RECORDS MANAGEMENT POLICY

Size: px
Start display at page:

Download "RECORDS MANAGEMENT POLICY"

Transcription

1 RECORDS MANAGEMENT POLICY POLICY STATEMENT The records of Legal Aid NSW are a major component of its corporate memory and risk management strategies. They are a vital asset that support ongoing operations and provide valuable evidence of and accountability for our business activities over time. Legal Aid NSW is committed to managing a corporate records management program that: - Facilitates best practice recordkeeping to ensure the creation, capture, access, maintenance, and protection of records in all formats with appropriate evidential characteristics in accordance with its regulatory requirements, business needs and community expectations, - Conforms with standards and codes of best practice approved from time to time under the State Records Act All permanent, temporary and casual staff, consultants and contractors are accountable for their decisions and are required to make and keep records (evidence) of business activities in accordance with this Policy and other relevant recordkeeping procedures. Contents 1. Purpose Scope and coverage Background Responsibilities and delegations The Records Management Program of Legal Aid NSW Records management model The records of Legal Aid NSW Client case records created and/or held by assigned private legal practitioners Recordkeeping tools Page 1 of 18

2 5.4.1 Records classification scheme Records retention and disposal authorities Security and access classification scheme Metadata control standards Authority for this program Evaluation Legislative Framework Breaches Unauthorised disclosure Definitions Review date Page 2 of 18

3 1. Purpose This policy aims to establish a framework for an effective and compliant records management program that facilitates the management of the records of Legal Aid NSW throughout their life cycle from creation, capture, maintenance to disposal. 2. Scope and coverage This policy applies to all staff including permanent, temporary, casual, consultants and contractors. Under the State Records Act 1998, the records of Legal Aid NSW that are made and kept, or received and kept, by any person in the course of the exercise of official functions in the organisation, or for any purpose of the organisation, or for the use of the organisation are State records. The Records Management Program of Legal Aid NSW covers records, irrespective of format, that are created, collected, processed, used, maintained, stored and/or disposed of in the conduct of official business. Electronic business records which are relevant to the information gathering, program/policy formulation or decision making processes of the organisation are included in the scope of this program. These include s and documents, regardless of their storage locations (e.g. Cloud solutions, social media, etc). The records of Legal Aid NSW encompass any transactions that document the conduct of official functions. These official functions are identified in Part 2 Division 2 and 3 of the Legal Aid Commission Act All procedures and systems used in the organisation s Records Management program must be consistent with this policy. 3. Background This policy has been compiled for compliance with Section 12 (2) of the State Records Act, 1998 (NSW). This is to ensure that a compliant records management program is established and maintained; and to fulfil the obligation of Legal Aid NSW to Make and keep full and accurate records of its activities (s.12(1)) Protect its records, ensuring their safe custody and proper preservation (s.11) Make arrangements for monitoring and reporting on the records management program (s.12(4)) Keep technology dependent records accessible over time (s.14) Legal Aid NSW takes its recordkeeping very seriously and has established a dedicated strategic group of specialist staff to look after records and information management. Page 3 of 18

4 4. Responsibilities and delegations Positions/Business Areas Responsibilities and delegations Chief Executive Officer Has a legal obligation to ensure that Legal Aid NSW complies with the State Records Act and Regulations Is responsible for ensuring compliance with other legislative provisions relating to records. Authorises and supports the organisation s Records Management Program Deputy CEO Is responsible for compliance with recordkeeping requirements within the in-house legal practice. Is responsible for the internal audit program, which will incorporate periodic evaluation reviews and the monitoring of compliance with legislation and the organisation s policies, standards and practice with regard to records management. Executive Director, Information Technology Services and Records Has the delegation to take a strategic role for the implementation, communication and review of the organisation s Records Management Program to ensure compliance with the State Records Act and other legislative provisions relating to records. Is responsible for compliance with recordkeeping requirements applying to all business systems. Is responsible for the implementation and maintenance of an Information Security Management System (ISMS) which is based on a comprehensive assessment of the risk to digital information and digital information systems. Page 4 of 18

5 Positions/Business Areas All Executive Directors and Directors Responsibilities and delegations Are responsible for: Ensuring compliance with recordkeeping requirements within their programs/business areas, in particular when implementing/upgrading any business systems. Bringing this Records Management Program to the notice of all staff in their programs/business areas. Ensuring adequate records management support services for day to day operations in their programs/business areas in accordance with the organisation s records management policies and procedures. Providing internal authorisation on records disposal. Advising the Manager, Corporate Records & Information on: o Topical and recordkeeping issues, business needs and changes to functions or activities recordkeeping requirements including retention/disposal. o Relevant information required to develop and maintain recordkeeping tools including classification, vital records plan, access directions, disposal program, procedures and guidelines. Page 5 of 18

6 Positions/Business Areas Manager, Corporate Records & Information Responsibilities and delegations Is responsible for: The implementation and operations of the Records Management Program in accordance with State Records standards, procedures and guidelines. Providing overall recordkeeping advice and ensuring that performance monitoring and reviews in respect of records management systems, procedures, and practices to all business areas are undertaken regularly. Communicating, promoting, guiding and promulgating best practice to assure compliant records management across the organisation. Developing, reviewing and revising records management policies, procedures and guidelines. Ensuring the organisation s recordkeeping tools, for records classification, vital records plan, access directions, disposal program are developed, implemented, maintained and reviewed in accordance with the State Records standard and the business needs of Legal Aid NSW. Ensuring that the corporate recordkeeping system is efficient and effective, enabling system accessibility for staff in accordance with security requirements; and working collaboratively with system vendors in respect of system delivery, review and upgrade. Ensuring the records management training program for staff at different levels is developed and delivered. Coordinating with the State Records Authority NSW regarding standards and best practice in records management, in particular: o the update of and approval for the functional retention and disposal authority of Legal Aid NSW; o the still in use determination for the organisation s archival records that are more than 25 years old; and o the closed to public access direction for records that are 30 years old. Managing the records disposal program of Legal Aid NSW. This includes the delegated authority, upon confirmation from directors/managers concerned, to authorise destruction of the records of Legal Aid NSW held in off-site repositories. Establishing formal mechanisms for regular contact with business areas and for review of business areas recordkeeping. Page 6 of 18

7 Positions/Business Areas Corporate Records & Information (a section of Information Technology Services and Records) Operational Support Information Technology Services and Records Responsibilities and delegations Is responsible for: Coordinating recordkeeping system user access in accordance with the security requirements. Monitoring the quality of data contained in the corporate recordkeeping system. Liaising with records management contact officers on training, equipment and services associated with records management. Overseeing and facilitating records disposal activities, including the transfer of State archives. Is responsible for: Managing the contracts with off-site storage vendors and monitoring their performance regarding their records storage and retrieval services. Monitoring and provision of support for off-site storage, usage and retrieval. Provision of storage facilities and equipment to business areas and ensuring compliance with State Records' storage standards. Is responsible for: Maintaining the corporate recordkeeping and business systems, the servers where the metadata and data reside, and the network environment to access the recordkeeping and business applications, to ensure that all records are reliable, available and accessible to staff when required. Performing regular backups of metadata and data, which reside in the organisation s IT infrastructure. Applying recordkeeping standards and requirements in the design, acquisition, delivery, disposal and replacement of corporate applications where evidence of the organisation s business transactions, processes, decisions, and activities are created, captured and stored. Maintaining the security of IT infrastructure where the organisation s recordkeeping and business systems reside. Page 7 of 18

