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Data retention schedule

Data retention schedule

How long we keep your personal data

We retain personal data in accordance with our legal obligations and official functions, taking into account factors such as the:

  • purpose for which it is held
  • need to ensure data integrity and accuracy
  • period in which legal claims, investigations or enquiries may arise
  • need to retain records in the public interest
  • any applicable statutes of limitation.

Some of the records we hold are of long-term historical value and need permanent preservation. This is in accordance with the duty we have to the public, to be an accountable organisation. Maintaining a record of our past actions and decisions also acts as our long-term memory and provides research materials that will meet the needs of the general public in future years.

We may decide to retain information where it is integrally linked to other information which we need to continue to hold, and where to delete it would diminish the integrity of the overall information we hold about you, or make it difficult to understand. For example, there may be intricate links between data stored in the database we use for fitness to practise cases.

Deleting only one part of the data relating to a case after a fixed period of time from the creation of that data may compromise the evidence related to the case and the integrity of the data, so it may be more appropriate to delete all of the data after a fixed point in time. We may also need to consider the most appropriate date to use as a common starting point for the data to which the retention period is to apply.

For some of the data we hold relating to social workers, we also need to consider:

  • the maximum potential working lifetime of the social worker and whether that information may need to be retained throughout that time
  • the potential for social workers who have left the register to return to practise
  • whether information related to one social worker may need to be retained because it is relevant to another and deletion would mean we would not have a complete set of evidence.

We also need to take into consideration historical events which have shown that some issues may only come to light some considerable time after they occurred.

In some cases, we may decide to retain data for a longer period of time than we otherwise would under normal circumstances. For example, CPD records will usually be kept for a certain period of time after the due date for submission, but may be kept for longer if they are found not meet our requirements and lead to a fitness to practise process being commenced.

We manage deletion of data through a combination of automatic deletion and regular checks by the teams responsible for that data.

You can find out more about how long we keep data in our data retention schedule below.

Fitness to practise

Directorate Function/team Information asset Retention trigger Retain for (retention period)
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Adjudicator appraisal documents Retention trigger Current year Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Adjudicator contact details Retention trigger End of contract Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Adjudicator hearings transcripts Retention trigger Case closed Retain for (retention period) 10 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Adjudicator register of interests Retention trigger Current year Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Case contract management - advice from law firms Retention trigger Date of birth of social worker Retain for (retention period) 120 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Case contract management - experts Retention trigger End of contract Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Case contract management - external lawyers Retention trigger End of contract Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Case examiner administrative arrangements Retention trigger Current year Retain for (retention period) 2 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Case examiner decisions Retention trigger Date of birth of the social worker Retain for (retention period) 120 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Case examiner register of interests Retention trigger Current year Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Case examiner training contracts Retention trigger End of contract Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Determinations from case examiners and adjudicators Retention trigger - Retain for (retention period) Retain indefinitely
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Fitness to practise hearings Microsoft stream recordings Retention trigger Date of recording Retain for (retention period) 10 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Hearing administration - pre-hearing planning Retention trigger Case closed Retain for (retention period) 2 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Hearing arrangements - empanelment Retention trigger Case closed Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Monitoring and reporting - case examiners Retention trigger Current year Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Monitoring and reporting - hearings Retention trigger Current year Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Outcome circulation lists Retention trigger Date published Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Prosecution casefiles (post-case examiners) Retention trigger Date of birth of social worker Retain for (retention period) 120 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Recruitment of panellists Retention trigger Current year Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise adjudications Information asset Witness booking and correspondence Retention trigger Case closed Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise case review Information asset Case review casefiles Retention trigger Date of birth of social worker Retain for (retention period) 120 years
Directorate Fitness to practise Function/team Fitness to practise case review Information asset Contract management - health testing Retention trigger Current year Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise case review Information asset Monitoring and reporting data Retention trigger Current year Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise general Information asset Fitness to practise flag list Retention trigger Date of entry Retain for (retention period) 20 years
Directorate Fitness to practise Function/team Fitness to practise general Information asset Supplier list Retention trigger End of contract Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise triage and case progression Information asset Investigation casefiles (pre case examiners) Retention trigger Date of birth of social worker Retain for (retention period) 120 years
Directorate Fitness to practise Function/team Fitness to practise triage and case progression Information asset Monitoring and reporting data Retention trigger Current year Retain for (retention period) 6 years
Directorate Fitness to practise Function/team Fitness to practise triage and case progression Information asset Triage casefiles Retention trigger Case closed Retain for (retention period) 20 years
Directorate Fitness to practise Function/team Fitness to practise triage and case progression Information asset Triage decisions Retention trigger Case closed Retain for (retention period) 20 years

