular; attention being given to those records, which, according to the Retention and Disposal Schedule, are to be preserved permanently;
Removing any CDs and other storage devices from paper files and converting its contents to hard copy;
Using files with file covers as opposed to buff folders, which do not offer the same protection to the papers inside;
Using continuation files if files get too bulky (i.e. more than 2.5 cm thick);
Punching papers to be filed 25mm in and 25mm down from the edge to minimise the danger of detachment and resulting loss of information;
Storing bulky or outsize items in a pocket or envelope inside the file cover on the left hand side.

Roles and Responsibilities

The Director General to the Assembly has overall responsibility for ensuring that the Assembly complies with the requirements of legislation affecting the management of records, and with any supporting regulations and codes.

The Information Standards Officer is responsible for:

Ensuring that the Records Management Policy is implemented effectively;
The provision of record management guidance to Secretariat staff;
Producing procedures documenting all necessary record management arrangements;
Regularly reviewing and where necessary amending record management policies and procedure statements;
Making recommendations to the Senior Management in relation to changes or improvements; and
Liaising with the Public Record Office to ensure that the NI Assembly complies with NIRMS (Northern Ireland Records Management Standard).

The Information Standards Officer will work closely with Directorates to ensure that there is consistency in the management of records and that advice and guidance on good records management practice is provided.

The Support Services Manager is responsible for:

Office Resources which has responsibility for the operation and maintenance of the Secretariat registered file system for the Assembly Secretariat and ensuring that controls operate effectively. This a database which records the file title, reference code, date of opening the file, date of closing the file and the date the file is due for review/disposal/transfer to PRONI. The system requires updating to ensure all relevant action is captured on the registered file system. The registered file system can produce reports to identify files which require action, such as review/dispose/transfer. The system can also produce reports to identify files which have been disposed and when the file was disposed.

Line Managers are responsible for :

Ensuring that the agreed NI Assembly records management policy and procedures are fully observed and implemented within their area of responsibility;
Ensuring that all staff within their area of responsibility receives the appropriate training.

All members of staff are responsible for:

Documenting their actions and decisions, and for maintaining the records in accordance with the Assembly’s agreed policies and practices.

Section 5 - Retention and Disposal Schedule

Assembly Business & Proceedings

The Speaker

Plenary and Business Management

Committees

	Record	Trigger (event that prompts start of retention period)	Retention Period	Final Action	Notes
The Speaker
	Briefings	End of session	6 years	Determined on review
	Minutes of Meetings	End of session	6 years	Determined on review
	Contact details	-	Until superseded	Destroy
	Partnerships and external Relations	End of session	6 years	Determined on review
	Official Correspondence	End of calendar year	6 years	Determined on review	Correspondence (originals or annotated copies) to and from the Speaker/Deputy Speakers of the NI Assembly. Correspondence concerning Assembly business or the NI Assembly Secretariat to and from Members, Committees, Ministers, organisations and Members of the public.
	Speaker’s Cases	End of mandate	6 years	Determined on review
	Official Engagements:				Records concerning the Speaker/Deputy Speaker official engagements.
	Accepted Meetings and Engagements	End of calendar year	6 years	Determined on review	Includes speeches.
	Declined meeting and engagement invitations	Date of event	3 months	Destroy
	Hospitality/Gifts Register				Held centrally in Finance Office – noted under Book-keeping.
	Visitor’s Book			NI Assembly Permanent Preservation	Book recording visitors (VIP) to the Speaker.
Plenary and Business Management
	Roll of Membership	-	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation	Members’ formal documentation of membership of NI Assembly.
	Guidance for Members and Departments	When superseded	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation	A record of all guidance retained by the Assembly.
	Speakers Rulings, Assembly Conventions and Precedents	When superseded	-	NI Assembly Permanent Preservation	NIA Companion published – hard copy.
	Office Procedures	When superseded	-	Destroy
	Assembly questions	End of session	-	Destroy	Oral, written, urgent oral questions, written answer booklet and administration. There is a record of all questions in the Official Report (Hansard). Written questions are put into the bound volumes of the Official Report (Hansard) which are then sent to PRONI. Information stored in AIMS.
	Assembly Information Management System			NI Assembly Permanent Preservation	Records of all items of Plenary Business held permanently on AIMS.
	Order papers	End of mandate	1 year	Destroy
	Papers of the Business Committee	End of mandate	1 year	Destroy	Advising of committee business papers. Includes draft Order Papers, draft Indicative Timings, Notice of Forthcoming Executive Business.
	Table Clerk logs	End of mandate	1 year	Destroy
	Question time statistics	End of mandate	1 year	Determined on review	Held in spreadsheet.
	Lobby voting	End of session	-	Destroy	Results recorded in the Official Report (Hansard)
	Member Attendance at Ministers statement	End of session	1 year	Destroy	Attendance at Minister’s statement only, not Plenary debates.
	Minutes of proceedings	End of mandate	End of session	Send To PRONI	Permanent Preservation in bound volume.
	Plenary sitting papers	End of mandate	End of session	Destroy	Speakers brief, Order papers, indicative timings, points of order responses. A record of what happens in Plenary is recorded in the Official Report (Hansard) .
	Statutory Rules	End of mandate	-	NI Assembly Permanent Preservation	Record held electronically in Statutory Rules database.
	Statutory Rules reports	On laying	6 years	Determined on review	Reports from Examiner of Statutory rules.
	Petitions of concern	Presentation of petition	End of mandate	Destroy	Original petition sent to PRONI (All duplicate information and personal information removed).
	Public Petitions	Presentation of petition	End of mandate	Destroy
	Policy / Consultation	-	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation	Communications with stakeholders and other interested parties regarding the potential legislation.
	Acts	Act receives Royal Assent	6 years	NI Assembly Permanent Preservation	A record copy is sent to PRONI 6 months after Royal Assent.
	Bills	Act receives Royal Assent	6 years	Determined on review	Records regarding introduction of the Bill, including Marshalled List of Amendments, Annotated List of Amendments and Speaker’s grouping list. Includes Private Members’ Bills. The NIA will hold the records and invite PRONI to review
	Adjournment debate	End of session	-	NI Assembly Permanent Preservation	Permanent record held in Assembly Information Management System (AIMS).
	No Day Named List	End of mandate	-	NI Assembly Permanent Preservation	Permanent record held in Assembly Information Management System (AIMS).
	All party notice	End of session	1 year	Destroy	Permanent record held on NIA’s website.
	Motions	End of session	-	Destroy	Permanent record held in Assembly Information Management System (AIMS).
	Documents laid and papers presented	End of mandate	-	NI Assembly Permanent Preservation
	Legislation	Laid before Assembly	-	NI Assembly Permanent Preservation	Secondary or subordinate, legislative competence Bills etc. (Permanent Preservation - Departments send to PRONI).
	Legislative Reports / Inquiry Reports	Approval of report	-	NI Assembly Permanent Preservation
	Official Report (Hansard)	Publication of bound volume	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation	Full and authoritative written report of proceedings in NI Assembly and its Committees. A copy of each archive edition of the Official Report (Hansard) for Plenary sittings should be deposited with PRONI. Hansard reports of Committee meetings not contained in the bound volumes will be provided to PRONI in electronic format.
	Official Report (Hansard) Ad Hoc Reports	Publication	4 years	Destroy	Reports of significant* public events/meetings held in the NI Assembly e.g. addresses to the Assembly, Youth Assemblies etc. will be offered to PRONI. Other reports will be reviewed every 6 years.
	Biographical Records	Until superseded	-	Destroy (Subject to PRONI review)
	Register of interests	End of mandate	Current and previous	Determined on review
	Nomination officers and Party Membership	Until superseded	-	Destroy
Committees
	Guidance / Procedures	Until superseded	Until superseded	Destroy
	Contact Details	Until superseded	Until superseded	Destroy
	Meeting Papers	End of mandate	6 years	Determined on review
	Legislation - Primary	End of mandate	6 years	Determined on review	All papers relating to pre legislative scrutiny and / or Committee Stage of a Bill including chairperson’s speeches at other stages of a Bill. There will be substantial duplication between this material, the material in the meeting packs and the final printed committee report. As the Committee Report will contain all evidence and be held by the Assembly Library, there is an argument that these papers could be destroyed (subject to PRONI Review). All evidence not printed in the report should also have been deposited in the Library.
	Legislation – Subordinate	End of mandate		Destroy	Business Office will hold information and details of policy analysis and Committee decisions will be held in meeting packs and in minutes. The Reports from the examiner of Statutory Rules will also be in meeting packs and will be held separately. There will therefore be no real business need for files to be held permanently.
	Legislation - LCM	End of mandate	6 years	Destroy	As above – in addition Committees now produce a short report on LCM. This will be the Committee pack as well as on the website.
	Interviews and speeches	End of mandate	6 years	Destroy	Content of public communications made by Chair / Members on behalf of the Committee.
	Agreed Minutes of proceedings	End of mandate	6 years	PRONI Permanent Preservation	Minutes of proceedings are – printed on cream paper and signed by the chairperson.
	Visits	End of mandate	6 years	Destroy	Papers relating to committee visits including administrative matters, financial, travel, accommodation arrangements, visit packs, etc.
	Events	End of mandate	6 years	Destroy	Papers relating to committee events such as stakeholder conferences, speed dating, informal lunches. All papers including administrative matters, financial matters, etc.
	Notice of Forthcoming business	End of mandate	6 years	Destroy	From the start of 2011 – 15 mandate, CCO will hold an amalgamated copy from all Committees.
	Correspondence	End of mandate	6 years	Determined on review	Communication of general information concerning the committee not specific to an inquiry, investigation or policy.
	Inquiries	End of mandate	6 years	Destroy	Formal investigation into matters relevant to the Committee remit including, minutes of evidence for inquiries. As the Committee Report will contain all evidence and be held by the Assembly Library, there is an argument that these papers could be destroyed (subject to PRONI review). All evidence not printed in the report should also have been deposited in the Library.
	Reports	End of mandate	6 years	Destroy	Files relating to committee reports including Bill and inquiry reports. May be largely administrative in content such as drafts back and forth to PO, as well as copies of Minutes of Proceedings, Minutes of Evidence, written submissions and other contents of the report. There will be large elements of duplication with other files. As the Committee Report will contain all evidence and be held by the Assembly Library, there is an argument that these papers could be destroyed (subject to PRONI review). All evidence not printed in the report should also have been deposited in the Library.
	Policy / Scrutiny of single issue topics	End of mandate	6 years	Destroy	Files relating to policy and scrutiny of a single issue topic. There is likely to be substantial duplication as the policy is likely to originate from another organisation and many of the papers are likely to be in meeting packs.
	Policy/Consultation documents	End of mandate	6 years	Destroy	Files relating to policy / consultations undertaken by other organisations. There is likely to be substantial duplication as this information should be held by the organisation responsible for the policy / consultation.
	Finance	End of mandate	See Finance	Destroy	Invoices, monthly transaction reports, AP1, correspondence with finance Directorate, etc.
	Budget scrutiny & PfG	End of mandate	6 years	Destroy
	End of session/mandate reports	End of mandate	6 years	Determined on review	A copy of the final agreed report should be held in the appropriate meeting pack and will also be on the website.
	Declaration of interests	End of session	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation	Standards and Privileges hold this information centrally. Files held on this by Committees should be destroyed.
	Specialist Advisers (Paper relating to selection and appointment)	End of mandate	Until end of successive contract and in any case no less than 6 years from trigger.	Determine on review	Papers relating to selection and appointment of a specialist adviser, terms of reference, selection process, claim for payment, etc. Information may also be held by Procurement.
	Chairpersons’ Liaison Group	End of mandate	6 years	Destroy
	Meeting Administration	End of mandate	6 years	Destroy
	Legal Advice	End of mandate	24 years	Determine upon review	There is duplication as Legal Services will also hold the request for advice and response. However, Committees are likely to hold additional information such as advice from other on the same issue – such as the Departmental position.
	Operational processes / checklists	End of mandate	6 years	Determine on review	These actions / checklists are routinely inspected by Audit and therefore need to be retained until no longer needed by Audit.
	Standing Orders	When superseded		NI Assembly Permanent Preservation	Includes associated work in drafting / amending the standing order.

