RECORDS
Invest: INorthernIreland
RETENTION AND DISPOSALSCHEDULE
February 2016
Records RetentionISSUE DATE:February 2016
& Disposal ScheduleREVIEW DATE: Page 1 of 35t VERSION:
1.0 February 2019Uncontrolled Copy When Printed
CONTENTS
1. Introduction
1.1 Purpose and Scope of the Disposal schedule 3
1.2 Invest NI’s functions and responsibilities 4 p1.3 Legislation relevant to Invest NI’s
Records Management Functions 5
2. Operation of the Disposal Schedule U
2.1 Records Systems in Invest NI 6
2.2 Closure of Records 6
2.3 Retention Periods 7
2.4 Review and Disposal Process 7
2.5 Original Hardcopy Documents 10
2.6 Postponement of Disposal Actions 12
2.7 Roles and Responsibilities 12
2.8 Commitment to Preserving Records 13
2.9 Reviewing the Schedule 13
3. The Disposal Schedule 17
ciUUU
Records Retention & Disposal ScheduleVERSION: ISSUE DATE: REVIEW DATE: Page 2 of 35
1.0 February2ol6 February2ol9Uncontrolled Copy When Printed
1. INTRODUCTION
1.1 PURPOSE AND SCOPE OF THE DISPOSAL SCHEDULE
This Schedule sets out the disposal arrangements for records created and retained
by Invest NI and the Bedford Street Developments Limited group of companies
which are owned and staffed by Invest NI.
A “record” is defined as follows:
A record is information held in any format or medium that describes or
records an action, event, policy or decision or any occurrences leading to or
following an action, event, policy or decision and which indicate who was
involved, the context and the date.
It is only the material meeting this definition and retained by Invest NI to which this
Schedule applies.
An essential step prior to the disposal of records is the requirement for their review
by relevant Business Areas. Appropriate and proportionate reviews will be
undertaken by Business Area team members at Staff Officer or above. This step
ensures that records that continue to be required for business purposes will be
retained for further periods. Further retention periods will not exceed 3 years at a
time to ensure records are not retained unnecessarily. The files or folders of a
number of designated categories of record, identified in this Schedule will also
require appraisal by PRONI after Business Areas have reviewed them and tagged
Records Retention & Disposal ScheduleVERSION: ISSUE DATE: REVIEW DATE: Page 3 of 35
1.0 February 2016 February 2019Uncontrolled Copy When Printed
UU
them for disposal. This step ensures that records of historical or evidential value
can be identified and transferred to PRONI for permanent preservation.
This Schedule describes:
• the types and categories of records held by Invest NI;
• the c’osure of paper files and electronic folders
• the period for which files/folders should be retained following closure (the
“Retention Period’);
• the review process after the retention period has passed and
• the final disposal action
The schedule complies with the requirements of the Public Records Act (NI) 1923
and the Disposal of Documents Order (S.R. & 0. 1925 No 167) and has been
approved by the Public Records Office of Northern Ireland (PRONI), and through
DCAL, the Northern Ireland Assembly.
The purpose of the schedule is to ensure that records are retained only for as long
as required by statute or for as long as they are needed for business purposes
and, when no longer required, disposed of in a documented, timely and appropriate
manner.
1.2 INVEST NI’S FUNCTIONS AND RESPONSIBILITIES
Invest NI is one of a number of NDPB’s sponsored by The Department of
Enterprise Trade and Investment having been established by the Industrial UDevelopment (Northern Ireland) Act in 2002. When it was formed Invest NI
subsumed functions previously undertaken by the Industrial Development Board, ULocal Enterprise Development Unit and the Industrial Research and Technology
Unit with some functions of the Training and Employment Agency and elements of Uthe Northern Ireland Tourist Board also being subsumed. At that time Invest NI
UUU
Records Retention & Disposal ScheduleVERSION: ISSUE DATE: REVIEW DATE: Page 4 of 35
1.0 February2ol6 February2ol9Uncontrolled Copy When Printed
U11
took ownership of a large number of the records of these predecessor
organ isations and hence became responsible for their retention and disposal.
The role of Invest NI is to “support wealth creation in Northern Ireland as an
enabler and catalyst to grow innovation, exports, productivity and employment
throughout the business base resulting in increased living standards for all.”
7.3 LEGISLATION RELEVANT TO INVEST NI’S RECORDS MANAGEMENT
FUNCTIONS
• Public Records Act (NI) 1923;
• Disposal of Documents Order (NI) 1925
• Freedom of Information Act 2000
• Data Protection Act 1998
• Environmental Information Regulations 2004
• The Industrial Development Act (Northern Ireland) 2002
• Human Rights Act 1998
• The Companies Act 2006
• Employment legislation
• Audit and Accountability legislation
• Limitation Act 1980
Records Retention & Disposal ScheduleVERSION: ISSUE DATE: REVIEW DATE: Page 5 of 35
1.0 February20l6 February20l9Uncontrolled Copy When Printed
ElEl
2. OPERATION OF THIS DISPOSAL SCHEDULE
2.7 RECORDS SYSTEMS IN IN VEST NI ElSince its formation in 2002, Invest NI has used an Electronic Document and
Records Management System (EDRMS) as the primary depository for electronic Elrecords of the organisation’s activities and operations. In addition a focused range
of hardcopy files also continue to be created for a number of specific record types
including for example, land and property transactions.
ElInvest NI’s EDRMS has a Fileplan structure consisting of two primary record
hierarchies — one for records of corporate activity and the other for customer
activity. The EDRMS allows Invest NI to create and store records of actions and
decisions, providing the necessary accountability and protection of the integrity of
these records for as long as they are required to support the conduct of its
business. Alongside the EDRMS paper files are managed through Invest Ni’s
electronic Facilities Management system.
