Defence Business Services (DBS) - DIT-KIB Record Reviewer
| Posting date: | 05 June 2025 |
|---|---|
| Salary: | £29,580 per year, pro rata |
| Additional salary information: | A pension contribution of 28.97% based on the listed salary |
| Hours: | Full time |
| Closing date: | 05 July 2025 |
| Location: | HMNB Portsmouth |
| Remote working: | Hybrid - work remotely up to 2 days per week |
| Company: | Ministry of Defence |
| Job type: | Permanent |
| Job reference: | 408741 |
Summary
Reviewers are responsible for undertaking the review of the Departments records to ensure that the MoD complies with the Public Records Act and the Freedom of Information Act, as well as the General Data Protection Act. The Public Records Act requires Departments to identify and select for permanent preservation information of historical value and to ensure their transfer into the custody of The National Archives (TNA). This is achieved by reviewers identifying:
Those records which are likely to be required by the Department for business and accountability purposes and ensuring they are retained, in accordance with legislation, for only as long as necessary.
Those records (or elements of records) selected for TNA which remain sensitive and which should not be released to the public prematurely.
The post holder will be expected to carry out the following range of duties:
To Review paper and electronic records as directed by line management and to make recommendations for their permanent preservation, retention, or destruction. This involves:
i. The identification and requisition of records from the appropriate archives.
ii. Identifying those records which are likely to be required by the Department for business, legal and accountability purposes and ensure that they are retained in accordance with legislation, for only as long as necessary.
iii. Identifying those records that should be permanently preserved at TNA.
iv. Identifying records which although selected for preservation at TNA remain sensitive and should not be released to the public prematurely citing appropriate FOI exemptions.
Completion of the necessary records to support the decision;
If necessary, identifying the sensitive parts of the record in preparation for extraction/redaction process;
Allocating the record, a TNA class and electronically drafting the appropriate entry for the TNA catalogue;
Disposing of the file in accordance with the authorised decision of the team leader (either onward transmission to TNA for permanent preservation, return to the Archives for destruction or administrative retention if less than 20 years old, or for the appropriate Retention Instruments to be applied for – redaction or retention due to sensitivity);
Liaison with Departmental and Non-Departmental bodies in support of the above.
Occasional visits to MOD Main Archive, Swadlincote for bulk review tasks.
Please note, candidates will be redirected to the Civil Service Jobs website where you will need to submit your application form. Please note the closing date above is incorrect and cannot be amended so please check the closing date on Civil Service Jobs and allow enough time to submit your application form.
Those records which are likely to be required by the Department for business and accountability purposes and ensuring they are retained, in accordance with legislation, for only as long as necessary.
Those records (or elements of records) selected for TNA which remain sensitive and which should not be released to the public prematurely.
The post holder will be expected to carry out the following range of duties:
To Review paper and electronic records as directed by line management and to make recommendations for their permanent preservation, retention, or destruction. This involves:
i. The identification and requisition of records from the appropriate archives.
ii. Identifying those records which are likely to be required by the Department for business, legal and accountability purposes and ensure that they are retained in accordance with legislation, for only as long as necessary.
iii. Identifying those records that should be permanently preserved at TNA.
iv. Identifying records which although selected for preservation at TNA remain sensitive and should not be released to the public prematurely citing appropriate FOI exemptions.
Completion of the necessary records to support the decision;
If necessary, identifying the sensitive parts of the record in preparation for extraction/redaction process;
Allocating the record, a TNA class and electronically drafting the appropriate entry for the TNA catalogue;
Disposing of the file in accordance with the authorised decision of the team leader (either onward transmission to TNA for permanent preservation, return to the Archives for destruction or administrative retention if less than 20 years old, or for the appropriate Retention Instruments to be applied for – redaction or retention due to sensitivity);
Liaison with Departmental and Non-Departmental bodies in support of the above.
Occasional visits to MOD Main Archive, Swadlincote for bulk review tasks.
Please note, candidates will be redirected to the Civil Service Jobs website where you will need to submit your application form. Please note the closing date above is incorrect and cannot be amended so please check the closing date on Civil Service Jobs and allow enough time to submit your application form.