Registration, quality assurance and legal

Directorate Function/team Information asset Retention trigger Retain for (retention period)
Directorate Registration, quality assurance and legal Function/team Data protection and information governance Information asset Article 30 register Retention trigger None Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Data protection and information governance Information asset Data incidents Retention trigger Case closed Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Data protection and information governance Information asset Data protection and information governance policies Retention trigger Date signed Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Data protection and information governance Information asset Data protection impact assessments Retention trigger Date document deemed no longer relevant Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Data protection and information governance Information asset DPO annual report Retention trigger Date of report Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Data protection and information governance Information asset FOI requests Retention trigger Date closed Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Data protection and information governance Information asset ICO registration Retention trigger Date registered Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Data protection and information governance Information asset IGSG action log Retention trigger Date of action Retain for (retention period) 3 years
Directorate Registration, quality assurance and legal Function/team Data protection and information governance Information asset IGSG papers (minutes, agendas) Retention trigger Date of meeting Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Data protection and information governance Information asset Information asset register Retention trigger Date of final response Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Data protection and information governance Information asset Subject access and other individual rights requests Retention trigger Date of final response Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Agendas and minutes of meetings with relevant institutions Retention trigger Date of decision to which documents relate Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Audit and declarations information from relevant institutions Retention trigger Date decision provided to relevant institution Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Concerns information and correspondence Retention trigger Date concern investigation concluded Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Correspondence with inspectors Retention trigger Date of correspondence Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Correspondence with relevant institutions Retention trigger Date report published Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Correspondence with relevant institutions Retention trigger Date report published Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Emails relating to enquiries Retention trigger Date of correspondence Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Enquiries log Retention trigger Current month Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Establishment course list Retention trigger Current month Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Evidence submitted by others under rule 9(11) of the education and training rules Retention trigger Date decision provided to relevant institution Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Evidence submitted by relevant institutions Retention trigger Date report published Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Guidance for raising concerns about a relevant institution Retention trigger Date guidance replaced Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Guidance for relevant institutions Retention trigger Date guidance replaced Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Guidance revisions correspondence Retention trigger Date guidance replaced Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset HCPC approval and monitoring records and spreadsheets Retention trigger Date of new decision to which documents relate Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Inspection reports Retention trigger Date report published Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Inspection schedules Retention trigger Current year Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Inspection workbooks/documentation Retention trigger Date of decision to which documents relate Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Inspector information spreadsheet (work completed) Retention trigger Current month Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Inspector recruitment documents Retention trigger Date recruitment activity complete Retain for (retention period) 2 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Inspector training records - L&D Retention trigger Date training activity completed Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset List of approved courses Retention trigger Current month Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Monitoring decision documents Retention trigger Date decision provided to relevant institution Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset Observations on draft inspection reports from relevant institutions Retention trigger Date report published Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Education quality assurance Information asset University contact list Retention trigger Current month Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Legal Information asset Case files Retention trigger Conclusion/settlement of case Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Legal Information asset Information relating to independent experts, counsel and external lawyers, contact details, qualifications, employment history, suitability, fees (at present we do not have this) Retention trigger Last action Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Legal Information asset Legal advice request forms Retention trigger Date of response to LARF Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Legal Information asset Legal advice stored in emails Retention trigger As soon as received Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Legal Information asset Legal resources Retention trigger N/A Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Appeal correspondence Retention trigger Date appeal concluded Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Registration Information asset Appeal determinations Retention trigger Date appeal concluded Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Appeal notices Retention trigger Date appeal concluded Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Registration Information asset Appeal transcripts - hearings Retention trigger Date appeal concluded Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Registration Information asset Application documents Retention trigger Date of registration Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Application trackers for individual officers when assessing applications Retention trigger Current month Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Assessments of evidence Retention trigger Date of registration Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Conditional registration documentation Retention trigger Date conditions applied Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Correspondence with applicants Retention trigger Date of registration Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Correspondence with enquirers in the enquiries mailbox Retention trigger Date email received Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Registration Information asset Downloaded recordings of calls Retention trigger Date call downloaded Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Evidence of tests of competence/adaptation periods/other activity Retention trigger Date of registration Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Historic qualifications data from SCIE - qualifications verification service Retention trigger N/A Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Legal advice provided Retention trigger Date advice received Retain for (retention period) In line with other legal advice
Directorate Registration, quality assurance and legal Function/team Registration Information asset Outcomes of assessments Retention trigger Date of registration Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Paper application documents Retention trigger Date documents transferred to electronic record Retain for (retention period) 3 months
Directorate Registration, quality assurance and legal Function/team Registration Information asset Personal/contact details of individuals registered under regulation 18 (visiting professionals) Retention trigger Current month Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Public list of individuals registered under regulation 18 (visiting professionals) Retention trigger Current month Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Recorded calls to the enquiries line Retention trigger Date of call Retain for (retention period) 7 days
Directorate Registration, quality assurance and legal Function/team Registration Information asset Register of social workers in England Retention trigger Current month Retain for (retention period) Retain indefinitely
Directorate Registration, quality assurance and legal Function/team Registration Information asset Registration adviser recruitment information Retention trigger Date recruitment activity complete Retain for (retention period) 2 years
Directorate Registration, quality assurance and legal Function/team Registration Information asset Registration casework documents Retention trigger Date of registration Retain for (retention period) 6 years
Directorate Registration, quality assurance and legal Function/team Registration Information asset Registration fee consultation documents Retention trigger Date fee published Retain for (retention period) Retain indefinitely

