Records and Information Management Policies and Strategies
Legislation
Good records and information management relies
on the following principles being applied:
- The regular review of information
- The controlled retention of information
- The controlled destruction of
information
We are required by law to manage our records
properly; legislation such as the
Data
Protection Act 1998 (DPA) and the
Freedom of Information Act 2000(FOIA) are particularly relevant, as they
set out specific requirements on the creation and management of
records.
A list of other Acts with links to them can be
found in the Records and
Information Management Policy under Appendix A.
The ‘Lord Chancellor’s Code of Practice on the
Management of Records Under Section 46 of the
Freedom of Information Act 2000’ states:
“An authority should have in place
an overall policy statement, endorsed by top management and made
readily available to staff at all levels of the organisation, on
how it manages its records, including electronic
records.
The Code refers to records in all
technical or physical formats”
The full text of the Lord Chancellor’s Code of
Practice can be found at the Ministry of Justice website
Policies
The NCC Digital
Preservation Policy sets out to communicate the principles that
guide the preservation of electronic records.
The Records and
Information Management Policy states what measures we will
undertake to ensure good records management and compliance with ISO
15489 throughout the authority.
Strategies & Guidance
The Confidential
Records Disposal Guidelines sets out guidelines for the secure
disposal of sensitive records.
The Corporate
Records Scanning Strategy outlines the procedures and processes
to be followed in the scanning and image processing of records, to
ensure the authenticity, reliability and integrity of information
held by the Council.
The Digital
Records Curation Strategy outlines the procedures and processes
to be followed in the creation, curation and disposal of born
digital and digitised records. Content to arrive soon.
Records and Information Management Strategy
The Records and
Information Management Strategy sets out the procedures that we
will follow in order to comply with the Records Management
Policy.
Standards
The International standard for records
management is BS ISO 15489:2001 Information and documentation –
Records Management – Part 1 General & Part 2 Guidelines
- BS ISO 15489 regards a reliable record as one
–“whose contents can be trusted as a full and accurate
representation of the transactions, activities or facts to which
they attest and can be depended upon in the course of subsequent
transactions or activities”.
- BS ISO 15489 states that “the integrity of a
record refers to its being complete and unaltered.”
- BS ISO 15489 defines a usable record as “one
that can be located, retrieved, presented and interpreted”.
The NCC Records Management Service has
produced a set of Records
Management service standards which are based on best practice,
business drivers and legislative drivers.
For further information
please contact: Records Management Service, Woodhorn,
Queen Elizabeth II Country
Park, Ashington, Northumberland. NE63 9YF
Tel: 01670 624455
E-mail recordsmanagement@woodhorn.org.uk
Opening times: Monday –
Friday 8.30 to 5.00