Assembly Commission

	Record	Trigger (event that prompts start of retention period)	Retention Period	Final Action	Notes
Assembly Commission
	Meetings (agendas, minutes, briefing notes & papers)	End of mandate	6 years	PRONI Permanent Preservation	Minutes of the Shadow Assembly Commission.
	Events / Visits	-	Current and previous mandate	Disposal	(Invitations, travel and accommodation arrangements, itineraries and programmes, visit reports, letters of thanks, etc).
	North South Parliamentary Forum Working Group (NSPFWG)	End of session	6 years	PRONI Permanent Preservation
	NI Assembly Commission Induction Material	Until superseded	Until Superseded	PRONI Permanent Preservation	Induction Information for Assembly Commission Members.
	Commission Report on Pay, Pensions and Financial Support	On production of Report	Until Superseded	PRONI Permanent Preservation	Recommendations within this Report will be taken forward by an Independent Statutory Review Body.
	Assembly Commission Members’ Newsletter	Until superseded	12 months	Determined on Review	Published every 2 months.
	Assembly Commission Handbook	On production of Handbook	Until Superseded	PRONI Permanent Preservation	Operating Principles on Corporate Body.
	Assembly Commission Educational Leaflet	Until superseded	-	Destroy
	Hospitality/Gifts Register				Held centrally in Finance Office – noted under Book-keeping.
	Speeches/Briefings	End of session	6 years	Determined on Review	Speeches for Members of Commission on operation of the Corporate Body.
	Correspondence	End of session	6 years	Determined on review	From Public and Members/Parties.
	Speaker’s Special Advisory Group Meetings (agendas, minutes, briefing notes and papers	-		PRONI Permanent Preservation	This Group was facilitated by the Assembly Commission, as directed by the Secretary of State, and operated during Direct Rule from 29 June 2006 – 16 November 2006.

Clerk/Director General’s Office

Records	Trigger (event that prompts start of retention period)	Retention Period	Final Action	Notes

Events and visits	End of event and completion of follow up action	Current and previous mandate	Disposal	Events arranged by the Clerk/DG’s Office, includes travel arrangements.
Corporate correspondence	End of correspondence	6 years	Determined on review	Correspondence and associated records concerning the formal relationship between the NIA and external bodies such as Commissioners, parliamentary bodies at corporate level. It is not intended to cover routine contact.
Corporate correspondence (routine)	End of correspondence	1 year	Determined on review	Corporate correspondence to and from members of the public, media and external organisations including meeting and event invitations.
Correspondence with MLAs and Political Parties	End of session	1 year	Determined on review	Correspondence to and from Members.
Senior Management Meetings	End of session	6 years	Determined on review	Secretariat Management Group (SMG), formerly SMT, Directors Meetings. Includes agenda, minutes, papers submitted, action plans.
Briefing	End of session	6 years	Determined on review	Includes First Day Brief.
Members’ / Party correspondence	End of session	1 year	Destroy	Correspondence to and from Members.
Hospitality/Gifts Register	-			Held centrally in Finance Office – noted under Book-keeping.
Gifts Register	-	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation
Internal Communication	On production	12 months	Determined on review	Core Brief.
Policy & Consultation				Please see management, policy & planning.
Clerk’s Monthly Report to Commission				Please see management, policy & planning.