Strategy, policy and engagement

Directorate Function/team Information asset Retention trigger Retain for (retention period)
Directorate Strategy, policy and engagement Function/team Commercial Information asset Business cases Retention trigger Result of business case Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Branding, including comms toolkit Retention trigger None Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Communications Information asset Case study consent Retention trigger At date of sign up Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Comms strategy Retention trigger Review of strategy Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Communications Information asset Design contract Retention trigger End of contract Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Email marketing assets Retention trigger End of mass marketing Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Evaluation document Retention trigger None Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Communications Information asset Event attendee list Retention trigger Close of registration for event Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Event presentations library Retention trigger None Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Communications Information asset FAQs Retention trigger None Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Communications Information asset Hootsuite Retention trigger - Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Communications Information asset Internal meeting minutes Retention trigger Close of meeting Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Media briefings Retention trigger Publication Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Media enquiries (emails) Retention trigger As soon as they land in the inbox Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Media monitoring contract Retention trigger End of contract Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Newsletter Retention trigger - Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Photo and video consent forms Retention trigger Date media is obtained Retain for (retention period) As long as we hold photos/videos of the subject (consent does not last indefinitely so needs specific period for review vs. whether we hold photos/videos of that person. At a practical level, this probably means storing photos and videos together with the forms in folders relating to each person, or a database/spreadsheet linking the photos and consent form to the person
Directorate Strategy, policy and engagement Function/team Communications Information asset Photo, video, audio and animation Retention trigger Date media is obtained Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Press releases Retention trigger Publication Retain for (retention period) 7 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Project documents Retention trigger Close of project Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Communications Information asset Stakeholder database Retention trigger As soon as the data is obtained Retain for (retention period) 2 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Stakeholder engagement Retention trigger - Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Strategy and planning - bespoke comms campaigns and plans Retention trigger Close of campaign Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Communications Information asset Website content Retention trigger None Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Communications/Policy Information asset Strategy and planning - bespoke comms campaigns and plans Retention trigger Close of campaign Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Business cases Retention trigger Result of business case Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Business plan Retention trigger Publication Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Collated anonymised response data (consultations, surveys) (non-statutory) Retention trigger Publication of response Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Collated anonymised response data (consultations, surveys) (statutory) Retention trigger Publications Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Collated feedback from consultation events (non-statutory) Retention trigger Publication of response Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Collated feedback from consultation events (statutory) Retention trigger Publication of response Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development audit information Retention trigger Date of audit Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development records - strategy Retention trigger Date continuing professional development record submitted Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development records - enquiries Retention trigger Date continuing professional development record submitted Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development records - assessor recruitment Retention trigger Date continuing professional development record submitted Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development records - assessor contact details Retention trigger Date continuing professional development record submitted Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development records - assessor training Retention trigger Date continuing professional development record submitted Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development records - assessor decisions Retention trigger Date continuing professional development record submitted Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development records - CPD records Retention trigger Date continuing professional development record submitted Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development records - exceptional circumstance request forms Retention trigger Date continuing professional development record submitted Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development records - guidance documents and processes Retention trigger Date continuing professional development record submitted Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development records - recording data Retention trigger Date continuing professional development record submitted Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Continuing professional development records - equality impact assessments Retention trigger Date continuing professional development record submitted Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Draft versions of policy and guidance documents Retention trigger Publication of final version Retain for (retention period) 2 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Draft versions of professional and education and training standards Retention trigger Publication of standards Retain for (retention period) 2 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Evaluation summary/graphs Retention trigger Publication of response Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Event attendee list registration sheet Retention trigger Completion of event Retain for (retention period) 6 months
