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We have included details of suggested document retention periods in Appendix A.
It is important to consider, however, whether destroying documents would in fact lead to a loss of signi cant historical data. You should therefore bear in mind that:
Ÿ Personal data only relates to living individuals, so if the individual concerned has died the provisions of the DPA no longer apply (a lifespan of 100 years is assumed)
Ÿ The law also allows the use and retention of personal data for the purposes of “research, history and statistics”. However there are certain restrictions on how archival data can be used and, in particular, it must not be used
to support future measures or decisions taken in relation to the particular individual
You should therefore ensure that any document retention policy also includes a section on how archives are maintained and managed.
You also need to remember that if you are involved in litigation in the future, there is an obligation to disclose any documentation you have that is relevant to the issues in the litigation. The moment any suspected claim is noti ed or an investigation is commenced, you should ensure that all original records relating to the matter are identi ed and stored separately until the conclusion of that process and any subsequent time period for an appeal.
WHAT ABOUT SOCIAL MEDIA, EMAILS AND THE INTERNET?
“The Church recognised that these media, if properly utilised, can be of great service of mankind, since they greatly contribute to men’s entertainment and instruction as well as to the spread and support of the Kingdom of God. The Church recognises too, that men can employ these media contrary to the plan of the Creator and to their own loss. Indeed, the Church experiences maternal grief at the harm all too often done to society by their evil use.”
Decree on the Media of Social Communications, Inter Miri ca – His Holiness Pope Paul VI, 4 December 1963
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