ࡱ> e !bjbj ph]bh]bIp  $Pd^U::t"""$7Ν"2"2"^""Ν6'''"^'"''6B8EM%`"ZC<UCH$88E8E9x""'"""""ΝΝ'"""U""""""""""""" B L: Record Retention Application Form This form is OFFICIAL - SENSITIVE when completed. There is help and instructions below. Please add additional rows as needed Record Retention Application Form: Guidance Different series can all go on one form, there does not need to be a new form for each series. However there should be one series, piece or item per line. Applications should be in series and then piece number order. Dates of Advisory Council meetings, and the deadlines for completed applications to be submitted, are advertised each year by The National Archives. Completed applications should be sent to  HYPERLINK "mailto:scheduleapplications@nationalarchives.gov.uk" scheduleapplications@nationalarchives.gov.uk Example form: Department & Person Responsible Department nameSeries Description Series description textSeries Ref Series referencePiece Numbers Piece number [extract details]Year Covering datesPrescribed Period Retention period requestingGrounds for retention Criteria numberNotes Justification / explanation of what the information is, and why it should remain retained for the period describedMINISTRY OF DEFENCE Secretary of State for DefenceAdmiralty, and Ministry of Defence, Navy Department: Confidential Reference Books (CB Series)ADM 2397101965-197210 years6This piece contains secret information about submarine sensor equipment which is still used. Release would damage national defence.DEPARTMENT FOR ENVIRONMENT, FOOD AND RURAL AFFAIRS Secretary of State for Environment, Food and Rural AffairsApproval of chemicals for the purification of drinking water and swimming poolsN/AWS 330/1471975-19825 years1Retention of this record is required as it covers the approval of chemicals for water treatment and may be needed for reference if issues arise concerning the relevant chemicals. This is in compliance with European legislation: Regulation 31 of the Water Supply (Water Quality) Regulations 2000 and Regulation 25 of the Water Supply (Water Quality) Regulations 1989. Record series not selected, or not yet selected for transfer to The National Archives: Series Description:The description of the series used by the department.Piece Numbers:The number(s) of records to be retained.Records selected for transfer to The National Archives: Series Description:The TNA series description. For existing series this can be found on The National Archives catalogue.Series Ref:The TNA series reference.Piece Numbers:The piece number(s) of records to be retained. For a whole piece, only input the piece number. Example: 123 For a redactions or extractions, put the piece number followed by the extract details. The extract details should be a short description of what or how much is being retained. Example: 456[Folios 45, 67, 89], 123[5 pages] For all record series Year:The covering dates for the pieces or items to be retained. This should be the first and last years of information in the piece, or parent piece where items are to be closed. Example: 1978-1982. Only historical information and records need to be applied for.Period:The length of time, in years the information needs to be retained for. Normally a retention period of between one and five years is granted when grounds 1, 2, 4 or 8 are satisfied and up to ten years for ground 6. If retention is requested under grounds 1 or 2 because of legislation a retention period of up to ten years is considered.Grounds for retention:State which criteria apply, these are set out in the HYPERLINK "http://www.nationalarchives.gov.uk/information-management/manage-information/selection-and-transfer/sensitivity-reviews-on-selected-records/access-to-public-records/"Access Manual, but the table below provides further details.Notes:Justify the retention of the record/s. Criteria  Grounds for retention Retention reasons that should be considered1Records or series of records which have not been selected for transfer to The National Archives or a place of deposit, but which the department has retained after they are defined as historical records because they are required for its own administrative purposesJustify the retention of the records. Remember to include: 1) what the records are, and 2) why they should be retained beyond the historical point, eg the legislation that requires their retention, or how they are still used in the department2Records or series of records that have been selected for transfer to The National Archives or place of deposit but are still required for administrative purposes4aRecords or series of records not yet appraised which form part of a backlog awaiting appraisal Justify what stage of the process the records are at.4bRecords or series of records selected for transfer which form part of a backlog awaiting sensitivity review, or preparation for transfer to The National Archives or place of deposit Justify what stage of the process the records are at. If the backlog is due to records being referred to another Government Department, state which6Records retained in departments on security or other specified groundsJustify the retention of the record. Remember to include: 1) what the information is, and its current classification, 2) why it should be retained, eg. the effect of release8Records or series of records where no decision has yet been taken with regard to selection or transfer to The National Archives or a place of deposit, but which the department requires for administrative purposes, for example legal proceedings Please note, not all records may require an application. In some instances, approval has been given for the retention of large categories of records of a similar character. The reasons for non-disclosure are the same for each record covered by such approvals. The White Paper refers to these instruments as giving a blanket approval to retain. For more information see the HYPERLINK "http://www.nationalarchives.gov.uk/information-management/manage-information/selection-and-transfer/sensitivity-reviews-on-selected-records/access-to-public-records/"Access Manual.       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