ICO. Retention and Disposal Schedule

Statutory Retention Periods Of Documents in The UK

Document Name: Retention and Disposal Schedule
Department/Team: Information Management Service
Document Status: Published
Version Number: v5.0
Release Date: 07/04/2020
Review Date: 07/04/2021

PDF Download – ICO. Retention and Disposal Schedule

At BPMS we are constantly being asked about the current retention periods relating to documents held by our clients. We consider the Information Commissioners Office to be the definitive UK guide and our pleased to provide the following link to the current guidance. 

Information may change and therefore it is recommended you check in on a regular basis.

If we can be of further assistance to you please get in touch.  

Schedule
 Retention TriggerRetain ForActionRetention SourceInformation Asset Owner 
Regulatory 
 Appeals Information TribunalCase Closed6 yearsReviewLimitation Act 1980Director of Legal 
     Services (regulatory 
     enforcement) 
All Criminal Enforcement CaseCase Closed6 yearsReviewLimitation Act 1980Director of 
     Investigations, 
     Director of High 
     Priority Investigations 
     & Intelligence 
Civil Enforcement case where action wasCase Closed6 yearsReviewLimitation Act 1980Director of 
taken    Investigations, 
     Director of High 
     Priority Investigations 
     & Intelligence 
Civil Enforcement Case where no actionCase Closed2 yearsDestroyBusiness NeedDirector of 
taken    Investigations, 
     Director of High 
     Priority Investigations 
     & Intelligence 
HPI case where action was takenCase Closed6 yearsReviewLimitation Act 1980Director of High 
     Priority Investigations 
     & Intelligence 
 HPI case where no action takenCase Closed2 yearsDestroyBusiness NeedDirector of High 
     Priority Investigations 
     & Intelligence 
Gathered IntelligenceEntered onto6 yearsReviewBusiness NeedDirector of High 
 Intelligence   Priority Investigations 
 Log   & Intelligence 
Data Protection and FOI ComplaintsCase Closed2 yearsDestroyBusiness NeedDirector of Public 
     Advice & DP 
     Complaints, Director 
     of FOI Complaints & 
     Compliance 
Data Protection and FOI ComplaintsCase Closed6 monthsDestroyBusiness NeedDirector of Public 
Physical items (items which cannot be    Advice & DP 
scanned or returned)    Complaints, Director 
     of FOI Complaints & 
     Compliance 
Cases relating to Section 159 of theCase Closed6 yearsDestroyLimitation Act 1980Director of Public 
Consumer Credit Act 1974    Advice & DP 
     Complaints 
Audit and Engagement ReportsCase Closed6 yearsReviewBusiness NeedDirector of Regulatory 
     Assurance 
Audit and Engagement supporting auditCase Closed6 yearsDestroyBusiness NeedDirector of Regulatory 
documents    Assurance 
Audit and Engagement supporting projectCase Closed3 YearsDestroyBusiness NeedDirector of Regulatory 
documents    Assurance 
 IPA audits and supporting audit documentsCase Closed6 yearsReviewBusiness NeedDirector of Regulatory Assurance 
IPA related documents and correspondenceDocument created6 yearsReviewBusiness NeedDirector of Regulatory Assurance 
NIS related documentationDocument created6 yearsReviewBusiness NeedDirector of Regulatory Assurance 
Data Protection Fee InformationLapsed payment2 yearsDestroyBusiness NeedDirector of Digital, IT and Customer Services 
Breach Report - No action takenCase Closed2 yearsDestroyBusiness NeedDirector of Digital, IT and Customer Services 
 Breach Report – where action was takenCase Closed6 YearsReviewLimitation Act 1980Director of Digital, IT and Customer Services 
 Communications DataDocument
created
5 YearsReviewHome Office: Communications Data Code of PracticeDirector of
Investigations,
 