Directorate Strategy, policy and engagement Function/team Policy Information asset Event evaluation forms Retention trigger Publication of response Retain for (retention period) 6 months
Directorate Strategy, policy and engagement Function/team Policy Information asset Facilitator feedback from consultation events Retention trigger Publication of response Retain for (retention period) 6 months
Directorate Strategy, policy and engagement Function/team Policy Information asset Final version of standards Retention trigger Review of standards Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Internal meeting minutes Retention trigger Close of meeting Retain for (retention period) 6 months
Directorate Strategy, policy and engagement Function/team Policy Information asset Mapping documents - standards Retention trigger Publication of standards Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Policy related enquiries (emails) Retention trigger As soon as they land in the inbox Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Policy strategy Retention trigger Review of strategy Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Political monitoring contract Retention trigger End of contract Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Project documents Retention trigger Close of project Retain for (retention period) 2 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Public consultations documents, responses and published outcomes of consultations relating to the business (non-statutory) Retention trigger - Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Public consultations documents, responses and published outcomes of consultations relating to the business (statutory) Retention trigger Date published Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Publications e.g. briefing papers Retention trigger Publication Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Published versions of policy and guidance documents Retention trigger Review of policy and guidance Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Records of event attendees Retention trigger None Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Policy Information asset Research contract Retention trigger End of contract Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Research invitation to tender Retention trigger Date of end of contract Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Successful tender documents Retention trigger Date of contract Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Survey response data Retention trigger Publication of response Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Policy Information asset Unsuccessful tender documents Retention trigger Date of contract Retain for (retention period) 7 years
Directorate Strategy, policy and engagement Function/team Strategic enagagement Information asset Business cases Retention trigger Result of business case Retain for (retention period) 7 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Collated survey response data (with personalised data) Retention trigger Completion of events and evaluation summary Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Engagement strategy Retention trigger Review of strategy Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Evaluation/feedback summary/graphs Retention trigger Completion of events and evaluation summary Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Event attendee list registration sheet Retention trigger Completion of event Retain for (retention period) 6 months
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Eventbrite attendee list Retention trigger Close of registration for event Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Events evaluation/feedback forms Retention trigger Completion of events and evaluation summary Retain for (retention period) 6 months
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Internal meeting minutes Retention trigger Close of meeting Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Mailing list/media consent form Retention trigger Completion of a form Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Mailing list/event attendees/media consent spreadsheet Retention trigger Copy across from paper form Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset National Advisory Forum minutes Retention trigger Close of meeting Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset National Advisory Forum terms of reference Retention trigger Review of TOR Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Project documents Retention trigger Close of project Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Shadowing handbook Retention trigger Completion of the project Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Successful NAF applications Retention trigger Date of contract Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Survey response data Retention trigger Completion of events and evaluation summary Retain for (retention period) 3 years
Directorate Strategy, policy and engagement Function/team Strategic engagement Information asset Unsuccessful NAF applications Retention trigger Date of contract Retain for (retention period) 1 year
Directorate Strategy, policy and engagement Directorate Strategy, policy and engagement Information asset Directorate minutes Retention trigger End of meeting Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Directorate Strategy, policy and engagement Information asset EDI strategy Retention trigger Publication Retain for (retention period) Retain indefinitely
Directorate Strategy, policy and engagement Function/team Communications Information asset CPD examples - social worker consent Retention trigger At date of sign up Retain for (retention period) 6 years
Directorate Strategy, policy and engagement Function/team Communications Information asset User research for the website - information from participants Retention trigger As soon as data is obtained Retain for (retention period) 2 years
Directorate Strategy, policy and engagement Function/team Communications Information asset User research for the website (project and anonymised findings) Retention trigger Close of project Retain for (retention period) 6 years

