RT Oerton raised several concerns about the Charity Commission's policy of not retaining routine correspon-dence and the impact this might have on charity investigations (see [2004] Gazette, 11 March, 15).

I would like to clarify that the commission's policy is dictated by legislation enforced by the Public Records Office, as is that of most government departments.

We are not allowed to keep material on a 'just-in-case' basis, and would need to demonstrate to the Lord Chancellor that we have a clear business need for doing so.

However, I would also like to reassure Mr Oerton that the commission does not have a 'cumulative' approach to evaluating concerns about charities that are raised with us.

When concerns are brought to our attention, we evaluate them based on the nature of concerns raised, not by volume.

Where the evaluation process shows a cause for concern we will act.

Sush Amar, public relations manager, Charity Commission for England and Wales