El2.2 CLOSURE OF RECORDS
Individual Business Areas will be required to periodically inform Internal Operations
Division of electronic folders that can be closed and made “Read Only”. This
notification will then trigger the start of the retention period which will be monitored
by Internal Operations Division so that future reviews can be initiated and
managed. UHardcopy files will be designated “Closed” after a standard 2 years unless Elspecifically requested by the owning Business Area.
UElU
Records Retention & Disposal ScheduleVERSION: iSSUE DATE: REVIEW DATE: Page 6 of 35
1.0 February2Ol6 February2ol9Uncontrolled Copy When Printed
Un
EZ
Closing a file or folder means that no further documentation can be added although
they may still continue to be used for reference purposes. The closure date is a
critical trigger in the disposal process, marking the starting point for the ‘retention
period’ at the end of which disposal action will take place. Both electronic and
paper records should be closed as soon as they have ceased to be of active use,
other than for reference purposes. Except in a limited number of record categories
like individual personnel records and records of file/folder disposals, the maximum
life-span for ‘open’ records has been set at 5 years from creation. Records will be
closed at the earliest opportunity, and in particular when:
• the subject matter is finished, with no further documents expected, or
• nothing new has been added for 2 years; or
• in the case of paper records, the file has reached 2.5cm thick,
whichever of these comes first.
2.3 RETENTION PERIODS
This Schedule sets out pre-designated minimum retention periods and disposal
actions for all record categories and types from the year of closure of a file or folder.
These minimum retention periods reflect long-standing good practice based on the
experience of Departments and PRONI to meet business needs and accountability
requirements. In some cases, statutory retention requirements apply and where
this is known, the relevant legislation is noted in the Schedule. The retention period
commences once a file or folder has been “closed”.
Records Retention & Disposal ScheduleVERSION: ISSUE DATE: REVIEW DATE: Page 7 of 35
1.0 February2ol6 February2Ol9Uncontrolled Copy When Printed
22
2.4 REVIEW AND DISPOSAL PROCESS flI
All files and folders will be reviewed by the Business Areas against ongoing 2business requirements once they reach the end of their retention period and either
tagged for disposal or retained for further periods at a maximum of 3 years at a Ttime.
Following review by the relevant Business Area those electronic folders for which
the disposal action is “PRONI Appraisal” and which have been tagged by Business 2Areas for disposal, will be exported by Internal Operations Division and removed
from the EDRMS to a separate storage area to which PRONI will have access. 2PRONI will then determine if the files should be transferred for Permanent
Preservation.
The electronic folders that have been tagged by Business Areas for disposal and
for which the disposal action is “Destroy” will be deleted from the EDRMS by
Internal Operations Division. [1Electronic folders due for review in any particular year will be identified by 2Business Areas and Internal Operations Division and recorded in an annual
Review and Disposal List containing the folder/class name, relevant closure &
review dates and details of the reviewer. This list will be retained permanently to
provide transparency and accountability for the disposal actions. UA similar process will be followed for paper tiles.
The review and disposal process is summarised below: UUUU
Records Retention & Disposal ScheduleVERSION: ISSUE DATE: REVIEW DATE: Page 8 of 35 U1.0 February2Ol6 February2ol9
Uncontrolled Copy When Printed
a. Business Area Review
Business Areas will review all tiles and folders at the end of their
designated retention periods and determine if the records held in
these files or folders need to be retained for longer.
b. PRONI Appraisal
The long term historical and evidential value of records cannot be
determined simply from the tile or folder title or from the record
categories described within this Schedule. Records designated
“PRONI Appraisal” will therefore require first hand appraisal by
PRONI once Business Areas have tagged them for disposal. If
PRONI considers that there is no long term value, the records will
be destroyed; otherwise they will be transferred to PRONI under
warrant, in line with agreed policies and procedures.
c. Destroy
If files and folders are designated “Destroy” in the Schedule they
will be destroyed once they have been tagged for disposal by
Business Areas following review with the only exceptions to
disposal being when the records in question are subject to ongoing
legal, audit, PAC, DPA or FOl enquiries or investigations as
described in 2.6. Destruction must be approved at Staff officer or
above and will be documented and managed by Internal
Operations Division.
d. Permanent Retention in Invest NI
A number of records as designated in this Schedule including the
record of files and folders disposed of will be permanently retained
in Invest NI for administrative or legal purposes.
. Records Retention & Disposal ScheduleVERSION: ISSUE DATE: REVIEW DATE: Page 9 of 35
1.0 February2ol6 February2ol9. Uncontrolled Copy When Printed
e. Permanent Preservation in PRONI
The records in this category will be transferred to the Public Record
Office of Northern Ireland (PRONI) under warrant where they will
be maintained and securely held. pt-.
Before opening such records to the public Invest NI will be asked
by PRONI to undertake a further review to determine if any material
within the records should be withheld from public access based on
any EIR, FOl or DPA exemptions. Once reviewed by Invest NI the
records are considered to have become Historical Records (as Hdefined within the Freedom of Information Act 2000, Part 6).
H2.5 ORIGINAL HARDCOPY RECORDS
HA number of records that existed originally in hardcopy or were created in
hardcopy form, must continue to be retained in original hardcopy form until
the time when, at the end of the designated retention period, their disposal
has been approved by the relevant Business Area in line with section 2.4
above. Such records may include:
• Company books including the Registers of:
Shareholders [1Directors and SecretariesDirectors’ interestsCharges
• Material protected by copyright UElUU
Records Retention & Disposal ScheduleVERSION: ISSUE DATE: REVIEW DATE: Page 10 of 35
1.0 February2ol6 February2ol9Uncontrolled Copy When Printed
UR
• Any documentation in respect of which litigation or criminalproceedings are likely, suspected or contemplated or whereproceedings have been issued
• Share certificates.