Management, Policy & Planning

Audit

Planning (Strategic & Business Planning)

Business Performance Management

Policy and Procedure

Organisation Development

Business Continuity

Risk Management

External Relations/Partnerships

Project Governance

	Record	Trigger event that prompts start of retention period)	Retention Period Final Action		Notes
Audit
	Internal Audit Reports (including interim), where these have included the examination of long-term contracts	Final agreement by Secretariat Audit & Risk Committee (SARC)	6 years	Destroy
	Report papers used in the course of a fraud investigation	After legal proceedings have been completed	6 years after legal proceedings have been completed	Destroy	An investigation is a piece of internal audit work which falls outside regular planned internal audit work. Audit report papers used in the course of a fraud investigation should be kept 6 years after legal proceedings have been completed.
	Other Audit Reports	Final agreement by Secretariat Audit & Risk Committee (SARC)	3 years	Destroy
	Terms of reference	Completion of audit	3 years	Destroy
	Programmes/Plans /Strategies	Last date of plan	1 year	Destroy
	Minutes of meetings and related papers including those of Audit Committee	End of parliamentary year	3 years	Destroy
	Correspondence	End of parliamentary year	3 years	Destroy
	Working Papers	Completion of Audit	3 years	Destroy
	Internal audit guides	When superseded	-	Destroy
	Local auditing standards	When superseded	-	Destroy
	Manuals and guides relating to Departmental procedures	When superseded	-	Destroy
	Annual Report to Accounting Officers		3 years
Planning
Strategic & Business Planning				The activities involved in developing the NI Assembly’s strategic plans.
	Strategic & Business Planning - key records	When plan superseded	10 years	Destroy	Strategic & Business Planning - key records.
	Strategic & business Planning - working papers	Publication of plan	6 years	Destroy	Strategic Planning - working papers.
	Corporate Plan	Close end of financial year	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation
	Corporate Plan - working papers	Publication of plan	6 years	Destroy
	Directorate Plan	Close end of financial year	6 years	Determined on review
Business Performance Management				The activities involved in monitoring the NI Assembly’s key performance indicators, benchmarking and monitoring performance against strategic plans. Activities include developing performance.
	Reports on NI Assembly performance	On production	10 years	Destroy	Includes Clerk’s monthly report to the Commission.
	Data and analysis of performance	On production	10 years	Destroy	Data on, and analysis of the NI Assembly’s performance against the strategic plan.
	Monitoring statistics and reports	End of financial year	6 years	Determined on review	Internal monitoring of performance, includes exception reports.
	NI Assembly Commission Annual Report	On production of final approved report	20 years	PRONI Permanent Preservation	PRONI currently on circulation list.
	Background papers of annual report	On production of final approved report	3 years	Destroy
Policy & Procedures
	Corporate	When superseded	6 years Master set (held by policy/procedure owners)	Destroy	The activities involved in developing and establishing strategic or high level policies and procedures. Includes drafts documenting significant changes. Includes Equality, Freedom of Information; records management; data protection; procurement; finance; HR; Health and Safety, etc.
	Low-level / Office	When superseded	6 years	Destroy	Activities involved in developing and establishing office or low-level policies and procedures.
	Working papers (development)	Approval of policy / procedure	2 years	Destroy
Organisational Development
	Structure Charts, correspondence regarding restructuring	Until superseded	6 years	Destroy
	Survey Information	When superseded	6 years	Determined on review	Information regarding Members’ and staff surveys. Includes survey report, action plan, monitoring reports and meeting papers.
	Response to Questions raised by Staff	When response issued	1 year	Determined on review
Business Continuity
	Business recovery plans Disaster plans	-	Until superseded	Destroy	The activities involved in anticipating incidents which would disrupt the NI Assembly’s operations and in developing response and recovery plans. Records documenting the formulation, testing and maintenance of disaster and recovery plans.
	Business continuity reports on exercises / incidents	End of exercises/ incidents	6 years	Destroy	Records documenting responses and experiences from business continuity exercises and incidents.
Risk Management
	Corporate Risk Register	On approval	10 years	Determined on review	The activities involved in managing risks to the viability or success of the NI Assembly. This includes exception reports and working papers in relation to preparation of corporate risk register.
	Assurance Statements in relation to corporate risk register	On approval	6 years	Determined on review
	Secretariat Audit and Risk Committee Meetings	On approval	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation	Includes agenda, minutes and papers submitted.
	SARC Annual Report	On approval	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation
External Relations/Partnerships
	Visits and meetings	End of visit/meeting	6 years	Determined on review	(Invitations, travel and accommodation arrangements, itineraries and programmes, visit reports, letters of thanks, etc).
Project Governance
	Projects – Corporate
	Records documenting the design of projects and preparation of formal proposals
	Approved	Completion of project	10 years	Destroy
	Rejected or deferred	Completion of project/project proposal	6 years	Destroy
	Business Case (Project initiation documents (PID) and supporting documentation)	Completion of project	10 years	Destroy	The justification for undertaking a project, defining the benefits which the project is expected to deliver and the constraints within which the project is required to operate. Records relating to major projects may be kept for second review (25 years).
	Records documenting the management of projects	Completion of project	10 years	Destroy	Plans and specifications (statements of requirements, operational requirements, technical plans, resource plans, and budgets, etc). Reports (stage assessments, quality reviews, highlight reports, GANTT charts).
	Financial records of projects				Please refer to Financial Management section. Financial records are managed by Finance Office, any duplicate information maintained outside the Finance Office should be treated as convenience copies.
	Feasibility studies	After issue	10 years	Determined on review	Reports, draft reports, working papers and correspondence. Records relating to major projects may be kept for second review (25 years).
	Project Boards	After date of last paper	6 years		Assessment meetings, etc. Minutes and correspondence.
	Management Meetings	On agreement of minutes	6 years	Determined on review	Includes Employee Relations Board Meetings.

