SDS Retention and Disposal Policy. February 2014

Save this PDF as:
 WORD  PNG  TXT  JPG

Size: px
Start display at page:

Download "SDS Retention and Disposal Policy. February 2014"

Transcription

1 SDS Retention and Disposal Policy February 2014

2 Title SDS Retention and Disposal Policy Prepared By PRSA Executive Reviewed By Head of Corporate Office Signed off By ELG (March 2014) Version Number 1.0 Review Frequency Annually Next Review Date February 2015 Version Date Status Prepared by Reason for Amendment 2

3 Table of Contents 1. Introduction Objectives of the Policy Statement and Schedule Retention of records Disposal of records Amendments to the Policy statement and Schedule Review of the Policy Statement and Schedule Annex A: Schedule... 7-xx 3

4 1. INTRODUCTION The SDS Retention and Disposal Policy Statement and Schedule (The Schedule) details the recommended retention periods for which the records should be held and the action that must be taken when they have reached the end of their retention period. The Schedule (attached as Annex A) relates to all records created or received by Skills Development Scotland in line with business need, legislative, statutory and regulatory requirements. This Retention and Disposal Policy Statement and Schedule has been created to guide and support staff of SDS in ensuring good business practice and compliance with Data Protection, Freedom of Information and Public Record Acts and other legislation. It is intended that the Schedule will promote the rationalisation of retention policies throughout SDS and assist future data sharing initiatives. The Schedule is intended to cover the continuum of records and information from creation through to destruction or permanent preservation (the records life cycle ). It is intended to be independent of any particular format or media of records and information and cover manual records including paper, microfilm, microfiche, audio and video tapes as well as digital information including databases, SMS, mobile data, spreadsheets, word processed documents and OBJECTIVES OF THE POLICY STATEMENT AND SCHEDULE The aims of the Schedule are to: Identify those records worth retaining; Prevent the premature destruction of records that need to be retained for a specified period to satisfy operational, legal, financial and other requirements of public administration. Identify vital records necessary for business continuity purposes. Prevent the unnecessary retention of records Assist SDS staff in identifying records that may be worth preserving permanently as part of the organisation s contribution to national archives. Provide consistency of approach to the destruction of those records not required permanently after specified periods. Promote improved records management practices across the organisation. Promote public confidence in our records management actions on the part of SDS partners, customers and stakeholders. 3. RETENTION OF RECORDS SDS has produced a business classification scheme (BCS) which set out the categories of records we currently keep. In order to assess if the current scheme is up to date, SDS will review the BCS - at least annually - against: - the statutory and regulatory environment - business and accountability requirements - the risks associated with keeping or disposing of a record at any particular point in time The retention schedules that are presently published on the SDS intranet do not reflect all corporate records and systems retention periods. A comprehensive up to date Schedule will be prepared following consultations with designated contacts across the planning units so as to match the information provided in the updated BCS. The schedules are intended to be as 4

5 wide-ranging as possible, but it is recognised that some particular functions or information may not be included. The retention schedules contain information of specific record types and either minimum recommended periods that those should be retained for, or their appropriate retention period based on legal and regulatory requirements. When we hold information within SDS there should be a rational or justification for doing so, this provides the basis of a retention schedule which lays how long information should be kept and the rational for that period which then provides a defensible position. The retention period specified in the attached Schedule does not mean that the document or information should, without exception, be destroyed after the set date. The retention period specifies the latest date to re-evaluate the information. At the end of the Retention period should be a decision point around either retaining the specific records longer because there is a justification for doing so or to dispose of them either by destruction or moving them to a permanent archive outside the organisation, at which time the organisations responsibilities cease in relationship to those records. As a result, at the end of a retention period SDS staff should: a) evaluate the business value of the records / information; b) if applicable, set a further retention period which might include the decision to store the records off site at for example Iron Mountain; c) move to their disposal/final action. Owners of the records should ensure that these records remain accessible for as long as required and are managed appropriately throughout their lifecycle. 4. DISPOSAL OF RECORDS This section deals with the records disposal regime. It is particularly important under FOI that there are clearly defined policies and procedures for identifying how long records should be kept, for disposing of those no longer required for business purposes, (either by destruction or transfer to an archive) and for documenting the decisions and their implementation. Section 9 of the Records Management Code lists the key elements and activities needed to establish the required processes, and mechanisms for effective disposal arrangements. It states that: It is particularly important under FOI that the disposal of records - which is here defined as the point in their lifecycle when they are either transferred to an archive or destroyed - is undertaken in accordance with clearly established policies which have been formally adopted by organisations and which are enforced by properly authorised staff. The process of disposal will be governed by SDS Retention and Disposal Policy Statement and Schedule. There are generally two procedures to follow with regards to the disposal of your records once they have reached the end of their recommended retention period: 5