8 Positions/Business Areas Branch/Section Managers (including Solicitors In Charge and officers who are responsible for their branches/sections) Business Information Systems Owners Solicitor to Legal Aid NSW Responsibilities and delegations Are responsible for managing local records management programs within their areas of responsibility by ensuring that: The records officer role is designated to an officer in the Branch/Section All staff in the Branch/Unit are responsible for records and must capture and maintain the organisation s records in the corporate recordkeeping and business system(s) and in compliance with legislation, the organisation s policies, standards, and procedures, and local work requirements. Appropriate and adequate safeguards are established to protect the privacy and confidentiality of records and information collected/held. Requirements and needs for records management training for the Branch/Unit are advised to Corporate Records & Information. Are responsible for: Ensuring that the business information systems that capture and maintain records must satisfy the recordkeeping requirements of business processes supported by those information systems, and the requirements of this Policy. Ensuring that all documentation (including training manual and procedures) on their business information system is accurate, available and legible to staff when required. Ensuring that any interrelationship between their business information system and other inhouse or State Government information systems are known and documented. Ensuring technology dependant records remain accessible for the period prescribed in the authorised retention and disposal authority. Is responsible for providing advice to Executive Directors, Directors and the Manager Corporate Records & Information regarding legal obligations of the organisation on recordkeeping and other relevant requirements. Page 8 of 18

9 Positions/Business Areas Managers/Officers designated as being responsible for records Managers/Officers responsible for the management and/or audit of private legal practitioners All staff including permanent, temporary, casual, contractors and consultants Responsibilities and delegations Are responsible for: Coordinating and managing records in their Branch/Section. Liaising, on behalf of their Branch/Section, with the Corporate Records & Information on: o records management issues and practices o recordkeeping procedures/guidelines, development and review Conducting regular disposal activities for their business areas records in accordance with relevant records disposal procedures. Providing detailed and timely information to the Operational Support in relation to off-site storage vendors performance with regard to their records storage and retrieval services. Should ensure that: The private legal practitioners are keeping records in accordance with the recordkeeping requirements that are identified in the organisation s Practice Standards Required information for the management and determination of grant of legal aid is submitted/transferred to Legal Aid NSW. The identified information is then captured as records into the corporate recordkeeping and business system(s). Good recordkeeping is the responsibility of all staff who are accountable for the decisions they make and the basis on which those decisions are made. They must make records to substantiate the what, where, when and why of their decisions or actions. All staff are required to Follow the organisation s records management program and procedures Use the corporate recordkeeping and business system(s) to create/capture and manage their records in the course of work. Ensure that all significant business-related communications are captured as records. Comply with all relevant legislation, standards and other mandatory requirements relating to records management. Follow the corporate records retention and disposal authorities and procedures for records preservation and disposal. Ensure only proper use is made of any official information in the course of their employment. Page 9 of 18

10 5. The Records Management Program of Legal Aid NSW The records management program is a planned, coordinated set of policies, standards, procedures and systems to manage the records of Legal Aid NSW. It encompasses: Records management strategies which support the Corporate Plan. Records management policy, standards, procedures and guidelines: Legal Aid NSW takes a continuum approach to manage its records from creation, control, access/use, storage to disposal/preservation. Delivery of corporate recordkeeping and business system(s) to all staff to enable them to capture and manage records in the course of their work. The use of approved records retention and disposal authorities to dispose of records in all formats. The provision of records management advice and training to all staff. Monitoring and auditing recordkeeping activities for compliance and best practice. 5.1 Records management model Legal Aid NSW has adopted a combination records management model that supports a centralised control / decentralised management model of records management operations and systems. This means that: The records management program, records disposal and the storage of electronic records are managed/coordinated centrally by Information Technology Services and Records. In-house storage facilities as well as off-site storage of semi-active and inactive physical records are coordinated centrally by Operational Support. The making of risk based decisions on what records need to be captured and managed to meet regulatory requirements, business needs and community expectations rests with individual executive directors, directors, branch/section managers and ultimately with all staff. The creation and management of local active records as well as in-house storage of semi-active and inactive records rests with individual branches and sections, contractors and consultants. Page 10 of 18

11 5.2 The records of Legal Aid NSW The records of Legal Aid NSW in all formats are its corporate memory, provide evidence of its business transactions and activities, and are State records for which the organisation is responsible. All staff are required to create records in the course of work and to capture/manage them in the corporate recordkeeping and business system(s). The records of Legal Aid NSW have the following characteristics: They must be complete, accurate and reliable. They must document the functions and activities of Legal Aid NSW, for example: o Activities relating to the provision of and arrangement for legal aid and legal services in accordance with the Legal Aid Commission Act 1979, o Activities relating to the determination and management of the grant of legal aid, o Developments, changes, and/or announcements of the organisation s policies, procedures or specifications, standards and guidelines, o Formal communications between staff relating to work matters, such as: requests for approval for a payment, report or a new course of action; and responses to these requests, or provision of advice, guidance or decisions to internal staff They must be maintained in a corporate recordkeeping and business system. They are created for and remain the property of Legal Aid NSW. They must be compliant with corporate policies and current legislation. They must be created in accordance with the organisation s procedures. They must be understandable, accessible and available through time when needed. They must be preserved or disposed of in accordance with the provisions of the State Records Act Client case records created and/or held by assigned private legal practitioners Under Rule of the Professional Conduct and Practice Rules 1995 issued by the Law Society of New South Wales, a practitioner must retain, securely and confidentially, documents to which a client is entitled, for the duration of the practitioner s retainer and at least seven (7) years thereafter, or until such time as the practitioner gives them to the client or another person authorised by the client to receive them, or the client instructs the practitioner to deal with them in some other manner. An assigned private legal practitioner has the obligation to retain documents to which the client is entitled as s/he enters into a solicitor client relationship with the client rather than simply being an agent of Legal Aid NSW (see section 25(1) of the Legal Aid Commission Act). Under section 52B of the Legal Aid Commission Act, Legal Aid NSW (or a person appointed by Legal Aid NSW) is entitled to require an assigned private panel practitioner to produce for inspection or make copies of any files, records or documents relating to an assigned matter. Page 11 of 18

