---
artifact_id: A34
name: Information Retention and Records Control Record
template_version: "1.0.0"
status: "Template · Active"
category: Records Management
authority: "PMBOK8 Guide Table 2-1 Plan Communications Management; Close Project or Phase; OPM-Standard"
source_type: synthesis
file_path: artifacts/governance/A34-information-retention-records-control-record-template.md
---

## [A34] — Information Retention and Records Control Record | Template

> **Usage note:** This is a blank template. Replace every `[FIELD: ...]` placeholder with project-specific content. Static rules, checklist items, and legends are pre-filled and must not be replaced with field placeholders. Remove this usage note before publishing the completed record.

---

## Section 1 — Header / Identification

| Field | Value |
|---|---|
| Project Name | [FIELD: full project name] |
| Records Owner | [FIELD: name and title of the individual accountable for records management] |
| PMO Contact | [FIELD: name and contact of the PMO liaison] |
| Policy Version | [FIELD: applicable organisational records policy version, e.g., RP-2024-v2.1] |
| Document Version | [FIELD: e.g., 1.0] |
| Status | [FIELD: select from Draft / Active / Under Review / Superseded] |
| Date | [FIELD: date this record was created or last updated, YYYY-MM-DD] |
| Linked Artifacts | A24 — Communications Management Plan; A28 — Stakeholder Engagement Record; A05 — Project Charter |

---

## Section 2 — Retention Schedule

| Record Category | Retention Rule | Regulatory Basis | Retention Period | Storage Location | Access Level | Archival Owner | Disposal Trigger | Disposal Authorization |
|---|---|---|---|---|---|---|---|---|
| [FIELD: category name] | [FIELD: brief rule statement] | [FIELD: regulation, standard, or policy name] | [FIELD: e.g., 7 years post-close] | [FIELD: physical or digital storage path] | [FIELD: select from Public / Team / Restricted / Confidential] | [FIELD: role or name] | [FIELD: event or date that initiates disposal] | [FIELD: role or authority that authorises disposal] |
| [FIELD: category name] | [FIELD: brief rule statement] | [FIELD: regulation, standard, or policy name] | [FIELD: e.g., 3 years post-close] | [FIELD: physical or digital storage path] | [FIELD: select from Public / Team / Restricted / Confidential] | [FIELD: role or name] | [FIELD: event or date that initiates disposal] | [FIELD: role or authority that authorises disposal] |
| [FIELD: category name] | [FIELD: brief rule statement] | [FIELD: regulation, standard, or policy name] | [FIELD: e.g., Permanent] | [FIELD: physical or digital storage path] | [FIELD: select from Public / Team / Restricted / Confidential] | [FIELD: role or name] | [FIELD: event or date that initiates disposal] | [FIELD: role or authority that authorises disposal] |

**Access Level Legend:**
- **Public** — available to all internal and external stakeholders without restriction
- **Team** — available to project and programme team members
- **Restricted** — available to named roles or individuals with documented need-to-know
- **Confidential** — available only to authorised leadership or legal/compliance roles

---

## Section 3 — Active Records Inventory

| Record ID | Record Name | Category | Current Location | Version | Status | Date Created | Date Last Updated |
|---|---|---|---|---|---|---|---|
| [FIELD: unique record identifier, e.g., REC-001] | [FIELD: descriptive name of the record] | [FIELD: category from Section 2] | [FIELD: storage path or system] | [FIELD: version number] | [FIELD: select from Active / Archived / Pending Disposal / Disposed] | [FIELD: YYYY-MM-DD] | [FIELD: YYYY-MM-DD] |
| [FIELD: unique record identifier] | [FIELD: descriptive name of the record] | [FIELD: category from Section 2] | [FIELD: storage path or system] | [FIELD: version number] | [FIELD: select from Active / Archived / Pending Disposal / Disposed] | [FIELD: YYYY-MM-DD] | [FIELD: YYYY-MM-DD] |
| [FIELD: unique record identifier] | [FIELD: descriptive name of the record] | [FIELD: category from Section 2] | [FIELD: storage path or system] | [FIELD: version number] | [FIELD: select from Active / Archived / Pending Disposal / Disposed] | [FIELD: YYYY-MM-DD] | [FIELD: YYYY-MM-DD] |