6 i) Destruction of records If the records are no longer required for business purposes and have been retained for the recommended retention period, in line with any legislative or statutory obligations, the record should be destroyed/ deleted. When records identified for disposal via destruction, a Document Destruction Log Sheet should be completed and a register of such records needs to be kept. Enough details should be retained to identify which records have been destroyed. The retention period in the Schedule stipulates the length of time the records should be retained. Unless they are subject to a review or an exemption, records should be destroyed within the prescribed timescale. This includes backup copies stored on alternative media. Failure to destroy such records will bring organisations into conflict with Data Protection, Freedom of Information and Public Records legislation. Of course, the recommendations in this document do not prevent the retention of individual records in the event of ongoing activity. If you only have a convenience copy of a document, and did not create or have responsibility for it, then you may destroy it as soon as you no longer require it for administrative purposes. ii) Transfer to Archive/ Review for Archival value All records that are of potential historical value should be transferred to the appropriate archive repository for permanent preservation, once their local administrative use is concluded. For SDS this would mean transfer of records to the National Records of Scotland (NRS). Records for permanent preservation should be passed to Corporate Office for review. Then, SDS should contact the NRS Archivist for further information on transfer procedures. The collection policies of individual archives vary and depend on the records information classification. Records no longer required for administrative use may still retain sensitive information. NRS should be informed of sensitivity at the time of transfer of the material to the archives, and an appropriate closure period agreed. The closure period should comply with Freedom of Information legislation and the authority s policy. 5. AMENDMENTS TO THE SCHEDULE Any amendments to the Schedule should be forwarded to the appropriate RM Champions and/or where appropriate Information Asset Owners for review, approval and implementation. Once the amendments are considered and agreed by the relative planning unit, the responsibility for updating the Schedule lies with Corporate Office. This is necessary to ensure that any amendments do not conflict with professional or statutory regulations or guidance. 6

7 6. REVIEW OF THE SCHEDULE Corporate Office and IGLG will review this Schedule frequently. It is expected that new categories of records will emerge and will be incorporated in the Schedule. Staff who identify anomalies or omissions should contact their local RM champion or Information Asset Owner in the first instance outlining the issue or their suggestions. Corporate Office in cooperation with the respective Information Asset Owner will consider any proposal, in terms of relevant legislation and service practice, and will recommend amendments to the policy where appropriate. This Retention and Disposal Policy will be reviewed annually and the Schedule at least sixmonthly and when legislation is introduced that changes record retention periods. Responsibility for the regular review, maintenance and development of this document lies with Corporate Office. 7. ANNEX A APPLYING THE SCHEDULE The Schedule is separated into broad functional areas according to SDS planning units. Activities may be structured differently in each planning unit/ directorate, but this does not affect the application of the schedules. For the purpose of the schedules: - Unless otherwise stated Current year means current business year (e.g ). - Records should be disposed of as soon as practically possible once the retention period has ended. - Where records are recommended for review after a set period, it is the responsibility of each planning unit to develop and maintain guidelines for this procedure. Explanation of the abbreviations: CY = Current Year (business year) CY+ (X)Y = Current year plus the number of years stated D = Destroy A = Archive P = Preserve permanently *Periods are in full years unless otherwise stated. 7

