Legal obligation and good practice
Linda Coyle must comply with the provisions of section 2(1)(c) of the Data Protection Acts 1988 and 2003. The Acts set out the principle that personal data shall not be kept for longer than is necessary for the purpose or purposes for which it was obtained. This requirement places a responsibility on Linda Coyle to be clear about the length of time personal data will be kept and the reasons why the information is being retained.
To comply with this rule, Linda Coyle must have a policy on retention periods for personal data that is retained. This policy must include defined retention periods for records and systematic disposal of records within a reasonable period after the retention period expires. Since 2003, Data Protection legislation applies to both electronic and hard copy records.
Linda Coyle is committed to effective records management retention and disposal to ensure that it:
- meets legal standards in terms of retention periods;
- optimises the use of space;
- minimises the cost of record retention;
- securely destroys outdated records