Human Resources

Planning

Personnel Policy

Job Evaluation

Staff Case Files

Personal / Health

Staff Performance, appraisal and development

Discipline

Grievance

Recruitment

Employee Relations

Monitoring

Training & Development

Industrial Relations

Payroll / Pension Administration

Members’ Payroll / Pension Administration

Members’ Staff

Travel

	Record	Trigger (event that prompts start of retention period)	Retention Period	Final Action	Notes
Planning					The activities involved in identifying the workforce competencies and numbers required to implement the NI Assembly’s strategic plan and determining how to meet these requirements.
	Assessment and analysis of workforce requirements	End of calendar year	3 years	Determined on review	Activities include analysing and reporting on the size, composition, structure and competencies of the Assembly’s workforce.
Personnel Policy		When superseded	6 years (Master set held by policy/procedure owner)	Destroy
Members’ handbook		-	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation
Job Evaluation
	Pay and grading	Until superseded	6 years	Determined on review	Activities include developing role descriptions and conducting role evaluations to assign roles to grades in a salary structure.
Staff Case Files
	Written particulars of employment	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Contracts of employment, Access NI certificates, Changes to terms and conditions, includes application forms.
	Job History	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Consolidated record of whole career and location details.
	Current address details	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Variation of hours	Agreement of calculation	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Calculation formula for individual.
	Permanent Promotion, temporary promotion/deputising and/or substitution documentation	Once temporary promotion finishes	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes details of rationale for temporary promotion.
	Qualifications / references	Commencement of employment	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Working Time Directive opt out forms	After opt-out has rescinded or has ceased to apply	3 years	Destroy
	Records required for pension purposes	Termination of employment	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
Personal / Health
	Welfare Papers	After last action on absence or related management intervention	6 years	Destroy
	Health Declaration	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Health Questionnaire	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Medical Clearance	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Adjustment to work place	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Health referrals, including medical reports from doctors and consultants, correspondence with Occupational Health	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Papers relating to injury on duty	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Medical reports of those exposed to a substance hazardous to health, including:
	Lead (Control of Lead at Work Regulations 1980)	Date of entry	40 years	Destroy
	Asbestos (Control of Asbestos at Work Regulations 1996)	After last record	40 years	Destroy
	Compressed Air (Work in Compressed Air Regulations 1996)	After last entry	40 years	Destroy
	Radiation (Ionising Radiation Regulations 1985)	After last entry	50 years	Destroy
	Medical/Self Certificates		4 years		Unrelated to industrial injury.
Staff performance, appraisal and development
	Monitoring records (submitted to and held by personnel)	After end of monitoring period	6 years	Destroy
	Annual / Assessment reports or summary of performance marks where an open reporting system operates	After end of monitoring period	6 years	Destroy
	Annual / Assessment reports for the last 6 years of service or summary of performance marks where an open reporting system operates	After end of monitoring period	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Personal development plan	End of calendar year	3 years	Destroy
Discipline
	Papers relating to disciplinary action that has resulted in any change to terms and conditions of service, salary, performance pay or allowances	After last action	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Other case files	After last action	2 years	Determined on review
Grievance
	Case files (correspondence, minutes, etc)	Closure of case	6 years	Destroy	Includes tribunal papers.
Recruitment
	Recruitment authorisation	Closure of competition / merit list	1 year	Destroy
	Vacancy advertisement and enquiries	Closure of competition process / merit list	1 year	Destroy	Includes request for application forms.
	Interview notes	Closure of competition / merit list	1 year	Destroy
	Unsuccessful Applications	Closure of competition	1 year	Destroy
	Unsuccessful Interview notes	Closure of competition	1 year	Destroy
	Unsolicited applications for employment	Closure of competition	1 year	Destroy	Records documenting the handling of unsolicited applications.
	Job Applications – internal	Closure of competition	1 year	Destroy
	Recruitment, appointment and/or promotion board selection papers	After recruitment/promotion finalised	1 year	Destroy
Employee relations
	Handbook	-	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation
	Surveys	-	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation
	Circulars		NI Assembly Permanent Preservation	NI Assembly Permanent Preservation
Monitoring
	Equal opportunities (monitoring forms)	Completion of annual return	2 years	Destroy	Information held electronically. Base forms held to resolve any queries at time of return completion.
Training & Development					The activities involved in providing training and development for NI Assembly employees.
	Development of training and development programmes	Until superseded	1 year	Destroy	Includes central training record.
	Training Materials	Once superseded	1 year	Determined on review	Includes induction.
	Proof of completion (certificates, awards, exam results, etc.)	On completion	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes support through Further Education.
	Induction – administration of induction programmes	Completion of programme	1 year	Destroy
	Training feedback	Completion of analysis of feedback	-	Destroy	Anonymous feedback can be maintained for 6 years.
	Analysis of the impact of training and development programmes	On completion of relevant annual training report	6 months after completion of report	Destroy
Industrial Relations
	Trade Union agreements	End of period to which agreement applies	1 year	Determined on review	Joint agreement e.g. working arrangements.
	Trade Union Meetings	Close at end of financial year	3 years	Determined on review	Agenda, minutes, papers.
	Pay and conditions	Until superseded	6 years	Determined on review	Documents detailing negotiation with Trade Union regarding pay and conditions. This includes policy issues.
Payroll / Pension Administration
	Bank details – current	Termination of employment	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Death benefit Nomination and Revocation Forms	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Death certificates	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Return original copy to provider, copy to be retained.
	Decree absolutes	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Return original copy to provider, copy to be retained.
	Marriage certificates and documentation relating to civil registration	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Return original copy to provider, copy to be retained.
	Unpaid leave periods	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes parental leave and time off for dependants.
	Statutory maternity pay documents	After return to work	6 years	Destroy
	Other maternity pay documents	After return to work	18 months	Destroy
	Overpayment documentation	After repayment or write-off	6 years	Destroy
	Personal payroll history	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes: record of pay, performance pay, overtime pay, allowances, pay enhancements, other taxable allowances, payment for untaken leave, reduced pay, maternity pay.
	Pension estimates and awards	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy

	Employee details for pension purposes	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes: Full name and date of birth; National Insurance number; Pensionable pay at leaving; Reckonable service for pension purposes (and actual services where this is different, together with reasons for the difference); Reason for leaving and new employer’s name (where known); Amount and destination of any transfer value paid; Amount and date of any Contributions Equivalent Premium paid; All other papers relating to pension not listed above (e.g. papers about pension of other employment; papers about other dependant’s pensions; Correspondence with other pension administrators, or the staff member and his/her representatives about pension matters.
	Resignation, termination and/or retirement letter	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Redundancy details	Redundancy	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes: calculations of payments, refunds, notification.
	Added years	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Additional Voluntary Contributions (AVC)	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Bonus nominations	-	3 years	Destroy
	Complete sick absence records showing dates and causes of sick leave	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Statutory Sick Pay (SSP) forms	-	For last 4 years	Destroy
	Payroll input forms including authorisation for deputising/temporary promotion, substitution allowance and/or overtime/travel related claim	On payment	6 years	Destroy	Claim form and includes TOIL (time off in lieu).
	Confirmation of TOIL	After event	4 years	Destroy
	Advances in salary	After repayment	6 years	Destroy
Members’ Payroll / Pension Administration
	Bank details – current	Termination of employment	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Death benefit Nomination and Revocation Forms	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Death certificates	-	Return original to provider	Destroy	Return original copy to provider, copy to be retained.
	Decree absolutes	-	Return original to provider. Retain copy Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Return original copy to provider, copy to be retained.
	Marriage certificates and documentation relating to civil registration	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Return original copy to provider, copy to be retained.
	Unpaid leave periods	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes parental leave and time off for dependants.
	Statutory maternity pay documents	After return to work	6 years	Destroy
	Other maternity pay documents	After return to work	18 months	Destroy
	Overpayment documentation	After repayment or write-off	6 years after repayment or write-off	Destroy
	Personal payroll history	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes: record of pay, performance pay, overtime pay, allowances, pay enhancements, other taxable allowances, payment for untaken leave, reduced pay, no pay maternity pay.
	Pension estimates and awards	-	Until 76, or 6 years after leaving (whichever is earlier)	Determined on review
	Employee details for pension purposes	-	Until 76, or 6 years after leaving (whichever is earlier)	Determined on review	Includes: Full name and date of birth; National Insurance number; Pensionable pay at leaving; Reckonable service for pension purposes (and actual services where this is different, together with reasons for the difference); Reason for leaving and new employer’s name (where known); Amount and destination of any transfer value paid; Amount and date of any Contributions Equivalent Premium paid; All other papers relating to pension not listed above (e.g. papers about pension of other employment; papers about other dependant’s pensions; Correspondence with other pension administrators, or the staff member and his/her representatives about pension matters.
	Resignation, termination and/or retirement letter	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Redundancy details	On Redundancy	6 years	Destroy	Includes: calculations of payments, refunds, notification.
	Added years	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Additional Voluntary Contributions (AVC)	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Complete sick absence records showing dates and causes of sick leave	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Statutory Sick Pay (SSP) forms	-	For last 4 years	Destroy
	Payroll input forms including travel related claim	On payment	6 years	Destroy	Claim form and includes TOIL (time off in lieu).
Members’ Staff					HR facilitate only by making pay-overs to relevant pension company. Information held is details of policy and payments made.
	Written particulars of employment	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Contracts of employment; Changes to terms and conditions.
	Current address details	Termination of employment	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Variation of hours	Agreement of calculation	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Calculation formula for individual.
	Working Time Directive opt out forms	After opt-out has rescinded or has ceased to apply	3 years	Destroy
	Records required for pension purposes	Termination of employment	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Papers relating to injury on duty	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Instruction from Members’(as the employer) regarding leave and attendance of staff (sick leave, study leave, annual leave)	Close at the end of monitoring period	2 years	Destroy
	Bank details – current	Termination of employment	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Death certificates	-	Until 76, or 6 years after leaving (whichever is earlier) r	Destroy	Return original copy to provider, copy to be retained.
	Decree absolutes	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Return original copy to provider, copy to be retained
	Marriage certificates and documentation relating to civil registration	-	Return original to provider Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Return original copy to provider, copy to be retained.
	Unpaid leave periods	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes parental leave and time off for dependants.
	Statutory maternity pay documents	After return to work	6 years	Destroy
	Other maternity pay documents	After return to work	18 months	Destroy
	Overpayment documentation	After repayment or write-off	6 years after repayment or write-off	Destroy
	Personal payroll history	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes: record of pay, performance pay, overtime pay, allowances, pay enhancements, other taxable allowances, payment for untaken leave, reduced pay, no pay maternity pay.
	Employee details for pension purposes	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes: Full name and date of birth; National Insurance number; Pensionable pay at leaving; Reckonable service for pension purposes (and actual services where this is different, together with reasons for the difference); Reason for leaving and new employer’s name (where known); Amount and destination of any transfer value paid; Amount and date of any Contributions Equivalent Premium paid; All other papers relating to pension not listed above (e.g. papers about pension of other employment; papers about other dependant’s pensions; Correspondence with other pension administrators, or the staff member and his/her representatives about pension matters.
	Resignation, termination and/or retirement letters	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Redundancy details	-	Until 76, or 6 years after leaving (whichever is earlier)	Destroy	Includes: calculations of payments, refunds, notification.
	Payroll input forms	On approval	6 years	Destroy
	Bonus nominations		3 years	Destroy
	Dates of sick absence		Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Statutory Sick Pay (SSP) forms		For last 4 years	Destroy
	Papers relating to disciplinary action which has resulted in any changes to terms and conditions of service, salary, performance pay or allowances	After last action	Until 76, or 6 years after leaving (whichever is earlier)	Destroy
	Payroll input forms including authorisation for deputising/temporary promotion, substitution allowance and/or overtime/travel related claim	Applicable	6 years	Destroy	Claim form.
Travel
	Travel authorisation forms	On completion of audit	2 years	Destroy	For Secretariat Staff.
	Travel supporting documentation	On completion of audit	2 years	Destroy	For Members’ and Secretariat Staff.