MENTAL HEALTH TRIBUNAL FOR SCOTLAND: RECORDS MANAGEMENT POLICY. Ensuring Information is Accurate and Fit for Purpose

MENTAL HEALTH TRIBUNAL FOR SCOTLAND: RECORDS MANAGEMENT POLICY. Ensuring Information is Accurate and Fit for Purpose MENTAL HEALTH TRIBUNAL FOR SCOTLAND: RECORDS MANAGEMENT POLICY Index: Introduction Information is a Corporate Resource Personal Responsibility Information Accessibility Keeping Records of what we do Ensuring

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

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

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

Records Management Policy

Records Management Policy Records Management Policy If you need this information in another language or format, please contact us to discuss how we can best meet your needs. Phone 0303 123 1015 or email equalities@southlanarkshire.gov.uk

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

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

Records Management Policy & Guidance

Records Management Policy & Guidance Records Management Policy & Guidance COMMERCIALISM Document Control Document Details Author Nigel Spencer Company Name The Crown Estate Department Name Information Services Document Name Records Management

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

Disposal Schedule for Asbestos CompensationTribunal

Disposal Schedule for Asbestos CompensationTribunal Disposal Schedule for Asbestos CompensationTribunal Disposal Authorisation No. DA2452 TABLE OF CONTENTS INTRODUCTION page 3 Archives legislation page 3 Schedule elements and arrangement page 3 Review of

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

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY [Type text] RECORDS MANAGEMENT POLICY POLICY TITLE Academic Year: 2013/14 onwards Target Audience: Governing Body All Staff and Students Stakeholders Final approval by: CMT - 1 October 2014 Governing Body

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

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

CORPORATE RECORDS MANAGEMENT POLICY

CORPORATE RECORDS MANAGEMENT POLICY 1.1 Introduction Derbyshire County Council is dependent on its records to operate efficiently and to account for its actions. This policy defines a structure for Derbyshire County Council to ensure that

More information

INFORMATION GOVERNANCE POLICY

INFORMATION GOVERNANCE POLICY Directorate of Performance Assurance INFORMATION GOVERNANCE POLICY Reference: DCP074 Version: 2.5 This version issued: 27/03/15 Result of last review: Minor changes Date approved by owner (if applicable):

More information

Risk Management Authority

Risk Management Authority Risk Management Authority Records Management Plan RMA Records Management Plan 0 Contents Page 1. Introduction 2 1.1 Background 2 1.2 Records Management in the RMA 3 1.3 Records covered by this Plan 3 1.4

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

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

Chester Beatty Library Records Management Policy

Chester Beatty Library Records Management Policy Contents 1. Introduction... 2 2. Purpose... 2 3. Scope... 2 4. Staff Responsibilities... 2 5. Importance of Records Management... 3 Why is Records Management Important?... 3 6. Ownership of records...

More information

Public Records (Scotland) Act Scottish Ambulance Service Assessment Report. The Keeper of the Records of Scotland. 12 th November 2015

Public Records (Scotland) Act Scottish Ambulance Service Assessment Report. The Keeper of the Records of Scotland. 12 th November 2015 Public Records (Scotland) Act 2011 Scottish Ambulance Service Assessment Report The Keeper of the Records of Scotland 12 th November 2015 Contents 1. Public Records (Scotland) Act 2011... 3 2. Executive

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY March 2012 NORTHERN IRELAND FIRE AND RESCUE SERVICE RECORDS MANAGEMENT POLICY CONTENTS 1 INTRODUCTION 2 POLICY STATEMENT 3 THE NEED FOR RECORDS MANAGEMENT STRATEGY 4 AIMS AND

More information

Information Security Policy. Chapter 12. Asset Management

Information Security Policy. Chapter 12. Asset Management Information Security Policy Chapter 12 Asset Management Author: Policy & Strategy Team Version: 0.5 Date: April 2008 Version 0.5 Page 1 of 7 Document Control Information Document ID Document title Sefton

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

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

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

ARMAGH CITY, BANBRIDGE AND CRAIGAVON BOROUGH COUNCIL GPRC/P4.0/V1.0.

