Records Management Policy Statement

A policy statement on how the organisation manages records must be drawn up and made available to all staff. The policy statement provides a mandate for the records management function. It may be part of a broader Information Policy.

Aim To provide an authoritative statement on the management of corporate records

Actions

3.3.1 After consultation with stakeholders, prepare a policy statement which will encompass the need to

meet the organisation's business needs

address the needs of the organisation's stakeholders

conform to relevant legislation, regulations and standards

provide a basis for accountability

identify in general terms responsibilities for records and in particular refer to the role of the Records Manager

3.3.2 Once the statement has been submitted and approved as

organisational policy, communicate it to all staff.

Training and Awareness

The professional training of records staff, and the general awareness of all staff of records management policies and procedures will ensure that the records management function is robust.

Aim To ensure relevant staff are appropriately qualified, trained or experienced and that all staff understand the need for records management.

Actions

3.4.1 Ensure that all induction training programmes, as well as FOI and other related training programmes (e.g. data protection), include awareness sessions on record-keeping issues and in particular on individuals’ responsibility with regard to FOI compliance.

3.4.2 Draw up a programme of continuing professional development for records staff which will take account of any changes in FOI and related legislation.

Records Capture and Creation

Each organisation must document its activities and have systems that enable quick and easy retrieval of information.. The need to locate and retrieve information takes on added importance under FOI. The requirements of sections 1 and 16 of the FOI Act which relate to public access cannot be met unless adequate record keeping systems are in place.

Aim To establish and maintain a well-structured system to ensure information can be identified and retrieved when required.

Actions

3.5.1 The Records Manager will need to undertake a corporate records survey. This survey should determine whether:

• the organisation is creating records that adequately document its activities

• records systems are adequately documented

• records are arranged in a record-keeping system that enables the organisation to retrieve information quickly and efficiently and facilitates implementation of authorised disposal arrangements

• there are procedures and guidelines for referencing, titling, and indexing in order to provide for controlled access

• methods for measuring compliance are in place

3.5.2 Where the above arrangements are not already established,

Records Managers will need to ensure organisations have in place systems that meet their operational needs and accord with the regulatory environment.

Date: 2015-12-24; view: 592