Information and Outreach

Communications & Information Standards

Broadcasting

Website

Outreach and Education

Youth Parliament

Events

External Liaison

Research and Library (follows in separate section)

Information Systems (follows in separate section)

	Record	Trigger (event that prompts start of retention period)	Retention Period	Final Action	Notes
Media Relations
	Press Briefings	Date of Briefing	End of mandate	Determined on review	Briefings will take place on a weekly basis.
	Communications Plans	Date of event	End of mandate	Delete	Exceptions made for plans significant events – e.g. visit of Prime Minister or US President.
	Press Enquiries	End of session (once enquiry resolved)	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation	The activities involved in managing the NI Assembly’s communications with and through the media. Records containing correspondence between the NI Assembly and the enquirer, details of who handled the request and how the request was resolved. Includes media lines. Held on press enquiries database.
	Enquiry of long-term operational Value	End of session	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation	Summaries of enquiry responses, anonymous data of long-term operational value.
	Media cuttings including transcripts	Date of publication	End of mandate	Destroy	Activities involved in monitoring the media coverage of the NI Assembly Includes transcripts. NOTE: Record of destruction not required for press cuttings.
	Press releases	Date of publication on website	Current and previous mandate	Destroy	The activity involved in managing the Assembly’s communication with and through the media and includes committee press releases, video news releases and media briefing papers.
	Image Library	Date of picture being taken	End of mandate	Determined on review	Images of long-term value to the NI Assembly. Should be maintained for permanent preservation. Images to be transferred to PRONI should be transferred as soon as possible after capture. All other images should be weeded regularly.
	Media contacts	When superseded	-	Destroy
Information Standards (includes Information Management)
Freedom of Information & Environmental Information Regulations
	Case file: records detailing the FoI /EIR request, the consideration of possible exemptions and subsequent appeals	Passing of review deadline	6 years	Determined on review	Records containing correspondence between the NI Assembly and the enquirer, details of who handled the request, how the request was researched and how the request was resolved including any subsequent appeals for review.
	Case files including access decisions	Passing of review deadline or Commissioner decision	10 years	Destroy	Details of case file relating to a decision being made by the ICO following an investigation.
	FoI Disclosure log	Last action	6 years	Destroy
	Publication Scheme	When superseded	6 years	Destroy	Records documenting the development and maintenance of the NI Assembly’s Publication Scheme as required by the FoI Act 2000.
Records Management
	Information Audits & Records Surveys	Last action	6 years	Destroy
	Records Retention and Disposal schedule	When superseded		NI Assembly Permanent Preservation	List of NI Assembly records series and how long each series must be kept before it may be disposed of.
	Guides, manuals and instructions on the management of records	When superseded	When superseded	Destroy
Data Protection
	Subject Access Requests	Last action	6 years	Destroy	Correspondence and associated papers relating to the receipt of and processing of formal Subject Access Requests made under the provisions of the Data Protection Act 1998.
	Notification	Notification expiration	6 Years	Destroy	Records documenting the NI Assembly’s notification of data controller details to the Information Commissioner.
Broadcasting
	Recording of Committee Meetings	End of mandate	6 years	Determined on review
	Recordings of Parliamentary proceedings	End of session	Current and previous mandate	Send to PRONI (PRONI accept only when digitised)	The full and authoritative audio-visual recording of proceedings in the NI Assembly and its Committees. A copy of each recording should be permanently deposited with PRONI.
	Recordings of events	End of session	-	NI Assembly Permanent Preservation	Full audio visual recordings of events (e.g. Remembrance Service) and significant visits (e.g. Hillary Clinton visit) held in the NI Assembly.
	Website	-	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation	Archive of website retained to include: Minutes of meetings, Official Report (Hansard) , Forward work programme, Business Diary.
	Internal Publications	On production	12 months	Determined on review	Includes Internal Staff magazine, etc.
	Guidance Documents Media Guide Style Guide EIS Guidelines	When superseded	-	Destroy
Outreach and Education
	Communication Events and presentations	End of Mandate	1 year	Determined on review	The activities involved in developing new partnerships aimed at working with specific groups who are underrepresented in parliamentary engagement e.g. Road shows, community outreach.
	Tours and visits	End of visit	1 year	Destroy	Records documenting the organisation and administration of visits by schools, colleges and universities. Includes outreach visits. Activities include: planning programmes/itineraries; arranging venues, catering, security, transport etc.; reviewing visits, writing reports on visits.
	Education programmes	When superseded	2 years	Determined on review	The activities in developing curriculum material and resources, including innovative methods to engage young people in the work of the NI Assembly. Includes special education resources.
	Enquiries/information requests	End of calendar year	1 year	Destroy	The activities involved in responding to requests for information concerning Education and Outreach services.
	Education and outreach publications	Publication	-	NI Assembly Permanent Preservation	Learning and teaching resources published by Education / Outreach.
	Youth Parliament
	Meetings	End of calendar year	6 years	Determined on review
	Successful Application Forms	On appointment of youth panel	1 year	Destroy
	Unsuccessful Application Forms	On appointment of youth panel	1 year	Destroy
	Administration	End of mandate	1 year	Determined on review	Administration of appointing Youth Parliament – correspondence regarding appointments, nominations and arrangement of meetings.
	Education Resources	Until superseded	1 year	Determined on review	Education DVD, curriculum material.
	Reference / Guidance Material	Until superseded	-	Determined on review
	Contact Details	Until superseded	-	Destroy
	Statistics	End of session	6 years	Determined on review	Statistics of visits and attendance.
Student Placements
	Work Experience Student Placements	On completion of placement	1 month	Determined on review	Student details and correspondence regarding placement.
	Bursary Student Education Programme	On approval of programme	1 year	Determined on review	Includes course key milestones.
	Bursary Student Administration of appointment	On completion of placement	6 months	Determined on review
Events
	Events	End of event	6 years	Determined on review	Records consisting of event plans, guest lists, and briefs. Records concerning significant* events should be offered to PRONI. *significant events include events attended by political leaders, Heads of State, global figures and events involving Education and Outreach – will require judgment from Events and Education staff. Note: the Finance Office retention schedule should be referred to for original finance records.
	Event Administration	End of event	2 years	Destroy	The activities involved in organising events include: determining dates and times; arranging venues, catering security etc.; planning programmes; issuing invitations; designing publicity materials (e.g. Brochures, posters) and arranging production; designing event materials (e.g. delegate packs, menus) and arranging production; organising publicity (e.g. official photography, media coverage); issuing tickets; registering attendees; reviewing events; writing reports on events.
	Declined Events	End of mandate	1 year	Determined on review	Documentation supporting decisions.
	Exhibitions	Until superseded	-	Destroy	The activities involved in organising exhibitions held by the NI Assembly.
External Liaison
	Official visits and events	End of visit	6 years	Destroy	Records consist of programmes, briefings and correspondence concerning visits by officials from the NI Assembly and visits to the NI Assembly. Visit programmes concerning significant visitors/visits e.g. VIP visits should be offered to PRONI. Significant visitors include political leaders, heads of state and global figures – will require a judgement from External Liaison Unit staff Visit programmes and visit reports concerning significant* visits by the Clerk/DG should also be offered to PRONI. *significant visits include parliaments and high profile venues and events. Includes visits by Assembly Business Trust, Commonwealth Parliamentary Association, British Irish Parliamentary Association.
	Meetings	End of session	6 years	Determined on review	Minutes of meetings including Assembly and Business Trust (includes AGM), Commonwealth Parliamentary Association (CPA), British-Irish Parliamentary Association (BIPA).
	Meeting Administration	Date of meeting	2 years	Destroy	Information necessary for the organisation of committee meeting & events.
	Publications and leaflets	Until superseded	-	Destroy