• All documentation relating to property title
• All contractual documentation relating to a property transaction(including leases)
• All finance documents such as loan agreements, charges, facilityagreements, mortgages and other forms of security
• Hard copy letters of offer (where not signed electronically)
• Guarantees
• External legal opinions
• All contracts and deeds not signed electronically (note: deeds cannotbe signed electronically)
• Original hardcopy documentation not belonging to Invest NorthernIreland
• Any documentation creating a trust or amending its terms anddocumentation created during the creation of a trust (e.g. declarations,due diligence records, questionnaires)
• Any documentation containing an original seal
• Any documentation stamped by a Government body
• Contracts of employment
Records Retention & Disposal ScheduleVERSION: ISSUE DATE: REVIEW DATE: Page 11 of 35
1.0 February2Ol6 February2ol9Uncontrolled Corv When Printed
{]2.6 POSTPONEMENT OF DISPOSAL ACTIONS
When litigation, criminal proceedings, audits or investigations are likely, suspected
or contemplated - it will be necessary to override the schedule requirements and
either extend retention periods or put the disposal action on hold. Any Business
Area that is anticipates or is aware of any of these events (including NIAO/PAC
enquiries) must identify relevant records and notify Internal Operations Division of
these at the earliest opportunity, so that, where appropriate, any impending
disposal action can be postponed. PLi
Similarly any impending disposal action relating to information requested under
FOl or DPA legislation will be put on hold for the duration a request is live. (Note:
disposal of information that is the subject of a current FOl or DPA request is illegal.)
2.7 ROLES AND RESPONSIBILITIES RThe role of the Head of Information Management & Governance is to ensure
that records management policies, procedures and systems are in place; to
provide advice and guidance on good records management practice; and to
organise and oversee records disposal arrangements.
The Head of Information Management and Governance will identify hardcopy files
for review and disposal and manage the review and disposal process. {}Information Asset Owners (Directors and Heads of Division) will ensure Ucompliance with Records Management policies and procedures within their
Business Area, by co-ordinating activities aimed at ensuring that information is Urecorded, stored, managed and disposed of efficiently, legally and in a timely
UElU
Records Retention & Disposal ScheduleVERSION: ISSUE DATE: REVIEW DATE: Page l2of 35
1.0 February20l6 February2ol9Uncontrolled Copy When Printed
UR
manner. Information Asset Owners will be assisted in this role by local Information
Coordinators.
All members of staff are individually responsible for the information they create
or receive and must ensure that records of departmental transactions and
decisions in which they are involved are created, appropriately stored and
maintained in accordance with the Department’s records management policies.
2.8 COMMITMENT TO PRESERVING RECORDS
This Disposal Schedule is the authority not just for destroying records but also for
preserving them. Invest NI will ensure that the records it creates will be
physically well maintained and cared for while they are in its custody.
2.9 REVIEWING THE SCHEDULE
Invest NI is committed to reviewing this schedule at least every three years to
ensure that:
• the types of records held and listed in it remain current
• the disposal decisions and triggers remain appropriate
Records Retention & Disposal ScheduleVERSION: ISSUE DATE: REVIEW DATE: Page 13 of 35
1.0 February2ol6 February2Ol9Uncontrolled Copy When Printed
Funct
ion:
Sta
fiA
ccom
modat
ion,
Pro
per
ty&
Rel
ated
Ser
vic
es
Ref
eren
ceC
lass
Ser
ies
Ret
enti
on
Rel
evan
tL
egis
lati
on
Act
ion
afte
rR
evie
wby
Per
iod
Busi
nes
sA
reas
1.1
Hea
lth
&S
afet
yA
ccid
ents
5ye
ars
Des
troy
Cla
ims
5ye
ars
Des
troy
Initi
ativ
es5
year
sD
estr
oy
Insp
ecti
ons
5ye
ars
Des
troy
Asb
esto
s40
year
sC
ontr
olof
Asb
esto
sat
Wor
kD
estr
oyR
egul
atio
ns(N
I)20
03
Fire
Saf
ety/
Pre
vent
ion
12ye
ars
Des
troy
1.2
Leg
isla
tion
5ye
ars
PRO
NI
App
rais
al
1.3
Mee
ting
sS
trat
egic
/Sen
ior
Per
man
ent
Pre
serv
atio
nin
Man
agem
ent
PRO
NI
Ope
rati
onal
5ye
ars
Des
troy
1.4
Polic
y5
year
sPR
ON
IA
ppra
isal
1.5
Lan
dan
dA
cqui
sitio
n7
year
sD
estr
oyB
uild
ings
Allo
catio
n3
year
sD
estr
oy
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e15
of35
1.0
Feb
ruar
y2
0l6
Feb
ruar
y2
0l9
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
Ref
eren
ceC
lass
Ser
ies
Ret
enti
on
Rel
evan
tL
egis
lati
on
Act
ion
afte
rR
evie
wby
Per
iod
Busi
nes
sA
reas
Con
serv
atio
n5
yea
rsD
estr
oy
Con
stru
ctio
n7
yea
rsD
estr
oy
Con
trac
ting
7yea
rsD
estr
oy
Dis
posa
l3
yea
rsD
estr
oy
Insu
ranc
e7
yea
rsD
estr
oy
Mai
nten
ance
3y
ears
Des
troy
Mov
ing
3y
ears
Des
troy
Ref
urbi
shm
ent
3y
ears
Des
troy
Pla
nnin
g10
yea
rsD
estr
oy
Util
ities
7y
ears
Des
troy
1.6
Pro
cedure
s5
yea
rsD
estr
oy
1.7
Pro
ject
s5
yea
rsD
estr
oy
1.8
Rep
orti
ng5
yea
rsD
estr
oy
1.9
Sec
urit
y5
yea
rsD
estr
oy
Rec
ord
sR
eten
tio
n&
Dis
po
sal
Sch
edu
leV
ER
SIO
N:
ISS
UE
DA
TE
:R
EV
IEW
DA
TE
:P
age
16of
351.
