What this policy covers

Our Corporate Retention and Disposal Framework: Implementation Process (link to NHS Digital intranet - only accessible for NHS Digital staff), outlines our approach to managing records consistently through the information management lifecycle.

To effectively deliver good records and document management, all staff, in some cases with support from organisational tools/applications, are responsible for ensuring that records and documents:

• are available when needed
• can be accessed - ensuring current version is available and clearly identifiable
• can be interpreted - the context of the record can be understood by those who created or added to the record and when, and how the record is related to other records
• can be trusted (accurate) – the record represents the information that was actually used in the business process, and its integrity and authenticity can be demonstrated
• can be maintained through time – the qualities of availability, accessibility, interpretation and trustworthiness can be maintained for as long as the record is needed
• are consistently managed throughout their life cycle, from creation to active use, storage and reference to a final disposal decision and action
• shall not be mislaid or lost at any point in the lifecycle 
• are secure - that access and disclosure are properly controlled in line with corporate guidelines
• are retained and disposed of appropriately
• are received or created in electronic form to minimise use of paper records (where possible)
• are not altered, defaced, blocked, erased, destroyed, or concealed with the intention of preventing disclosure under a request relating to the Freedom of Information Act 2000 or the Data Protection Act 2018/GDPR