APPRAISAL REPORT FOR ACC CLAIMS MANAGEMENT, NATIONAL OFFICE CORPORATE RECORDS. Accident Compensation Corporation

Transcription

1 APPRAISAL REPORT FOR ACC CLAIMS MANAGEMENT, NATIONAL OFFICE CORPORATE RECORDS Accident Compensation Corporation 2010

2 Table of Contents 1 CONTACT INFORMATION EXECUTIVE SUMMARY OVERVIEW RECORDS RECOMMENDED FOR RETENTION AND DESTRUCTION APPRAISAL CIRCUMSTANCES SCOPE OF THE RETENTION AND DISPOSAL SCHEDULE AGENCY INFORMATION ACC S CLAIMS MANAGEMENT GROUP RECORDKEEPING INFORMATION PAPER RECORDS ELECTRONIC RECORDS METHODOLOGY CONSULTATION INTERNAL CONSULTATION EXTERNAL CONSULTATION RELEVANT PRECEDENT DISPOSAL CRITERIA DESCRIPTION AND EVALUATION OF CLASSES CLASS 1 PLANNING AND REPORTING RECORDS (CLAIMS MANAGEMENT GROUP) CLASS 2 POLICIES AND PROCEDURES RECORDS (CLAIMS MANAGEMENT GROUP) CLASS 3 CAPABILITY DEVELOPMENT RECORDS (CLAIMS MANAGEMENT GROUP) CLASS 4 CLAIMS MANAGEMENT GROUP SUPPORT (NATIONAL OFFICE) CLASS 5 INVESTIGATIONS RECORDS CLASS 6 ADMINISTRATION AND HOUSEKEEPING RECORDS (CLAIMS MANAGEMENT GROUP)16 11 ACCESS RECOMMENDATIONS DISCHARGE ARRANGEMENTS DEFERRAL OF TRANSFER FORMAT AND PRESERVATION

3 Client Name: Accident Compensation Corporation Disposal Type Retention and Disposal Schedule Agency Coverage: ACC Claims Management Group (Corporate Records) Scope: All electronic and hard copy records. 1 Contact Information Retention and Disposal Schedule Developed by: [Name Removed], Senior Information and Knowledge Analyst 2 Executive Summary 2.1 Overview The Accident Compensation Corporation (ACC) generates large quantities of corporate and administration records every year in carrying out its legislative functions and in support of the core functions of ACC business. This Retention and Disposal Schedule has been developed to ensure that ACC complies with the Public Records Act 2005 and imposes good management of its corporate records over time. The schedule covers corporate records created and managed by the Claims Management Group. It excludes any claim files, but does not exclude corporate records that have claim or client information within them. This schedule also excludes records created and managed by Health Purchasing and Provider Relationship Group. 2.2 Records recommended for retention and destruction Electronic Physical Quantity recommended for retention as public archives: 7.5 GB 10 lm Quantity recommended for destruction: 516 GB 683 lm Estimated amount added per year: 87.5 GB 22 lm The figures for the Physical records are based on a report of SACs held in offsite storage, and identifying those boxes that held High Value, High Risk records. These are actual numbers. The figures for electronically held information is an estimate only and does not necessarily indicate actual quantities. These numbers are calculated based on the percentages from the physical records. 3

4 3 Appraisal Circumstances This schedule has been developed as part of a programme of work to meet legislative obligations under the Public Records Act 2005 and to manage the volume of information being created by Corporate Office every year. Significant risks have been identified where large amounts of physical and electronic information are being held unnecessarily. This is causing particular difficulties within the corporate campus shared drives. Currently, ACC have a disposal authority that covers ACC physical claim records. ACC have also begun the Archives NZ process for sign-off of a Retention and Disposal Schedule for ACC Corporate records. This report deals with the Claims Management Group corporate records only. This includes any corporate related records created in the ACC Branches, and not exclusively Corporate Office. This schedule does not cover the records created and managed by the Health Purchasing and Provider Relationship Group of ACC. The Claims Management Group are responsible for managing claims and rehabilitation, which are legislative functional responsibilities of ACC. As such, the Archives New Zealand General Disposal Authorities (GDAs) do not cover this group of records. A Retention and Disposal Schedule for ACC Physical Claim Records became a legal authority on 1 September This is an on-going authority and applies to the hardcopy claim records produced by ACC. Where there are corporate records that have a claim component, this schedule was used as a precedent. Paper corporate records that are still active are held in Wellington Corporate Office, and non-current records are held with a contracted offsite storage provider. Electronic information is held in shared file servers based in Wellington. In the development of the disposal schedule, consideration was given to the unique role and function of ACC as an insurer, and as a part of the health industry. 3.1 Scope of the Retention and Disposal Schedule This Retention and Disposal Schedule covers hardcopy and electronic corporate records created by the ACC Claims Management Group, including corporate records created in branches, contact centres, and inquiry centres. This schedule excludes, ACC claim records, i.e. records that manage a client s claim or claims. This schedule also excludes records created and managed by ACC s Health Purchasing and Provider Relationship Group. 4 Agency Information Agency code AADP, 1981-present AACT Agency name: Accident Compensation Corporation Previous names: : Accident Compensation Commission Year established: 1972 Year - disestablished: The Accident Compensation Corporation (ACC) is a Crown Entity set up by the New Zealand Government in order to administer New Zealand s accident compensation 4

