Records Management Policy.doc

Size: px
Start display at page:

Download "Records Management Policy.doc"

Transcription

1

2 INDEX Pages 1. DESCRIPTORS KEY ROLE PLAYERS CORE FUNCTIONS OF THE RECORDS MANAGER CORE FUNCTIONS OF THE HEAD OF REGISTRIES PURPOSE OBJECTIVES POLICY REGULATORY ENVIRONMENT GUIDELINES EXPLANATORY NOTES ADMINISTRATIVE PROCEDURES DEFINITIONS POLICY REVISION CONTACT INFORMATION ********

3 1 POLICY POLICY TITLE: CATEGORY: RECORDS MANAGEMENT CORPORATE MANAGEMENT SERVICES INTRODUCTION The City of Tshwane Metropolitan Municipality keeps and manages official records to support its business operations, as well as to fulfil legal and administrative obligations. The records will be managed by the City of Tshwane Metropolitan Municipality, in terms of the National Archives and Records Service of South Africa Act No. 43 of 1996, as amended, from creation to disposition stage. 1. DESCRIPTORS 1.1 Information management 1.2 Records Management 1.3 Corporate Memory 2. KEY ROLE PLAYERS 2.1 Records Manager 2.2 Chief External Archives Operations 3. CORE FUNCTIONS OF THE RECORDS MANAGER (i) (ii) (iii) Formulation and maintenance of Departmental Records Management Policy. Implementation and maintenance of the Provincial Records Management Policy. Implementation and maintenance of the Departmental Integrated Document Management System. (iv) Managing of procedures and processes of the Departmental Registries - file plan, records control schedule and electronic records management system. (v) Training of staff at institutional level. 4. CORE FUNCTIONS OF THE HEAD OF REGISTRIES (a) (b) (c) (d) (e) Managing of procedures and processes of head offices registries. Managing staff of head office registries. Ensure compliance with the department's file plan and policy. Training of head office personnel on the use of the file plan and policy. Implementation of MISS policy at registries.

4 2 5. PURPOSE To ensure an effective and efficient records management in the City of Tshwane Metropolitan Municipality and to secure the preservation of an appropriate record of the organization's policies and activities. 6. OBJECTIVES This policy establishes the corporate standards and requirements for the management of all official records. It promotes a systematic approach to records management within the City of Tshwane Metropolitan Municipality and establishes a consistent and coherent regime of management processes for the whole extent of a records existence. 7. POLICY 7.1 Statement City of Tshwane Metropolitan Municipality will keep proper records of its business activity, to meet the needs and protect the interest of the Institution, its clients and others affected by its actions and decisions, and maintain its records in an approved record keeping systems. 7.2 Scope This policy defines areas where legislation, standards and best practice have application in the creation and management of records connected to the business activities and transactions of the City of Tshwane Metropolitan Municipality. Records Management principles, practices and procedures will give effect to this policy and ensure that all corporate information can be readily identified, accessed and retrieved, and protected where it is of a sensitive, confidential or private nature. 8. REGULATORY ENVIRONMENT City of Tshwane Metropolitan Municipality must take into consideration the regulatory environment in which it operates and applies this to its record keeping practice. This includes specific legislation affecting: Records creation and formats Records as evidence Records retention Records disposal Custody of records Control over access; and Accessibility.

5 3 8.1 National Archives and Records Service of South Africa Act (Act 43 of 1996) (as amended) The National Archives and Records Service of South Africa Act, charges the National Archives with the proper management and care of public records in the custody of governmental bodies. It specifies that no public record under the control of a governmental body may be transferred to an archives repository, destroyed, erased or otherwise disposed of without the written authorization of the National Archivist. It also requires the National Archives to preserve records with enduring value for use by the public and the State; make such records accessible and promote their use by the public; ensure proper management and care of all public records; promote an awareness of archives and records management and encourage archival and records management activities and generally promote the preservation and use of a national archival heritage. The act brings all electronic records under the authority of the National Archivist. This allows the National Archives to insist that mechanisms and procedures be put in place to ensure that archival records are identified while still functional and then preserved appropriately. Section 13(b)(I)-(iii) of the Act specifies that the National Archivist shall: Determine records classification systems to be applied by governmental bodies; Determine the conditions subject to which records may be microfilmed or electronically reproduces; and Determine the conditions subject to which electronic records systems should be managed. 8.2 Promotion of Access to Information Act (Act 2 of 2000) The Act gives effect to the access to information right in the 1996 Constitution, Section 32. The relevant clause reads: Everyone has the right of access to - Any information held by the state; and Any information that is held by another person and that is required for the exercise or protection of any rights. It lays down procedures from accessing information of government and private bodies. The Promotion of Access to Information Act, section 9 states that the Act must promote transparency, accountability and effective governance of all public and private bodies. The Act overrides any other act, which has a more restrictive approach to information.