Queer collective

Directorate Function/team Information asset Retention trigger Retain for (retention period)
Directorate N/A Function/team Queer Collective Information asset Articles and media content Retention trigger Last modified Retain for (retention period) 6 years
Directorate N/A Function/team Queer Collective Information asset Meeting minutes Retention trigger End of meeting Retain for (retention period) 6 years
Directorate N/A Function/team Queer Collective Information asset Terms of reference Retention trigger Publication Retain for (retention period) 6 years

People and business support

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Directorate Function/team Information asset Retention trigger Retain for (retention period)
Directorate People and business support Function/team Information technology and data management Information asset Asset registers Retention trigger Last modified Retain for (retention period) 3 years
Directorate People and business support Function/team Information technology and data management Information asset CI/CD scripts Retention trigger Last action Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Information technology and data management Information asset Code Retention trigger Last action Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Information technology and data management Information asset Draft business cases Retention trigger Last modified Retain for (retention period) 3 years
Directorate People and business support Function/team Information technology and data management Information asset Draft policies Retention trigger Last modified Retain for (retention period) 3 years
Directorate People and business support Function/team Information technology and data management Information asset Employee account data (business-related accounts) Retention trigger Creating of account Retain for (retention period) Lifetime of contract for third party system + 30 days
Directorate People and business support Function/team Information technology and data management Information asset Employee contact details for major incidents Retention trigger Entry of number Retain for (retention period) Lifetime of contract
Directorate People and business support Function/team Information technology and data management Information asset Employee contact list Retention trigger Last modified Retain for (retention period) 6 months
Directorate People and business support Function/team Information technology and data management Information asset FORGE Retention trigger Last action Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Information technology and data management Information asset IT infrastructure information Retention trigger Last action Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Information technology and data management Information asset IT service desk tickets Retention trigger Date request made Retain for (retention period) 6 years
Directorate People and business support Function/team Information technology and data management Information asset Partner account data Retention trigger Creation of account Retain for (retention period) Lifetime of contract + 30 days
Directorate People and business support Function/team Information technology and data management Information asset Partner contact list Retention trigger Last modified Retain for (retention period) 6 months
Directorate People and business support Function/team Information technology and data management Information asset Process documents Retention trigger Last modified Retain for (retention period) 3 years
Directorate People and business support Function/team Information technology and data management Information asset Receipts (expenses) Retention trigger Purchase date Retain for (retention period) 7 years
Directorate People and business support Function/team Information technology and data management Information asset Reference materials Retention trigger Last modified Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Information technology and data management Information asset Social worker's direct debit and payment data Retention trigger Last action Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Information technology and data management Information asset Case documents Retention trigger Last action Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Information technology and data management Information asset Social worker's payment data Retention trigger Last action Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Information technology and data management Information asset Starters, movers and leavers form Retention trigger Date form completed Retain for (retention period) 6 years
Directorate People and business support Function/team Information technology and data management Information asset System configuration documents Retention trigger Last modified Retain for (retention period) 6 years
Directorate People and business support Function/team Information technology and data management Information asset System audit logs Retention trigger Last action Retain for (retention period) 1 year
Directorate People and business support Function/team Information technology and data management Information asset Templates and letter formats Retention trigger Last action Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Information technology and data management Information asset User stories Retention trigger Last action Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Internal quality and improvement Information asset Complaint and feedback records Retention trigger Date closed Retain for (retention period) 6 years
Directorate People and business support Function/team Internal quality and improvement Information asset Correspondence with the Professional Standards Authority Retention trigger Date received/sent Retain for (retention period) 6 years
Directorate People and business support Function/team Internal quality and improvement Information asset Evidence for Professional Standards Authority's performance review Retention trigger Date entry made Retain for (retention period) 6 years
Directorate People and business support Function/team Internal quality and improvement Information asset Feedback and complaints guidance and procedures Retention trigger When superseded Retain for (retention period) 6 years