     Director of High 
     Priority Investigations 
     & Intelligence 
Internal Regulatory Activities 
 Information created in relation to newLast Action6 yearsReviewBusiness NeedDirectors of the 
policies, guidelines and research. This    Regulatory Strategy 
information has been created internally    Service, Director of 
to guide decision making. This relates to    Technology and 
     Innovation Service, 
     Director of High 
 any final drafts and significant supporting information    Priority Investigations and Intelligence and Director of Regulatory Assurance 
Stakeholder Engagement 
 First Line Advice ServicesCase Closed2 yearsDestroyBusiness NeedDirector of Digital, IT and Customer Services, Director of Regulatory Strategy (Parliament & Government Affairs), Director of Public Advice & DP Complaints 
Engagement with significant stakeholders: This will include government departments, large companies and charities as well as international work.Last Action6 yearsReviewBusiness NeedDirectors of the Regulatory Strategy Service, Director of Technology and Innovation Service, Director of Investigations, Director of High Priority Investigations and Intelligence, Director of Regulatory Assurance, Director of Public Advice & DP Complaints, Director of FOI Complaints & Compliance 
 Engagement with less significant stakeholders: Advice provided to smaller organisations with the advice only affecting small numbers.Last Action3 yearsReviewBusiness NeedDirectors of the Regulatory Strategy Service, Director of Technology and Innovation Service, Director of Investigations, Director of High Priority Investigations and Intelligence, Director of Regulatory Assurance, Director of Public Advice & DP Complaints, Director of FOI Complaints & Compliance 
Guidance for External UseSuperseded6 yearsReviewBusiness NeedDirectors of the Regulatory Strategy Service, Director of Technology and Innovation Service, Director of Regulatory Assurance 
Data Privacy Impact AssessmentsLast Communication6 yearsReviewBusiness NeedDirector of Technology and Innovation Service 
Finalised Binding Corporate RulesEnd of Contract6 yearsReviewGDPR (Article 47(2)(k))Director of Regulatory Assurance 
 BCR Initial Assessment Supporting DocumentsNational Authorisation2 yearsReviewBusiness NeedDirector of Regulatory Assurance 
BCR Point of Contact and Legal Representation detailsAfter each annual update12 monthsReviewBusiness NeedDirector of Regulatory Assurance 
Consultations: The ICO gathers information externally through an open consultation in relation to a policy they are developingPolicy PublishedAs soon as policy publishedDestroyBusiness NeedDirectors of the Regulatory Strategy Service, Director of Technology and Innovation Service and Director of Regulatory Assurance 
 Sandbox – key documentsLast Action7 yearsReviewBusiness NeedDirector of Regulatory Assurance 
 Sandbox – supporting documentsLast Action1 yearReviewBusiness NeedDirector of Regulatory Assurance 
Corporate Governance 
 Memorandum of UnderstandingEnd of Understanding6 yearsDestroyBusiness NeedDirector of Corporate Affairs and Governance 
Internal Committees and Groups minutesMinutes Agreed6 yearsReviewBusiness NeedDirector of Corporate Affairs and Governance 
Commissioner's Delegated Authority, Briefings, Decision Notes and Legal AdviceEnd of Commissioner's Term6 yearsReviewBusiness NeedDirector of Corporate Affairs and Governance 
 Corporate Governance SupportLast Action3 yearsReviewBusiness NeedDirector of Corporate Affairs and Governance 
Organisation wide Corporate Plans, Policies, Business Continuity, Risk Management and StrategiesSuperseded3 yearsReviewBusiness NeedDirector of Corporate Affairs and Governance 
Elected Members Correspondences to the CommissionerEnd of Commissioner's Term3 yearsReviewBusiness NeedDirector of Corporate Affairs and Governance 
Corporate Roles and ResponsibilitiesSuperseded6 yearsReviewBusiness NeedDirector of Corporate Affairs and Governance 
Corporate Functions 
 Health and Safety Inspections, Property Management and Asset RecordsLast Action6 yearsReviewThe National Archives Retention Scheduling: Departmental Accounts, Health and Safety at Work Act 1974 and supporting Regulations, Limitation Act 1980,Director of Resources 
Documents relating to IT system integral to their running and long term useEnd of System Life12 monthsReviewBusiness NeedDirector of Digital, IT and Customer Services 
Records and Information ManagementLast Action3 yearsReviewBusiness NeedDirector of Corporate Affairs and Governance 
 IT InfrastructureLast Action3 yearsReviewBusiness NeedDirector of Digital, IT and Customer Services 
Information SecurityLast Action6 yearsReviewBusiness NeedDirector of Corporate Affairs and Governance, Director of Digital, IT and Customer Services 
Information Requests (Including MP request not dealt with directly by the Commissioner)Case Closed2 yearsDestroyBusiness NeedDirector of Corporate Affairs and Governance 
Projects and Corporate ProgrammesLast Action3 yearsReviewBusiness NeedDirector of Digital, IT and Customer Services 
Building Reports, Risk Assets, Helpdesk and Security ReportsLast Action3 yearsReviewLimitation Act 1980Director of Resources 
IT Back upsLast Action6 monthsDestroyBusiness NeedDirector of Digital, IT and Customer Services 
System Audit LogsLast Action12 monthsDestroyBusiness NeedDirector of Digital, IT and Customer Services 
Casework Performance Management InformationLast Action2 yearsDestroyBusiness NeedDirector of Digital, IT and Customer Services 
 CCTVLast Action1 monthDestroyICO CCTV PolicyDirector of Resources 
Reception Sign in BookEnd of Year2 yearDestroyBusiness NeedDirector of Resources 
Google Analytics ReportsLast Action38 monthsDestroyBusiness NeedDirector of Digital, IT and Customer Services, Director of Corporate Affairs and Governance 
Finance 
 Financial InformationEnd of Financial Year6 yearsDestroyHM Treasury guidelines, National Audit Office advice, Companies Act 2006Director of Resources 
Payroll Capita ReportsEnd of Financial Year6 yearsDestroyHM Treasury guidelines, National Audit Office advice, Companies Act 2006Director of Resources 
Human Resources 
 Employee Files and Personal Development RecordsEnd of Employment6 yearsDestroyThe National Archives Retention Scheduling:  Employee Personnel Records and CPIDDirector of Resources 
Disciplinary and Grievance, Examination and Testing, Accident and Ill HealthLast Action6 yearsDestroyLimitation Act 1980Director of Resources 
Job Descriptions and Terms & ConditionsLast Action6 yearsDestroyLimitation Act 1980Director of Resources 
Training MaterialSuperseded6 yearsDestroyLimitation Act 1980Director of Resources 
 Political DeclarationsSuperseded or End of Employment6 yearsDestroyThe National Archives Retention Scheduling:  Employee Personnel Records and CPIDDirector of Resources 
Industrial RelationsLast Action6 yearsDestroyLimitation Act 1980Director of Resources 
Payroll SheetsEnd of Financial Year6 yearsDestroyHM Treasury guidelines, National Audit Office advice, Companies Act 2006Director of Resources 
General Annual Leave InformationEnd of Financial Year3 yearsDestroyThe National Archives Retention Scheduling:  Employee Personnel RecordsDirector of Resources 
Maternity, Paternity, Adoption and Sick LeaveEnd of Financial Year after return3 yearsDestroyStatutory Sick Pay (General) Regulations 1982
Statutory Maternity Pay (General) Regulations 1986 Statutory Paternity and Statutory Adoption Pay (Administration) Regulations
2002
Director of Resources 
Successful Recruitment Candidate Information (including third party referee details provided by the applicant)End of Employment6 monthsDestroyThe National Archives Retention Scheduling:  Employee Personnel Records and CPIDDirector of Resources 
 Unsuccessful Recruitment Candidate Information (including third party referee details provided by the applicant)Last Action6 monthsDestroyLimitation Act 1980Director of Resources 
Staff Pension, Pay History, and Termination ReasonsFrom DOB100 yearsDestroyThe National Archives Retention Scheduling: Employee Personnel RecordsDirector of Resources 
Health SurveillanceLast Action40 yearsDestroyHealth and Safety at Work Act 1974Director of Resources 
Third party emergency contact details provided by the staff memberEnd of EmploymentImmediateDestroyBusiness NeedDirector of Resources 
Equality and Diversity Published InformationLast Action6 yearsReviewPublic Sector Equality DutyDirector of Resources 
 Marriage Certificate and Documents relating to Civil RegistrationFrom DOB100 yearsDestroyThe National Archives Retention Scheduling: Employee Personnel RecordsDirector of Resources 
 Medical/Self Certificates – unrelated to industrial injuryEnd of absence4 yearsDestroyThe National Archives Retention Scheduling: Employee Personnel RecordsDirector of Resources 
Corporate Communications and Marketing 
 Market Research Reports, Press Releases, Campaigns and Projects, Informer and Image BanksLast Action6 yearsReviewBusiness NeedDirector of Corporate Affairs and Governance 
Staff Events and Briefings, Public Engagement and Political MonitoringLast Action3 yearsReviewBusiness NeedDirector of Corporate Affairs and Governance 
 Conference Delegate ListsLast Action400 daysDestroyBusiness NeedDirector of Corporate Affairs and Governance 
 Webinar RegistrationWebinar Completed1 monthDestroyBusiness NeedDirector of Corporate Affairs and Governance 
Journalist InformationRequest of the Journalist to remove their informationInstant once requestedDestroyBusiness NeedDirector of Corporate Affairs and Governance 
Communications with Journalists12 months after creation12 monthsDestroyBusiness NeedDirector of Corporate Affairs and Governance 
Requests for PublicationsCreation4 weeksDestroyBusiness NeedDirector of Corporate Affairs and Governance 
Legal 
 Legal AdviceLast Action6 yearReviewLimitation Act 1980Director of Legal Services (Regulatory Enforcement), Director of Legal Services (Policy and Commercial) 