Research & Library

Requests & Responses

Seminars

	Examples	Trigger (event that prompts start of retention period)	Retention Period	Final Action		Notes
Requests & Responses
	Members’ queries and response	Close when completed	10 years		Determined on review
	Committee requests and response	Close when completed	6 years		Determined on review
	Secretariat requests and response	Close when completed	6 years		Determined on review
	Research Publications	Close at the end of financial year	10 years		Determined on review
	Briefing Notes	End of session	10 years		Determined on review
Seminars
	Planning and materials	Close when completed	10 years		Destroy	Includes, for example, Inter-parliamentary research and information network.

Financial Management

Asset Management

Budget

Statutory Accounting

Book-Keeping

Members’ Financial Services

	Records	Trigger (event that prompts start of retention period)	Retention Period	Final Action	Notes
Asset Management
	Fixed Asset Records	On approval	7 years	Destroy	Records documenting the value of the NI Assembly capital assets.
	Records documenting decisions (and authorisation) to dispose of capital assets	End of financial year	7 years	Destroy
	Asset Management Project files	Completion of project	10 years	Destroy	Closed at end of project (Confirm with Building MGT if FINANCE holding).
Budget
	Records – for preparation of budget	On approval of budget	2 years	Destroy
	Actual v budget reports – monthly expenditure reports	On approval of budget	4 years	Destroy
	Records documenting the monitoring of income and expenditure against annual operating budgets, and action taken to deal with variances	End of financial year (on completion of audit)	2 years	Destroy
	Statutory Accounting
	Final copy of accounts	On approval of budget	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation
	Accounting schedules & working papers	On approval of budget	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation
	Book-keeping
	Hospitality records	On receipt	7 years	Destroy	Details of official engagement both attended and declined by the Secretariat – held centrally by Finance Office.
	Journals	On approval at end of financial year	7 years	Destroy	Closed at the end of financial year.
	Banking Records	On approval at end of financial year	7 years	Destroy	Paid cheques, lodgements, stop notices, cancelled cheques, BACS reports, queries and correspondence.
	Suspense Account Records	On approval at end of financial year	7 years	Destroy
	Outstanding Invoices Reports	On approval by audit	On approval by audit	Destroy
	Creditor Payment Statistics	On approval by audit	On approval by audit	Destroy
	VAT Returns	On approval at end of financial year	7 years	Destroy
	Pay run Reports (BACS payments including payroll and cheque payments)	On approval at end of financial year	7 years	Destroy
	Creditors payments – Invoices	On approval at end of financial year	7 years	Destroy
	Creditor (supplier) set ups	On approval at end of financial year	7 years	Destroy
	Secretariat expense claims	On approval at end of financial year	7 years	Destroy
	Secretariat travel claims	On approval at end of financial year	7 years	Destroy
	Bank reconciliations	On approval at end of financial year	7 years	Destroy
	Reconciliation of Salaries	On approval at end of financial year	7 Years	Destroy
	Procurement card statements	On approval at end of financial year	7 years	Destroy
	Procurement card Transaction Reports	On approval at end of financial year	7 years	Destroy
	Procurement card Application Forms	On receipt of application form	Until card expires	Destroy
	Members’ Financial Services
	Members’ Travel Claim Forms	On approval at end of financial year	7 years	Destroy
	Members’ OCA Claim Forms	On approval at end of financial year	7 years	Destroy	(Including PIID forms).
	Party Allowance Claim Forms	On approval (Closed 2 years after last entry)	7 years	Destroy
	Whips Allowance Claim Forms	On approval (Closed 2 years after last entry)	7 years	Destroy
	Constituency Office Rent agreements	On approval at end of financial year	7 years	Destroy
	Reconciliation of Salaries	On approval	7 Years	Destroy
	Details of Salary payments & Commitments	On approval / completion of audit	1 Year	Destroy	Includes labour cost reports.
	Travel Details MMA 1	End of mandate	Destroy	Destroy
	Telephone Details (MLA contact details i.e. constituency office addresses, phone numbers etc	On appointment	2 Years	Determined on review	Telephone details – necessary for authorisation of telephone bills.
	Insurance documents	-	10 years	Determined on review