Directorate People and business support Function/team Internal quality and improvement Information asset Feedback and complaints performance reporting Retention trigger Date report published Retain for (retention period) 6 years
Directorate People and business support Function/team Internal quality and improvement Information asset Feedback and complaints policies Retention trigger When superseded Retain for (retention period) 6 years
Directorate People and business support Function/team Internal quality and improvement Information asset Learning and recommendation logs Retention trigger Date entry made Retain for (retention period) 6 years
Directorate People and business support Function/team Internal quality and improvement Information asset Quality assurance / audit data and draft reports Retention trigger Date produced Retain for (retention period) 6 years
Directorate People and business support Function/team Internal quality and improvement Information asset Quality assurance reports Retention trigger Date published Retain for (retention period) 6 years
Directorate People and business support Function/team Business planning and improvement Information asset Business continuity plans Retention trigger Last update Retain for (retention period) 6 years
Directorate People and business support Function/team Business planning and improvement Information asset Business plan and associated documentation Retention trigger Last update Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Business planning and improvement Information asset COVID-19 NHS Test and Trace register Retention trigger Last update Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Business planning and improvement Information asset Internal policies Retention trigger Sign-off Retain for (retention period) 6 years
Directorate People and business support Function/team Business planning and improvement Information asset Lessons learned reports Retention trigger Last update Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Business planning and improvement Information asset Live project status reports Retention trigger Last update Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Business planning and improvement Information asset MI operational analysis Retention trigger Final report Retain for (retention period) 6 years
Directorate People and business support Function/team Business planning and improvement Information asset MI registration analysis Retention trigger Final report Retain for (retention period) 6 years
Directorate People and business support Function/team Business planning and improvement Information asset Operational risk registers Retention trigger Last update Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Business planning and improvement Information asset PMO project methodology Retention trigger Last update Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Business planning and improvement Information asset Policy register Retention trigger Last update Retain for (retention period) 6 years
Directorate People and business support Function/team Business planning and improvement Information asset Project documentation for individual projects Retention trigger Project closure Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Business planning and improvement Information asset Risk appetite statement Retention trigger Sign-off Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Business planning and improvement Information asset Risk governance and business planning software procurement Retention trigger Conclusion of activity Retain for (retention period) 7 years
Directorate People and business support Function/team Business planning and improvement Information asset Risk management policy, framework and toolkit Retention trigger Annual review Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Business planning and improvement Information asset SmartSurvey Retention trigger Date of survey closing Retain for (retention period) 3 years
Directorate People and business support Function/team Business planning and improvement Information asset Strategic risk register Retention trigger Last update Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Commercial Information asset Business case documents and approvals Retention trigger Submission of business case Retain for (retention period) 7 years
Directorate People and business support Function/team Commercial Information asset Contracts Retention trigger Execution of contract Retain for (retention period) 7 years
Directorate People and business support Function/team Commercial Information asset Deeds Retention trigger Execution of contract Retain for (retention period) 12 years
Directorate People and business support Function/team Commercial Information asset Leases Retention trigger Execution of contract Retain for (retention period) 7 years
Directorate People and business support Function/team Commercial Information asset Partner personnel files (contract, contact details, application forms etc) Retention trigger From end of contract Retain for (retention period) 6 years
Directorate People and business support Function/team Commercial Information asset Procurement award, correspondence Retention trigger Date of award Retain for (retention period) 7 years
Directorate People and business support Function/team Commercial Information asset Procurement bids received Retention trigger Date of bids being received Retain for (retention period) 7 years
Directorate People and business support Function/team Commercial Information asset Procurement communication and clarification questions Retention trigger Date clarification question is submitted Retain for (retention period) 7 years
Directorate People and business support Function/team Commercial Information asset Procurement evaluation and scoring Retention trigger Issue of evaluation matrix Retain for (retention period) 7 years
Directorate People and business support Function/team Commercial Information asset Procurement ITT documents (invitation to tender) Retention trigger Date of the final draft of the ITT being complated Retain for (retention period) 7 years
Directorate People and business support Function/team Commercial/finance Information asset Purchase orders Retention trigger Purchase requisition request Retain for (retention period) 6 years plus current year