0F
ebru
ary20l6
Feb
ruar
y2
ol9
Unc
ontr
oNed
Cop
yW
ned
DC
f jE
iL
J]
Ref
eren
ceC
lass
Ser
ies
Ret
enti
on
Rel
evan
tL
egis
lati
on
Act
ion
afte
rR
evie
wby
Per
iod
Busi
nes
sA
reas
1.10
Sup
plie
s&
Acq
uisi
tion
7yea
rsD
estr
oyE
quip
men
tA
lloc
atio
n3
yea
rsD
estr
oy
Con
trac
ting
7yea
rsD
estr
oy
Dis
posa
l3
yea
rsD
estr
oy
Inve
ntor
y7
yea
rsD
estr
oy
Mai
nten
ance
3yea
rsD
estr
oy
1.11
Sup
port
5yea
rsD
estr
oyS
erv
ices
1.12
Ten
deri
ng7
yea
rsD
estr
oy
1.13
Veh
icle
sA
cqui
siti
on7
yea
rsD
estr
oy
All
ocat
ion
3yea
rsD
estr
oy
Aut
hori
sati
on7
yea
rsD
estr
oy
Dis
posa
l3
yea
rsD
estr
oy
Insu
ran
ce7
yea
rsD
estr
oy
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RS
ION
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e17
of35
1.0
Feb
ruar
y20
16F
ebru
ary
2019
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
Ref
eren
ceC
lass
Ser
ies
Ret
enti
on
Rel
evan
tL
egis
lati
on
Act
ion
afte
rR
evie
wby
Per
iod
Busi
nes
sA
reas
Lic
ensi
ng7
yea
rsD
estr
oy
Mai
nten
ance
3yea
rsD
estr
oy
Un
co
ntr
ofle
dC
opyW
henP
nnte
dJ
Rec
ord
sR
eten
tio
n&
Dis
posa
lS
ched
ule
VE
RS
ION
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e18
of35
1.0
Feb
ruar
y2ol6
Feb
ruar
y2
ol9
L
Funct
ion:
Aud
itan
dA
ccounta
bil
ity
Ref
eren
ceC
lass
Ser
ies
Ret
enti
on
Rel
evan
tA
ctio
naf
ter
Busi
nes
sP
erio
dL
egis
lati
on
Are
aR
evie
w
2.1
Inte
rnal
Aud
it7
yea
rsD
estr
oy
2.2
Ext
erna
lA
udit
7yea
rsD
estr
oy
2.3
Fra
udM
anag
emen
t7
yea
rsD
estr
oy
2.4
Inte
rnal
Con
trol
7yea
rsD
estr
oyS
tate
men
t
2.5
Leg
isla
tion
5yea
rsP
RO
NI
App
rais
al
Str
ateg
ic/S
enio
rP
erm
anen
tP
rese
rvat
ion
inM
anag
emen
tP
RO
NI
2.6
Mee
ting
s
Ope
rati
onal
5yea
rsD
estr
oy
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RS
ION
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e19
0135
1.0
Feb
ruar
y2
ol6
Feb
ruar
y2ol9
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
2.7
Pol
icy
5y
ears
PR
ON
IA
ppra
isal
2.8
Pro
cedure
s5
yea
rsD
estr
oy
2.9
Ris
kM
anag
emen
t7
yea
rsD
estr
oy
Rec
ord
sR
eten
tio
n&
Dis
posa
lS
ched
ule
VE
RS
ION
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e20
of35
1.0
Feb
ruar
y20
16F
ebru
ary
2019
IU
ncon
troN
edC
opy
Whe
nP
rint
ed-
Ei
CD
.]
_1
Funct
ion:
Fin
anci
alM
anag
emen
t
Ref
eren
ceC
lass
Ser
ies
Ret
enti
on
Rel
evan
tL
egis
lati
on
Act
ion
afte
rR
evie
wby
Per
iod
Busi
nes
sA
reas
3.1
Fin
anci
al7
yea
rsG
over
nmen
tA
ccou
ntin
gD
estr
oyA
ccou
ntin
gN
orth
ern
Irel
and
(GA
NI)
Reg
ulat
ions
Man
agem
ent
10yea
rsG
over
nmen
tA
ccou
ntin
gD
estr
oyA
ccou
ntin
gN
orth
ern
Irel
and
(GA
NI)
(inc
ludi
ngal
lsu
b-R
egul
atio
nsan
dE
U
ledg
ers)
req
uir
emen
ts
3.2
Leg
isla
tion
5yea
rsP
RO
NI
App
rais
al
3.3
Pol
icy
5yea
rsP
RO
NI
App
rais
al
3.4
Pro
cure
men
t10
yea
rsD
estr
oy
3.5
All
owan
ces
10yea
rsD
estr
oy
3.6
Bud
get
7yea
rsD
estr
oy
3.10
Busi
nes
sC
ases
10yea
rsD
estr
oy
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RS
ION
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e21
of35
1.0
Feb
ruar
y20
16F
ebru
ary
2019
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
Ref
eren
ceC
lass
Ser
ies
Ret
enti
on
Rel
evan
tL
egis
lati
on
Act
ion
afte
rR
evie
wby
Per
iod
Busi
nes
sA
reas
3.1
1A
sset
Man
agem
ent
7ye
ars
Des
troy
3.12
Fun
ding
7ye
ars
Des
troy
3.13
Mee
ting
sS
trat
egic
/Sen
ior
Per
man
ent
Pre
serv
atio
nin
Man
agem
ent
PRO
NI
Ope
rati
onal
5ye
ars
Des
troy
3.14
Pro
cedu
res
5ye
ars
Des
troy
3.15
Pro
ject
s5
year
sD
estr
oy
3.16
Rep
orti
ng5
year
sD
estr
oy
3.17
Tax
atio
n7
year
sH
MR
Cre
gula
tion
sD
estr
oy
3.18
Sha
reC
erti
fica
tes
Per
iod
ofD
estr
oyV
alid
ity
3.19
BSD
LC
ompa
ny10
year
sC
ompa
nies
Act
2006
Per
man
ent
Pre
serv
atio
nin
Boo
ks-
PRO
NI
Reg
iste
rsof
:S
hare
hold
ers,
dire
ctor
san
d
Rec
ord
sR
eten
tio
n&
Dis
posa
lS
ched
ule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e22
of35
1.0
Feb
ruar
y2ol6
Feb
ruar
y2
0l9
_
Unc
ontr
ofle
dQ
ppvh
en
Pnn
ted
Ref
eren
ceC
lass
Ser
ies
Ret
enti
on
Rel
evan
tL
egis
lati
on
Act
ion
afte
rR
evie
wby
Per
iod
Busi
nes
sA
reas
secr
etar
ies,
dire
ctor
s’in
tere
sts,
char
ges
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e23
of35
1.0
Feb
ruar
y2
ol6
Feb
ruar
y2
ol9
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
Funct
ion:
Hum
anR
esourc
es
Act
ion
afte
r.