6 4 The Human Rights Commission was tasked with some obligations in terms of this Act. One of these was to monitor the implementation of the Act, make recommendations and report to Parliament on these matters. It must also assist persons wherever applicable. 8.3 The Promotion of Administrative Justice Act (Act 3 of 2000) The purpose of this Act is to ensure that administrative action is lawful, reasonable and fair. To enable governmental bodies to comply with the provisions of this Act, they would keep proper records of administrative actions and decisions. 8.4 Public Finance Management Act (Act 1 of 1999) The purpose of this act is to regulate financial management in the government and to prevent corruption. Efficient records management practices are imperative if a body wants to give effect to the provisions of these acts. The City of Tshwane Metropolitan Municipality must be able to retrieve the right information at the right time and retrieve all records that exist on a topic. It must also properly document all disposal action. 8.5 Electronic Transactions Act (Act 25 of 2002) To provide for the facilitation and regulation of electronic communications and transactions. 9. GUIDELINES 9.1 Accessibility General Access Official files, restricted files excluded may be accesses by all City of Tshwane Metropolitan Municipality staff Restricted Access Confidential, sensitive or personal information is not placed on general access files. Records of this nature are held on restricted access files. Files, which are stamped "restricted access" are stored separately in a restricted area. A separate register for restricted files should be compiled; Approval for access to restricted files requires authorisation of the Head of Division or the Records Manager. In addition to any conditions set with regard to accessibility of records also refer to paragraph 9 of this policy with regard to the handling of records.

7 5 9.2 Accountability The principle that individual, organisations and the community are required to account to others for their actions. Organisations and their employees must be able to account to appropriate regulatory authorities, to shareholders or members, and to the public to meet statutory obligations, audit requirements, relevant standards and codes of practice, and community expectations through a structures records management environment, with property registries, approved fire plans and records control schedules implemented. 9.3 Best Practice The City of Tshwane Metropolitan Municipality uses the National Archives and Records Services of South Africa's Records Management publications as a model for its record keeping principles and practice and as a bench mark to measure the effectiveness of its records management systems and program. 9.4 Responsibility The Manager: Corporate Admin has the authority to ensure compliance with external legislation and to assign responsibility for internal policy, practices and procedures. Senior and Line Managers must ensure that a proper record of business activity is created and is subsequently maintained as evidence of that activity. Staff must ensure that documents that form part of the City of Tshwane Metropolitan Municipality, official records are not placed in unofficial or private filing systems. All such documents are to be placed on official files. Staff is not permitted to remove documents, damage or in any other manner neglect, interfere with or destroy official records. The Records Manager has designated responsibility for corporate records, regulation of record-keeping practices and maintenance of policy and procedures that ensures that uniform protection is given to all records, regardless of media. The Records Manager also monitors changes in record-keeping legislation, guidelines, procedures and technology to assess the impact on the record-keeping processes. 9.5 Classification Only the plans that have been approved by the National Archivist may be used for both paper-based and electronic records. If difficulties are experienced with the allocation of reference numbers the Records Manager must be consulted. No revisions and additions may be made to the classification system without the Records Manager s approval.