Directorate People and business support Function/team Education quality assurance Information asset Inspector role profile Retention trigger Date of role profile created Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Education quality assurance Information asset Partner performance review documents Retention trigger Date appraisal completed Retain for (retention period) In line with HR retention
Directorate People and business support Function/team Executive admin Information asset ELT minutes Retention trigger Approval of minutes Retain for (retention period) 6 years
Directorate People and business support Function/team Facilities Information asset Accident reports, riddor, near misses Retention trigger Last action Retain for (retention period) 6 years
Directorate People and business support Function/team Facilities Information asset Business asset register Retention trigger Last action Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Facilities Information asset Facilities ticket - service desk Retention trigger Last action Retain for (retention period) 6 years
Directorate People and business support Function/team Facilities Information asset Fire log book Retention trigger Last action Retain for (retention period) 6 years
Directorate People and business support Function/team Facilities Information asset Fire marshal training log and certificates Retention trigger Last action Retain for (retention period) 6 years
Directorate People and business support Function/team Facilities Information asset Fire risk assessment Retention trigger Last action Retain for (retention period) 7 years
Directorate People and business support Function/team Facilities Information asset First aid training log and certificates Retention trigger Last action Retain for (retention period) 6 years
Directorate People and business support Function/team Facilities Information asset Health and safety inspection and property reports Retention trigger Last action Retain for (retention period) 7 years
Directorate People and business support Function/team Facilities Information asset Visitors books pre-go live Retention trigger End of last entry in book Retain for (retention period) 3 years
Directorate People and business support Function/team Finance Information asset Budgets and forecasts Retention trigger Last update Retain for (retention period) 6 years plus current year
Directorate People and business support Function/team Finance Information asset Invoices Retention trigger Invoice received Retain for (retention period) 6 years plus current year
Directorate People and business support Function/team Finance Information asset Management accounts Retention trigger Last update Retain for (retention period) 6 years plus current year
Directorate People and business support Function/team Finance Information asset Pay and performance management framework and relating documents Retention trigger After being agreed Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Finance Information asset Pension records Retention trigger When a new employee joins Social Work England Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Finance Information asset Registrations refunds check requests Retention trigger Last update Retain for (retention period) 6 years
Directorate People and business support Function/team Finance Information asset Travel and subsistence receipts Retention trigger Travel and subsistence receipts submitted Retain for (retention period) 6 years
Directorate People and business support Function/team Governance Information asset Audit and risk committee terms of reference Retention trigger 43405 Retain for (retention period) 6 years
Directorate People and business support Function/team Governance Information asset External audit reports Retention trigger Date approved Retain for (retention period) 6 years
Directorate People and business support Function/team Governance Information asset Internal audit reports Retention trigger Date approved Retain for (retention period) 6 years
Directorate People and business support Function/team Governance Information asset Published annual report and financial statements Retention trigger Date approved Retain for (retention period) 6 years
Directorate People and business support Function/team Governance Information asset Remuneration committee terms of reference Retention trigger 43405 Retain for (retention period) 6 years
Directorate People and business support Function/team Governance Information asset Scheme of delegation Retention trigger Date superseded Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Governance Information asset Social Work England board papers Retention trigger Date minutes agreed Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Governance Information asset Social Work England board terms of reference Retention trigger 43405 Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Governance Information asset Social Work England framework document Retention trigger 43800 Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Human resources Information asset Annual leave records Retention trigger End of employment Retain for (retention period) 6 years
Directorate People and business support Function/team Human resources Information asset Application forms and recruitment administration files of unsuccessful candidates Retention trigger Following last action Retain for (retention period) 2 years
Directorate People and business support Function/team Human resources Information asset Candidate ID (successful candidates) Retention trigger Interview day Retain for (retention period) 2 years
Directorate People and business support Function/team Human resources Information asset Employee files and personal development records - including all information relating to staff member Retention trigger End of employment Retain for (retention period) 6 years
Directorate People and business support Function/team Human resources Information asset Equal opportunity forms (anonymous) Retention trigger As soon as received Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Human resources Information asset Interview scoring sheet (unsuccessful candidates) Retention trigger At the end of interview Retain for (retention period) 2 years
Directorate People and business support Function/team Human resources Information asset Record of visitors (post go-live) Retention trigger Last entry in spreadsheet Retain for (retention period) 3 years

