Madeleine Moon – 2015 Parliamentary Question to the Ministry of Defence
The below Parliamentary question was asked by Madeleine Moon on 2015-12-02.
To ask the Secretary of State for Defence, with reference to version 4.3 of JSP 441 Defence Records Management Policy and Procedures, for what period training centres are required to maintain records in relation to (a) trainee attendance and (b) courses held; and if he will make a statement.
Mr Julian Brazier
The Ministry of Defence’s (MOD) policy for the capture, management and final disposal, including transfer to The National Archives, of the MOD’s records is detailed in Joint Service Publication (JSP) 441-Defence Records Management Policy and Procedures. However it is important to note that not all documents are official records. The MOD only retains documents worthy of permanent preservation which are judged to have short or long term corporate value. For example a Training Centre may not retain attendance lists but the qualification attained would be included in the individual’s service record.
A copy of JSP 441 has been placed in the Library of the House and can also be found on the Gov.uk website: https://www.gov.uk/government/publications/jsp-441-defence-records-management-policy-and-procedures–2
JSP 441 advises that records relating to the development of the business unit’s personnel or human resources through formally and informally delivered training activities, are to be retained for at least 15 years after which they are to be reviewed for on-going business reasons or potential historical value. These records may include records created by training centres relating to trainee attendance and courses held. If this review deems that these records are no longer required, then they are to be destroyed.
