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What to Keep A guide to managing your electronic information. Sources of advice and guidance Knowledge and Information Management Team : KIM@justice.gsi.gov.uk or 020 3334 5382
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What to Keep A guide to managing your electronic information Sources of advice and guidance Knowledge and Information Management Team: KIM@justice.gsi.gov.uk or 020 3334 5382 Date of Publication: June 2011. (Please check the Intranet to make sure you are using the most recent version.) http://intranet.justice.gsi.gov.uk/...
Contents Page Introduction to What to Keep 3 Where should I keep information? 4 What is a record? 5 Policy Development 6 Information Requests 7 Ministerial Business 8 Email 9 Projects and Research 10 Administration 11 Stakeholder Management 12 HR information held by managers 13
Introduction to What to Keep This desk guide provides advice on what to keep and how long it should be kept for. It will help to clarify what electronic information should be kept for business, legislative and historical reasons as well as helping you decide what to delete. With the exception of HR information, once you have identified electronic information as a record (see What is a Record? p5) you must choose from three options: Keep for 3 years then delete Keep for 7 years then delete Keep permanently. Where you choose the permanent option your document will be subject to a review after three years. There may be additional specialised instructions for information in your business area and this will be assessed and agreed as part of the Information Audit programme, which will be taking place in your business area shortly. In the meantime if you have any doubts about how long to keep your information, or whether or not something should be deleted then please contact your Information Manager (IM), or the Knowledge and Information Management (KIM) team. KIM@justice.gsi.gov.uk or 020 3334 5382
Where should I keep my information? This guide will also help you to decide where to keep your electronic information, however this will vary depending on the systems you currently use, these include: TRIM MoJ uses the TRIM records management system to maintain the majority of its records. The system can be accessed by most HQ staff and is currently under review with the aim of increasing its efficiency by ensuring only information classed as a record is stored on TRIM. Shared Drives The majority of MoJ HQ staff have access to Shared Drives. They provide short term storage for documents but do not allow staff to set deletion schedules or undertake detailed searches. The system is currently under review with the aim of reducing the number of documents stored unnecessarily or incorrectly on Shared Drives. The Knowledge and Information Management (KIM) Team will be undertaking an Information Audit and will be working with teams to access their information management needs. In the meantime this guide can be used in the following way: • If you only use TRIM you should continue to do so, while ensuring that you are retaining or deleting information as detailed in this guide. • If you use shared drives and TRIM you should use this guide to ensure that your information is stored in the most appropriate place and for the correct length of time. • If you only use shared drives you should follow this guidance while considering whether TRIM might help you to manage records which have a specific retention or disposal period, or which might need to be kept permanently either for historical or legislative purposes.