12 In exceptional circumstances, such as where an assigned solicitor discontinues practice, Legal Aid NSW may take custody of records of clients whose matters were assigned to that solicitor by the organisation, where the files are still subject to retention requirements under the Professional Conduct and Practice Rules. This is to ensure that the records are available in the event that they are needed to provide further legal services to the client. 5.4 Recordkeeping tools The following recordkeeping tools form part of the organisation s records management framework Records classification scheme The records classification scheme of Legal Aid NSW is a classification tool presented in a hierarchical structure in accordance with its business functions and activities. This tool is for classifying, titling and accessing records and information in a manner that is meaningful to the organisation s directorates and branches to ensure information and records can be easily searched for located and retrieved for as long as they are required Records retention and disposal authorities The records of Legal Aid NSW in all formats are State records and they are not to be disposed of unless their disposal is in accordance with the organisation s approved records retention and disposal authorities. Management and staff of Legal Aid NSW should contact Corporate Records and Information for assistance, if required. Approved records retention and disposal authorities include: Functional Retention and Disposal Authority FA272 approved by the Board of State Records NSW in December This replaces the previous version, DA 62. FA272 indicates the retention requirements of the organisation s current functional records. Legal Aid NSW will regularly review and revise this functional retention and disposal authority in accordance with State Records procedures and guidelines. General Retention and Disposal Authorities that are issued by State Records NSW for generic government records such as o GA28 - Administrative records, including financial, accounting and personnel records o GA36 Imaged records o GA35 Transferring records out of NSW for storage with and maintenance by service providers based outside of the State. Note: this applies particularly to cloud storage. o GDA 8 Video/visual surveillance records These retention and disposal authorities are available at State Records website at Page 12 of 18

13 Under the Normal Administrative Practice provisions of the State Records Act 1998 the destruction of records that are ephemeral, facilitative or duplicate in nature (and not of continuing value to Legal Aid NSW) is acceptable. However, Legal Aid NSW must follow the Normal administrative practice guideline issued by the State Records NSW Security and access classification scheme The organisation s security classification scheme and Access Directions for sensitive records and information should be developed in accordance with: Information Protection Principles in the Privacy and Personal Information Protection Act Health Privacy Principles in the Health Records and Information Privacy Act NSW Government Digital Information Security Policy 2012 The Australian Government Information Security Management Guidelines Australian Government Security Classification System July 2011 issued by the Attorney-General's Department Attorney General's Guidelines on Making Access Directions under the State Records Act 1998 and State Records Procedures for Making Access Directions. (Note; The department is now known as the Department of Attorney General and Justice). National Security pursuant to the Commonwealth legislation including: o National Security Information (Criminal and Civil Proceedings) Act 2004 o Criminal Code Act 1995 o Crimes Act Metadata control standards 1 To ensure compliance with the State Records Act 1998 Legal Aid NSW adopts State Records recordkeeping metadata standard requirements to control data elements that describe context, content and structure of records and their management through time. 6. Authority for this program This program is issued under the authority of the Chief Executive Officer and will be reviewed and amended regularly. Ownership of the program rests with the Executive Director Information Technology Services and Records who has the delegation to take a strategic role in implementing and reviewing the program to ensure compliance with legislative requirements and recordkeeping standards. 1 There are other metadata control standards that can facilitate knowledge management purposes. Examples of metadata control standards that facilitate visibility and availability of online resources are AGLS (the Australian Government Locator Service) Metadata Standard, the Justice Sector Metadata Standard developed by Law Access, etc. Page 13 of 18

14 7. Evaluation The effectiveness of the records management program shall be evaluated by reference to the principles set out in the State Records Standard on Records Management Program and other relevant standards. The Manager Corporate Records and Information shall monitor the compliance of records management practices throughout Legal Aid NSW; and shall review the appropriateness of the organisation s Records Management Program. 8. Legislative Framework State: State Records Act 1998 Legal Aid Commission Act 1979 Government Information (Public Access) Act 2009 which supersedes the Freedom of Information Act 1989 Evidence Act 1995 Electronic Transactions Act 2000 Legal Profession Act 2004 Limitation Act 1969 Health Records and Information Privacy Act 2002 Privacy and Personal Information Protection Act 1998 Public Interest Disclosures Act 1994 Crimes Act 1900 Part 6 (Computer Offences) Commonwealth: National Security Information (Criminal and Civil Proceedings) Act 2004 Criminal Code Act 1995 Crimes Act 1914 Standards, Policies, Guidelines The Code of Conduct of Legal Aid NSW Australian Government Security Classification System (2011) Australian Standard AS ISO Records Management Standards, policies issued by the State Records Office NSW under the State Records Act 1998 Premiers Memoranda and Circulars: o M Records management Standards and Policies o M Digital Information Security Policy o M NSW Standard on Digital Recordkeeping o M Efficient and Cost Effective Management of Records o C Labelling Sensitive Information (valid until December 2013) Model Code of Conduct for NSW Public Agencies Policy and Guidelines (previously known as Code of Conduct for NSW public agencies: policy and guidelines) Ombudsman s Good Conduct and Administrative Practice Guidelines for state and local government (2nd edition) Page 14 of 18

15 Professional Conduct and Practice Rules 1995 issued by the Law Society of New South Wales 9. Breaches All management and staff of Legal Aid NSW are responsible for ensuring the awareness of and compliance with this policy and any associated policies. Consequences of breaching this policy and any associated policies ultimately results in time lost, money expended in locating or inability to retrieve records. Under the State Records Act 1998, the organisation and/or individuals can incur penalties for the abandonment, damage/alteration, neglect and unauthorised disposal of records. External monitoring and compliance mechanisms include: State Records may report to the Minister responsible for the Legal Aid NSW on a failure to comply with the requirements of the Act or on any matter of concern relating to the obligations of Legal Aid NSW and may also report about failures to comply in its annual report. The Audit Office of NSW may conduct compliance audit and report noncompliance to the NSW Parliament. Inadequate record management can lead to failure to comply with access and correction applications under Government Information (Public Access) and Privacy legislation. 9.1 Unauthorised disclosure Unauthorised disclosure of information relating to the administration of legal aid may breach penalty provisions under section 26 of the Legal Aid Commission Act Under Part 6 of the Crimes Act 1990, individuals can incur penalties including imprisonment for computer offences such as unauthorised access to or modification of restricted data held in computer. Under section 62 of the Privacy and Personal Information Protection Act 1998, a public sector official can incur penalties for corrupt disclosure and use of personal information about another person to which the official has or had access in the exercise of his or her official functions. The use and disclosure of the organisation s records and information is also addressed in the organisation s Code of Conduct. Any suspected misuse or unauthorised disclosure of the organisation s records and information should be reported to the appropriate directors/managers. Any breaches to this approved policy may result in disciplinary action, including dismissal. Page 15 of 18

