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. | |