Business Classification Scheme and Retention Schedule

1 Business Classification Scheme and Disposal Schedule Version 18 November 2015 Version Version Date Amended by Comments July 2003 Fran Huckle David Haynes Kelvin Smith October 2003 Dave Cliffe Hilary Evans Following comments by Justine Rainbow, The National Archive (working version) April 2004 Kate McNichol Examples of documents under classes altered to be more relevant to HSE Business December 2004 Dave Cliffe Sue Cornmell Retention schedules updated based on HSE's Business need (DC) Some textual amendments following pilot exercise (SC) November 2005 Kathy Morgan Mark Flynn Review of headings and scope notes by Central Records Unit/EDRM Project Team February 2006 Kathy Morgan Amendment to layout of headings (hyphens replaced by colons) July 2006 Kathy Morgan Amendment to para heading and new paragraph inserted under heading March 2008 Kathy Morgan Page 5 - change of name for Retention Schedule contact Page 47 - additional heading (and associated changes to contents and index pages) September 2008 Kathy Morgan Page 36 - Inspection - Retention Period - additional 'Exception' Page 26 - additional heading Page 26 - additional heading (and associated changes to contents and index pages) September 2009 Kathy Morgan Page 32 - additional heading (and associated changes to contents and index pages) May 2010 Kathy Morgan Page 27 - additional heading (and associated changes to contents and index pages)

2 May 2010 Kathy Morgan Page 45 - amendments to text in Disclosure October 2010 Kathy Morgan Page 39 - additional information to - Inspection and - Investigations - Retention period - additional 'Exceptions' (and associated changes to index pages) June 2012 Kathy Morgan Review and update of document August 2013 Kathy Morgan Page 52 - additional heading (and associated changes to contents and index pages) February 2014 Kathy Morgan Change of text "Now 7 years from closure of folder" - , , , , , June 2014 Kathy Morgan New Summary of Classification Headings May 2015 Kathy Morgan Review and update of document Version Version Date Amended by Comments November 2015 Kathy Morgan Page 62 - change to heading (and associated changes to contents and index pages) Paragraph reworded to reflect change of heading Version i Summary of Classification Headings 1.

3 Business SUPPORT & MANAGEMENT .. 6 2. POLICY AND LEGISLATION DEVELOPMENT .. 34 3. STANDARDS: DEVELOPMENT .. 38 4. REGULATORY FUNCTIONS .. 42 5. EXTERNAL COMMUNICATIONS .. 51 6. RESEARCH AND SCIENTIFIC SUPPORT .. 58 7. STATISTICS AND DATA COLLECTION .. 63 Version ii Expansion of Classification Headings 1. Business SUPPORT & MANAGEMENT .. 6 Business Strategy .. 6 Corporate Mission .. 6 Strategic Planning .. 6 Business Planning .. 6 Corporate Policies .. 7 Organisational Planning .. 7 Financial .. 7 Planning Staffing Needs .. 8 Developing Plans .. 8 Monitoring, Auditing, Reviewing .. 8 Internal Audit and Assurance .. 8 Business Evaluation and Monitoring .. 9 Risk Management .. 9 Corporate Knowledge Management .. 10 Records Management .. 10 Language Services .. 10 Information Centres.

4 10 Internal Helplines .. 11 Intranet .. 11 Human Resource Management .. 11 Employee Files .. 11 Conditions of Employment .. 12 Staff Health and Safety .. 12 Recruitment .. 13 Termination of Employment .. 14 Pay and Pensions .. 14 Working Time .. 15 Training and Development .. 15 Staff Performance .. 15 Disciplinary Cases .. 16 Staff Relations .. 16 Staff Relocation .. 17 Financial Management .. 17 Resources: Allocation .. 17 Resources: Monitoring and Control .. 17 Resources: Accounting .. 17 Asset Management .. 18 Legal Services .. 18 Legal Advice .. 19 Civil Claims .. 19 Internal Guidance and Procedures .. 19 Staff 19 Administration .. 20 Operations .. 20 IT and Communications Infrastructure .. 21 IT Security .. 21 IT Projects .. 21 IT Support.

5 21 Procurement .. 22 Terms and Conditions: Development .. 22 Supplier Information .. 22 Version iii Purchase Orders .. 22 Contracts .. 23 Contract Management .. 23 Disposals .. 23 Accommodation Services .. 23 Furnishings and Equipment .. 24 Estate Management .. 24 Major Property Events .. 24 In-Year Activities .. 25 Environmental Aspects .. 25 Health and Safety Commission (HSC) Support .. 26 HSC .. 26 Industry Advisory Committees .. 26 Executive and Board Support (DO NOT USE SEE ) .. 27 HSE Board and Executive .. 27 Internal Committees and Groups .. 27 Health and Safety Laboratory .. 28 Internal Communications .. 28 Internal Meetings .. 28 HSE Board April 2008 onwards .. 29 HSE Senior Management Team (SMT) .. 29 Information Assurance and Security .. 29 Governance Risk Management and Compliance SP1.

