|Updated: May 1999||NATO Archives|
Policy on the Retention and Disposition
of NATO Information
( Extracts )
1 This document establishes the policy on the retention and disposition of NATO information as called for in the NATO Information Management Policy (NIMP)1.
2 The Policy is supported by implementing directive(s) and by retention and disposition schedules that identify the retention periods and the permanent or temporary value of particular types of NATO Information.
3 This Policy is published by the North Atlantic Council and is authorised for public disclosure along with its supporting directives and schedules.
Scope and Application
4. This Policy applies in all NATO civil and military bodies to information, as defined in the NIMP, that they either create, receive, manage or maintain.
5. This Policy also applies to metadata associated with that information.
Principle and Objectives
6. The key objectives of the coordinated and systematic disposition of NATO information through the related processes of appraisal, retention and archiving or destruction are to:
7. It is the policy of NATO to:
a) identify the value of all NATO information and accomplish its disposition through the systematic and coordinated application of the related processes of appraisal, retention, and archiving or destruction;
8. Authentic NATO information meets at least one of the following criteria. Such information :
9. The NIMP and the Primary Directive on Information Management (PDIM), define Disposition within the NATO context as a distinct stage in the information life-cycle that comprises the related processes of Appraisal, Retention, and Archiving or Destruction.These processes are further defined below.
10. To support the Disposition stage, and as called for in the PDIM, NATO shall create and maintain metadata elements that facilitate the processes related to disposition.
11. NATO shall document the actions (transfer to the NATO Archives or destroy) taken in the Disposition stage by maintaining metadata that enables audit and accountability for the information.
12. Appraisal is the examination of information to determine its value. As defined in the NIMP, NATO Information has permanent value if it is required to document NATO’s evolution and missions, consultation and decision making processes.
13. For the purposes of appraisal, this means that information, in any medium or form, has permanent value if it documents:
14. Permanent and Temporary values will be identified based on a macro-appraisal of the information produced by bodies, offices, committees and functions and applied to the corresponding individual information items.
15. Retention is the management of information for an identified number of years to support the conduct of current missions. Retention is based on:
Archiving or Destruction
16. The final processes of Disposition are the systematic archiving or destruction of NATO Information based on its assigned value and the completion of its retention period.
17. At the end of its retention period:
Roles and Responsibilities
18. It is the responsibility of: