SOLUTION DELIVERY OPERATIONS

(Formerly Programme and Project Delivery)

RECORD RETENTION AND DISPOSITION SCHEDULE

Government Departments, Agencies, and all other public sector bodies, are instructed to retain any and all documents; correspondence; notes; e-mails and all other information – however held – which contain or may contain content pertaining directly or indirectly to the sexual abuse of children or to child protection and care. For the purposes of this instruction, the word “children” relates to any person under the age of 18.

NO

/ DESCRIPTION / TNA
Series / ACTION
1. / Mandate – Draft
Supporting Documents / Correspondence
e.g. Contains any supporting emails, documents, meetings, correspondence / Destroy 3 years after date project closed
2. / Mandate – Final
Documentation
e.g. Contains Mandate, Feasibility Report, Request for Service from ICT, Requirements, RPA, Next Stage Resource Profile etc. / Destroy 7 years after date project closed
3. / Brief – Draft
Draft Versions
e.g. Anything to do with the Project
Brief e.g. RPA would be kept here, to be distinguished between by use of version and date in title. / Destroy 3 years after date project closed
4. / Brief - Final / Destroy 10 years after date project closed
5. / Project Initiation Document (PID) - Drafts / Destroy 3 years after date project closed
6. / Project Initiation Document (PID) Final version of the PID and RPA / Destroy 10 years after date project closed
7. / Business Case – Drafts
Including Business Case or ICT Costs Model which feeds into to the Business Case; to be distinguished between, by use of version and date in title. Preliminary Business Case / Destroy 3 years after date project closed
8. /
Business Case - Final
/ Destroy 10 years after date project closed
9. / Risks & Issues - Registers and logs
Contains Project Closure Report [which should include a list of any risks to be handed over to the Business reference] dependencies, correspondence, related meeting notes, emails etc relating to the acceptance of risks.[N.B. Email acceptance of key risks should be moved to closure folder at end of project for retention]. / Destroy 3 years after date project closed
10. / Change Control including Changes to Project Scope / Requirements. Change Assessments etc / Destroy 3 years after date project closed
11. / Highlight Reports / Destroy 3 years after date project closed
12. / Exception Reports / Destroy 7 years after date project closed
13. / Checkpoint Reports / Destroy 3 years after date project closed
14. / End Stage Reports including associated documents e.g. the AIS Checklist / Destroy 10 years after date project closed
15. / Finance
To include Actuals, Budget Profiles, Variance Reports, Project Expenditure, Spending Review Bids, related correspondence. / Destroy 10 years after date project closed
16. / Internal Gateway Reviews
[including Key Holder Assessments, Summary of KHAs, or ICT Quality Review Assessment / Destroy 7 years after date project closed
17. / Health checks / Destroy 7 years after date project closed
18. / External Gateway Reviews
Office of Government Commerce (OGC) Gateway Review 1
Office of Government Commerce (OGC) Gateway Review 2
Office of Government Commerce (OGC) Gateway Review 3
Office of Government Commerce (OGC) Gateway Review 4
Office of Government Commerce (OGC) Gateway Review 5
[Folder to contain each Report and related paper] / Destroy 10 years after date project closed
19. / Plans
Project
Also to contain, feedback etc on each plan
Correspondence
Also to contain, feedback etc on each plan and include documents re contractors, agency staff working on project
Transition
Implementation
Also contains evidence of Business acceptance
Dependency log / Destroy 3 years after date project close
20. / Stakeholders
Also to contain:
Human Resources Division (HRD) Consultation
User Group Meeting
Briefing for Performance Report
Meeting with Customer Service Branch
Workshops Documentation
[Other folders unique to project maybe added] / Destroy 3 years after date project close
21 / Departmental Trade Union Side (DTUS)
Consultation
Project Meeting with DTUS / Destroy 7 years after date project close
22 / Products:
Product Description
Project Low Level Design
Project High Level Design
Outputs from Workshops etc
Test Material
Source/Research Material / Destroy 3 years after date project close
23 / Information Assurance (IA)
All documentation relating to information assurance and IT Security. emails verifying IA approval or confirmation that accreditation is not required / Review 3 years after project closed retain local for business use or destroy
24 / Managing Produce Delivery
implementation, rollout, project delivery - depending on type of project / Destroy 3 years after date project close
25 / Suppliers
Could be more than one folder if there is more than one supplier.
Correspondence, meetings etc not relating to RFC/RFS/CCNs. Some Folders files will be restricted to project team as Commercial in Confidence etc / Destroy 3 years after date project close
26 / Request for Service (RFS)
RFC, Change Control Notices (CCNs), Impact Analysis, comments, meetings etc. Could be more than one folder if more than one RFC/ RFS /CCN or supplier. Some Folders files will be restricted to project team as Commercial in Confidence etc
Key commercial information should be included in, or annexed to, the Project Closure Report / Destroy 10 years after date project close
27 / Board
Terms of Reference, training notes, organisation chart / Destroy 3 years after date project close
28 / Readiness for Service
To contain Readiness for Service Report, User Acceptance Testing details, all other reports connected to this process. / Destroy 3 years after date project close
29 / Closure Preparation
Lessons Learned Report, also correspondence etc. / Destroy 10 years after date project close
30 / Closure Report / Review 3 years after project closed Retain local for business use or destroy
31 / Operational-
MoJ ICT Solution Delivery - Demand Forum / Review 3 years after folder closed
32 / Information Management and Technology
Systems Development and Project - Programme Management / Review 3 years after date Programme closed
33 / Information management and Technology
Systems Development and projects-
N.B. Projects set up in accordance with the now superseded August 2013 EDRM project template / Destroy 7 years after date project closed except for the following records
Business Case, External Gateway Reviews: Destroy 10 years after date project closed
Managing Products Delivery:
Destroy 3 years after date project closed
Closure:
Review 3 years after project closed Retain local for business use or destroy
34 / Local Management
Local Management - MoJ Information Communication Technology (ICT) - Demand Programme Office (DPO) / Destroy 2 years after date folder closed except for the following :
Finance:
Destroy 7 years after date folder closed

The MOJ Departmental Record Officer has drawn up this schedule in consultation with Solution Delivery Operations [formerly known as theProgramme and Project Delivery Office].

This Schedule takes account of any electronic document whose creation was discussed in its preparation. These documents are either printed out and copies placed on registered paper files or held as electronic records and noted in the schedule. Please retain for future reference.

Departmental Records Officer

Ministry of Justice

Departmental Library and Records Management Services

1 Floor, 102 Petty France

London

SW1H 9AJ

Amended: July 2015