ARMAGH CITY, BANBRIDGE AND CRAIGAVON BOROUGH COUNCIL GPRC/P4.0/V1.0. ARMAGH CITY, BANBRIDGE AND CRAIGAVON BOROUGH COUNCIL Document Number: Reference GPRC/P4.0/V1.0. Title of Policy: Records Management Policy No of Pages 19 (including coversheet and policy screening) (including

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

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

Facsimile If you are making this request on behalf of an organisation or business

Facsimile If you are making this request on behalf of an organisation or business Request for Information Under FOI Please note a valid FOIA request must contain your name and an address. The provision of any other contact details is optional, however any additional information you

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

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

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

information Records Management Checklist business people security preservation accountability Foreword Introduction Purpose of the checklist

information Records Management Checklist business people security preservation accountability Foreword Introduction Purpose of the checklist Records Management Checklist Foreword We fi rst developed the Records Management Checklist in 2008 to complement our performance audit Records Management in the Victorian Public Sector. At that time the

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 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

Records management audit framework

Records management audit framework Records management audit framework Issue sheet Document reference Document location Title Author Issued to Reason issued NHSBSARM019 S:\BSA\IGM\Mng IG\Developing Policy and Strategy\Develop or Review RM

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

Viad Corp Records Management Policy

Viad Corp Records Management Policy Viad Corp Records Management Policy TABLE OF CONTENTS 1. PURPOSE... 2 Definitions... 3 2. PROCEDURES... 3 Management of Records.... 3 Retention in the Event of Dispute, Litigation, Subpoena, or Inquiry...

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

Data Protection Policy

Data Protection Policy Data Protection Policy January 2016 Next Review Due: January 2017 Co-ordinator: Miss M Rudge/Mrs J McColl 1 ACADEMY DATA PROTECTION POLICY POLICY DATE: JANUARY 2016 REVIEW DATE: JANUARY 2017 Introduction

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

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

RECORDS MANAGEMENT PROCEDURE

RECORDS MANAGEMENT PROCEDURE AMINISTRATIVE 5 RECORS MANAGEMENT PROCEURE Parent Policy Title Associated ocuments Preamble General Records & Archives Management Policy Recordkeeping Guidelines The University is committed to making and

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

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

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

Satisfaction of principles In order to meet the requirements of the principles, Team Bees will:

Satisfaction of principles In order to meet the requirements of the principles, Team Bees will: Data Protection Policy Introduction. Team Bees is required to maintain certain personal data about living individuals for the purposes of satisfying operational and legal obligations. Team Bees recognises

More information

BIG LOTTERY FUND Document archive and retention policy

BIG LOTTERY FUND Document archive and retention policy BIG LOTTERY FUND Document archive and retention policy December 2010 Sonia Howe Head of Information Governance For further information regarding retention schedules please contact Page 1 of 18 Version

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

Public Records (Scotland) Act Renfrewshire Council and Licensing Board Assessment Report. The Keeper of the Records of Scotland.

Public Records (Scotland) Act Renfrewshire Council and Licensing Board Assessment Report. The Keeper of the Records of Scotland. Public Records (Scotland) Act 2011 Renfrewshire Council and Licensing Board Assessment Report The Keeper of the Records of Scotland 16 August 2016 Contents 1. Public Records (Scotland) Act 2011... 3 2.