5 scheme. The scheme is designed to prevent injury, treat it when it occurs, and rehabilitate people back to work or independence. ACC is responsible for: injury prevention collecting personal injury cover levies determining whether injury claims are covered by the scheme and managing cases paying compensation buying heath and disability support services to treat, care for and rehabilitate injured people advising the government The scheme provides personal injury and accident insurance for all New Zealand citizens and residents, residents temporarily overseas, and temporary visitors to New Zealand, regardless of who was at fault, where the injury occurred, and whether or not those injured are earning an income. In return, people do not have the right to sue for personal injury, other than for exemplary damages. New Zealand s Accident Compensation Scheme came into operation on 1 April 1974, after a Royal Commission recommended an insurance model that provided cover for all, regardless of fault or cause of injury. New Zealand was an early leader in state intervention to mitigate some of the consequences of personal injuries, and in particular to provide compensation for work injuries. In 1966 a Royal Commission was established to report on complaints about the limitations of the Workers Compensation for Accidents Act This Act provided injured workers with weekly benefits, or in cases of workplace death, compensation for their dependents. However, the benefits paid were small and were paid for only six years. The Act also did not cover for non-work injuries or motor vehicle accidents. Employers had to take out cover themselves, and workers could sue their employer for negligence. In 1967, the Royal Commission produced the Woodhouse report, named after its chairman, Mr Justice Woodhouse (now the Right Honourable Sir Owen Woodhouse). The Woodhouse Report signalled a significant shift in how New Zealand dealt with the consequences of injury. It proposed a move away from a litigious fault-based system, toward a completely new no-fault approach to compensation for personal injury. Since 1974, ACC s governing legislation has been developed and amended five times, but the core principles have remained the same. ACC is now governed by the Injury Prevention, Rehabilitation and Compensation Act ACC s Claims Management Group The Claims Management Group represents ACC s extensive branch network, contact centres and inquiry service centres, claims processing and specialist centres, and other operational aspects of the business. This group also includes the functions responsible for developing and managing the relationships with Health Providers ACC contract to provide health and rehabilitation services to ACC clients. The Claims Management Group are the operational arm of ACC s core business of claims management, responsible for assessing claims, providing cover, and managing any rehabilitation. ACC staff in this group have the most contact with the public, dealing with their claims, entitlements and ongoing rehabilitation. As such, it also has the largest number of staff. 5