8 6 9.6 Disposal of records No records of the City of Tshwane Metropolitan Municipality may be destroyed, erased or otherwise be disposed of without the prior written authorization of the National Archivist. The Records Manager in consultation with the functionaries is responsible for the determination of retention periods. The Records Manager must be consulted in case a dispute arises on the allocation of a retention period. Archival-valued paper-based records must be kept for a period of 20 years before they are transferred to the National Archives Repository, unless agreement on a shorter retention period has been reached with the National Archives. Electronic records with archival value can either be transferred to an appropriate archives repository for permanent preservation as soon as possible after creation, or at such a time as specified by the National Archivist or in a proven-archival medium such as paper or microform. Alternatively, the City of Tshwane Metropolitan Municipality can preserve their own archival electronic records and maintain their functionality permanently. 9.7 Custody Every governmental body which falls under the stipulations of the National Archives and Records Service of South Africa Act, no. 43 of 1996 (as amended) is required to establish a proper Registry area for the safe-keeping of its records. City of Tshwane Metropolitan Municipality registry as well as specific department s registries will be responsible for the safekeeping and custody of their respective department s official records. Records indicated with restricted access shall be kept in office of the Manager or Head of the Division. The storage conditions for Registries and any other storage area must comply with standards set by the National Archives and Records Services: 9.8 Security All records should be stored in secure areas to prevent theft or vandalism Electronic Records Electronic records management software must provide the functionality to record all events that affect the records to make it possible to track deliberate or accidental alterations of records. A systematic back-up procedure is imperative The National Archivist must immediately be informed about any losses of public records.

9 7 9.9 Training To achieve full benefit from records keeping system, all affected staff should be thoroughly trained and orientated in their use. Training project should take place into account: Records Management training courses presented by the National Archives. Revision training after implementation. On-going training for new staff. Project Management. Change Management. The Records Manager in conjunction with the official in charge of training will be responsible for the evaluation of Records Management training needs in the organisation Inspections by the National Archives The National Archives, subject to the exemption provision contained in section (13(2)(c)) of the National Archives and Records Services Act, Act 43 of 1996 (as amended), is entitled to full and free access, at all times, to all public records in the organisation s custody. No records of the City of Tshwane Metropolitan Municipality are exempted from the above-mentioned clause Evaluation Routines should be established for regular quality checks on the record-keeping system. These should cover maintenance of the quality of both existing and of newly captured records and the efficiency of current records management process. The Records Manager should carry out audits on the records management system as a whole City of Tshwane Metropolitan Municipality record-keeping, practices shall be evaluated and tested annually by means of a Records Audit. 10. EXPLANATORY NOTES 10.1 Records Records information, regardless of form or medium. Created or received by an organisation or person for use in the course of business and subsequently kept as evidence of business activity.

10 Records Management The discipline and organisational function of managing records to meet operational business needs, accountability requirements and community expectations. The management of records throughout its life cycle, which may include transfer and destruction or retention as archives Official Files Official files are the primary record keeping system for hard copy administrative and business records. They contain a documentary record of organisational activity, decisions and outcomes and as an information resource, support and facilitate decision-making Official Records Official records contain information which is of administrative, legal, fiscal, evidential or historical value and is not recorded elsewhere; evidence of decisions for which the institution is held accountable; formal communications and/or transactions between officers or between an officer and another party; copies of the institution s decisions and directives; information regarding personnel. 11. ADMINISTRATIVE PROCEDURES A registry Manual must be complied and submitted to the National Archivist for approval. The Registries will be operated according to the National Archives and Records Services approved Registry Procedure Manual that covers all aspects of the day to day management of a registry. 12. DEFINITIONS 12.1 Active Records Those records which are retrieved and consulted frequently, or which contain information of immediate relevance to the current activities of the organisation Appraisal The archival function of determining the eventual disposal of records Archives The whole body of records which are deemed to be of value to City of Tshwane Metropolitan Municipality or the State.

