Thanks Mark. I am interested to learn how these limits are set. Are the 6-year and 20-year periods a matter of policy, or are there any statutory requirements as to the periods during which:
1. Records must be kept online
2. Records must be removed from online access
If it is a matter of policy rather than statute, then who makes the policy and what is the process for review - you mention above that it "is under review"? Is there any public consultation when policy is made or reviewed?
Under FOI, you would have to provide the offline (older) records upon request. I assume there is a general obligation on Government to deliver services as cost-efficiently as possible. Delivering data automatically through a browser is usually the lowest-cost way of responding to information requests - you will not need any human request-handling department for older records if everything is kept online.