Ret
enti
on
Rel
evan
tR
evie
wby
Ref
eren
ceC
lass
Ser
ies
-
Per
iod
Leg
isla
tion
Busi
nes
sA
reas
Wri
tten
Par
ticu
lars
ofE
mpl
oym
ent
Em
ploy
men
tL
ette
rof
App
oint
men
t&
Job
Spe
cifi
cati
onle
gisl
atio
n
Car
eer
His
tory
Cur
rent
Add
ress
Det
ails
Rec
ords
ofO
ver
seas
Ser
vice
Rec
ord
ofP
revi
ous
Ser
vice
Lea
vers
Qua
lifi
cati
ons/
Ref
eren
ces
Em
ploy
men
tan
dQ
uali
fica
tion
s/R
efer
ence
sC
aree
rP
rofe
ssio
nal
qual
ific
atio
ns(i
.e.
med
ical
,sc
ient
ific
,D
estr
oy(E
mpl
oyee
tech
nica
l)A
ge10
0R
ecor
d)A
pplic
atio
nF
orm
s-
succ
essf
ulS
taff
Pho
togr
aphs
Acc
ess
NIde
tail
sof
disc
losu
reD
iscl
osur
eof
conv
icti
ons
form
Spe
cial
Lea
veP
rogr
ess
Rep
orts
Pro
bati
onar
yR
epor
tsP
erfo
rman
ceM
anag
emen
tP
erfo
rman
ceA
ppra
isal
Tra
inin
g
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e24
of35
1.0
Feb
ruar
y2ol6
Feb
ruar
y2
ol9
Unç
ontr
oNed
Cop
yW
hen
Pnn
ted
cr:i
Act
ion
afte
r.
Ret
enti
on
Rel
evan
tR
evie
wby
Ref
eren
ceC
lass
Ser
ies
.
Per
iod
Leg
isla
tio
nB
usi
nes
sA
reas
Exit
Inte
rvie
ws
Des
troy
.6
Yea
rsA
nnua
lle
ave
reco
rds
/en
titl
emen
ts
Suc
cess
ful
recr
uitm
ent
docu
men
ts3
Yea
rsD
estr
oyU
nsuc
cess
ful
recr
uitm
ent
docu
men
ts/a
ppli
cati
ons
Acc
ess
NIor
igin
aldi
sclo
sure
docu
men
ts.
..
6M
onth
sD
estr
oyD
iscl
osur
eof
conv
icti
ons
form
-un
succ
essf
ulE
mpl
oym
ent
Doc
umen
tsre
lati
ngto
inju
ryor
acci
dent
atw
ork
legi
slat
ion
Indi
vidu
alR
isk
/W
ork
Sta
tion
Ass
essm
ents
Hea
lth
Dec
lara
tion
sH
ealt
hre
ferr
als
Age
100
Des
troy
Med
ical
/Sel
fC
erti
fica
tes
Em
ploy
eeS
uppo
rt/S
taff
Wel
fare
/W
elfa
reR
epor
tC
ompl
ete
Sick
Abs
ence
reco
rd4.
2H
ealt
hS
ick
Lea
veM
anag
emen
t-
fina
ncia
l/pa
yre
late
d(E
mpl
oyee
Med
ical
Rep
orts
-ex
posu
reto
Lea
d,A
sbes
tos,
Des
troy
Rec
ord)
Com
pres
sed
Air
40Y
ears
Med
ical
Rep
orts
-ex
posu
reto
loni
sing
Rad
iati
on50
Yea
rsD
estr
oy
Cla
ims
5ye
ars
from
Des
troy
clos
ure
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e25
of35
1.0
Feb
ruar
y20
16F
ebru
ary
2019
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
Act
ion
afte
r.
Ret
enti
on
Rel
evan
tR
evie
wby
Ref
eren
ceC
lass
Ser
ies
.
Per
iod
Leg
isla
tion
Busi
nes
sA
reas
Ris
k/
Wor
kS
tati
onA
sses
smen
tsA
dmin
istr
atio
n.
..
