Information about the role of a retention, review and disposal officer, including the role purpose, key responsibilities and the skills required.
About the role
A retention, review and disposal (RRD) officer is a business services position within the business support sector of policing. It's a service deliverer role in the policing professional profiles.
Role purpose
The retention, review and disposal (RRD) officer (RRD officer) is responsible for reviewing, assessing and managing police information across force systems, to ensure compliance with relevant information management and data protection legislation, guidance and policies.
The RRD officer safeguards the integrity, lawfulness and operational value of police data, supporting public trust, data quality and policing effectiveness.
Key responsibilities
Key responsibility statements show the accountabilities for someone in this role. They focus on what is done, not how it is done.
- Conducting scheduled, triggered and ad‑hoc reviews of nominal and person records, applying the national retention assessment criteria (NRAC) to determine retention or disposal. Identifying data quality and duplicate record issues and initiating corrections, ensuring records are accurate, compliant and retained or disposed of in line with Management of Police Information (MoPI), NRAC and policy requirements.
- Risk-assessing data and identifying patterns. Submitting intelligence reports when relevant and escalating high‑risk nominals ensuring risks are identified early, intelligence is captured appropriately and threats are escalated to enhance policing and public safety.
- Ensuring data is legally compliant whilst maintaining auditable decision-making trails, contributing to enhanced force data quality.
- Liaising with internal and external partners, providing advice to system users ensuring effective communication, shared understanding of RRD processes, and improved data handling across the organisation.
- Maintaining RRD documentation and retention schedules, ensuring clear and consistent application of retention rules.
- Using national and local systems, such as Police National Computer (PNC), Police National Database (PND) and Niche. Performing archiving system administration and running system reports to identify records for review, ensuring accurate identification of records for review, effective system administration and robust technical support for RRD processes.
Competencies, values and core skills
Competencies, values and core skills
The competency and values framework (CVF) provides clear expectations for everyone working in policing. It describes the behaviours required by police officers and staff to be effective in their roles and uphold the Code of Ethics for policing.
Competencies
The CVF has six competencies, which are split into levels. These levels can be used flexibly to allow for a better fit with frontline and non-frontline policing roles, and at different levels of seniority. This ensures that there is consistency throughout all the policing professional profiles. Some roles may contain different CVF levels due to the specialist nature of the role. Those working at higher levels should also fulfil the requirements of the lower levels.
This role should be operating at or working towards the following competencies.
- We are emotionally aware – Level 1: practitioner
- We take ownership – Level 1: practitioner
- We collaborate – Level 1: practitioner
- We support and inspire – Level 1: practitioner
- We analyse critically – Level 1: practitioner
- We are innovative and open-minded – Level 1: practitioner
Values
The CVF has three values that apply to everyone in policing, regardless of their role or seniority.
Core skills
All roles in policing have nine core skills in common. These are split into levels that represent the different levels of policing. This role should be operating at or working towards the following core skills.
- Communicating and influencing – Level 1
- Problem solving – Level 1
- Performance management – Level 1
- Relationship management – Level 1
- Change management – Level 1
- Managing people – Level 1
- Managing resources – Level 1
- Planning – Level 1
- Use of IT – Level 1
Education, qualifications and experience
To achieve effective performance in the role, the following standards should be met. Any exemptions to shown requirements are at chief constable discretion, in line with the local force policy.
Previous education, qualifications and experience
- Proven IT skills and experience of working with IT and databases.
- Proven experience of searching, analysing and reviewing data.
- Good knowledge of data protection, including data quality principles.
- Demonstrable research skills and techniques.
In-role education, qualifications and experience
- Develop detailed working knowledge and ability to operate and analyse national and force computer systems.
- Develop a detailed knowledge of systems and procedures of the department and how it fits within information management and the force.
- Develop a detailed working knowledge of data protection, data quality principles and MoPI.
- Develop the ability to carry out internal reviews on behalf of the department.
Continuing professional development
Continuing professional development (CPD) enables everyone in policing to develop and gain recognition for their professional skills, knowledge and competence.
CPD ensures that we continue to provide high-quality policing to keep the public safe and help to drive career aspirations. Discussion of CPD is usually included as part of professional development review (PDR) conversations.
Learning and accreditation
To achieve effective performance in the role, the following learning should be completed.
- Complete all core training and learning as required by the force.
- Any exemptions to learning and accreditation requirements are at chief constable discretion, in line with the local force policy.
Professional development
This role should consider the following CPD:
- maintaining working knowledge and ability to operate and analyse national and force computer systems
- maintaining knowledge of systems and procedures of the department and how it fits within information management and the force
- maintaining working knowledge of data protection, data quality principles and MoPI
- Maintaining the ability to carry out internal reviews on behalf of the department
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