People and business support

(2 of 2)

Directorate Function/team Information asset Retention trigger Retain for (retention period)
Directorate People and business support Function/team Learning and development Information asset External training attendance records Retention trigger On completion of training Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Learning and development Information asset External training bookings Retention trigger On receipt of booking confirmation Retain for (retention period) 6 years
Directorate People and business support Function/team Learning and development Information asset External training invoices Retention trigger On receipt of invoices Retain for (retention period) 7 years
Directorate People and business support Function/team Learning and development Information asset External training resources Retention trigger Updated training Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Learning and development Information asset Internal training attendance records Retention trigger On completion of training Retain for (retention period) 6 years
Directorate People and business support Function/team Learning and development Information asset Internal training bookings Retention trigger On completion of training Retain for (retention period) 6 years
Directorate People and business support Function/team Learning and development Information asset Internal training evaluation Retention trigger On completion of training Retain for (retention period) 6 years
Directorate People and business support Function/team Learning and development Information asset Internal training resources Retention trigger Updated training Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Learning and development Information asset Learning requests Retention trigger As soon as received Retain for (retention period) 6 years
Directorate People and business support Function/team Learning and development Information asset Thrive E-learning data Retention trigger Updated training Retain for (retention period) 6 years
Directorate People and business support Function/team Learning and development Information asset Venue booking Retention trigger On receipt of booking confirmation Retain for (retention period) 2 years
Directorate People and business support Function/team Learning and development Information asset Venue evaluation Retention trigger On completion of evaluation Retain for (retention period) 2 years
Directorate People and business support Function/team Registration Information asset Continuing professional development assessor recruitment information Retention trigger Date of recruitment activity complete Retain for (retention period) 2 years
Directorate People and business support Function/team Registration Information asset Continuing professional development assessor role profile Retention trigger Date role profile created Retain for (retention period) Retain indefinitely
Directorate People and business support Function/team Registration Information asset Registration advisor role profile Retention trigger Date role profile created Retain for (retention period) Retain indefnitely
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