.5
Yea
rsD
estr
oyS
ick
Lea
veM
anag
emen
t-
Adm
inis
trat
ion
Em
ploy
men
tle
gisl
atio
n
43
Dis
cipl
ine
Pap
ers
rela
ted
toin
vest
igat
ions
,gr
ieva
nces
,40
Yea
rsfr
omD
/Gri
evan
ces
disc
ipli
nary
proc
eedi
ngs,
app
eals
and
trib
unal
scl
osur
ees
roy
4.4
Pay
and
Pen
sion
Cur
rent
bank
deta
ils
Em
ploy
men
t(E
mpl
oyee
Dea
thC
erti
fica
tele
gisl
atio
nR
ecor
d)D
eath
Ben
efit
Nom
inat
ions
Dec
ree
Abs
olut
eM
arri
age
cert
ific
ate
and
docu
men
tati
onre
lati
ngto
civi
lre
gist
rati
onU
npai
dle
ave
Com
plet
eP
erso
nal
Payr
oll
hist
ory
Age
100
Des
troy
Res
igna
tion
,te
rmin
atio
nan
d/or
reti
rem
ent
lett
ers
Civ
ilS
ervi
ceP
ensi
ons
-A
dded
Yea
rsC
ivil
Ser
vice
Pen
sion
s-
Add
ition
alV
olun
tary
Con
trib
utio
ns(A
VC
)C
ivil
Ser
vice
Pen
sion
s-
Cor
resp
onde
nce/
Enq
uiri
esC
ivil
Ser
vice
Pen
sion
s-
Pen
sion
Sch
eme
Mem
bers
hip
Lc
Unc
ontr
oNed
Cop
yW
hen
Pri
nted
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e26
of35
1.0
Feb
ruar
y2ol6
Feb
ruar
y2
ol9
—1
iE
=E
2r:
::i
rri
Action
after
.R
eten
tio
nR
elev
an
tR
eview
by
Referen
ce
Class
Series
Period
Legislation
Business
Areas
Dis
cipl
inar
yac
tion
resu
ltin
gin
any
chan
ges
tote
rms
and
cond
itio
nsof
serv
ice,
sala
ry,
perf
orm
ance
pay
oral
low
ance
s
Var
iati
ons
ofW
orki
ngH
ours
-ca
lcul
atio
nsL
eave
rscu
rren
tB
ank
Det
ails
Sta
tuto
rysi
ckne
ss/m
ater
nity
pay
calc
ulat
ions
and
supp
orti
ngdo
cum
enta
tion
Pay
Aw
ards
Payr
oll
inpu
tfo
rms
(mon
thly
payr
oll
file
s)6
Yea
rs+
Des
tro
Bon
usN
omin
atio
ns/
Dis
cret
iona
ryA
war
ds/
Cur
rent
FYy
Rew
ards
&R
ecog
niti
onA
utho
risa
tion
for
depu
tisi
ng,
subs
titu
tion
allo
wan
cean
d/or
over
tim
e/tr
avel
tim
eT
hird
part
ycl
ient
/adv
ance
sin
lieu
ofpa
ymen
t
Hou
sing
Adv
ance
6Y
ears
afte
rO
verp
aym
ent
docu
men
tati
onye
arof
fina
lD
estr
oyre
paym
ent
Ban
k/B
uild
ing
Soc
iety
Req
uest
s6
Mon
ths
Des
troy
Sta
ffC
ircu
lars
Em
ploy
men
t4.
5C
ivil
Ser
vice
Pen
sion
s-
Pen
sion
Ret
urns
40Y
ears
legi
slat
ion
Des
troy
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e27
of35
1.0
Feb
ruar
y20
16F
ebru
ary
2019
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
Action
after
.R
eten
tion
Relevan
tR
eview
by
Reference
Class
Series
Perio
dL
eg
islatio
nB
usiness
Areas
Org
anis
atio
nal
Hea
lth
and
Saf
ety
6ye
ars
Des
troy
HR
Indu
stri
alR
elat
ions
agre
emen
ts,
disp
utes
,in
dust
rial
.40
year
sD
estr
oyac
tion
,ne
goti
atio
ns,
TU
Sen
gag
emen
ts
Per
man
ent
Str
ateg
ic/S
enio
rM
anag
emen
tM
eeti
ngs
Pre
serv
atio
nin
PRO
NI
Ope
rati
onal
Mee
ting
s5
year
sD
estr
oy
Pay
7ye
ars
Des
troy
.PR
ON
IPo
licy
40ye
ars
App
rais
al
Pro
cedu
res
40ye
ars
Des
troy
Pro
ject
s(n
onIC
Tin
clud
ing
Bus
ines
sIn
The
Com
mun
ity,
Inve
stor
sIn
Peo
ple,
Rew
ards
,3
year
sD
estr
oyR
ecog
niti
onS
chem
e)5
Yea
rsfr
omS
econ
dmen
tsin
toIn
vest
NIen
dof
Des
troy
seco
ndm
ent
Sec
urit
y5
year
sD
estr
oy
Rec
ord
sR
etention
&D
isp
osa
lS
ched
ule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e28
of35
1.0
Feb
ruar
y2ol6
Feb
ruar
y2O
l9
LU
nQon
trof
led
Cop
yW
hen
Pri
nted
j
p,
cz2
tE
Act
ion
afte
r.
Ret
enti
on
Rel
evan
tR
evie
wby
Ref
eren
ceC
lass
Ser
ies
.
Per
iod
Leg
isla
tion
Busi
nes
sA
reas
Wor
kfor
cepl
anni
ng,
staf
fing
vaca
ncie
s,en
gag
emen
ts,
appo
intm
ents
,tr
ansf
ers,
prom
otio
ns,
revi
ew,
cont
ract
s,ce
ssat
ions
,m
ovem
ents
,In
tere
st5
year
sD
estr
oyC
ircu
lars
,C
aree
rD
evel
opm
ent,
bere
avem
ent,
rese
rve
lists
Tra
inin
gan
dD
evel
opm
ent
5ye
ars
Des
troy
Equ
alit
y6
year
sD
estr
oy
Equ
alit
yM
onito
ring
&R
epor
ting
40Y
ears
Des
troy
Equ
alO
ppor
tuni
tyC
ases
/Lit
igat
ion
40Y
ears
Des
troy
Org
anis
atio
nal
Cha
rts
40Y
ears
Des
troy
Con
flic
tsof
Inte
rest
/R
epre
sent
atio
non
Out
side
.40
Yea
rsD
estr
oyB
odie
sM
anag
ing
Att
enda
nce
5ye
ars
Des
troy
Rec
ruit
men
tA
genc
y5
Yea
rsD
estr
oy
Rep
orti
ng40
Yea
rsD
estr
oy
Dat
aan
dIn
form
atio
nM
anag
emen
t5
year
sD
estr
oy
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e29
of35
1.0
Feb
ruar
y2
0l6
Feb
ruar
y2
Ol9
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
Funct
ion:
Info
rmat
ion
and
Co
mm
un
icat
ion
Act
ion
afte
rR
evie
wR
efer
ence
Cla
ssS
erie
sR
eten
tion
Per
iod
Rel
evan
tL
egis
lati
on
byB
usi
nes
sA
reas
Per
man
ent
Str
ateg
ic/S
enio
rP
rese
rvat
ion
inM
anag
emen
tPR
ON
I5.