6 29 Protective Marking and Asset Control SP2 .. 30 Personnel Security SP3 .. 30 Information Security and Assurance SP4 .. 31 Physical Security SP5 .. 32 Counter Terrorism SP6 .. 32 Business Continuity SP7 .. 32 2. POLICY AND LEGISLATION DEVELOPMENT .. 34 National Policy .. 34 National Legislation .. 34 EU Work .. 35 Policy .. 35 Legislation .. 35 Nuclear Safety Co-operation .. 35 International Work .. 36 Policy .. 36 Legislation .. 36 Treaties and Co-operation .. 37 Policy Review and Evaluation .. 37 3. STANDARDS: DEVELOPMENT .. 38 HSE Participation .. 38 British Standards: Preparation .. 38 European Standards: Preparation .. 39 New Standards .. 39 CEN Standards .. 39 CENELEC Standards .. 39 Harmonised Standard: Formal Objection .. 40 Monitoring Effectiveness.

7 40 Version iv International Standards: Preparation .. 40 Participation by HSL (and other contractors) .. 41 4. REGULATORY FUNCTIONS .. 42 Local Authorities: Enforcement Activities .. 42 Guidance .. 42 Monitoring and Auditing .. 42 Training .. 43 Local Authorities and HSE Working Together .. 43 Land Use Planning .. 43 Planning Authorities: Advice .. 43 Working with Other Regulators .. 44 Permissioning .. 44 Safety Reports/Cases: Assessment .. 44 Permissioning Documents/Licensing/Statutory Notes .. 45 Inspection .. 45 Targeted Intervention .. 46 Investigations .. 46 Major Incident Investigations .. 47 Incident Investigation Team: Activities .. 47 Internal Inquiries .. 47 Public Inquiries .. 47 Enforcement .. 48 Emergency Arrangements .. 48 Duty Holders: On-site Arrangements.

8 49 Local Authorities: Off-site Arrangements .. 49 National Emergencies .. 49 HSE Emergency Arrangements .. 49 Decommissioning and Liabilities Management .. 50 Regulatory Assurance .. 50 Regulatory Assurance - Programme Standard Information .. 50 Regulatory Assurance - Regulatory Strategy .. 50 5. EXTERNAL COMMUNICATIONS .. 51 Proactive Communications .. 51 Publications and Multi-media .. 51 Events .. 51 Stakeholder Engagement .. 52 HSE Website .. 52 Campaigns .. 53 External Enquiries .. 53 General Enquiries: Responses .. 53 Disclosure .. 53 External Agencies: Liaison .. 53 Agency Agreements .. 54 Memoranda of Understanding (MOUs) .. 54 Other Government Departments (OGDs) .. 54 Non-Governmental Organisations .. 54 EU Agencies .. 55 International Agencies .. 55 National Agencies in Other Countries.

9 55 Official Enquiries and Briefings .. 56 Official Enquiries: Responses .. 56 Version v Official Briefings: Responses .. 56 Speeches and Interviews .. 56 Parliamentary Questions (PQs) .. 57 Media Briefing .. 57 6. RESEARCH AND SCIENTIFIC SUPPORT .. 58 Fire, Explosion and Process Safety Research .. 58 Explosions: Vapour 58 Explosions: Gas .. 58 Explosions: Dust .. 58 Fires .. 58 Explosives and Reactive Chemicals .. 58 Ignition from Electricity .. 58 Natural (Geological and Meteorological) .. 58 Other .. 58 Fire Explosion and Process Safety: Scientific Supp .. 58 Engineering Research .. 58 Mechanical and Materials .. 58 Civil & Construction .. 58 Environmental 58 Machine 58 58 Computer Related Issues .. 58 Wells and Well Operations .. 59 Decommissioning and Dismantling.

10 59 Scientific Support .. 59 Marine Engineering and Naval Architecture .. 59 Work Environment Research .. 59 Monitoring of Gases .. 59 Monitoring of Dusts .. 59 Control of Airborne Contaminants .. 59 Noise .. 59 Vibration .. 59 Protective Equipment .. 59 Radiation .. 59 Analytical Methods .. 59 Ergonomics (Measurement and Control) .. 59 Work Environment: Scientific Support .. 59 Occupational Health Research .. 59 Chemical Hazards .. 59 Biological Hazards .. 59 Physical Hazards .. 59 Mental Health and Stress .. 59 Musculoskeletal Hazards .. 59 Workplace Health Surveillance .. 59 Epidemiology .. 60 Occupational Health Provision .. 60 Ionising Radiation .. 60 Occupational Health: Scientific Support .. 60 Behavioural and Social Sciences Research .. 60 Behavioural Science.