Jersey Office of The Information Commissioner
Retention Schedule
Listen to our Retention Schedule
Corporate Governance
Corporate Governance
Retention Trigger
Retain for
Action
Retention Purpose
Information Asset Owner
Authority Papers
Last action
10 years
Transfer to Jersey Archive
Business need
Information Commissioner
Commissioner’s delegated authority, briefings, decision notes etc
End of Commissioner’s term
11 years
Transfer to Jersey Archive
Business need
Information Commissioner
Corporate roles and responsibilities (Job Descriptions etc)
Superseded
10 years
Transfer to Jersey Archive
Business need
Information Commissioner
Internal committees and groups minutes to include Board minutes
Minutes agreed
10 years
Transfer to Jersey Archive
Business need
Information Commissioner
Memorandum of Understanding
End of understanding or where superseded
10 years
Transfer to Jersey Archive
Business need
Information Commissioner
Organisation wide corporate plans, policies, business continuity, risk management and strategies
Superseded
2 years
Transfer to Jersey Archive
Business need
Information Commissioner
Corporate Functions
Corporate Functions
Retention Trigger
Retain for
Action
Retention Purpose
Information Asset Owner
Projects and Corporate Programmes
End of project/programme
2 years
Transfer to Jersey Archive
Business need
Information Commissioner
Strategies, plans, reviews and reports (external and internal)
Last action
10 years
Transfer to Jersey Archive
Public Records Law
Information Commissioner
Annual Reports (These are on the States Assembly website and will remain so indefinitely)
Last action
5 years
Transfer to Jersey Archive
Public Records Law
Information Commissioner
Service Level Agreements
End of agreement
10 years
Transfer to Jersey Archive
Business need
Information Commissioner
Policies, Procedures and Form Templates
Major Version
10 years
Destroy/Transfer significant updates to Jersey Archive
Public Records Law
Information Commissioner
Non-Jersey specific guidance and reference materials
Last action
Until superseded
Destroy
Business need
Operations Director
Data Sharing Agreements
End of Agreement
10 years
Destroy
Business need
Operations Director
Health and safety inspections, property management and asset records
Last action
10 years
Destroy
Health and Safety at Work (Jersey) Law 1989
Operations Director
IT infrastructure – physical infrastructure hardware i.e. a new server
Periodic review – risk management
6 months
Destroy
Business need
Operations Director
Information security & building reports, risk assets, helpdesk and security reports
Last action
10 years
Destroy
Business need
Operations Director
IT back ups
Last action
30 days
Destroy
Business need
Operations Director
Regulatory
Regulatory
Retention Trigger
Retain for
Action
Retention Purpose
Information Asset Owner
All criminal enforcement cases (including decision notices)
Case closed
10 years
Transfer to Jersey Archive
Business need
Compliance and Enforcement Manager
Data protection complaints
Case closed
10 years
Destroy
Business need
Compliance and Enforcement Manager
Data protection complaints, physical items (items that cannot be scanned or returned)
Case closed
6 months
Destroy
Business need
Compliance and Enforcement Manager
Audit reports
Case closed
10 years
Transfer to Jersey Archive
Business need
Compliance and Enforcement Manager
Advisory visits and supporting audit documents
Case closed
10 years
Destroy
Business need
Compliance and Enforcement Manager
Breach reports
Case closed
10 years
Destroy
Business need
Compliance and Enforcement Manager
Guidance & Codes of Practice for Organisations and Individuals created by the JOIC
Major version
10 years
Destroy / Transfer significant updates to Jersey Archive
Business need
Compliance and Enforcement Manager
General advice and enquiries
Last action
2 years
Destroy
Business need
Compliance and Enforcement Manager
Civil enforcement case where action was taken
Case closed
10 years
Transfer to Jersey Archive
Public Records Law
Compliance and Enforcement Manager
Civil enforcement case where no action taken
Case closed
2 years
Destroy
Business need
Compliance and Enforcement Manager
Data protection fee information
Case closed
10 years
Destroy
Business need
Compliance and Enforcement Manager
Data Privacy Impact Assessments
Last communication
10 years
Destroy
Business need
Compliance and Enforcement Manager
Information regarding Binding Corporate Rules
End of contract
10 years
Destroy
Business need
Compliance and Enforcement Manager
Data controller and processor registrations
Deactivated
10 years
Destroy
Business need
Compliance and Enforcement Manager
Internal Regulatory Activities
Internal Regulatory Activities
Retention Trigger
Retain for
Action
Retention Purpose
Information Asset Owner
Information created in relation to new policies, guidelines and research. This information has been created internally to guide decision making. This relates to any drafts and significant supporting information.