16 10. Definitions The definitions in AS ISO Records Management and the State Records Act 1998 apply to this policy. In addition the following definitions are applicable: Access Accountability Active records Approved records retention and disposal authorities Business Information System Classification Client Combination Records Management model Context Right, opportunity, means of finding, using or retrieving information. (AS ISO 15489, Part 1, Clause 3.1) Principle that individuals, organisations, and the community are responsible for their actions and may be required to explain them to others. (AS ISO 15489, Part 1. Clause 3.2) Current records that are required for the day-to-day functioning of the Commission. Also referred to as records disposal schedules or records disposal authorities. They are documents authorised by the Board of the State Records Authority of NSW that set out appropriate retention periods for classes of records. (State Records NSW, Glossary of Recordkeeping Terms) A set of processes, policies and procedures designed to capture evidence of business activities undertaken by an organisation. A business information system provides for the creation, capture and management of, and access to, an organisation's records, documents and other business information over time. Includes hardware and software of the system. (National Archives Australia, Overview of Classification Tools for Records Management, Appendix B) The systematic identification and arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules represented in a classification system. (AS ISO 15489, Part 1, Clause 3.5) A person to or for whom legal services are provided, and includes a person who is legally liable to pay for the services even if the services are not provided to or for that person. (Legal Profession Act 2004 s4) This model combines aspects of the other records management models. For example, an organisation establishes a centralised records management unit in its head office under the leadership of the corporate records manager, but may also give responsibility for operational records management to branch/unit managers and managers at regional offices, in accordance with standards and policies set by the corporate records manager. (National Archives of Australia, Overview of Classification Tools for Records Management) Information about the who, what, where, how, why and when of an event contributing to the overall meaning of a record. Page 16 of 18

17 Corporate recordkeeping system This refers to the recordkeeping system(s) that is/are adopted at the corporate level for managing paper and electronic records. Legal Aid NSW has deployed a records and information management system (TRIM) under the Government Selected Application Systems (GSAS) program for NSW Government for managing paper and electronic records since Other business systems adopted at the corporate level can also be classified as corporate recordkeeping systems, for examples the systems for managing personnel data/records, financial data/records, and/or client records, etc. See also Recordkeeping system Disposal Ephemeral records Facilitative records Inactive records Recordkeeping systems Records Semi-active records Also referred to as disposition in AS ISO s3.9. It is a range of processes associated with implementing appraisal decisions that include: the retention, deletion or destruction of records in or from recordkeeping systems; the migration or transmission of records between recordkeeping systems; and the transfer of custody or ownership of records. They are records of little value that only need to be kept for a limited or short period of time. Ephemeral records have no continuing value to the organisation and, generally, are only needed for a few hours or a few days. (State Records Act 1998 Schedule 1 [as made]) They are records of little value and of a routine instructional nature that are used to further some activity. Most facilitative records have no continuing value to the organisation and, generally, are only needed for a few hours or a few days. (State Records Act 1998 Schedule 1 [as made]) Records no longer required for the conduct of business and which may therefore be transferred to intermediate storage, archival custody or destroyed. (Ellis (ed), Keeping Archives, p. 472) Recordkeeping systems are business information systems capable of capturing, maintaining and providing access to records over time. (State Records NSW, Glossary of Recordkeeping Terms) Any document or other source of information compiled, recorded or stored in written form or on film, or by electronic process, or in any other manner or by any other means. (State Records Act 1998 s3(1)) Non-current records that are required so infrequently in the conduct of current business. They can be transferred from offices to secondary storage repository. Page 17 of 18

18 11. Review date This policy should be reviewed: In line with legislative review process, State Records policies/standards and related governance of Legal Aid NSW, or Every 5 years. Page 18 of 18

9. GOVERNANCE. Policy 9.8 RECORDS MANAGEMENT POLICY. Version 4

9. GOVERNANCE. Policy 9.8 RECORDS MANAGEMENT POLICY. Version 4 9. GOVERNANCE Policy 9.8 RECORDS MANAGEMENT POLICY Version 4 9. GOVERNANCE 9.8 RECORDS MANAGEMENT POLICY OBJECTIVES: To establish the framework for, and accountabilities of, Lithgow City Council s Records

More information

COUNCIL POLICY R180 RECORDS MANAGEMENT

COUNCIL POLICY R180 RECORDS MANAGEMENT 1. Scope The City of Mount Gambier Records Management Policy provides the policy framework for Council to effectively fulfil its obligations and statutory requirements under the State Records Act 1997.

More information

West Midlands Police and Crime Commissioner Records Management Policy 1 Contents

West Midlands Police and Crime Commissioner Records Management Policy 1 Contents West Midlands Police and Crime Commissioner Records Management Policy 1 Contents 1 CONTENTS...2 2 INTRODUCTION...3 2.1 SCOPE...3 2.2 OVERVIEW & PURPOSE...3 2.3 ROLES AND RESPONSIBILITIES...5 COMMISSIONED

More information

Records Management Policy.doc

Records Management Policy.doc INDEX Pages 1. DESCRIPTORS... 1 2. KEY ROLE PLAYERS... 1 3. CORE FUNCTIONS OF THE RECORDS MANAGER... 1 4. CORE FUNCTIONS OF THE HEAD OF REGISTRIES... 1 5. PURPOSE... 2 6. OBJECTIVES... 2 7. POLICY... 2

More information

Information and Compliance Management Information Management Policy

Information and Compliance Management Information Management Policy Aurora Energy Group Information Management Policy Information and Compliance Management Information Management Policy Version History REV NO. DATE REVISION DESCRIPTION APPROVAL 1 11/03/2011 Revision and

More information

Records Management Policy

Records Management Policy Records Management Policy Policy Reference Number Responsible Department Related Policies 34CP Corporate & Community Services Code of Conduct for Elected Members, Code of Conduct for Employees, Internet,

More information

Scotland s Commissioner for Children and Young People Records Management Policy

Scotland s Commissioner for Children and Young People Records Management Policy Scotland s Commissioner for Children and Young People Records Management Policy 1 RECORDS MANAGEMENT POLICY OVERVIEW 2 Policy Statement 2 Scope 2 Relevant Legislation and Regulations 2 Policy Objectives

More information

Records Management Policy

Records Management Policy Records Management Policy Responsible Officer Chief Operating Officer Approved by Vice-Chancellor Approved and commenced April, 2014 Review by April, 2017 Relevant Legislation, Ordinance, Rule and/or Governance

More information

Council Policy. Records & Information Management

Council Policy. Records & Information Management Council Policy Records & Information Management COUNCIL POLICY RECORDS AND INFORMATION MANAGEMENT Policy Number: GOV-13 Responsible Department(s): Information Systems Relevant Delegations: None Other Relevant

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY 1. POLICY OBJECTIVE 1.1 The University of South Africa (Unisa) has the responsibility to manage, store and retain certain documentation, records and other forms of information

More information

Records Management - Department of Health

Records Management - Department of Health Policy Directive Records Management - Department of Health Document Number PD2009_057 Publication date 24-Sep-2009 Functional Sub group Corporate Administration - Records Ministry of Health, NSW 73 Miller

More information

Records and Information Management. General Manager Corporate Services

Records and Information Management. General Manager Corporate Services Title: Records and Information Management Policy No: 057 Adopted By: Chief Officers Group Next Review Date: 08/06/2014 Responsibility: General Manager Corporate Services Document Number: 2120044 Version

More information

Records Management Policy

Records Management Policy Records Management Policy Document Number SOP2006-073 File No. 07/7 Date issued 1 September 2006 Author Branch Records and Mail Services Unit Branch contact 9320.7722 Division Finance & Data Services Summary

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY Draft Final R Version: 1 Identifier: CCS 3.2.3 Policy Section: Records Management Date Adopted: 17 July 2015 Review Date: July 2018 Author: Jenny Kennedy Review Officer: Deputy