6 Claims Management Group staff in Corporate Office are responsible for the setting the overarching strategic framework under which ACC s operational units assess claims, provide cover, and manage rehabilitation. They also support those units in all aspects of the rehabilitation process and are responsible for the continuous improvement of all rehabilitation streams within ACC. 5 Recordkeeping Information ACC s corporate records, including those created and maintained by the Claims Management Group, consist of both physical and electronic records. However, ACC is moving more and more towards creating records or digitising information into an electronic format. A key focus for ACC is sustainability and the reduction of paper has been identified as one way of reducing ACC s carbon footprint. A business classification structure, or taxonomy, for ACC corporate records was developed to control and manage the information, for both paper and electronic information. This has not been implemented in ACC. 5.1 Paper Records ACC has paper records held both onsite and offsite, and paper records are still received and/or generated by ACC staff. There has never been any clarity about the retention and disposal of these records, and therefore, paper has continued to accumulate over time. 5.2 Electronic Records Electronic information in Corporate Office is managed in shared drives. An absence of enterprise wide Records Management policy, discipline and expertise has seen a chaotic growth and development of information in the shared drives. ACC is currently investigating the implementation of an Enterprise Records and Document Management System to manage ACC s unstructured electronic corporate information. 6 Methodology For this Retention and Disposal Schedule (RDS), the approach employed is a classbased Retention and Disposal Schedule. In 2006, a functional classification structure was developed for ACC corporate information and was the basis for the development of the RDS. Initial draft recommendations were proposed by the Information and Knowledge Services Team, based on relevant precedents and any legislative requirements. These recommendations were presented to a representative of the Claims Management Group, to determine if they were appropriate for their business needs. A report was generated from the Offsite Storage Provider identifying the relevant SACs associated with the Claims Management Group. The report was matched against the classes in the RDS to assess the validity of this schedule for implementation. With one exception (Fraud), it was easy to broadly identify SACs for destruction, and SACs for retention. A Plan is being developed to manage electronically held information in ACC legacy systems that will incorporate the recommendations in this schedule. 6

7 7 Consultation 7.1 Internal Consultation ACC Staff consulted in the development of the schedule include: Name Cheryl Gall Position National Manager, Business Improvement, Claims Management Group 7.2 External Consultation Organisations consulted in the development of the schedule include: Department of Labour in relation to the management of ACC and the ACC Scheme. Ministry of Social Development in relation to policies, procedures, and other aspects of operational management. 8 Relevant Precedent An Appraisal Report was developed in 1991 covering series closures from 1980 to This report was referred to, but was considered too obsolete to be of use for the purposes of this retention and disposal schedule. A Retention and Disposal Schedule for ACC Physical Claim Records became a legal authority on 1 September This is an on-going authority and applies to the hardcopy claim records produced by ACC. This was used as a precedent as it ties in closely with the work that the Claims Management Group do. The General Disposal Authorities were not used in the development of this retention schedule as the records created by the Claims Management Group relates to ACC s primary functions and responsibilities. 7

8 9 Disposal A1 A2 A3 A4 A5 Records providing evidence of the statutory roles, bodies and core functions of ACC. Records providing evidence and accountability in development of policy, legislation, rules and regulations and the execution of management decisions of ACC. Records of informational value illustrating ACC s history and / or public, national and cultural events, or research. Records that provide evidence of the ACC s involvement in wider health sector policy, legislation, rules and regulations development and/or decisions. Records that provide evidence of the rights and entitlements of individuals. D1 D3 D4 Routine administrative matters only, including duplicate records or reference material. Routine operational matters only. Information summarised, more complete and/or more readily accessible in other records recommended for retention or held elsewhere. Records that have no ongoing informational value but are generally retained for longer periods than those records that meet the criteria detailed in. 10 Description and Evaluation of es Outlined below are the classes of records covered by this Retention and Disposal Schedule. For the purposes of this appraisal, significant refers to: The introduction of, or replacement to, the systems that manage claims, e.g. Eos, Pathway, Virtual Claim folder Claim or client activity that is made public in the media. Nationwide promotional activity relating to claims management, e.g. Covered Campaign Records documenting major changes to the claims process as a result of a change to legislation or court ruling Records documenting changes to claims management structure, e.g. centralisation of processing claims, development of innovation hubs Records relating to a specific instance of claims management that set a precedent for how claims are managed in ACC Development of, and reporting on, organisational Key Performance Indicators And minor refers to: Routine, operational tasks, e.g. batch filing, coordinating and checking responses to queries, coordinating information for weekly and annual reporting Planning and reporting developed at lower levels of organisation, that plan for and report on the operational Key Performance Indicators. 8