11 Classification The process of categorising business records in a systematic and consistent way to facilitate capture, retrieval and disposal. Classification includes the determination of file numbering and naming conventions, user permissions and security restrictions Disposal A range of processes associated with implementing appraisal decisions. These include the retention, deletion or destruction or records. They may also include the migration or transmission of records between record-keeping systems, and the transfer of custody ownership or records Disposal Plan A disposal plan allows for the orderly and controlled disposition of the City of Tshwane Metropolitan Municipality's records. The plan ensures that there are authorised disposal arrangements for records in all formats and systematic destruction methods and programs are in place Documents Structured units of recorded information, published or unpublished, in hard copy or electronic form, and managed as discrete units in information or record-keeping systems Duplicate Records Duplicate information held elsewhere or which has been transcribed to paper and accepted as a true and correct record by the persons concerned Electronic Records Records communicated and maintained by means of electronic equipment Electronic Messaging A general term covering all forms of electronically mediated communication. This includes electronic mail for text messages and an equivalent service that uses recordings of spoken messages known as voice messaging. It may also include computer conferencing and videotext. Also used as synonymous with electronic mail Ephemeral Records Those records, which are of short-term, temporary informational value with virtually no requirement for retention and can be disposed of when reference value ceases.

12 10 For example: Duplicates of documents for reference only Telephone messages of a routine nature Facsimile transmissions of a routine nature Evidence Information that tends to prove a fact. Not limited to the legal sense of the term Legal Value The value inherent in records that provide legal proof of business transactions Non-Current or Inactive Records Records which have ceased to be used regularly in day-to-day administration Personnel Records Files, which carry all official information, kept within City of Tshwane Metropolitan Municipality, relating to an employee, past or present Proper Records Records that are complete and accurate, and capable of providing organisational accountability when officially used Recordkeeping Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information Recordkeeping Systems Information systems, which capture, maintain and provide access to records over time Retention and Disposal Schedule A retention and disposal schedule is a systematic and comprehensive listing or records created by City of Tshwane Metropolitan Municipality, which plans the life of those records from their creation to their disposal. It assigns the retention period for each series and specifies the action to be taken when they pass their use-by-date or become archives Storage Facilities for storing records for future retrieval and use, research or reference.

13 Tracking Capturing and maintaining information about the movement and uses of records Vital Records Vital records are those records, which, if destroyed, could seriously affect the viability and continuity of City of Tshwane Metropolitan Municipality operations Working Papers Documents which are drafts, calculations, notes or copies of documents that are assembled or created for use in the preparation or analysis of other documents, usually in a final version. 13. POLICY REVISION The officer responsible for developing and maintaining this policy is the Records Manager. The policy was drafted on 21 July 2006 and will be updated when there are changes in operating practices, the regulatory environment or necessary standards. 14. CONTACT INFORMATION Name & Surname : Lilian Netshandama Title : Functional Head: External Archives Tel (office) : Fax : Cellular : LillianN@tshwane.gov.za

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY 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

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

NATIONAL ARCHIVES AND RECORDS SERVICE OF SOUTH AFRICA ACT (ACT NO. 43 OF 1996)

NATIONAL ARCHIVES AND RECORDS SERVICE OF SOUTH AFRICA ACT (ACT NO. 43 OF 1996) NATIONAL ARCHIVES AND RECORDS SERVICE OF SOUTH AFRICA ACT (ACT NO. 43 OF 1996) as amended by Cultural Laws Amendment Act 36 of 2001 ACT To provide for a National Archives and Record Service; the proper

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

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

RECORDS MANAGEMENT POLICY MANUAL

RECORDS MANAGEMENT POLICY MANUAL RECORDS MANAGEMENT POLICY MANUAL National Archives and Records Service of South Africa Department of Arts and Culture National Archives and Records Service of South Africa Private Bag X236 PRETORIA 0001

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

Administrative Procedures Memorandum A2005

Administrative Procedures Memorandum A2005 Page 1 of 12 Date of Issue: June 2014 Original Date of Issue: Subject: References: Links: Contact: June 2014 RECORDS AND INFORMATION MANAGEMENT Policy 2196 Records and Information Management Policy 2197

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

RECORDS AND INFORMATION MANAGEMENT AND RETENTION

RECORDS AND INFORMATION MANAGEMENT AND RETENTION RECORDS AND INFORMATION MANAGEMENT AND RETENTION Policy The Health Science Center recognizes the need for orderly management and retrieval of all official records and a documented records retention and

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

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

NCI-Frederick Safety and Environmental Compliance Manual 03/2013

NCI-Frederick Safety and Environmental Compliance Manual 03/2013 E-1. Records Management I. Scope The Records Management Office maintains a comprehensive records management system meeting regulatory and contractual requirements ensuring documentation is readily accessible.