More information

Corporate Records Management Policy

Corporate Records Management Policy Corporate Records Management Policy Introduction Part 1 Records Management Policy Statement. February 2011 Part 2 Records Management Strategy. February 2011 Norfolk County Council Information Management

More information

September 28 2011. Tsawwassen First Nation Policy for Records and Information Management

September 28 2011. Tsawwassen First Nation Policy for Records and Information Management Tsawwassen First Nation Policy for Records and Information Management September 28 2011 Tsawwassen First Nation Policy for Records and Information Management Table of Contents 1. RECORDS AND INFORMATION

More information

Information and records management. Purpose. Scope

Information and records management. Purpose. Scope Information and records management NZQA Quality Management System Policy Purpose The purpose of this policy is to establish a framework for the management of information and records within NZQA and assign

More information

OPERATIONAL DIRECTIVE. Data Stewardship and Custodianship Policy. Superseded By:

OPERATIONAL DIRECTIVE. Data Stewardship and Custodianship Policy. Superseded By: OPERATIONAL DIRECTIVE Enquiries to: Ruth Alberts OD number: OD0321/11 Performance Directorate Phone number: 9222 4218 Date: February 2011 Supersedes: OD 0107/08 File No: F-AA-00673 Subject: Data Stewardship

More information

LORD CHANCELLOR S CODE OF PRACTICE ON THE MANAGEMENT OF RECORDS UNDER

LORD CHANCELLOR S CODE OF PRACTICE ON THE MANAGEMENT OF RECORDS UNDER LORD CHANCELLOR S CODE OF PRACTICE ON THE MANAGEMENT OF RECORDS UNDER SECTION 46 OF THE FREEDOM OF INFORMATION ACT 2000 NOVEMBER 2002 Presented to Parliament by the Lord Chancellor Pursuant to section

More information

Management of Official Records in a Business System

Management of Official Records in a Business System GPO Box 2343 ADELAIDE SA 5001 Tel (08) 8204 8773 Fax (08) 8204 8777 DX:467 srsarecordsmanagement@sa.gov.au www.archives.sa.gov.au Management of Official Records in a Business System October 2011 Version

More information

DISTRICT COUNCIL OF LOXTON WAIKERIE. Records Management Policy

DISTRICT COUNCIL OF LOXTON WAIKERIE. Records Management Policy DISTRICT COUNCIL OF LOXTON WAIKERIE Records Management Policy Policy Identification: Adoption Date: 19 May 2006 Last Review: 17 April 2015 Next Review Date: April 2017 Every 2 years Responsible Officer(s):

More information

Information and records management. Purpose. Scope. Policy

Information and records management. Purpose. Scope. Policy Information and records management NZQA Quality Management System Policy Purpose The purpose of this policy is to establish a framework for the management of corporate information and records within NZQA.

More information

Queensland recordkeeping metadata standard and guideline

Queensland recordkeeping metadata standard and guideline Queensland recordkeeping metadata standard and guideline June 2012 Version 1.1 Queensland State Archives Department of Science, Information Technology, Innovation and the Arts Document details Security

More information

Information Security Policy September 2009 Newman University IT Services. Information Security Policy

Information Security Policy September 2009 Newman University IT Services. Information Security Policy Contents 1. Statement 1.1 Introduction 1.2 Objectives 1.3 Scope and Policy Structure 1.4 Risk Assessment and Management 1.5 Responsibilities for Information Security 2. Compliance 3. HR Security 3.1 Terms

More information

Records Disposal Schedule Anti-Discrimination Services Northern Territory Anti-Discrimination Commission

Records Disposal Schedule Anti-Discrimination Services Northern Territory Anti-Discrimination Commission Records disposal schedule Records Disposal Schedule Anti-Discrimination Services Northern Territory Anti-Discrimination Commission Disposal Schedule No. 2015/12 August 2015 NT Archives Service For information

More information

Data Governance Policy. Version 2.0 19 October 2015

Data Governance Policy. Version 2.0 19 October 2015 Version 2.0 19 October 2015 Document Title: Summary: Date of Issue: Status: Contact Officer: Applies To: References: This policy provides the Cancer Institute NSW with an instrument to formally manage

More information

OFFICIAL. NCC Records Management and Disposal Policy

OFFICIAL. NCC Records Management and Disposal Policy NCC Records Management and Disposal Policy Issue No: V1.0 Reference: NCC/IG4 Date of Origin: 12/11/2013 Date of this Issue: 14/01/2014 1 P a g e DOCUMENT TITLE NCC Records Management and Disposal Policy

More information

State Records Office Guideline. Management of Digital Records

State Records Office Guideline. Management of Digital Records State Records Office Guideline Management of Digital Records An Information Management Guideline for State Organizations Version 2 January 2015 www.sro.wa.gov.au Contents GLOSSARY... 2 PURPOSE... 5 BACKGROUND...

More information

Data Governance. Policy FINAL (Approved)

Data Governance. Policy FINAL (Approved) Data Governance Policy FINAL (Approved) July 2010 DOCUMENT CONTROL Document Title: Data Governance Policy Summary: This document defines the policies of the Cancer Institute NSW regarding our data governance

More information

UNIVERSITY OF ST ANDREWS. RECORDS MANAGEMENT POLICY (October 2003)

UNIVERSITY OF ST ANDREWS. RECORDS MANAGEMENT POLICY (October 2003) UNIVERSITY OF ST ANDREWS RECORDS MANAGEMENT POLICY (October 2003) I Introduction The University recognises that the efficient management of its records is necessary to support its core functions, to contribute

More information

TERRITORY RECORDS OFFICE BUSINESS SYSTEMS AND DIGITAL RECORDKEEPING FUNCTIONALITY ASSESSMENT TOOL

TERRITORY RECORDS OFFICE BUSINESS SYSTEMS AND DIGITAL RECORDKEEPING FUNCTIONALITY ASSESSMENT TOOL TERRITORY RECORDS OFFICE BUSINESS SYSTEMS AND DIGITAL RECORDKEEPING FUNCTIONALITY ASSESSMENT TOOL INTRODUCTION WHAT IS A RECORD? AS ISO 15489-2002 Records Management defines a record as information created,

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY ADOPTED BY COUNCIL 13 JUNE 2006 REVIEWED BY COUNCIL 6 NOVEMBER 2006 REVIEWED BY COUNCIL 10 MAY 2010 1. INTRODUCTION The State Records Act 1997 governs the obligations and responsibilities

More information

This policy will also cover all data created for the purposes of reporting to external bodies such as (but

This policy will also cover all data created for the purposes of reporting to external bodies such as (but RECORD AND DATA MANAGEMENT POLICY Version 2.0 Document data Document type: Rule/Policy/Plan/Guidelines/Operating Procedures Administering entity: Records Manager Date approved: 14 April2009 Latest amendment

More information

8. RECORDS AND INFORMATION MANAGEMENT

8. RECORDS AND INFORMATION MANAGEMENT 8. RECORDS AND INFORMATION MANAGEMENT Overview This chapter is intended to help public bodies understand how good records and information management practices assist in the effective administration of

More information

Records Management - Council Policy Version 2-28 April 2014. Council Policy. Records Management. Table of Contents. Table of Contents... 1 Policy...

