Classes of records held

Classification of records held in Corporate Services department

• Finance & Administration
  • Files relating to legal and statutory obligations of NCR including statutory instruments
  • Correspondence from Department of Health & other bodies
  • Agendas and minutes of board meetings & other correspondence relating to NCR Board
  • Agendas and minutes of SMT meetings
  • Agendas and minutes of Audit Committee meetings
  • Agendas and minutes of finance  & administration staff meetings
  • Sage accounting system
  • Income & expenditure accounts
  • Purchases orders, invoices & expenses claims
  • Annual financial statements
  • Audit reports
  • Finance policies
  • Corporate plans
  • Research / financial accounts
  • Lease agreements
  • Insurance records
  • Procurement records
  • Fixed asset register
  • Risk register
  • Post register
  • Salaries & pension records
  • Signed code of conduct agreements
• Human Resources & Communications 
  • Human resource information system (HRIS)
  • Job advertisements / job descriptions & interview records
  • Contracts of employment
  • Induction checklists
  • Application forms & CVs
  • Personnel files
  • Personnel circulars and directives
  • Job evaluation records
  • Personnel census
  • Staff manual
  • Training records
  • Performance appraisal records
  • Agendas and minutes of HR staff meetings
  • Safety statement
  • Health & safety reports / assessments / certificates
  • Signed confidentiality agreements
  • Responses to parliamentary questions
  • Media contacts file
  • Press releases & other correspondence with the media
• Freedom of information
  • FoI register of requests and responses
  • FoI disclosure log & census returns
  • FoI publication scheme
  • FoI correspondence from Central Policy Unit (CPU)
  • FoI correspondence from Office of Information Commissioner (OIC)
  • AIE (Access to information on the environment) – statistics 

Classification of records held in Information Technology department

• Database model
• Data dictionary
• Correspondence from external IT companies & vendors
• Requirement specifications
• Design specifications
• Project plans
• IT policy documents
• Project progress reports
• Help desk entries
• User setup & user change requests
• Software register
• Hardware register
• Infrastructure maps & documentation
• Ergonomic assessment documentation
• User manuals
• Incident reports
• Action logs

Classification of records held in Research department

• Published reports
• Published scientific papers
• Drafts manuscripts of unpublished papers
• Conference presentations (slides or posters)
• Grant applications
• Project proposals, study & analysis protocols
• Ethical approval applications/reporting
• Survey correspondence and documentation
• Data request forms received from external researchers
• Clinical genetics requests received
• General correspondence (including emails)
• Results of research surveys and projects
• Agendas and minutes or other summaries of meetings (internal or external)
• Datasets or summary statistics prepared in response to specific requests (some may include potentially sensitive or confidential information)
• Data dictionaries for datasets supplied to external researchers
• Training/teaching notes
• News items including tweets, popular articles, blog posts
• Study budget documents
• Project-specific policy documents
• Survey instruments
• Data-analysis algorithms or spreadsheets

Classification of records held in Registration and Data departments

• CDR correspondence (emails)
• Induction training material 
• Coding updates
• CDR manual
• ICD O 3 coding reference materials
• TNM staging materials
• NCR database
• IPCOR database
• STR database
• Correspondence with external bodies such as cancer screening service, BreastCheck and CervicalCheck
• Agendas and minutes of Registration and Data meetings