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

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

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

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

Friends of Black Rock High Rock Records Management Policy

Friends of Black Rock High Rock Records Management Policy Friends of Black Rock High Rock Records Management Policy SECTION 1: MANAGEMENT OF RECORDS 1.1 Objective The objective of the Records Management Policy is to support Friends of Black Rock High Rock (FBRHR)

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

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

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

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

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

How To Manage Records And Information Management In Alberta

How To Manage Records And Information Management In Alberta 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

SECTION 5 RECORDED INFORMATION MANAGEMENT

SECTION 5 RECORDED INFORMATION MANAGEMENT SECTION 5 RECORDED INFORMATION MANAGEMENT 5.02 POLICY RESPONSIBILITIES AUTHORITY: EXECUTIVE COUNCIL / ARCHIVES ACT, R.S.P.E.I. 1988, CAP. A-19 ADMINISTRATION: DEPARTMENT OF EDUCATION PUBLIC ARCHIVES AND

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

RECORDS MANAGEMENT MANUAL

RECORDS MANAGEMENT MANUAL RECORDS MANAGEMENT MANUAL Date: September, 2007 Authored By: University Archives Contents 1. Records Management at UBC 3 A) Purpose of The Records Manual 3 B) Benefits of Records Management 3 C) Some Records

More information

State of Montana E-Mail Guidelines

State of Montana E-Mail Guidelines State of Montana E-Mail Guidelines A Management Guide for the Retention of E-Mail Records for Montana State Government Published by the: Montana State Records Committee Helena, Montana September 2006 Based,

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

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

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

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 - 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 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

Massachusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm

Massachusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm Massa achusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm Summary of Contents About This Supplement... 7 Revisions to the Current Edition...

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

Records Management Basic Information For Local Government Agencies

Records Management Basic Information For Local Government Agencies Records Management Basic Information For Local Government Agencies Title 5: ADMINISTRATIVE PROCEDURES AND SERVICES Part 1: STATE DEPARTMENTS Chapter 6: STATE ARCHIVIST (HEADING: PL 1973, c. 625, @16 (new))

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

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

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

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

Disposal Schedule for Functional records of Retirement Benefits Fund. Disposal Authorisation No. 2416

Disposal Schedule for Functional records of Retirement Benefits Fund. Disposal Authorisation No. 2416 Disposal Schedule for Functional records of Retirement Benefits Fund Disposal Authorisation No. 2416 TABLE OF CONTENTS INTRODUCTION Page 4 Archives legislation Page 4 Schedule elements and arrangement

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

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

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

REGIONAL COUNCIL OF GOYDER. Records Management

REGIONAL COUNCIL OF GOYDER. Records Management Records Management Section: R Version No: 3.0 Adopted: 19/4/11 Reviewed: 19/4/16 Next Review: April 2018 Minutes Ref: 64/16 Responsibility: CEO Introduction The State Records Act 1997 ("the Act") governs

More information

Information Management Advice 27 Managing Email

Information Management Advice 27 Managing Email Introduction Email is a critical communication mechanism for Tasmanian Government Agencies and a fundamental tool for conducting business. Emails, like State records in other formats, should be captured

More information

Records Management Policy

Records Management Policy Records Management Policy Reference Number: 1.49 Classification: Policy - Public Subject: Corporate Governance Department: Corporate Services Responsible Officer: Chief Executive Officer Community Plan

More information

Presented by Vickie Swam, Director of University Compliance. Records Management is one of the functions supported by the University Compliance Office.