Records Management - Council Policy Version 2-28 April 2014. Council Policy. Records Management. Table of Contents. Table of Contents... 1 Policy... Council Policy Records Management Table of Contents Table of Contents... 1 Policy... 2 Policy Objectives... 2 Policy Statement... 2 Records Management Program... 2 Accountability Requirements... 3 General

More information

FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 CODE OF PRACTICE ON RECORDS MANAGEMENT

FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 CODE OF PRACTICE ON RECORDS MANAGEMENT FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 CODE OF PRACTICE ON RECORDS MANAGEMENT November 2003 Laid before the Scottish Parliament on 10th November 2003 pursuant to section 61(6) of the Freedom of Information

More information

Information Management Advice 50 Developing a Records Management policy

Information Management Advice 50 Developing a Records Management policy Information Management Advice 50 Developing a Records Management policy Introduction This advice explains how to develop and implement a Records Management policy. Policy is central to the development

More information

ADRI. Advice on managing the recordkeeping risks associated with cloud computing. ADRI-2010-1-v1.0

ADRI. Advice on managing the recordkeeping risks associated with cloud computing. ADRI-2010-1-v1.0 ADRI Advice on managing the recordkeeping risks associated with cloud computing ADRI-2010-1-v1.0 Version 1.0 29 July 2010 Advice on managing the recordkeeping risks associated with cloud computing 2 Copyright

More information

International Council on Archives

International Council on Archives International Council on Archives Section of Records Management and Archival Professional Associations ESTABLISHING A RECORDS MANAGEMENT PROGRAM: GUIDELINES FOR PROFESSIONAL ASSOCIATIONS 2009 1 Introduction

More information

NSW Government. Cloud Services Policy and Guidelines

NSW Government. Cloud Services Policy and Guidelines NSW Government Cloud Services Policy and Guidelines August 2013 1 CONTENTS 1. Introduction 2 1.1 Policy statement 3 1.2 Purpose 3 1.3 Scope 3 1.4 Responsibility 3 2. Cloud services for NSW Government 4

More information

help fulfil corporate governance obligations such as transparency or good administrative behaviour 2 ;

help fulfil corporate governance obligations such as transparency or good administrative behaviour 2 ; 2 July 2014 Executive Director Records management POLICY/no 0026 Status: Public Effective date: 10 July 2014 Review date: 10 July 2017 Supersedes: Version 17-SEP-08 1. Introduction and purpose To comply

More information

Cloud Computing and Records Management

Cloud Computing and Records Management GPO Box 2343 Adelaide SA 5001 Tel (+61 8) 8204 8773 Fax (+61 8) 8204 8777 DX:336 srsarecordsmanagement@sa.gov.au www.archives.sa.gov.au Cloud Computing and Records Management June 2015 Version 1 Version

More information

CORK INSTITUTE OF TECHNOLOGY

CORK INSTITUTE OF TECHNOLOGY CORK INSTITUTE OF TECHNOLOGY RECORDS MANAGEMENT POLICY APPROVED BY GOVERNING BODY ON 2 APRIL 2009 INTRODUCTION What are Records? Records are documents created, used and maintained for business reasons.

More information

CCG: IG06: Records Management Policy and Strategy

CCG: IG06: Records Management Policy and Strategy Corporate CCG: IG06: Records Management Policy and Strategy Version Number Date Issued Review Date V3 08/01/2016 01/01/2018 Prepared By: Consultation Process: Senior Governance Manager, NECS CCG Head of

More information

Adequate Records Management

Adequate Records Management GPO Box 2343 ADELAIDE SA 5001 Tel (08) 8204 8769 Fax (08) 8204 8777 DX:467 srsarecordsmanagement@saugov.sa.gov.au www.archives.sa.gov.au Adequate Records Management December 2013 Version 3.0 Table of Contents

More information

Records and Document Management

Records and Document Management Records and Document Management Policy P3 Current: Updated November 2011 Table of Contents Purpose... 3 Scope... 3 Definitions... 3 Policy statement... 4 Responsibility... 4 Legislative context... 5 Associated

More information

NSW Government Digital Information Security Policy

NSW Government Digital Information Security Policy NSW Government Digital Information Security Policy Version: 2.0 Date: April 2015 CONTENTS PART 1 PRELIMINARY... 3 1.1 Scope... 3 1.2 Application... 3 1.3 Objectives... 3 PART 2 POLICY STATEMENT... 4 Core

More information

What NHS staff need to know

What NHS staff need to know St George s Healthcare NHS NHS Trust Surrey Health Informatics Service Sussex Health Informatics Service Records Management Explained What NHS staff need to know A guide to Records Management Contents

More information

Life Cycle of Records

Life Cycle of Records Discard Create Inactive Life Cycle of Records Current Retain Use Semi-current Records Management Policy April 2014 Document title Records Management Policy April 2014 Document author and department Responsible

More information

This Policy is issued by the Sector Head responsible for Records Management.

This Policy is issued by the Sector Head responsible for Records Management. Records Management Policy Effective Date: This Policy takes effect on July 15, 2013 Purpose The purpose of this policy is to achieve efficient and effective management of CMHC information with business

More information

WEST LOTHIAN COUNCIL RECORDS MANAGEMENT POLICY. Data Label: Public

WEST LOTHIAN COUNCIL RECORDS MANAGEMENT POLICY. Data Label: Public WEST LOTHIAN COUNCIL RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY CONTENTS 1. POLICY STATEMENT... 3 2. PRINCIPLES... 3 DEFINITIONS... 4 3. OBJECTIVES... 4 4. SCOPE... 4 5. OWNERSHIP & RESPONSIBILITIES...

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY Reference number RM001 Approved by Information Management and Technology Board Date approved 23 rd November 2012 Version 1.1 Last revised July 2013 Review date May 2015 Category Records Management Owner

More information

Guideline for Roles & Responsibilities in Information Asset Management

Guideline for Roles & Responsibilities in Information Asset Management ISO 27001 Implementer s Forum Guideline for Roles & Responsibilities in Information Asset Management Document ID ISMS/GL/ 003 Classification Internal Use Only Version Number Initial Owner Issue Date 07-08-2009

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY Section Institute Governance and Management Approval Date 20.08.2012 Approved by Senior Management Team Next Review Aug 2015 Responsibility Director of Finance and Corporate Services

More information

Privacy and Cloud Computing for Australian Government Agencies

Privacy and Cloud Computing for Australian Government Agencies Privacy and Cloud Computing for Australian Government Agencies Better Practice Guide February 2013 Version 1.1 Introduction Despite common perceptions, cloud computing has the potential to enhance privacy

More information

Corporate Information Security Policy

Corporate Information Security Policy Corporate Information Security Policy. A guide to the Council s approach to safeguarding information resources. September 2015 Contents Page 1. Introduction 1 2. Information Security Framework 2 3. Objectives

