Lord Lester of Herne Hill – 2016 Parliamentary Question to the Department for Culture, Media and Sport

The below Parliamentary question was asked by Lord Lester of Herne Hill on 2015-12-17.

To ask Her Majesty’s Government, further to the Written Answer by Baroness Neville-Rolfe on 15 December (HL3615), in respect of each retention instrument, what were the reasons for deciding not to transfer records to the National Archives, and what was the subject matter of each instrument.

Baroness Neville-Rolfe

As set out in the Public Records Act 1958 (as amended), public records selected for permanent preservation are transferred toThe National Archives or an approved place of deposit no later than 20 years after creation, unless an department is authorised to keep them for longer. Such decisions are undertakenwithadvice from the Advisory Council on National Records and Archives.

The Access to Public Records Manual published by the National Archives sets out the seven broad grounds for retention, which is attached.

Retention instruments can cover multiple applicationsby departments to retain records and the number of applications covered by Lord Chancellor’s Instruments 111-119 ranges from 37 to 253, which were submitted by between 8 and 15 departments.

The grounds provided by departments that were given permission to retain records under Instruments 111, 113, 114 and 119 are 1,2,4 and 6. Records under Instruments 112, 115, 117 and 118 were retained on grounds 1, 4 and 6 and records under Instrument 116 were retained on grounds 4 and 6. Each of the Instruments therefore covers documents retained on grounds of national security, as well as other administrative reasons.

There is a strong public interest in not releasing information which could undermine the safeguarding of national security.