Presented by Vickie Swam, Director of University Compliance. Records Management is one of the functions supported by the University Compliance Office. Presented by Vickie Swam, Director of University Compliance. Records Management is one of the functions supported by the University Compliance Office. 1 Texas Government Code (TAC), Section 441 requires

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 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

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

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

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

Records Management. 1. Introduction. 2. Strategic Plan Desired Outcomes

Records Management. 1. Introduction. 2. Strategic Plan Desired Outcomes Records Management Classification: Policy Name: First Issued / Approved: Last Reviewed: Council Policy Records Management 13/9/2011, CCS0036 12 August 2014, Cl9829 24 February 2015, C10054 Next Review:

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 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

RECORDS COMMISSION[671]

RECORDS COMMISSION[671] IAC 7/2/08 Records Commission[671] Analysis, p.1 RECORDS COMMISSION[671] CHAPTER 1 ORGANIZATION AND RESPONSIBILITIES 1.1(17A,305) Description of organization 1.2(305) Definitions 1.3(17A,305) Responsibilities

More information

An Approach to Records Management Audit

An Approach to Records Management Audit An Approach to Records Management Audit DOCUMENT CONTROL Reference Number Version 1.0 Amendments Document objectives: Guidance to help establish Records Management audits Date of Issue 7 May 2007 INTRODUCTION

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

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 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

MANAGING ELECTRONIC RECORDS IN GOVERNMENTAL BODIES: POLICY, PRINCIPLES AND REQUIREMENTS

MANAGING ELECTRONIC RECORDS IN GOVERNMENTAL BODIES: POLICY, PRINCIPLES AND REQUIREMENTS MANAGING ELECTRONIC RECORDS IN GOVERNMENTAL BODIES: POLICY, PRINCIPLES AND REQUIREMENTS National Archives and Records Service of South Africa National Archives and Records Service of South Africa Private

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

E-mail Management: A Guide For Harvard Administrators

E-mail Management: A Guide For Harvard Administrators E-mail Management: A Guide For Harvard Administrators E-mail is information transmitted or exchanged between a sender and a recipient by way of a system of connected computers. Although e-mail is considered

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

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

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

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

Chapter 2.82 - RECORDS MANAGEMENT Sections:

Chapter 2.82 - RECORDS MANAGEMENT Sections: Chapter 82 - RECORDS MANAGEMENT Sections: 8010 - Government records findings Recognition of public policy. The council of Salt Lake County finds the following: A. It is in the best interests of Salt Lake

More information

Table of Contents. Chapter No. 1. Introduction 1. 2. Objective 1. 3. E-mail Use Compliance 1. 4. Definitions 2. 5. Roles and Responsibilities 2

Table of Contents. Chapter No. 1. Introduction 1. 2. Objective 1. 3. E-mail Use Compliance 1. 4. Definitions 2. 5. Roles and Responsibilities 2 Table of Contents Chapter Subject Page No. 1. Introduction 1 2. Objective 1 3. E-mail Use Compliance 1 4. Definitions 2 5. Roles and Responsibilities 2 6. Creation and Use of E-mails 3 7. Managing E-mails

More information

Montana Local Government Records Management Guidelines

Montana Local Government Records Management Guidelines Montana Local Government Records Management Guidelines Prepared and Published by the Montana Local Government Records Committee Rev 3.0 Sep 2010 TABLE OF CONTENTS Introduction i Authority...ii Definitions...

More information

ACQUISITION POLICY FOR THE JAMES HARDIMAN LIBRARY ARCHIVES ARCHIVES GROUP. 1. Purpose of the Archives Service

ACQUISITION POLICY FOR THE JAMES HARDIMAN LIBRARY ARCHIVES ARCHIVES GROUP. 1. Purpose of the Archives Service ACQUISITION POLICY FOR THE JAMES HARDIMAN LIBRARY ARCHIVES ARCHIVES GROUP 1. Purpose of the Archives Service 1.1 The purpose of the archives service is to acquire, preserve and make accessible archival

More information

Information Management Advice 18 - Managing records in business systems: Overview

Information Management Advice 18 - Managing records in business systems: Overview Information Management Advice 18 - Managing records in business systems: Overview Introduction The purpose of this Advice is to assist agencies to identify and manage State records in business systems,

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

Greater London Authority Records Management Policy

Greater London Authority Records Management Policy Greater London Authority Records Management Policy 1. Purpose The purpose of the Records Management Policy is to establish a framework for the creation, maintenance, storage, use and disposal of GLA records,