More information

Renfrewshire Valuation Joint Board. Records Management Plan

Renfrewshire Valuation Joint Board. Records Management Plan Renfrewshire Valuation Joint Board Records Management Plan The Board s arrangements for the management of records under the Public Records (Scotland) Act 2011 January 2016 Version 8 Title Records Management

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

Public Records (Scotland) Act 2011. City of Edinburgh Council and Licensing Board Assessment Report. The Keeper of the Records of Scotland

Public Records (Scotland) Act 2011. City of Edinburgh Council and Licensing Board Assessment Report. The Keeper of the Records of Scotland Public Records (Scotland) Act 2011 City of Edinburgh Council and Licensing Board Assessment Report The Keeper of the Records of Scotland 23 June 2016 Contents 1. Public Records (Scotland) Act 2011... 3

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

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

ECM Governance Policies

ECM Governance Policies ECM Governance Policies Records Management Policy Document summary Effective date 13 June 2012 Last updated 26 September 2011 Policy owner Registrar s Office Approved by Council Reviewed by Council Enquiries

More information

Government of Ontario Records Schedule Requirements

Government of Ontario Records Schedule Requirements Government of Ontario Records Schedule Requirements This document is designed to support the records schedule requirements of the Archives and Recordkeeping Act, 2006, S.O. 2006, chapter 34, Schedule A.

More information

Information Management Policy for The Treasury Department

Information Management Policy for The Treasury Department Information Management Policy for The Treasury Department File reference: [ITM/POL/01] Table of contents Topic Page Purpose 1 Scope 1 Policy statement 2 Policy context Laws and standards Record keeping

More information

LCAT-Data Protection Policy-U LOOE COMMUNITY ACADEMY TRUST DATA PROTECTION POLICY. Introduction

LCAT-Data Protection Policy-U LOOE COMMUNITY ACADEMY TRUST DATA PROTECTION POLICY. Introduction LOOE COMMUNITY ACADEMY TRUST DATA PROTECTION POLICY Introduction 1. Looe Community Academy Trust (the Academy) is required to maintain certain personal data about living individuals for the purposes of

More information

The Department for Business, Innovation and Skills IMA Action Plan PRIORITY RECOMMENDATIONS

The Department for Business, Innovation and Skills IMA Action Plan PRIORITY RECOMMENDATIONS PRIORITY RECOMMENDATIONS R1 BIS to elevate the profile of information risk in support of KIM strategy aims for the protection, management and exploitation of information. This would be supported by: Establishing

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

ORBIT POLICY O-DPA01 DATA PROTECTION POLICY V1.1

ORBIT POLICY O-DPA01 DATA PROTECTION POLICY V1.1 ORBIT POLICY O-DPA01 DATA PROTECTION POLICY V1.1 1 Document Control Document Title DATA PROTECTION POLICY References O-DPA01 Version V1.1 Classification Unclassified Status Issued Last Review August 2011

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

Disposal Schedule for Sport and Recreation Tasmania

Disposal Schedule for Sport and Recreation Tasmania Disposal Schedule for Sport and Recreation Tasmania Disposal Authorisation No. DA 2444 TABLE OF CONTENTS INTRODUCTION page 4 Archives legislation page 4 Schedule elements and arrangement page 4 Review

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

NHS Business Services Authority Records Management Audit Framework

NHS Business Services Authority Records Management Audit Framework NHS Business Services Authority Records Management Audit Framework NHS Business Services Authority Corporate Secretariat NHSBSARM019 Issue Sheet Document Reference Document Location Title Author Issued

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

Historic Environment Scotland

Historic Environment Scotland Historic Environment Scotland Data Protection Policy September 2015 Document Control Title Data Protection Policy Author Head of Records Management Approved by HES Board Date of Approval 16/11/2015 Version

More information

Document Management Policy

Document Management Policy Document Management Policy Introduction 1.1. The Snowdonia National Park Authority considers effective record management to be a key administrative function. It maintains records of its own internal functions

More information

A recordkeeping update for Queensland public authorities reissued April, 2013

A recordkeeping update for Queensland public authorities reissued April, 2013 Public records brief A recordkeeping update for Queensland public authorities reissued April, 2013 Identifying and managing vital records This Public Records Brief provides advice to public authorities