1M
eeti
ngs
Ope
rati
onal
5ye
ars
Des
troy
Info
rmat
ion
FOl,
EIR
and
DPA
5.2
FOl,
EIR
,D
PA,
100
5ye
ars
Des
troy
Gov
erna
nce
Ret
enti
onS
ched
ulin
g,Pu
blic
Rec
ords
Act
Per
man
ent
rete
ntio
nD
ispo
sal
Lis
tsan
dan
das
soci
ated
inIn
vest
NIIn
form
atio
nIn
vent
orie
s,st
atut
ory
prov
isio
ns5.
3M
anag
emen
tA
llot
her
reco
rds
5ye
ars
Des
troy
Inte
rnal
and
Eve
nts,
spon
sors
hip,
PR,
5ye
ars
Ext
erna
lco
nfer
ence
s,st
aff
surv
eys
5.4
Com
mun
icat
ions
,D
estr
oyM
edia
and
Pre
sscu
ttin
gs1
year
Mar
keti
ngA
Qs,
PQ
s,br
iefi
ngs,
Ass
embl
yan
dE
xecu
tive
Gov
ernm
ent
com
mit
tees
,M
inis
ter’
san
d5
year
sPR
ON
IA
ppra
isal
5.5
Lia
ison
Per
man
ent
Sec
reta
ryca
ses,
cros
s-P
arli
amen
tary
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e30
of35
1.0
Feb
ruar
y20
16F
ebru
ary
2019
tD
i
..
Acti
on
afte
rR
evie
wR
eferen
ce
Cla
ss
Serie
sR
ete
nti
on
Perio
dR
ele
vant
Legis
lati
on
by
Busin
ess
Areas
busi
ness
,P
riva
teO
ffic
eop
era
tion
s
Ann
ual
repo
rts,
broc
hure
s,.
.fo
rms,
new
slet
ters
,5.
6P
ubli
cati
ons
..
5ye
ars
Des
troy
corp
orat
eid
entit
y,pr
esen
tati
ons
5.7
Web
Man
agem
ent
Web
and
intr
anet
cont
ent
5ye
ars
Des
troy
Non
-Gov
ernm
ent
Com
plai
nts,
com
plim
ents
,5.
8S
take
hold
erqu
erie
s,su
rvey
s,ag
endas
,3
year
sD
estr
oyR
elat
ions
min
utes
,co
rres
pond
ence
5.9
Sec
urit
yIS
O27
001
5ye
ars
Des
troy
5.10
Polic
y5
year
sPR
ON
IA
ppra
isal
5.11
Pro
cedu
res
5ye
ars
Des
troy
5.12
Pro
ject
s5
year
sD
estr
oy5.
13R
epor
ting
5ye
ars
Des
troy
5.14
Sta
ndar
ds5
year
sD
estr
oy
Records
Rete
nti
on
&D
isp
osal
Schedule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e31
of35
1.0
Feb
ruar
y2
0l6
Feb
ruar
y2
0l9
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
Functi
on:
Str
ate
gic
Man
ag
em
en
t
Reference
Cla
ss
Serie
sR
ete
nti
on
Rele
vant
Legis
lati
on
Acti
on
afte
r
Perio
dR
evie
wby
Busin
ess
Areas
6.1
Bus
ines
sP
erIo
rman
ce7
year
sPR
ON
IA
ppra
isal
6.2
Bus
ines
sP
lann
ing
7ye
ars
PRO
NI
App
rais
al6.
3M
eeti
ngs
Str
ateg
ic/S
enio
rP
erm
anen
tM
anag
emen
tP
rese
rvat
ion
inPR
ON
IO
pera
tion
al7
year
sPR
ON
IA
ppra
isal
6.4
Em
erge
ncy
Pla
nnin
g5
year
sPR
ON
IA
ppra
isal
6.5
Equ
ality
Pro
mot
ion
&5
year
sPR
ON
IA
ppra
isal
Impl
emen
tati
on6.
6L
egis
lati
on5
year
sPR
ON
IA
ppra
isal
6.8
Polic
y5
year
sIn
dust
rial
Dev
elop
men
tA
ctPR
ON
IA
ppra
isal
6.9
Pro
cedu
res
5ye
ars
PRO
NI
App
rais
al6.
10P
rogr
amm
es5
year
sPR
ON
IA
ppra
isal
6.1
1P
roje
cts
5ye
ars
PRO
NI
App
rais
al6.
12R
epor
ting
7ye
ars
PRO
NI
App
rais
al6.
13S
tandar
ds
5ye
ars
Des
troy
Records
Rete
nti
on
&D
isp
osal
Schedule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e32of3
51.
0F
ebru
ary
2016
Feb
ruar
y20
19U
ncon
troN
edC
opy
Whe
nP
rint
ed
D-]
L-i
Functi
on:
Technolo
gy
&T
ele
co
mm
un
icati
on
s
..
.A
cti
on
afte
rR
evie
wR
eferen
ce
Cla
ss
Serie
sR
ete
nti
on
Peri
od
Rele
vant
..
by
Busin
ess
Are
as
Leg
isla
tio
n
App
lica
tion
&S
yste
m7.
17
yea
rsD
estr
oyS
uppo
rtA
ppli
cati
on7.
