Records Management Policy 2022

Introduction and purpose

Hinckley & Bosworth Borough Council (HBBC) needs reliable, accurate and timely information to manage services and measure performance. Our records are an important asset and should be managed as such. They provide evidence of business decisions and are necessary to carry out public functions effectively and provide accountability for decisions taken.

The Freedom of Information Act 2000 sets out in its section 46 Code of Practice the need for efficient records management systems.

The Data Protection Act 2018 also specifies that data should be accurate and up to date.

As a business there is a strong interest in the ability to locate and retrieve information efficiently in response to delivering services and responding to information requests.

In addition:

  • Managers must ensure that their staff are familiar with all policies and procedures relevant to their positions, new members of staff (including temporary, contract and volunteers) must be made aware of these documents as part of their service induction.
  • Managers and staff need to ensure that data collection, use and processing comply with relevant legislation, namely:
    • The Data Protection Act 2018
    • The Freedom of Information Act 2000
    • Environmental Information Regulations 2004
    • RIPA Regulation Investigatory Powers Act
    • Corporate policy for information security
  • Service providers need good information to make judgements about the efficiency, effectiveness and responsiveness of their services
  • Managers often need to make complex decisions about their priorities and use of resources
  • Service users and members of the public need accessible information to make informed decisions
  • Regulators and government departments must satisfy their responsibilities for making judgements about performance and governance

Good quality data is the essential ingredient for reliable performance and financial information. The data must be fit for purpose, representing in an accurate and timely manner the organisation’s activity. At the same time, a balance must be achieved between the importance of the information requirement and the cost of collecting the supporting data with the necessary accuracy, detail and timeliness. This council is accountable for the public money it spends and must manage the competing claims on resources to meet the needs of the community.

The risk in not identifying and addressing weaknesses in records management and data quality, or the arrangements that underpin collection and reporting activities, is that information may be misleading, decision-making may be flawed, resources may be wasted, poor services may not be improved, and policy may be ill-founded.

Last updated: 24/11/2022 11:41