Records management system
We have in place a record-keeping system that documents its activities and enables quick and easy retrieval of information. We take into account the legal and regulatory environment specific to each service area.
The system will include:
- Records arranged in such a way that they can be retrieved quickly and efficiently
- Records that are linked within a metadata framework
- The ability to cross-reference electronic and paper records
Record storage and protection
The record-keeping system must be maintained so that the records are properly stored and protected and can be easily located and retrieved.
This will include:
- Ensuring that adequate storage accommodation is provided for the records; physical record stores should be clean, tidy, should prevent damage to the records and be protected from unauthorised access
- Monitoring the movement and location of records so that they can be easily retrieved and provide an audit trail
- Controlling the access to the information; the content and integrity of records held in any format should be properly protected
- Identifying vital/critical records and applying the appropriate protection, including the production of a business continuity/recovery plan
- Ensuring non-current records are transferred in a controlled manner to a designated records store rather than stored in offices; electronic records no longer in active use but retained for reference purposes should be maintained away from directories or folders which are in constant use
Record retention, archiving and disposal
An important part of a records management system is a records retention schedule.
This helps this council to:
- Assist in identifying records that may be worth preserving permanently as part of the council’s archives
- Prevent the premature destruction of records that may need to be retained for a specified period to satisfy legal, financial and any other requirements
- Provide consistency for the destruction of those records not required permanently
- Ensure that the public has proper access to information whilst protecting personal rights as required by law
Having a records retention schedule as part of an overall records management system ensures compliance with the Lord Chancellor’s Code of Practice on the management of records issued under section 46 of the Freedom of
Information Act 2000, specifically, section 12: Disposal of Records:
Authorities should define how long they need to keep particular records, should dispose of them when they are no longer needed and should be able to explain why records are no longer held.
Last updated: 14/03/2023 14:16