Class 380 EMU at Drem on its first day
Rail Action Group East of Scotland
RAGES

Contents

Aims of RAGES

To improve the rail service between Edinburgh, Dunbar and Berwick upon Tweed.

To have East Linton and Reston stations re-opened for active use.

To improve the level of service to North Berwick.

To re-open the branch line from Longniddry to Haddington.

To consider the implications with regard to car parking and bicycle storage at stations between Waverley and Berwick upon Tweed.

To keep under scrutiny the standards of passenger facilities at stations between Waverley and Berwick, including North Berwick, and to draw the attention of the relevant bodies to shortcomings which arise.

The group, being environmentally minded, will actively strive to encourage rail travel within its geographical area.

 

Data Retention Notice for RAGES

1. Introduction

1.1. The group gathers personal information from individuals and external organisations, all of which is recorded in documents and records, both in hard copy and electronic form.

1.2. Examples of the types of information accumulated and generated are set out in Appendix 1 of this policy and include membership details and other communications such as letters and emails.

1.3. In certain circumstances it will be necessary to retain documents for operational needs. Document retention is also required to preserve information.

1.4. It is however not practical or appropriate for the group to retain all records. Additionally, data protection principles require information to be as up to date and accurate as possible. It is therefore important that the group has in place systems for the timely and secure disposal of documents that are no longer required.

1.5. This Data Retention Policy has been adopted by the Commitee and is implemented on a day to day basis.

2. Roles and Responsibilities

2.1. The group will adopt the retention and disposal guidance at Appendix 1 of this policy and strive to keep records up to date.

3. Retention and Disposal Policy

3.1. Decisions relating to the retention and disposal of data should be guided by:

3.2. In circumstances where the retention period for a specific document or category of documents has expired, a review should be carried out prior to disposal and consideration should be given to the method of disposal.

4. Disposal

4.1. Documents containing personal information should be disposed of either by shredding. Such documentation is likely to include financial details and contact lists with names and addresses.

4.2. Documents other than those containing confidential or personal information may be disposed of by recycling or binning.

4.3. Electronic communications including email and all information stored digitally should also be reviewed and if no longer required, closed and/or deleted so as to be put beyond use. This should not be done simply by archiving, which is not the same as deletion. It will often be sufficient simply to delete the information, with no intention of ever using or accessing it again, despite the fact that it may still exist in the electronic ether. Information will be deemed to be put beyond use if the Group is not able, or will not attempt, to use it to inform any decision in respect of any individual or in a manner that affects the individual in any way and does not give any other organisation access to it.

4.4. Deletion can also be effected by using one of the following methods of disposal:

Appendix 1

Data Retention Schedule

This Schedule may not be not exhaustive and any other record’s retention period should be reviewed at the time and added to this appendix.

RECORD   RETENTION PERIOD
   
Minutes of meetings   Six years
Membership forms   Two years after member’s membership expires
Computer databases   Reviewed annually and delete members after expiry
Bank statements and deposit slips   Minimum of six years
Expense records   Six years
Cash receipts   Three years
Invoices   Six years
E-mails   Deletion reviewed at least annually

Appendix 2

Appendix 2