Enforcement Legal CasesCase Closed6 yearsReviewBusiness NeedDirector of Legal Services (Regulatory Enforcement) 
 ContractsEnd of Contract6 yearsReviewThe National Archives Retention Scheduling: Contractual RecordsDirector of Legal Services (Policy and Commercial) 
Unsuccessful TendersLast Action400 DaysReviewThe National Archives Retention Scheduling: Contractual RecordsDirector of Resources 
Building Contracts and LeasesEnd of Contract12 yearsReviewLimitation Act 1980Director of Legal Services (Policy and Commercial) 
 Non–disclosure agreementsLast Action2 yearsReviewBusiness NeedDirector of Legal Services (Policy and Commercial) 
 Trademark documentsLast Action6 yearsReviewBusiness NeedDirector of Legal Services (Policy and Commercial) 
 Case summaries and background documentsLast Action6 yearsReviewBusiness NeedDirector of Legal Services (Policy and Commercial) 
Communication Activities 
 Staff Mailboxes and OutlookCreation12 monthsDestroyBusiness Need  
 Physical CorrespondenceOnce Scanned6 monthsDestroyBusiness NeedCommunications which may not directly fall under a function 
Internal Email MailboxesCreation12 monthsDestroyBusiness Need 
Customer Email BoxesCreation12 monthsDestroyBusiness Need 
External Email MailboxesCreation12 monthsDestroyBusiness Need 
Unified Comms Instant MessagesCreation7 daysDestroyBusiness Need 
Other Instant MessagesCreation7 daysDestroyBusiness Need 
GCI/Touchpoint Live Chat TranscriptionsCreation100 daysDestroyBusiness Need 
Goss Live Chat TranscriptionsCreation2 yearsDestroyBusiness Need 
Calling Line IdentificationCreation90 DaysDestroyBusiness Need 
Your Data Matters PledgeCreationEmail Address: 1 month
Name and Organisation:
12 months
DestroyBusiness Need 
Organisation Wide 
 Significant Draft Versions: The draft versions of policies, advice and guidelines for significant areas of workLast Action3 yearsReviewBusiness NeedThese are generic documents which sit within all departments for filling similar roles. Therefore there isn't a specific Information Asset Owner for this 
Less Significant Draft Versions: General drafts of documents created for less significant workLast Action12 monthsReviewBusiness Need 
 Internal AuditsCreation3 yearsDestroyBusiness Needset of information, each owner's departments will have their own versions of these documents for which they will be the owner of. 
Internal Guidance and Lines to TakeCreation6 yearsDestroyBusiness Need 
Templates, Procedures, Team Information and Team MeetingsLast Action3 yearsReviewBusiness Need 
Annually Renewed DocumentsEnd of Financial Year3 yearsReviewBusiness Need 
Department Logs and RegistersLast Action12 monthsReviewBusiness Need 
Team AdministrationCreation3 yearsReviewBusiness Need 
Management InformationEnd of Financial Year6 yearsReviewBusiness Need 
General Content Types (SharePoint)Last Action12 months
3 years
6 years
ReviewBusiness Need 
 Mobile device information for visitor Wi-Fi useCreation90 dayDestroyBusiness Need 
Transfer to The National Archives 
 Information detailing what has been sent to the National Archives (not transferred)Last Action6 yearsReviewThe National Archives Information Management GuidanceDirector of Corporate Affairs and Governance 
 Section 170 DPA and Section 77 FOICase Closed Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
Publications and MaterialCreation Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
Management Board MinutesLast Action Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
Senior Leadership Team MinutesLast Action Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
Executive Team MinutesLast Action Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
Upper Tribunal Case and Court of AppealCase Closed Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
ICO ConstitutionSuperseded Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
Office Wide Strategic PlansSuperseded Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
 Department of Culture, Media and SportLast Action Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
Delegated AuthorityLast Action Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
Legal Advice to Commissioner (where it is directly relevant to information rights policy)Last Action Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
High Profile Casework (Further guidance provided)Case Closed Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
PECR Breach LogsSuperseded Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
Interactions with key stakeholders in relation to interpreting Data Protection and Freedom of Information Act, Code of Practice relating to acts, legislative development and significant internal adviceLast Action Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance 
Civil Monetary Penalty CasesCase Closed Prepare for TransferThe National Archives Collection Policy, Public Records Act 1958Director of Corporate Affairs and Governance