Legal Services

Legal Advice Outputs

Contracts

Conveyance

Constitutional advice and advice on the operation of the NI Assembly

Employment matters

Litigation

Management

	Record	Trigger (event that prompts start of retention period)	Retention Period	Final Action	Notes
	Legal advice output
	Legal advice output	Creation	24 years	Determine upon review	All legal advice output on all Legal Services’ professional files.
	Contracts
	Contracts	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger	Determine upon review and in consultation with procurement	The legal activities in managing the processes associated with negotiation, establishment, maintenance and review of contracts.
	Contracts - agreement	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger	Determine upon review and in consultation with procurement	The legal process of agreeing terms between organisations e.g. Service level agreements.
	Contracts - pre contracts advice	On completion	Until end of successive contract and in any case no less than 6 years from trigger	Determine upon review and in consultation with procurement	The legal process of calling for expressions of interest.
Conveyance
	Conveyance - purchase	On completion	12 years	Determine upon review	The process of changing ownership of land or property – purchase.
	Conveyance - sale	On completion	12 years	Determine upon review	The process of changing ownership of land or property – sale.
	Conveyance - title deeds	On completion	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation	The process of changing ownership of land or property - title deeds.
	Constitutional advice and advice on the operation of the NI Assembly
	Legal interpretation and advice	On completion	24 years	Determined on review	The activities associated with interpreting legal provisions that apply to the NI Assembly Secretariat and providing opinions and advice on legal matters to the NI Assembly and Committees. Records documenting advice requested by, and provided to, the NI Assembly concerning: interpretation of legislation affecting the NI Assembly Secretariat’s legal framework, governance, responsibilities or operations proposals for new legislation affecting the NI Assembly Secretariat’s legal framework, governance, responsibilities or operations the NI Assembly Secretariat’s relationship with external bodies.
	Advices on Legislation	On completion	24 years	Determined on review	Advice concerning legislation: Bills, Legislative competence, SSI’s.
	Employment matters
	Advices on human resources matters – non litigation	On completion	6 years	Determine on review	Advice on human resources and industrial relations matters.
	Advices on employment litigation	On completion	6 years	Determine upon review	Litigated employment matters.
	Litigation
	Litigation	On completion	6 years	Determined on review	The process of managing, undertaking or defending for or against litigation (eg. Damages claim, judicial review, breach of contract, freedom of information as well as any records which have been prepared in response to litigation) on behalf of the NI Assembly Secretariat which does not set legal precedents.
	Litigation - legal claims	Completion and determination of matter whether date of settlement or formal withdrawal of complaint	6 years	Determined on review	The activities involved in handling claims by or against the NI Assembly Secretariat which do not proceed to litigation or settlement by an agreement.
	Litigation - legal precedents	On completion	NI Assembly Permanent Preservation	-	Records documenting litigation between the NI Assembly Secretariat and third parties where legal precedents are set.
	Management
	Internal management files	As per Secretariat Records Management Policy		Determined on review
	Operational and strategic management files	As per Secretariat policy		Determined on review
	Intra Secretariat liaison	As per Secretariat policy		Determined on review
	External liaison files	As per Secretariat policy		Determined on review

Information Systems

IT Systems management & development

IT Systems User Support

Secretariat Request Forms

Data Management

Contract Management

ICT projects

Inventory

	Records	Trigger (event that prompts start of Retention period)	Retention Period	Final Action	Notes
IT Systems management & development
	3rd Party Systems (Operational documentation)	Last action	6 years	Destroy
	In-house applications	-	Lifetime of application	Destroy
	Manuals	Lifetime of application	1 year	Destroy
	Operations Logs	Closed daily	6 months	Destroy	Log of activity on the network, including Internet and email, log on and log off details.
	Records of the operational management of IT systems	Decommission of system	1 year	Destroy	Includes change controls, requests for change, modifications and maintenance of the IT system.
	New IT account requests	Completion of account creation	2 years	Destroy
	Records of the routine testing and monitoring of the operation of IT systems, and action taken to rectify problems and optimise performance	Used on rolling year basis	1 year	Destroy	Systems log.
	Records of software licences for live IT systems	End of licence	6 years	Destroy
IT Systems User Support
	Records of faults reported by users of IT systems and action taken to investigate and resolve faults (help desk transaction records)	Lifetime of equipment used	1 year	Determined on review	The activities involved in handling fault reports from IT users and the action taken to resolve reported faults and includes retrieval of information requests.
	Secretariat Accounts	-	Until superseded	Destroy
	Party Support Accounts	Close at end of mandate	-	Destroy	At the end of a mandate all Party Support accounts are closed. The party whip reviews this information following election and advises accounts to be reactivated.
	Secretariat Request Forms				Includes access authorisation.
	Requests for access to sensitive information	On receipt of request form	Lifetime of application	Destroy	E.g. CINTRA system etc.
	Routine request forms	Close when completed	2 years	Destroy	information not of a sensitive nature – this could be confirmed by authoriser.
	Members’ / Party Support Requests	Close at end of mandate	2 year	Destroy
Data Management
	Back-up tapes
	Daily back-up tapes	End of current day	1 week	Destroy	Tapes are overwritten when reused.
	Weekly back-up tapes	End of current week	1 month	Destroy	Tapes are overwritten when reused.
	Monthly back-up tapes	End of current month	6 months	Destroy	Tapes are overwritten when reused.
	Operation of data back up and archiving routines	From date of record	1 year	Destroy	Recorded daily.
Contract Management		Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy	The activities involved in recording the performance of contractors throughout the lifetime of the contract. Additional contract information held by the Contract Manager i.e. copy contracts etc should be destroyed at the end of the contract - the Procurement Office is responsible for maintaining original contract records See Procurement for further information regarding contract Management.
ICT Projects
	Project Documentation (PIDs, briefs, plans, framework documents etc)	Close on completion	6 years or 1 year past life of system (whichever is greater)	Destroy	Includes installation and testing, specifications.
Inventory
	Record of Loss/Disposal	Loss / disposal of item	6 years	Determined on Review
	AIMS System	-	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation	Assembly Information Management System (AIMS) Information on MLAs and the procedural business of the Assembly; lists of Member's parliamentary or constituency office contact details based on name, party, constituency or committee; Register of Interests for Members; All Plenary Business from 1998; Plenary Business can be reported on through 14 reports, i.e. Division Voting by Party/Member, Plenary Business tabled by Party/Member, Motions tabled, Adjournment Debates etc.

Procurement

Initial Proposal

Selection of suppliers

Monitoring of supplier performance

	Record	Trigger (event that prompts start of retention period)	Retention Period	Final Action	Notes
	Contract Documentation	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Determine upon review and in consultation with Legal Services	Business case/requisition, Contract advertisement, Draft specification, Agreed specification (Pre-qualification questionnaire; includes evaluation), Evaluation criteria, Invitation to tender, Non-competitive action, Contracts under SLA, Ordinary contracts, Successful tenders, Final contract award, Award letter, signed contract and any other additional documents forming part of the contract, Successful statements of interest, final award contract, Contract management documents (SLA), Amendments to contracts.
	Unsuccessful Statements of interest	Contract award	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy	Pre-qualification questionnaire; Note: includes evaluation.
	Unsuccessful tenders	Contract award	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy
	Evaluation meetings and forms	End of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy	Interview panel report and notes of proceedings, including commissioning letter.
Monitoring of supplier performance
	Reports from contractors	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy
	Schedules of work	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy
	Surveys and inspections:
	Equipment and supplies	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy
	Buildings	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Review
	Complaints	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy
	Payment disputes	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy
	Final accounts	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy
	Minutes and papers of meetings	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Determined on Review

It is important that a record of all contracts and related transactions is kept. The files must contain a complete and accurate record of all internal and external documentation so that the stages and reasoning of the transactions are apparent.

Health & Safety

Accidents

Monitoring of working environment

Risk assessment

Fire Safety

Record	Trigger (event that prompts start of retention period)	Retention Period	Final Action	Notes
Accidents, incidents and dangerous occurrences	Last action	6 years (if claim made – 6 years after claim settled)	Determined on review	The activities involved in recording and investigating near-misses, injuries, diseases and dangerous occurrences.
Monitoring of working environment	Last action	6 years	Destroy
Risk assessments	Last action	6 years	Destroy	Risk assessments conducted by NI Assembly and /or contractors.
Inspection and audit reports	After issue	6 years	NI Assembly Permanent Preservation	The activities involved in inspecting common areas and offices. Included audit reports.
Fire safety risk assessments	Date of issue	6 years	NI Assembly Permanent Preservation	Records of significant findings of fire assessments and action taken to remove or reduce risk.
Fire safety log	Last action	6 years	Destroy	Records of statutory fire alarm tests and other fire alarm activities.
Fire safety equipment information	Last action	6 years	Destroy	Records concerning fire safety facilities, equipment and devices.
Fire safety evacuation plans	-	Until superseded	Destroy	Evacuation plans for Assembly buildings.

