Managing our records

Highways England has a legal obligation to create and maintain a record of what we did, how we did it, who did it and who told us we could do it.

Requirement

Highways England is  responsible for creating and maintaining a record of activity. These records must be stored in the appropriate system. Records will be managed and disposed of in-line with the company retention and disposal schedule and the company will record that destruction.

Any supplier managing records on our behalf must help us meet our legal obligations by:

  • either storing records they create in the appropriate Highways England system or in their own system suitable for managing records
  • returning the records to Highways England at contract end.

Our retention and disposal schedule will apply in either case.

A record consists of:

  • the decisions you made, and how you arrived at those decisions
  • our built asset designs, maintenance and inspection
  • advice you gave or received
  • facts and figures that support the decisions you made
  • Highways England income and expenditure returns
  • how you maintained financial and contractual propriety
  • how you complied with guidance on dealing with the public

Specification

Highways England records must be managed until their agreed retention period has expired.

Highways England will maintain a retention and disposal schedule which will be applied across all formats and systems. Suppliers managing records on our behalf will also apply this schedule.

Highways England’s records management team will review records marked in the schedule as suitable for long term preservation and send them to the National Archives.

If unsuitable for the National Archives, but of social interest, Highways England will  offer them to local archives. 

All other records that have reached the end of their life will be destroyed:

  • paper based records must be securely shredded
  • electronic records must be destroyed by either secure destruction of the medium they are stored on or over-written.

Where records are destroyed within the supply chain, the supplier must submit a destruction certificate to Highways England’s records management team as proof of destruction.

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