27
yea
rsD
estr
oyD
evel
opm
ent
Str
ateg
ic/S
enio
rP
erm
anen
tM
anag
emen
tP
rese
rvat
ion
inP
RO
NI
7.4
Mee
ting
s
Ope
rati
onal
5yea
rsD
estr
oy
7.5
Pol
icy
5yea
rsP
RO
NI
App
rais
al7.
6P
roce
dure
s5
yea
rsD
estr
oy7.
7P
roje
cts
7yea
rsD
estr
oyA
cqui
siti
on7
yea
rsD
estr
oyA
lloc
atio
n3
yea
rsD
estr
oyD
ispo
sal
3yea
rsD
estr
oy7.
8H
ardw
are
Inst
alla
tion
7yea
rsD
estr
oyIn
vent
ory
and
Ass
etR
egis
ters
7yea
rsD
estr
oy
Mai
nten
ance
3yea
rsD
estr
oy7.
9O
per
atio
ns
7yea
rsD
estr
oy7.
10S
ecur
ity
7yea
rsD
estr
oy7.
11
Sta
nd
ard
s7
yea
rsD
estr
oy
Reco
rd
sR
ete
nti
on
&D
isp
osal
Schedule
VE
RS
ION
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e33
of35
1.0
Feb
ruar
y2
ol6
Feb
ruar
y2
0l9
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
..
.A
cti
on
afte
rR
evie
wR
eference
Cla
ss
Serie
sR
ete
nti
on
Peri
od
Rele
vant
..
by
Busin
ess
Are
as
Legis
lati
on
7.1
2S
yst
em
sM
anagem
ent
7years
Des
tro
y
Functi
on:
Custo
mer
Su
pp
ort
Acti
on
afte
r
..
.R
ele
van
tR
evie
wby
Reference
Cla
ss
Serie
sR
ete
nti
on
Peri
od
Legis
lati
on
Bu
sin
ess
Areas
Wh
ich
ever
isth
e
Pro
ject
s,sc
opin
g,
lon
ges
tof
:
bac
kg
rou
nd
,busi
ness
case
s,pro
ject
ion
s,appra
isals
,case
10y
ears
fro
md
ate
of
Fin
anci
alan
dn
on
-p
ap
ers
,n
ego
tiat
ion
s,o
ffer
s,th
eori
gin
alL
ette
rof
Indu
stri
alP
RO
NI
8.1
fin
anci
alin
terv
enti
on
sm
onit
ori
ng
,cl
aim
s,paym
ents
,O
ffer
or
start
date
ofD
evel
op
men
tA
rais
alam
en
dm
en
ts,
claw
bac
k,
anon-f
inan
cial
Act
advic
e,in
form
atio
n,
inte
rven
tion
consu
ltancy,
pro
fess
ion
alsu
pport
or
7y
ears
fro
mla
stpaym
ent
Sco
pin
g,
bac
kg
rou
nd
,busi
ness
case
s,pro
ject
ions,
PR
ON
I.
.10
years
fro
mth
eend
.A
nnra
isal
Pro
gra
mm
es
and
pla
nnin
g,
appra
isals
,In
dust
rial
8.2
.of
the
pro
gra
mm
eor
sch
em
es
evalu
ati
ons,
case
papers
,D
evel
op
men
t.
.sc
hem
en
ego
tiat
ion
s,off
ers,
Act
man
ag
em
en
t,m
on
ito
rin
g,
Records
Rete
nti
on
&D
isp
osal
Schedule
VE
RS
ION
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e34
of35
1.0
Febru
ary
2ol6
Feb
ruary
2o
l9
Un
con
tro
lled
Cp
yW
hen
Pri
nted
,
j-—
—1
Act
ion
afte
r.
..
Rel
evan
tR
evie
wby
Ref
eren
ceC
lass
Ser
ies
Ret
enti
on
Per
iod
Leg
isla
tio
nB
usi
nes
sA
reas
clai
ms,
paym
ents
,am
endm
ents
,ad
vice
,in
form
atio
n,co
nsul
tant
s,pr
ofes
sion
alsu
ppor
t,E
xter
nal
Del
iver
yO
rgan
isat
ions
,co
ntra
ctor
s
Cor
resp
onde
nce,
file
note
s,PR
ON
I8.
3C
usto
mer
Rel
atio
nsac
coun
ts,
brie
fing
s,co
ntac
t5
Yea
rsA
ppra
isal
deta
ils,
rout
ine
mon
itor
ing
Mee
ting
sS
trat
egic
/Sen
ior
Man
agem
ent
Per
man
ent
Pre
serv
atio
nin
8.4
PRO
NI
Ope
rati
onal
5ye
ars
Des
troy
8.5
Polic
y5
year
sD
estr
oy8.
6P
roce
dure
s5
year
sD
estr
oy8.
7R
epor
ting
5ye
ars
Des
troy
8.8
Sta
ndar
dsC
usto
mer
Ser
vice
Exc
elle
nce
5ye
ars
Des
troy
Rec
ord
sR
eten
tion
&D
isp
osa
lS
ched
ule
VE
RSI
ON
:IS
SU
ED
AT
E:
RE
VIE
WD
AT
E:
Pag
e35
of35
1.0
Feb
ruar
y2
ol6
Feb
ruar
y2
Ol9
Unc
ontr
olle
dC
opy
Whe
nP
rint
ed
F Department ofL Culture,Arts Invesi: O b
[ o’ and Leisure Northernwv.dcaIni.gov.uk Ireland .4
:1
S
1
Invest Northern Ireland Disposal and Retention Schedule
Prepared as required by the Public Records Act (Northern Ireland), 1923 and in
accordance with the Rules made pursuant thereto, approved by Order in Council
dated 2Oth January 1925.
Nigel McClelland
Head of Information Management & Governance
Mel Chittock 1Executive Director Fince & Operations
Alastair Hamilton
Chief Executive