Security

Control of access to premises

Control of removal of property

Chamber duties

Record	Trigger (event that prompts start of retention period)	Retention Period	Final Action	Notes
Security Passes	When no longer employed (end of employment / contract)	-	Destroy	Records of security passes issued and actual pass.
Media Pass records	When no longer employed (end of employment / contract)	-	Destroy
Emergency Evacuation Command and Control	-	Until superseded	Destroy	Includes procedure for evacuation of Stormont Estate.
Clearance for contractors / consultants	End of employment	1 year	Destroy	Records concerning contractor staff and consultants employed.
Theft reports and investigations	End of investigation	6 years	Destroy
Retained items record	Last action	6 years	Destroy	Record of items found and not claimed.
Security reviews and inspections	Last action	6 years	Destroy
Security advice and guidance	Last action	6 years	Determined on review
Security incidents & control room logs	End of calendar year	1 year	Destroy	Recording documenting the conduct of routine incidents requiring the attention of Security staff e.g. thefts and action taken and the process of Control room incident logging – including records arising from requests for security assistance and the deployment and management of security resources: Telephone calls Messages from internal personnel Messages from external services/agencies Radio & Telephone calls to/from Security control rooms Note: Incident reports used in investigations should be kept until proceedings have been completed.
Visitor Book/Log	-	3 years	Destroy	Destroy.
Internal Postal Duties	Completion of rota	1 year	Destroy	Details of rota.
Routine security surveillance	Creation	Maximum 30 days	Destroy	The process of recording moving images (CCTV) for the purpose of security. Note: Recordings used in investigations should be kept until proceedings have been completed.

Building Management

Ownership and occupancy

Building Plans

Surveys and inspections

Project reports

Sustainable Development

Waste Disposal

	Record	Trigger (event that prompts start of retention period)	Retention Period	Final Action	Notes
Ownership and occupancy
	Inventory of Artefacts	-	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation
	Art collection	Lifetime of art work / loan period	6 years	Destroy	The activities involved in managing the NI Assembly’s art collection. Including correspondence, minutes, papers and loan agreement if necessary.
	Fixed Asset Records	On approval	7 years	Destroy	Records documenting the value of the NI Assembly assets. Records of capital assets are held by Finance.
	Records documenting decisions (and authorisation) to dispose of assets	End of financial year (of disposal)	7 years	Destroy	Record of disposal of capital assets held by Finance.
	Asset Management Project files	Closed at project	NI Assembly Permanent Preservation	NI Assembly Permanent Preservation
	Contract Management	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy	The activities involved in recording the performance of contractors throughout the lifetime of the contract. Additional contract information held by the Contract Manager i.e copy contracts etc should be destroyed at the end of the contract – the Procurement Office is responsible for maintaining original contract records.
	Maintenance Contract Management	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy
	Contractor training	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy	Fire and health safety records concerning contractors working at in Assembly buildings.
Building Plans
	Building plans and drawings	Last action	25 years	NI Assembly Permanent Preservation	Plans including working copies, consultants’ and contractors’ drawings and associated records and manuals.
Surveys and inspections
	Building maintenance and inspections	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Determined on Review	Records concerning maintenance schedules, diaries or logs, installation surveys, programmes, operational manuals and forward maintenance registers. Records include gas safety; lifting equipment; work equipment; pressure systems; fixed electrical installations and portable appliances.
Project reports – Please refer to Project Governance
Maintenance
	Maintenance Log	Final entry	12 years	Destroy
	Maintenance schedule	Until superseded	6 years	Determined on review
	Maintenance programme	Until superseded	6 years	Determined on review
	Payment disputes	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy
	Final accounts	Award of contract	Until end of successive contract and in any case no less than 6 years from trigger.	Destroy
Sustainable Development					The function of managing the impact of the NI Assembly and its business on the environment, and ensuring compliance with environmental legislation.
Environmental Management System		Last action – elimination of risk or updating the risk assessment	6 years	Determined on review	Records documenting identified environmental aspects of the Assembly, including Environmental Records and procedures regarding waste management and energy.
Records documenting the recording of environmental incidents in the NI Assembly or caused by its operations		Last action	40 years	Destroy	The activities involved in recording and investigating environmental incidents in the NI Assembly or caused by its operations, and the reporting of reportable incidents to the enforcing authorities.
Records documenting the notification and reporting of reportable environmental incidents to enforcing authorities		Last action	6 years	Destroy
Environmental performance data		Last action	6 years	Destroy	The activities involved in monitoring and controlling the NI Assembly’s environmental performance; the conduct and result of formal reviews of the NI Assembly’s environmental performance; and action taken to address issues raised.
Waste Disposal					Legal document.
General Waste (WTN)		Last action	2 years	Destroy	The activities involved in collecting, storing and disposing of NI Assembly waste. Includes: office waste, catering waste; redundant equipment and consumables.
Hazardous Waste		Last action	3 years	Destroy	The activities involved in collecting, storing and disposing of NI Assembly special waste. Includes: batteries and fluorescent bulbs.
Contractor Licence		End of contract	6 years	Destroy	Licences that expire during the contract should be destroyed on receipt of a valid licence.

Section 6 - Signatories

Signatories

Appendix A

Addendum for any new areas of work/new classes of records created.

These must be approved by PRONI before being added and when schedule is reviewed the updated document laid before Northern Ireland Assembly for approval.

ABOUT THE ASSEMBLY

Assembly Retention and Disposal Schedule

Northern Ireland Assembly

Retention and Disposal Schedule

Contents

Section 1 - Introduction

Section 2 - What is covered by this Retention and Disposal Schedule?

Section 3 - Categories of Retention / Disposal

Section 4 - Operation of this Retention and Disposal Schedule

Section 5 - Retention and Disposal Schedule

Section 6 - Signatories

Appendix A – Addendum

Section 1 - Introduction

Function of the Northern Ireland Assembly

The Northern Ireland Assembly Records Management Policy

Purpose of the Retention and Disposal Schedule

Section 2 - What is covered by this retention and disposal schedule?

Section 3 - Categories of Retention / Disposal

Determined on Review

Northern Ireland Assembly Permanent Preservation

Public Record Office Permanent Preservation

Destroy

Section 4 - Operation of this Retention and Disposal Schedule

Closing a file

Retention Period

Destruction

Review

PRONI Permanent Preservation / Copy Sent To PRONI

Commitment to Preserving Files/Records

Roles and Responsibilities

Section 5 - Retention and Disposal Schedule

The Speaker

Plenary and Business Management

Committees

Assembly Commission

Assembly Commission

Clerk/Director General’s Office

Audit

Planning

Business Performance Management

Policy & Procedures

Organisational Development

Business Continuity

Project Governance

Planning

Job Evaluation

Staff Case Files

Personal / Health

Staff performance, appraisal and development

Discipline

Grievance

Recruitment

Employee relations

Monitoring

Training & Development

Industrial Relations

Payroll / Pension Administration

Members’ Payroll / Pension Administration

Members’ Staff

Travel

Information Standards (includes Information Management)

Freedom of Information & Environmental Information Regulations

Records Management

Data Protection

Broadcasting

Outreach and Education

Youth Parliament

Student Placements

Events

External Liaison

Requests & Responses

Seminars

Asset Management

Budget

Statutory Accounting

Book-keeping

Members’ Financial Services

Legal Services

Legal advice output

Contracts