Type of File | Instruction | Notes |
1. Policy |
Files on subjects of interest to, but not
the responsibility of, the branch (i.e. most
documents in the file originate elsewhere). | D. 5 years after closure except as stated in
notes. | 1R only if subject likely still to be 'live'
or where significant inter-branch discussion
has taken place. |
Policy records on main work of branch. | 1R. When disposition decision is taken in
consultation between originating Branch and
Records Management Team. | Unless clearly of minor interest, when
immediate decision to destroy in X years might
be possible. |
Departmental Working Group, when branch
provides Secretariat/is lead branch. Papers,
Minutes, Final Report. | P. (Indicate date when file can go to
NAS). | Are the records candidates for early or
extended closure? If so, inform
NAS accordingly. |
Consultation papers and responses. | P. (Indicate date when file can go to
NAS). | Are the records candidates for early or
extended closure? If so, inform
NAS accordingly. (Not
possible if respondents wish views to be
confidential.) |
2. Legislation |
Primary legislation where branch has lead
role (i.e. Bill team). | P. (Indicate date when file can go to
NAS.) | Are the records candidates for early or
extended closure? If so, inform
NAS accordingly. |
Primary legislation in which branch has
interest: | | |
- Records containing copies of documents
originating elsewhere and/or branch
contributions to briefing notes, notes on
clauses etc.
| D. 5 years after closure. | |
- records containing branch's own policy
documents
| IR. When disposition
decision is taken in consultation between
originating Branch and Records Management
Team | |
- Secondary legislation where branch has
lead role :
| | |
- amendment of primary legislation
| P. (Indicate date when file can go to
NAS.) | Are the records candidates for early or
extended closure? If so, inform
NAS accordingly. |
- routine updating of eg. fees
| D. 5 years after closure. | |
| IR. When disposition
decision is taken in consultation between
originating Branch and Records Management
Team | |
Other secondary legislation: | | |
- records containing copies of documents
originating elsewhere and/or minutes to
lead branch
| D. 5 years after closure. | |
- records containing branch's own policy
documents
| IR. When disposition
decision is taken in consultation between
originating Branch and Records Management
Team | |
3. Correspondence |
General correspondence documents. | D. 5 years after closure. | |
Specific case records. | D. 10 years after closure except as stated
in notes. | IR if file contains
precedent material. |
| | Contact
NAS for advice if specific
case records might be worth sampling. |
4. Monitoring of Agencies and
NDPBs |
Records on the setting up of an Agency,
NDPB where branch is
sponsor. | P. (Indicate when records can go to
NAS.) | Are the records candidates for early or
extended closure? If so, inform
NAS accordingly. |
Ministerial Directions. | P. (Indicate when records can go to
NAS.) | Are the records candidates for early or
extended closure? If so, inform
NAS accordingly. |
Monitoring Records. | D. 10 years after closure except as stated
in notes. | IR if file contains
controversial material in which ministers were
actively involved. |
Minutes of meetings etc. submitted by
originating bodies. | D. 5 years after closure. | Unless branch is Secretariat |
Minutes of meetings etc. between agency or
NDPB and departmental
sponsor. | IR. When disposition
decision is taken in consultation between
originating Branch and Records Management
Team | |
5. Reports from Outside
Bodies |
Reports sent to Ministers for
information. | IR. When disposition
decision is taken in consultation between
originating Branch and Records Management
Team | [Some might be unpublished or interesting
and otherwise unobtainable.] |
Reports sent to Ministers for action, where
branch has lead role. | P. (Indicate when file can go to
NAS.) | Where report is commissioned, or Ministers
involved in consideration. Are the records
candidates for early or extended closure? If
so, inform
NAS accordingly. |
Where branch does not have lead role. | D. 5 years after closure. | Unless of continued administrative use. |
6.
EC Papers |
Proposals considered on a Scottish (not a
UK) basis where branch has
lead role. | P. (Indicate when file can go to
NAS.) | Are the records candidates for early or
extended closure? If so, inform
NAS accordingly. |
Records containing mainly copies of
documents originating elsewhere. | D. 5 years after closure. | |
Records containing branch comments to lead
division. | IR. When disposition
decision is taken in consultation between
originating Branch and Records Management
Team | |
7. Finance |
PES records. | D. 10 years after closure. | |
Estimates records. | D. 10 years after closure. | |
Appropriation Account records. | D. 10 years after closure. | |
Payment records. | D. 7 years after closure. | |
8. Appointments |
First round of appointments to new body,
when branch has lead. | P. (Indicate when record can go to
NAS.) | Are the records candidates for early or
extended closure? If so, inform
NAS accordingly. |
Subsequent rounds. | D. After 15 years (or period appropriate to
length of appointment and possible
reappointments). | Unless record contains precedent material,
strong Ministerial views, when
IR might be appropriate. |
9. Honours |
Records containing procedure documents and
branch contributions to Honour rounds. | D. 5 years after closure. | |
Case records. | IR. When interesting subject
or possible precedent material. (When
disposition decision is taken in consultation
between originating Branch and Records
Management Team ) Otherwise D. 5 years after
use. | |
10. Ministerial Meetings and
Visits |
Routine meeting and visit briefings | D. 5 years after closure. | |
Non-routine meeting and visit briefings | IR. When disposition
decision is taken in consultation between
originating Branch and Records Management
Team | |
Records containing useful summaries of live
issues for which branch is responsible. | IR. When disposition
decision is taken in consultation between
originating Branch and Records Management
Team | |
11. Research |
When commissioning branch. | P. If research otherwise unpublished.
Indicate when file can go to
NAS. Otherwise, D. 5 years
after closure. | Are the records candidates for early or
extended closure? If so, inform
NAS accordingly. |
Where not commissioning branch. | D. 5 years after closure. | |
Branch's consideration and use of,
research. | IR. When disposition
decision is taken in consultation between
originating Branch and Records Management
Team | |
12. Press Cuttings | D. 5 years after closure. | Unless part of Bill series where branch has
lead. |
13. Office Procedure |
Management Planning, Manpower requirements,
training, work plans, monitoring. | D. 5 years after closure. | |
Procedure Manuals. | P. | Are the records candidates for early or
extended closure? If so, inform
NAS accordingly. |
Divisional/branch operating
instructions. | IR. When disposition
decision is taken in consultation between
originating Branch and Records Management
Team | |
Branch meetings. | D. 5 years after closure. | |
Minor procedural Instructions, Scottish
Office trawls and general notices. | D. Once no longer in force. | |