Last action
10 years
Destroy
Business need
Compliance and Enforcement Manager
Freedom of Information Appeals
Freedom of Information Appeals
Retention Trigger
Retain for
Action
Retention Purpose
Information Asset Owner
FOI appeals
Case closed
10 years
Transfer to Jersey Archive
Business need
Compliance and Enforcement Manager
FOI appeals, physical items (items that cannot be scanned or returned)
Case closed
6 months
Destroy
Business need
Compliance and Enforcement Manager
Stakeholder Engagement
Stakeholder Engagement
Retention Trigger
Retain for
Action
Retention Purpose
Information Asset Owner
Consultation and engagement with stakeholders: This will include government departments, large companies and charities as well as international work
Last action
10 years
Destroy / Transfer final consultation reports to Jersey Archive
Business need
Compliance and Enforcement Manager
Financial
Financial
Retention Trigger
Retain for
Action
Retention Purpose
Information Asset Owner
Accounts Payable - invoices, periodic payments, cheque runs, cancelled cheques
Last action
10 years
Destroy
GoJ Public Finances Manual
Finance Manager
Accounts Receivable – invoices, remittance advice and other records relating to debtors (e.g. logs of actions taken to chase overdue amounts, promises made etc)
Last action
10 years
Destroy
GoJ Public Finances Manual
Finance Manager
Balance sheet reconciliations – fixed assets, stock, debtors and creditors reconciliations
Last action
10 years
Destroy
GoJ Public Finances Manual
Finance Manager
Bank statements – original statements, bank reconciliations
Last action
10 years
Destroy
GoJ Public Finances Manual
Finance Manager
Cashiers/Sales – receipt books, cash books, sales income records, paying in slips
Last action
10 years
Destroy
GoJ Public Finances Manual
Finance Manager
General expenditure – purchase card statement and backing documentation, and petty cash reimbursements and backing documentation
Last action
10 years
Destroy
GoJ Public Finances Manual
Finance Manager
Grants and Awards – assessment papers and payment records.
Last action
10 years
Destroy / Transfer to Jersey Archive
GoJ Public Finances Manual
Finance Manager
Insurance – insurance policies, insurance claims
Last action
10 years
Destroy
GoJ Public Finances Manual
Finance Manager
Journals – all journal types including backing documentation
Last action
10 years
Destroy
GoJ Public Finances Manual
Finance Manager
Payroll – payroll records, timesheets, medical certificates
Last action
10 years
Destroy
GoJ Public Finances Manual
Finance Manager
Procurement – contracts, tenders, quotations, purchase orders, delivery notes
Last action
Current plus 10 years
Destroy
GoJ Public Finances Manual
Finance Manager
Property – title deeds, leases/agreements
Termination/Disposal
10 years
Destroy title deeds / Transfer leases and agreements to Jersey Archive
GoJ Public Finances Manual
Finance Manager
Stores – requisitions, issue notes, manual stores records
Last action
10 years
Destroy
GoJ Public Finances Manual
Finance Manager
Management information
End of financial year
10 years
Destroy
GoJ Public Finances Manual
Finance Manager
Communication Activities
Communication Activities
Retention Trigger
Retain for
Action
Retention Purpose
Information Asset Owner
Communications with Journalists
Creation
2 years
Destroy
Business need
Operations Director
Event delegate lists
End of event
1 week
Destroy
Business need
Operations Director
JOIC presentations and training
Superseded
5 years
Transfer to Jersey Archive
Business need
Operations Director
JOIC Website
Superseded
Immediate – no legacy kept
Transfer to Jersey Archive
Business need
Operations Director
Market research reports, campaigns, leaflets, publicity materials, promotional projects and image banks
Last action
2 years
Destroy / Transfer to Jersey Archive
Business need
Operations Director
Newsletters
Individual sign up
Until consent withdrawn
Delete from active newsletter mailing list(s) and add to our ‘do not contact’ list.
Business need
Operations Director
Press releases and public statements
Major version
10 years
Transfer to Jersey Archive
Business need
Operations Director
Social media direct/private messages
Creation
6 months
Destroy
Business need
Operations Director
Staff events, staff briefings and public engagements
Last action
2 years
Destroy
Business need
Operations Director
Staff mailboxes and Outlook
Creation
2 years
Destroy
Business need
Operations Director
Statistics
Creation
10 years
Transfer to Jersey Archive
Business need
Operations Director
Telephone caller identification
(no calls are recorded)
Creation
1 month
Destroy
Business need
Operations Director
Text messages
Creation
Immediate
Transfer to filing structure, if required, and delete from phone
Business need
Operations Director
Legal
Legal
Retention Trigger
Retain for
Action
Retention Purpose
Information Asset Owner
Policy Legal and Legal Advice
Last action
11 years
Transfer to Jersey Archive
Business need
Information Commissioner
Contracts
End of Contract
10 years
Destroy
Business need
Information Commissioner
Building Contract and Leases
End of Contract
10 years
Destroy / Transfer to Jersey Archive
Business need
Information Commissioner
Transfer to Jersey Archive
Transfer to Jersey Archive
Retention Trigger
Retain for
Action
Retention Purpose
Information Asset Owner
Information detailing what has been sent to Jersey Archive
Last action
2 years
Destroy
Public Records Law
Information Commissioner