More information

Public Records (Scotland) Act 2011. Healthcare Improvement Scotland and Scottish Health Council Assessment Report

Public Records (Scotland) Act 2011. Healthcare Improvement Scotland and Scottish Health Council Assessment Report Public Records (Scotland) Act 2011 Healthcare Improvement Scotland and Scottish Health Council Assessment Report The Keeper of the Records of Scotland 30 October 2015 Contents 1. Public Records (Scotland)

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

Records Management Policy Once printed off, this is an uncontrolled document. Please check the Intranet for the most up to date copy Author Freedom of Information Lead Version 5.0 Issue Issue Date October 2011 Review Date October

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

RECORDS MANAGEMENT FRAMEWORK

RECORDS MANAGEMENT FRAMEWORK RECORDS MANAGEMENT FRAMEWORK Policy Number: 253 Supersedes: Standards For Healthcare Services No/s 1, 19, 20 Version No: Date Of Review: Reviewer Name: 1.1 Nov 2011 Alison Gittins 1.2 Mar 2015 Alison Gittins

More information

University of Liverpool

University of Liverpool University of Liverpool Information Security Policy Reference Number Title CSD-003 Information Security Policy Version Number 3.0 Document Status Document Classification Active Open Effective Date 01 October

More information

DURHAM COUNTY COUNCIL CORPORATE RECORDS MANAGEMENT POLICY

DURHAM COUNTY COUNCIL CORPORATE RECORDS MANAGEMENT POLICY DURHAM COUNTY COUNCIL CORPORATE RECORDS MANAGEMENT POLICY Version 3.0 February 2015 Table of Contents 1. Purpose...3 2. Background... 4 3. Legislative Arena... 4 4. Scope...5 5. Aim and Objectives... 6

More information

Data Protection Policy

Data Protection Policy Data Protection Policy Owner : Head of Information Management Document ID : ICT-PL-0099 Version : 2.0 Date : May 2015 We will on request produce this Policy, or particular parts of it, in other languages

More information

PLEASE NOTE. For more information concerning the history of this Act, please see the Table of Public Acts.

PLEASE NOTE. For more information concerning the history of this Act, please see the Table of Public Acts. PLEASE NOTE This document, prepared by the Legislative Counsel Office, is an office consolidation of this Act, current to December 2, 2015. It is intended for information and reference purposes only. This

More information

Disposal Authorisation for Information and Technology Management Records. Administrative Schedule No. 4

Disposal Authorisation for Information and Technology Management Records. Administrative Schedule No. 4 Disposal Authorisation for Information and Technology Management Records Administrative Schedule No. 4 July 2014 AUTHORISATION FOR THE COMMENCEMENT OF THIS SCHEDULE Issued under the National Archive and

More information

Disposal Schedule for Functional records of the Electricity Supply Industry Expert Panel

Disposal Schedule for Functional records of the Electricity Supply Industry Expert Panel Disposal Schedule for Functional records of the Electricity Supply Industry Expert Panel Disposal Authorisation No. 2370 TABLE OF CONTENTS INTRODUCTION page4 Archives legislation page 4 Schedule elements

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

Argyll and Bute Council. Information Management Strategy 2014-2018

Argyll and Bute Council. Information Management Strategy 2014-2018 Argyll and Bute Council Information Management Strategy 2014-2018 Version 1.3 November 2014 $Hcxs4vps.Docx INDEX 1. INTRODUCTION... 3 1.1 Purpose of the Document... 3 2. INFORMATION MANAGEMENT OVERVIEW...

