ADM.13:4.5 - Separate new use, disclosure, retention and disposal

For a proposed change, identify which action is being considered. Stopping new requests through an old form, restricting access, correcting a record, ending reliance on an obsolete rule and disposing of retained data are different actions.

Recover the applicable retention and disposal conditions, including a live dispute or hold when one exists. Match them to the actual record class and use. Obtain a qualified interpretation when restrictions conflict; do not invent precedence from the oldest or most convenient instruction.

Apply authorized disposal only to the eligible scope. Retention for one continuing purpose does not authorize unrelated new use or unrestricted disclosure. Conversely, stopping ordinary use does not establish that every required historical record can be deleted.