Corporate Records Retention Schedule NR/L3/INF/02226 Technical Briefing Pack

1. Updates to Corporate Records Retention Schedule NR/L3/INF/02226 Corporate Records Retention Schedule NR/L3/INF/02226Technical Briefing Pack

2. Updates to Corporate Records Retention Schedule NR/L3/INF/02226 What we are doing and why? • There are two phases in our updates to this standard: • Phase 1 – update the standard to reflect updates to legislation and additions to the retention schedule. This briefing will confirm the changes made to the standard and how this affects you. Phase 2 – will see a full review completed of each section of the corporate records retention schedule. We want to make sure you are aware of this review as there will be further updates within the next 12-18 months.

3. Updates to Corporate Records Retention Schedule NR/L3/INF/02226 Why do we have a Retention Schedule? • Purpose • Implementation of a Corporate Records Retention Schedule will allow Network Rail to: • • retain records for no longer than necessary • • implement a consistent approach across Network Rail • • promote the prompt and auditable disposal of records when they are no longer required • • to be compliant with legislation and regulation relevant to the business of Network Rail including the Data Protection Act and its principles – see Network Rail’s Data Protection Policy • • protect Network Rail’s rights and interests and those of its employees, customers, suppliers and the general public affected by its operations • • to make sure those records identified for permanent preservation because of their historical value are protected

4. Updates to Corporate Records Retention Schedule NR/L3/INF/02226 What’s changed? • The Schedule has been updated to reflect changes to referenced Legislation: • The Control of Asbestos Regulations 2012, all references updated. • Reporting of Injuries Diseases and Dangerous Occurrences Regulations updated to 2013 • Claims and Payments Regulations updated to 2013 • Environmental Protection (Duty of Care) Regulations updated to 2014 Statutory Maternity Pay – date has been removed as there have been updates to this via statutory instrument • Pensions Act amended to 2014 • Retirement Benefit Schemes updated to 2016 • Noise at work regulations updated to 2005

5. Updates to Corporate Records Retention Schedule NR/L3/INF/02226 Updates cont. • Within the Human Resources Section (K) • Section K9.3 has been updated to include a reference to medical assessments and medical certificates and the need to retain for 10 years from testing date or period of individual employment this is in line with updates to NR/L2/OHS/00124. • Within the Engineering Section (D) • Section D3.1 has been updated to include a reference to Plain Line Pattern Recognition Data (PLPR) and the need to retain this data for 72 hours; this is in line with updates to NR/L3/TRK/1015.

6. Updates to Corporate Records Retention Schedule NR/L3/INF/02226 Roles and Responsibilities • We are all responsiblefor making sure information is retained for no longer than necessary. The retention schedule applies to both electronic and hard copy, it is your responsibility to apply the correct retention period to information. • The Corporate Records Retention Schedule Standard confirms: • If a record type is not included in the Schedule or the entry needs to be amended, the Owner of that record type shall determine the operational requirement to retain the record and inform the Head of Corporate Records Management. • Owners shall put processes in place for the disposal of records in line with the retention schedule. • Records for permanent preservation shall be identified and managed by the National Records Group. • Remember we are all responsible for classifying information in line with our Information Classification Standard NR/L2/INF/02223

7. Updates to Corporate Records Retention Schedule NR/L3/INF/02226 Off Site Storage? • We store hard copy records off site which have reached the end of their working life. These hard copy records are stored off site until they reach the end of their retention period. • Are records already held electronically? In these circumstances you must check that retaining the hard copy is necessary. • Can you scan the records so that they can be held electronically? The cost of keeping hard copy information costs much more than electronic storage. • Is the information duplicated somewhere else? Do you own the information? Its important to make sure you are retaining information you are responsible for and is not already stored somewhere else. • If you are unsure and need some help please ask us; NRGEnquiries@networkrail.co.uk we are happy to help!

8. Updates to Corporate Records Retention Schedule NR/L3/INF/02226 Further information For information on Off Site Storage Please visit our Connect pages. There are a number of quick guides to help guide you on our processes; from sending information to off site storage to scanning content. For further information on our standards please access the Information Management area from the Standards website. If you have questions or need any assistance on how the retention schedule should be applied in your area of the business please contact us; NRGEnquiries@networkrail.co.uk.

9. Updates to Corporate Records Retention Schedule NR/L3/INF/02226 Next steps • Phase 2 of the updates: • We will complete full review of each section of the corporate records retention schedule. If you would like to be involved in the updates please contact kirsty.duggan@networkrail.co.uk. We will communicate updates to you when this review has been completed.

10. Updates to Corporate Records Retention Schedule NR/L3/INF/02226 Any questions?