More information

Records Management Plan

Records Management Plan Glasgow City Council, Assessor & Electoral Registration Officer for the City of Glasgow, & City of Glasgow Licensing Board Records Management Plan November 2013 Records Management Plan Version 2 November

More information

RUTGERS POLICY. Approval Authority: Executive Vice President for Academic Affairs and Senior Vice President for Administration

RUTGERS POLICY. Approval Authority: Executive Vice President for Academic Affairs and Senior Vice President for Administration RUTGERS POLICY Section: 30.4.5 Section Title: Business Services Policy Name: Records Management Formerly Book: Formerly Policy 50.3.10 Approval Authority: Executive Vice President for Academic Affairs

More information

Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009

Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009 RECORDS AND INFORMATION Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009 PURPOSE Penn West recognizes that responsible

More information

Records Management Policy

Records Management Policy Records Management Policy 1. Introduction Queen's University can trace its roots back to 1845 when it was established as one of three Queen's Colleges in Ireland. It is the second oldest university in

More information

Information Management Advice 18 - Managing records in business systems Part 1: Checklist for decommissioning business systems

Information Management Advice 18 - Managing records in business systems Part 1: Checklist for decommissioning business systems Information Management Advice 18 - Managing records in business systems Part 1: Checklist for decommissioning business systems Introduction Agencies have systems which hold business information, such as

More information

NHS LANARKSHIRE HEALTH RECORDS POLICY Management and Maintenance, Security, Storage, Distribution and Retention of Health Records

NHS LANARKSHIRE HEALTH RECORDS POLICY Management and Maintenance, Security, Storage, Distribution and Retention of Health Records NHS LANARKSHIRE HEALTH RECORDS POLICY Management and Maintenance, Security, Storage, Distribution and Retention of Health Records Author: Responsible Lead Executive Director: Endorsing Body: Governance

More information

Impington Village College s Publication scheme under the Freedom of Information Act 2000

Impington Village College s Publication scheme under the Freedom of Information Act 2000 Impington Village College s Publication scheme under the Freedom of Information Act 2000 Guide to information available from Impington Village College under the model publication scheme The Academy Trust

More information

1. Each employee is responsible for managing college records in a responsible and professional manner.

1. Each employee is responsible for managing college records in a responsible and professional manner. Policy O-6.2 Approved By: College Executive Team Approval Date: February 26, 2003 Amendment Date: November 25, 2009 Policy Holder: VP Administration & CFO Purpose / Rationale RECORD MANAGEMENT The purpose

More information

Musina Local Municipality. Change Management and Control Policy -Draft-

Musina Local Municipality. Change Management and Control Policy -Draft- Musina Local Municipality Change Management and Control Policy -Draft- Revision History Version Date Status Author V1.0 June 2013 First Draft Perry Eccleston Page 2 of 12 Table of Contents Revision History...

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

Information Management Advice 4 Managing Electronic Communications as Records

Information Management Advice 4 Managing Electronic Communications as Records Information Management Advice 4 Managing Electronic Communications as Records Introduction Whether an electronic communication is a record does not depend on its format or means of communication, rather

More information

Information Security Policy

Information Security Policy Central Bedfordshire Council www.centralbedfordshire.gov.uk Information Security Policy January 2016 Security Classification: Not Protected 1 Approval History Version No Approved by Approval Date Comments

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

BASIC STEPS IN A RECORDS MANAGEMENT PROGRAM. The basic steps in implementing a records management program are: Inventory Appraisal Scheduling

BASIC STEPS IN A RECORDS MANAGEMENT PROGRAM. The basic steps in implementing a records management program are: Inventory Appraisal Scheduling INTRODUCTION Records are indispensable in the efficient and economical operation of state government. They serve as the memory; they are the evidence of past events and the basis for future actions. When

More information

Data Security Policy

Data Security Policy Policy Number: Revision Number: 0 QP1.44 Date of issue: March 2009 Status: Approved Date of approval: April 2009 Responsibility for policy: Responsibility for implementation: Responsibility for review:

More information

Proposed Public Records Legislation Consultation

Proposed Public Records Legislation Consultation Proposed Public Records Legislation Consultation Question 1 Do you agree that a public record is one that is created or received by a publicly funded authority, or do you think that the public status of

More information