More information

Records Management plan

Records Management plan Records Management plan Prepared for 31 October 2013 Audit Scotland is a statutory body set up in April 2000 under the Finance and Accountability (Scotland) Act 2000. We help the Auditor General for Scotland

More information

NATO UNCLASSIFIED. 27 February 2012 DOCUMENT C-M(2012)0014 Silence Procedure ends: 16 Mar 2012 16:00

NATO UNCLASSIFIED. 27 February 2012 DOCUMENT C-M(2012)0014 Silence Procedure ends: 16 Mar 2012 16:00 27 February 2012 DOCUMENT Silence Procedure ends: 16 Mar 2012 16:00 Directive on the Management of Records Generated on Operational Deployment Note by the Secretary General 1. In June 2011 the NATO Records

More information

Security of Archives in the Custody of the NT Archives Service

Security of Archives in the Custody of the NT Archives Service Northern NT GOVERNMENT Territory ARCHIVES ADVICE Archives 5 Service Archives Advice 5 Security of Archives in the Custody of the NT Archives Service August 2007 For information and advice, please contact

More information

All staff at Ara, including full and part-time permanent, temporary and contracting staff

All staff at Ara, including full and part-time permanent, temporary and contracting staff Corporate Policies & Procedures General Administration Document CPP114 Records Management First Produced: Current Version: Past Revisions: Review Cycle: Applies From: 14/08/07 14/05/14 dd/mm/yy 3 year

More information

PARLIAMENTARY AND HEALTH SERVICE OMBUDSMAN. Records Management Policy. Version 4.0. Page 1 of 11 Policy PHSO Records Management Policy v4.

PARLIAMENTARY AND HEALTH SERVICE OMBUDSMAN. Records Management Policy. Version 4.0. Page 1 of 11 Policy PHSO Records Management Policy v4. PARLIAMENTARY AND HEALTH SERVICE OMBUDSMAN Records Management Policy Version 4.0 Page 1 of 11 Document Control Title: Original Author(s): Owner: Reviewed by: Quality Assured by: File Location: Approval

More information

State of Michigan Records Management Services. Frequently Asked Questions About E mail Retention

State of Michigan Records Management Services. Frequently Asked Questions About E mail Retention State of Michigan Records Management Services Frequently Asked Questions About E mail Retention It is essential that government agencies manage their electronic mail (e mail) appropriately. Like all other

More information

Information Management Policy for The Tax Information Authority

Information Management Policy for The Tax Information Authority CA YMAN ISLANDS Information Management Policy for The Tax Information Authority File reference: [ITM/POL/OI-OI] Table of contents Topic Page 3-5 5-6 67 123 Purpose The purpose of this policy is to establish

More information

Records Management Plan. April 2015

Records Management Plan. April 2015 Records Management Plan April 2015 Prepared in accordance with the Public Records (Scotland) Act 2011 and submitted to the Keeper of the Records of Scotland for their agreement on 28 April 2015 (Revised

More information

District Council of Yankalilla

District Council of Yankalilla District Council of Yankalilla Elected Members Records Management Policy Strategic Reference File Reference Responsibility Revision Number Effective Date Last Revised Date Provide leadership, good governance,

More information

Records Disposal Schedule. NT Fleet Management. Department of Corporate and Information Services. Disposal Schedule No. 2004/2

Records Disposal Schedule. NT Fleet Management. Department of Corporate and Information Services. Disposal Schedule No. 2004/2 DISPOSAL SCHEDULE FOR RECORDS OF THE NT FLEET SEPTEMBER 2003 Records Disposal Schedule NT Fleet Management Department of Corporate and Information Services Disposal Schedule No. 2004/2 June 2004 For information

More information

Basic Records Management Practices for Saskatchewan Government*

Basic Records Management Practices for Saskatchewan Government* Provincial Saskatchewan Archives R of Saskatchewan Basic Records Management Practices for Saskatchewan Government* Provincial Archives of Saskatchewan (306) 787-0734 recordhelp@archives.gov.sk.ca www.saskarchives.com

More information

LONDON PUBLIC LIBRARY POLICY

LONDON PUBLIC LIBRARY POLICY PURPOSE The purpose of this policy is to: Ensure accessibility to accurate, authentic and reliable London Public Library Records in all formats, including electronic, to meet legislated requirements, support

More information

INFORMATION SECURITY MANAGEMENT POLICY

INFORMATION SECURITY MANAGEMENT POLICY INFORMATION SECURITY MANAGEMENT POLICY Security Classification Level 4 - PUBLIC Version 1.3 Status APPROVED Approval SMT: 27 th April 2010 ISC: 28 th April 2010 Senate: 9 th June 2010 Council: 23 rd June

More information

State Records Guideline No 15. Recordkeeping Strategies for Websites and Web pages

State Records Guideline No 15. Recordkeeping Strategies for Websites and Web pages State Records Guideline No 15 Recordkeeping Strategies for Websites and Web pages Table of Contents 1 Introduction... 4 1.1 Purpose... 4 1.2 Authority... 5 2 Recordkeeping business requirements... 5 2.1

More information

TATE RECORDS MANAGEMENT POLICY

TATE RECORDS MANAGEMENT POLICY TATE RECORDS MANAGEMENT POLICY Adopted November 2013 Date of next review: November 2018 1. Introduction 1.1 Link to legislation and strategy Records management is linked to Tate s overall strategy outlined

More information

Policy Document RECORDS MANAGEMENT POLICY

Policy Document RECORDS MANAGEMENT POLICY The District Council Of Elliston Policy Document RECORDS MANAGEMENT POLICY Date Adopted: 16 th December 2005 Review Date: Ongoing, as necessary Minute Number: 300. 2005 E:\WPData\Jodie\My Documents\policies

More information

CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006)

CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006) CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006) WHAT IS THE PURPOSE OF RECORDS MANAGEMENT? 1. To implement a cost-effective Department-wide program that provides for adequate and proper documentation

More information

NSW Government Digital Information Security Policy

NSW Government Digital Information Security Policy NSW Government Digital Information Security Policy Version: 1.0 Date: November 2012 CONTENTS PART 1 PRELIMINARY... 3 1.1 Scope... 3 1.2 Application... 3 1.3 Objectives... 3 PART 2 CORE REQUIREMENTS...