9 Planning and Reporting Records (Claims Management Group) Title: number: Description: Value: Planning and Reporting Records (Claims Management Group) 1 This class of records relates to the corporate planning, reporting, and accountability activities of ACC s Claims Management Group. In particular, this covers high-level strategically focussed records and lower-level reporting and planning records developed to execute the operational activities of ACC. This predominantly relates to three core functional streams of ACC business assessing claims, providing compensation (entitlement), and managing rehabilitation, but may include planning and reporting records created to administer the Group itself. This class does not include policies created and developed by ACC s Coporate Strategy and Policy Teams. These are covered by another disposal schedule. Recommended for archival retention are those records that significantly impact and report upon the way in which ACC delivers its operational claims management activities. Although these records are incorporated into ACC s corporate strategic planning and accountability records, the Claims Management Group plays a significant role in ACC s core business, i.e. it is the delivery arm of ACC s services. As the ACC scheme is unique, the interest in how ACC operates and provides its services is of informational and historical significance. Records that facilitate, support and administer the execution of the Claims Management Group high level strategies are recommended for destruction. This includes low-level business planning records that contribute to ACC s overall business plan. They are facilitative and operational in nature and of no archival value. Recommended for Transfer to Archives NZ Description 1/1.1 Planning (Significant) Key strategic planning documentation and records that are key or wide-ranging in nature and have significant and ongoing business / compliance impact on ACC activities, especially relating to assessing claims, providing compensation, and managing rehabilitation. 1/2.1 Reporting (Significant) Key reporting records relating to significant, key and wide-ranging strategic plans and initiatives, especially relating to assessing claims, providing compensation, and managing rehabilitation. Disposal A1, A2, and A3 A1, A2, and A3 9

10 Recommended for Destruction Description Disposal 1/1.2 Planning (Minor) Documentation and records relating to D4 strategic planning and business planning developed at lower levels that have a minor impact upon the ACC's Claims Management Group activities. 1/2.2 Reporting (Minor) Records relating to reporting that are D1 generally low-level in nature, developed at regional or nonexecutive level and are used to contribute to a higher level reporting Policies and Procedures Records (Claims Management Group) Title: number: Description: Policies and Procedures Records (Claims Management Group) 2 This class of records relates to the policies, procedures and processes developed for use by the ACC s Claims Management Group. In particular, this covers records developed as a framework to guide the operational activities of ACC. This predominantly relates to three core functional streams of ACC business assessing claims, providing compensation (entitlement), and managing rehabilitation. This class also includes records created to administer the Group itself. This class does not include policies created and developed by ACC s Strategic Policy Group. These will be covered by another disposal schedule. Value: Recommended for archival retention are those records that significantly impact upon the way in which ACC delivers its operational claims and case management activities. Recommended for destruction are those records that facilitate, support and administer the execution of the Claims Management Group activities, and do not impact significantly upon the core functional activities. These records are low-level, facilitative and administrative in nature and of no long term value. This includes Informe, ACC s Claim Manual which is used to manage claims. Although of high business value to ACC, the policies and procedures within the manual are of a low-level, task-based nature only. Any significant activities would be captured in records developed at a higher level. 10

11 Recommended for transfer to Archives New Zealand Description Disposal 2/1.1 Policies and Procedures (Significant) Key documentation and records relating to policies, procedures, processes that are wideranging in nature and have significant financial, operational and / or compliance impact on ACC business. In particular, policies and procedures that relate to assessing claims, providing compensation, and managing rehabilitation. 2/2.1 Reviews (Significant) Significant reviews, reports, and evaluations that are wide-ranging and result in a significant impact on policies, procedures or operational delivery, are politically sensitive, have high reputational risk to ACC, and / or have high media profile. 2/3.1 Processes (Significant) ACC processes that have significant and ongoing impact on the management and operation of ACC core business. Recommended for destruction A1 and A2 A1 and A2 Description Disposal 2/1.2 Policies and Procedures (Informe) ACC's online policy and D4 procedures manual for claim and case management. 2/1.3a Policies and Procedures (Minor Claim-Related) Documentation D4 and records relating to routine, low-level policies, procedures, processes etc that facilitate the management of the claim and are not included in Informe. 2/1.3b Policies and Procedures (Minor Non-Claim Related) Documentation and records relating to routine, low-level policies, procedures, processes unrelated to the claim, but support claim administration and management activities. 2/2.2 Reviews (Minor) Minor reviews, reports, and evaluations that have no significant impact on policies, procedures or operational delivery. 2/3.2 Processes (Minor) Routine operational processes. Excludes claim-related processes. A2 11