---

## Section 4 — Archival Actions Log

| Action ID | Record Category | Action Type | Date | Performed By | Archive Location | Confirmation Reference |
|---|---|---|---|---|---|---|
| [FIELD: unique action identifier, e.g., ACT-001] | [FIELD: category from Section 2] | [FIELD: select from Archived / Transferred / Disposed / Retained for Audit] | [FIELD: YYYY-MM-DD] | [FIELD: name and role] | [FIELD: archive system, folder, or physical location] | [FIELD: reference number, email ID, or confirmation receipt] |
| [FIELD: unique action identifier] | [FIELD: category from Section 2] | [FIELD: select from Archived / Transferred / Disposed / Retained for Audit] | [FIELD: YYYY-MM-DD] | [FIELD: name and role] | [FIELD: archive system, folder, or physical location] | [FIELD: reference number, email ID, or confirmation receipt] |
| [FIELD: unique action identifier] | [FIELD: category from Section 2] | [FIELD: select from Archived / Transferred / Disposed / Retained for Audit] | [FIELD: YYYY-MM-DD] | [FIELD: name and role] | [FIELD: archive system, folder, or physical location] | [FIELD: reference number, email ID, or confirmation receipt] |

**Action Type Definitions:**
- **Archived** — record moved to long-term storage in accordance with the retention schedule
- **Transferred** — record transferred to another organisational unit, programme, or external body
- **Disposed** — record destroyed or deleted following authorised disposal procedure
- **Retained for Audit** — record kept beyond its scheduled disposal date pending audit or legal hold

---

## Section 5 — Compliance Obligations

| Obligation | Regulation or Policy | Applicable Record Categories | Compliance Evidence Required |
|---|---|---|---|
| [FIELD: brief obligation statement] | [FIELD: regulation or internal policy name and reference] | [FIELD: list of affected record categories] | [FIELD: type of evidence required, e.g., signed disposal certificate, audit trail export] |
| [FIELD: brief obligation statement] | [FIELD: regulation or internal policy name and reference] | [FIELD: list of affected record categories] | [FIELD: type of evidence required] |
| [FIELD: brief obligation statement] | [FIELD: regulation or internal policy name and reference] | [FIELD: list of affected record categories] | [FIELD: type of evidence required] |

---

## Section 6 — Access Control Rules

The following rules govern access to project records and are mandatory for all team members and stakeholders:

1. All project records must be stored in an approved organisational repository. Personal drives, unsecured cloud storage, or unapproved third-party platforms are not permitted.
2. Access rights must be assigned based on role, not individual preference. Access levels follow the four-tier classification defined in Section 2 (Public / Team / Restricted / Confidential).
3. Restricted and Confidential records must have a documented list of named authorised individuals, reviewed at least every six months or upon a change in team composition.
4. Records must not be duplicated outside the approved storage system without explicit records owner approval.
5. Any transfer of records to external parties requires written authorisation from the Records Owner and, where applicable, legal or compliance review.
6. Disposal of records must follow the Disposal Trigger and Disposal Authorization fields in Section 2. Premature disposal is a records breach and must be reported to the PMO.
7. Audit logs must be maintained for all Restricted and Confidential record access events.
8. At project close, the Records Owner must complete a final records reconciliation and confirm all active records have been archived, transferred, or scheduled for disposal per the retention schedule.

---

## Section 7 — Waste Test

The following checklist confirms that this record adds clear value and avoids unnecessary overhead:

- [ ] Every record category in the Retention Schedule is driven by a real regulatory, contractual, or organisational requirement — not habit or convention.
- [ ] The Active Records Inventory reflects only records that are genuinely active and needed for project delivery or compliance.
- [ ] Archival Actions are logged at the point of action, not retrospectively reconstructed.
- [ ] Access levels are assigned at the minimum necessary level to protect information without impeding legitimate work.
- [ ] Compliance obligations listed in Section 5 are real obligations for this project — not a generic copy from another project.
- [ ] Disposal triggers are specific and actionable, not vague (e.g., "when no longer needed").
- [ ] The Records Owner has confirmed that this record is the single authoritative source for retention and archival decisions on this project.

---

## Change Log

| Version | Date | Author / Event | Description |
|---|---|---|---|
| 1.0.0 | 2026-05-31 | Phase B2 Batch C | Initial template |

---

*Template for: Information Retention and Records Control Record*
*Authority: PMBOK8 Guide Table 2-1 Plan Communications Management; Close Project or Phase; OPM-Standard*
*See definition file: artifacts/governance/A34-information-retention-records-control-record-template.md*