More information

INSTITUTE OF TECHNOLOGY TALLAGHT RECORD MANAGEMENT & RETENTION POLICY

INSTITUTE OF TECHNOLOGY TALLAGHT RECORD MANAGEMENT & RETENTION POLICY INSTITUTE OF TECHNOLOGY TALLAGHT RECORD MANAGEMENT & RETENTION POLICY INTRODUCTION Under the Freedom of Information Acts, 1997 and 2003 the Institute is obliged to comply with legislation and publish a

More information

Lord Chancellor s Code of Practice on the management of records issued under section 46 of the Freedom of Information Act 2000

Lord Chancellor s Code of Practice on the management of records issued under section 46 of the Freedom of Information Act 2000 Lord Chancellor s Code of Practice on the management of records issued under section 46 of the Freedom of Information Act 2000 Lord Chancellor s Code of Practice on the management of records issued under

More information

Polices and Procedures

Polices and Procedures The University of British Columbia Land and Building Services Polices and Procedures Prepared by: Robson Agnew Approved by: Geoff Atkins Records and Information Management I-A-29 Issue Date: Aug. 20, 2007

More information

Scope and Explanation

Scope and Explanation The Moray Council Retention & Disposal Schedule for documents and records [paper and electronic] Scope and Explanation 1 Document Control Sheet Name of Document: The Moray Council Records Retention Schedule

More information

Information Governance Policy

Information Governance Policy Information Governance Policy Implementation date: 30 September 2014 Control schedule Approved by Corporate Policy and Strategy Committee Approval date 30 September 2014 Senior Responsible Officer Kirsty-Louise

More information

Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s):

Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s): Title: Category: Administration Information Management Policy No.: B5010 Replaces: B5010 Applicability: All Employees Effective Date: December 6, 2005; revised January 27, 2009 Source(s): Approval: (President

More information

Public Records (Scotland) Act 2011. NHS Health Scotland Assessment Report. The Keeper of the Records of Scotland. 5 th August 2015

Public Records (Scotland) Act 2011. NHS Health Scotland Assessment Report. The Keeper of the Records of Scotland. 5 th August 2015 Public Records (Scotland) Act 2011 NHS Health Scotland Assessment Report The Keeper of the Records of Scotland 5 th August 2015 Contents 1. Public Records (Scotland) Act 2011... 3 2. Executive Summary...

More information

Staffordshire County Council. Records Management Policy

Staffordshire County Council. Records Management Policy Staffordshire County Council Records Management Policy Version Author Approved By Date Published Review V. 2.0 Information Governance Unit Philip Jones, Head of Information Governance 2/11/2012 November

More information

5.3. Train@ CQUniversity records and information will be captured and managed within one of the following corporate systems:

5.3. Train@ CQUniversity records and information will be captured and managed within one of the following corporate systems: POLICY AND PROCEDURE RECORDS MANAGEMENT 1 PURPOSE This policy and procedure provide a framework for the creation, management, retention and disposal of Train@ CQUniversity records in accordance with the

More information

TOWN OF COTTESLOE POLICY EMAIL MANAGEMENT

TOWN OF COTTESLOE POLICY EMAIL MANAGEMENT EMAIL MANAGEMENT POLICY STATEMENT Town of Cottesloe email accounts are intended for business transactions in support of the Town s strategic goals and objectives. Accordingly any email transmission residing

More information

Information Security Policies. Version 6.1

Information Security Policies. Version 6.1 Information Security Policies Version 6.1 Information Security Policies Contents: 1. Information Security page 3 2. Business Continuity page 5 3. Compliance page 6 4. Outsourcing and Third Party Access

More information

UNIVERSITY OF NAIROBI POLICY ON RECORDS MANAGEMENT

UNIVERSITY OF NAIROBI POLICY ON RECORDS MANAGEMENT UNIVERSITY OF NAIROBI POLICY ON RECORDS MANAGEMENT APRIL 2011 POLICY ON RECORDS MANAGEMENT TABLE OF CONTENTS DEFINITION OF TERMS AND ACRONYMS... 5 1.0 BACKGROUND... 5 1.1 RATIONALE... 5 1.2 VISION... 5

More information

INFORMATION TECHNOLOGY SECURITY STANDARDS

INFORMATION TECHNOLOGY SECURITY STANDARDS INFORMATION TECHNOLOGY SECURITY STANDARDS Version 2.0 December 2013 Table of Contents 1 OVERVIEW 3 2 SCOPE 4 3 STRUCTURE 5 4 ASSET MANAGEMENT 6 5 HUMAN RESOURCES SECURITY 7 6 PHYSICAL AND ENVIRONMENTAL

More information

Guideline for the Implementation of Retention and Disposal Schedules

Guideline for the Implementation of Retention and Disposal Schedules Guideline for the Implementation of Retention and Disposal Schedules Guideline for Queensland Public Authorities Queensland State Archives March 2014 Department of Science, Information Technology, Innovation

More information

CORPORATE POLICY AND PROCEDURE

CORPORATE POLICY AND PROCEDURE CORPORATE POLICY AND PROCEDURE POLICY CATEGORY AUTHORITY RELATED POLICIES APPROVED BY EFFECTIVE DATE REVISION DATE Municipal Records Management Administration Municipal Act, 2001 (the Act),as amended Personal

More information

Management of Email Records

Management of Email Records Department of Culture and the Arts Government of Western Australia State Records Office of Western Australia SRO Guideline Management of Email Records A Recordkeeping Guideline for State Organizations

More information

Territory Records (Records Disposal Schedule Disaster Recovery (Human Services) Records) Approval 2005 (No 1)

Territory Records (Records Disposal Schedule Disaster Recovery (Human Services) Records) Approval 2005 (No 1) Australian Capital Territory Territory Records (Records Disposal Schedule Disaster Recovery (Human Services) Records) Approval 2005 (No 1) Notifiable instrument NI2005 157 made under the Territory Records

More information

Newcastle University Information Security Procedures Version 3

Newcastle University Information Security Procedures Version 3 Newcastle University Information Security Procedures Version 3 A Information Security Procedures 2 B Business Continuity 3 C Compliance 4 D Outsourcing and Third Party Access 5 E Personnel 6 F Operations

More information

Business System Recordkeeping Assessment - Digital Recordkeeping Compliance

Business System Recordkeeping Assessment - Digital Recordkeeping Compliance Introduction The following assessment will assist to identify whether the system complies with State Records Authority of NSW Standards on Records Management The broad Principles of this standard are as

More information

COMPLIANCE WITH THIS DOCUMENT IS MANDATORY

COMPLIANCE WITH THIS DOCUMENT IS MANDATORY COVER SHEET NAME OF DOCUMENT TYPE OF DOCUMENT DOCUMENT NUMBER Procedure DATE OF PUBLICATION Published: October 2002 Revised: October 2004 Revised: September 2005 Revised: February 2011 Revised: November

More information

Caedmon College Whitby

Caedmon College Whitby Caedmon College Whitby Data Protection and Information Security Policy College Governance Status This policy was re-issued in June 2014 and was adopted by the Governing Body on 26 June 2014. It will be

More information

User Guide to Retention and Disposal Schedules Council of Europe Records Management Project

User Guide to Retention and Disposal Schedules Council of Europe Records Management Project Directorate General of Administration Directorate of Information Technology Strasbourg, 20 December 2011 DGA/DIT/IMD(2011)02 User Guide to Retention and Disposal Schedules Council of Europe Records Management

More information

Transition Guidelines: Managing legacy data and information. November 2013 v.1.0

Transition Guidelines: Managing legacy data and information. November 2013 v.1.0 Transition Guidelines: Managing legacy data and information November 2013 v.1.0 Document Control Document history Date Version No. Description Author October 2013 November 2013 0.1 Draft Department of

More information

Information Management Advice 61 How to review your records holdings

Information Management Advice 61 How to review your records holdings Information Management Advice 61 How to review your records holdings There are many reasons why agencies may decide to survey records holdings. Agencies may be implementing information security classification,

More information