12 Capability Development Records (Claims Management Group) Title: number: Description: 3 Capability Development Records (Claims Management Group) 3 Capability development records relate to activities that ensure that the Branch Network have the capability available, both staff and resources, to ensure accurate cover, rehabilitation and entitlement decision-making. Records covered under this class also include those related to continuous improvement and issues resolution. Value: The majority of records in this class are routine, low-level in nature, and support and assist ACC staff and ACC stakeholders in realising the framework to be able to make quality decisions about cover, rehabilitation, and entitlements. The funding and grant awarding records hold informational value during the process but are of limited value once the grants and funding rounds are completed. Therefore, they have not been recommended for permanent retention. The framework itself, the policies, processes and procedures, are covered by 2 of this Schedule. Records of this class recommended for permanent retention are records that have a significant impact on ACC business. These are: Significant Improvement Project records Significant Advocacy Advice records Improvement projects relate specifically to improving the way in which claims are managed, through new or modified processes, changes to the IT systems that manage the claim information, or other projects. Examples of significant projects include the creation of ACC Innovation Hubs, and the implementation of the Service Delivery Model. The Improvements team have approximately 196 active projects. Advocacy involves the development, implementation and maintenance of strategies and initiatives to improve the quality of advocacy services available to ACC clients, and providing advice to the ACC Executive Team on matters relating to Advocacy services. Significant Advice includes any activity that sets a precedent for the management of claims in ACC. 12

13 Recommended for transfer to Archives New Zealand Description Disposal 3/1.3a Advocacy Advice (Significant) Records relating to advice that set a precedent for the management of claims in ACC. A2 and A5 3/4.2 Improvement Projects (Significant) Initiatives that have a significant financial and / or business impact on ACC operational A1 and A2 activities, high media presence, escalated to Board or Executive Level, etc. Includes development, implementation, and evaluation records. Recommended for destruction Description Disposal 3/1.1 Advocacy Framework Records of strategies and programmes to improve the quality and availability of advocacy services D3 3/1.2 Advocacy Relationship Management Records related to D4 maintaining relationship with advocacy organisations. Examples of records includes meetings minutes, agendas, etc. 3/1.3b Individual Advocacy Advice Records relating to issues of a particular individual client case that do not set a precedent in how claims are managed. Records are held as part of the claim file. 3/1.4 ACC Advocacy Grant Scheme Records relating to the D4 management and administration of the ACC Advocacy Grant Scheme 3/2.1 Managing and Monitoring ACC s Claim Review Process Records relating to the management and monitoring of the claims review process. Includes monthly reporting. Does not include actual review decisions. 3/2.2 Requests Management Records of the management and D1 resolution of requests and queries relating to the claim-related questions of legislation, policy and specific applications. Records are held as part of the claim file. 3/2.3 Providing Advice (Claims Management Group) Records relating to providing routine technical support advice and feedback to ACC frontline staff on issues and decisions that have a minor operational impact. Examples include: Appeal decisions, policy changes, training material, Informe, etc. 3/2.4 Managing Operational Risk Records relating to ensuring ACC's rehabilitation operational processes and policies are adhered to in relation to a particular claim. 3/2.5 Providing Accounting Advice and Analysis Records relating to providing routine accounting advice and data analysis to frontline staff re: the accuracy of cover, rehabilitation and entitlement decisions in relation to a particular claim. 3/3.0 Employer Injury Management Routine records relating to assisting employers and industry in the development of an injury management system. 3/4.1 Improvement Requests Management Prioritisation and scheduling of improvement requests. 3/4.3 Improvement Projects (Minor) Initiatives that do not have significant financial and / or business impact on ACC. Includes development, implementation, and evaluation records. D1 13

14 Claims Management Group Support (National Office) Title: number: 4 Description: Claims Management Group Support (National Office) Records included in this class relate to the function of providing support for staff in Claims Management Group activity by: Developing business processes and internal controls for the Group s business activities Monitoring and reporting on the Group s business activities Monitoring and reporting on Health Providers Administering claims-related systems Value: Records in this class are operational and administrative, primarily in terms of how the Group operates, not in terms of ACC s core operations. The records support the work and decisions made by staff in the Claims Management Group, but are not representative of the work itself. Therefore, the records in this class are not considered to be of archival value and are recommended for destruction. Recommended for destruction No records in this class are recommended for transfer to Archives NZ. Description Disposal 4/1.1 Performance Information and Analysis (Operational Units) Records of performance information and analysis for operational units 4/1.2 Reporting (Provider Performance) Records of scheduled and ad hoc reporting on provider performance 4/1.3 Reviews (Provider Performance) Records of reviews, outlier reports and analysis on Providers 4/1.4 Data Support Records of data support for the annual treatment and rehabilitation costs budget process 4/1.5 Variance Reporting (Annual Treatment and Rehabilitation Costs Budget) Routine financial and administrative reporting 4/2.1a Business Process Management Framework (Development) D1 Includes drafts, working papers, reference resources, etc used in the preparation of the framework. 4/2.1b Business Process Management Framework (Final) Final D1 authoritative copy of the Business Process Management Framework. 4/2.1c Business Process Management Framework (Implementation) Records relating to the implementation of the Business Management Framework. 4/2.1d Business Process Management Framework (Evaluation) Records relating to the evaluation of the Business Management Framework. 4/2.3 Specific Control Objectives Records relating to internal audit D1 controls 4/3.0 Records created to facilitate the administration of ACC systems. D1 14

