Retention Policy

Summary

The requester asked for the Cabinet Office's retention policy specifically regarding internal meeting notes, agendas, and minutes. The authority responded that the information is not held, as the existing draft policy is high-level and does not specify retention periods for individual record types.

Key Facts

• The Cabinet Office does not hold a specific retention policy for internal meeting notes, agendas, and minutes.
• A draft 'Records Retention and Disposal Policy' exists but is a high-level strategic document lacking specific retention periods.
• The previously issued retention policy referenced by the requester applied only to the Office of Human Resources.
• Retention practices for internal meetings vary depending on the team, division, or department involved.
• The authority requested the requester specify a particular meeting if they seek information on a specific instance.

Data Disclosed

• 2018-02-07
• 2018-03-05
• IM20127I
• Freedom of Information Act 2015
• Part 2

Exemptions Cited

• Information not held

Original Request

Please provide me with a copy of your retention policy, including your retention policy for meeting notes, agendas, minutes, for different types of meetings.

Data Tables (1)

Full Response Text

1

Dear

      5 March 2018

REFERENCE NUMBER: IM20127I

REQUEST UNDER THE FREEDOM OF INFORMATION ACT 2015 (“the Act”) Thank you for your recent application dated 2 February 2018 requesting the following information:
“Please provide me with a copy of your retention policy, including your retention policy for meeting notes, agendas, minutes, for different types of meetings.” Clarification was sought from you and you replied as follows: * Information from the Executive Office. * I would like to see the retention policy held by this department for Internal meetings. In particular, I would like information about what happens to the minutes, agendas and notes made by individuals in these meetings. * I acknowledge that you have given a retention policy in the past but also note that it was under review at this time. The information provided in the previous FOI request does not detail what I have asked for in relation to internal meeting notes. Response to your request
While our aim is to provide information whenever possible, in this instance the Cabinet Office does not hold or cannot, after taking reasonable steps to do so, find the information that you have requested. A draft “Records Retention and Disposal Policy” is held but has not been provided to you as it is a high level strategic document. It does not contain the retention period for each individual type of record held. The retention policy issued previously which you refer to was for the Office of Human Resources.
Internal meetings cover a wide range of topics, attendees, etc. They may be internal to a team, a Division, a Department or Government. Therefore, how meeting notes, agendas, etc. are held, by who, for how long, etc. will differ. If there is a specific meeting for which you are seeking this information please advise giving as much information as possible, including a date if known. Right to request a review If you are unhappy with this response to your Freedom of Information request, you may ask us to carry out an internal review of the response, by completing a complaint form and submitting it

Government Office DOUGLAS Isle of Man IM1 3PN Tel: (+44) 01624 686244 Fax: (+44) 01624 685710 Website www.gov.im/co
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electronically or by delivery/post to the FOI Co-ordinator, Cabinet Office, Government Office, Douglas, Isle of Man, IM1 3PN. An electronic version of our complaint form can be found by going to our website https://www.gov.im/foireview. If you would like a paper version of our complaint form to be sent to you by post, please contact us and we will be happy to arrange for this.
Your review request should explain why you are dissatisfied with this response, and should be made as soon as practicable. We will respond as soon as the review has been concluded. If you are not satisfied with the result of the review, you then have the right to apply for a review of decisions by the Information Commissioner, for a decision on; 1) Whether we have responded to your request for information in accordance with Part 2 of the Freedom of Information Act 2015; or
2) Whether we are justified in refusing to give you the information requested. In response to an application for review, the Information Commissioner may, at any time, attempt to resolve a matter by negotiation, conciliation, mediation or another form of alternative dispute resolution and will have regard to any outcome of this in making any subsequent decision.
More detailed information on your rights to review is on the Information Commissioner’s website at: https://www.inforights.im/ Should you have any queries concerning this letter, please do not hesitate to contact me. Further information about Freedom of Information requests can be found at: www.gov.im/foi. Yours sincerely

FOI Co-ordinator Cabinet Office
E-mail: foi.CO@gov.im