Jersey Office of The Information Commissioner Retention Schedule

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Corporate roles and responsibilities (Job Descriptions etc)	Superseded	10 years	Transfer to Jersey Archive	Business need	Information Commissioner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Memorandum of Understanding	End of understanding or where superseded	10 years	Transfer to Jersey Archive	Business need	Information Commissioner
Organisation wide corporate plans, policies, business continuity, risk management and strategies	Superseded	2 years	Transfer to Jersey Archive	Business need	Information Commissioner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	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Non-Jersey specific guidance and reference materials	Last action	Until superseded	Destroy	Business need	Operations Director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	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	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	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	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	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	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	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	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