15 Investigations Records Title: number: Description: Value: Investigations Records 5 Records relating to the prevention, identification, minimisation and resolution of mistakes and misconduct by ACC staff, clients, providers and levy payers. Records that have long-term value, and recommended for permanent retention, include those that provide evidence of mistakes or misconducts that have significant consequences for ACC. They have a high value in terms of public accountability and evidential nature of the records, and the likely publicity that would be generated from these activities. Records that do not have long-term value are those records that are minor infringements only, and do not result in significant consequences for ACC. These records are recommended for destruction. Recommended for transfer to Archives New Zealand Description Disposal 5/1.1 Client Investigations (Significant) Serious instances of fraud, A1 theft, misappropriations and / or negligence by ACC clients incurring significant cost and / or other major consequence. 5/2.1 Provider Investigations (Significant) Serious instances of A1 fraud, theft, misappropriations and / or negligence from Health Providers contracted to ACC incurring significant cost or other major consequence. 5/3.1 Levy Payer Investigations (Significant) Serious instances of A1 fraud, theft, misappropriations and / or negligence from Levy Payers incurring significant cost or other major consequence. 5/4.1 Internal Investigations ACC Staff (Significant) Serious A1 instances of internal fraud, theft, misappropriations and / or negligence within ACC and / or by ACC staff resulting in significant cost and / or other major consequence 15

16 Recommended for destruction Description Disposal 5/1.2 Client Investigations (Minor) Instances of fraud, theft, misappropriations and / or negligence by ACC clients that does not result in significant cost and / or other major consequence. 5/2.2 Provider Investigations (Minor) Instances of fraud, theft, misappropriations and / or negligence from Health Providers contracted to ACC that does not result in significant cost or other major consequence. 5/3.2 Levy Payer Investigations (Minor) Instances of fraud, theft, misappropriations and / or negligence from Levy Payers that does not result in significant cost or other major consequence. 5/4.2 Internal Investigations ACC Staff (Minor) Instances of internal fraud, theft, misappropriations and / or negligence within ACC and / or by ACC staff that does not result in significant cost and / or other major consequence 5/5.0 External Enquiries Records relating to information requests and enquiries from external agencies Administration and Housekeeping Records (Claims Management Group) Title: number: Description: Administration and Housekeeping Records (Claims Management Group) 6 This class of records relates to those administration and housekeeping records specific to the Claims Management Group, that fall outside of the General Disposal Authorities. In particular, this class covers records created to administer claims. Value: Administration of a claim is essentially a set of routine and low-level tasks. Although part of a core function of ACC, i.e. managing a claim, they are administrative only, and therefore, recommended for destruction. Recommended for destruction Description Disposal 6/1.0 Claim Administration Records relating to routine tasks D4 associated with administering a claim. Examples include: close file, batch file, prepare a file for scanning, reactivating a claim, transferring a claim, archiving a claim, etc. 16

17 11 Access Recommendations [Removed] 12 Discharge Arrangements There are no records recommended for discharge. 13 Deferral of Transfer A detailed process for transferring records has yet to be developed. 14 Format and Preservation ACC now use a number of multimedia formats for their records. The state of these records varies in condition. Some formats are also quite dated, e.g. film and video, and may require special equipment to view. Please refer to any sentencing guidelines accompanying this report for specific recommendations: Records must be kept for the minimum period specified. Records may be destroyed at any point once the minimum retention periods have passed. Records do not have to be destroyed; the agency may keep them for longer if required. This authority is valid for a period of 10 years from date of signing, unless previously agreed with the Chief Archivist. 17