More information

4.01. Archives of Ontario and Information Storage and Retrieval Services. Chapter 4 Section. Background

4.01. Archives of Ontario and Information Storage and Retrieval Services. Chapter 4 Section. Background Chapter 4 Section 4.01 Ministry of Government Services Archives of Ontario and Information Storage and Retrieval Services Follow-up on VFM Section 3.01, 2007 Annual Report Background The Archives of Ontario

More information

39C-1 Records Management Program 39C-3

39C-1 Records Management Program 39C-3 39C-1 Records Management Program 39C-3 Sec. 39C-1. Sec. 39C-2. Sec. 39C-3. Sec. 39C-4. Sec. 39C-5. Sec. 39C-6. Sec. 39C-7. Sec. 39C-8. Sec. 39C-9. Sec. 39C-10. Sec. 39C-11. Sec. 39C-12. Sec. 39C-13. Sec.

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

Non-Profit Records Management Tool Kit

Non-Profit Records Management Tool Kit Non-Profit Records Management Tool Kit January 2013 Contents Introduction.... 3 Generally Accepted Record Keeping Principles.... 4 What is a Record?.... 5 File Maintenance.... 6 Classifying a Record.....8

More information

United Cerebral Palsy of Greater Chicago Records and Information Management Policy and Procedures Manual, December 12, 2008

United Cerebral Palsy of Greater Chicago Records and Information Management Policy and Procedures Manual, December 12, 2008 United Cerebral Palsy of Greater Chicago Records and Information Management Policy and Procedures Manual, December 12, 2008 I. Introduction United Cerebral Palsy of Greater Chicago ( UCP ) recognizes that

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

Office of IT Planning, Architecture, and E-Government Office of the Chief Information Officer

Office of IT Planning, Architecture, and E-Government Office of the Chief Information Officer Your Records Management Responsibilities Office of IT Planning, Architecture, and E-Government Office of the Chief Information Officer July 2010 Table of Contents INTRODUCTION RECORDS MANAGEMENT IN THE

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

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

Developing a Records Retention Program

Developing a Records Retention Program Developing a Records Retention Program This site is intended to help you design and implement a records retention program for your organization. Here you will find a basic explanation of a records retention

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

DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES MODEL GUIDELINES FOR ELECTRONIC RECORDS

DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES MODEL GUIDELINES FOR ELECTRONIC RECORDS DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES MODEL GUIDELINES FOR ELECTRONIC RECORDS STATEMENT OF PURPOSE The Delaware Public Archives (DPA) has issued "Model Guidelines for Electronic Records"

More information

Information Management Policy

Information Management Policy Title Information Management Policy Document ID Director Mark Reynolds Status FINAL Owner Neil McCrirrick Version 1.0 Author Deborah Raven Version Date 26 January 2011 Information Management Policy Crown

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

Legal framework for records management and archives. Public authorities and private financial institutions in Sweden.

Legal framework for records management and archives. Public authorities and private financial institutions in Sweden. Legal framework for records management and archives. Public authorities and private financial institutions in Sweden. Mira Barkå The Riksbank archivist and records manager The public and private sectors

More information

File Management : Guidelines & Policies

File Management : Guidelines & Policies File Management : Guidelines & Policies Which files are considered records? Files created or received pursuant to the transaction of University business or in the fulfillment of its educational, administrative,

More information

CÉGEP HERITAGE COLLEGE POLICY #22 CONCERNING RECORDS AND ARCHIVES MANAGEMENT

CÉGEP HERITAGE COLLEGE POLICY #22 CONCERNING RECORDS AND ARCHIVES MANAGEMENT CÉGEP HERITAGE COLLEGE POLICY #22 CONCERNING RECORDS AND ARCHIVES MANAGEMENT COMING INTO FORCE: April 27, 1999 REVISED: April 9, 2015 ADMINISTRATOR: Director General Preamble 1 The Cégep Heritage College

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

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

2.82.010 Government records findings--recognition of public policy.

2.82.010 Government records findings--recognition of public policy. Chapter 2.82 RECORDS MANAGEMENT 2.82.010 Government records findings--recognition of public policy. The council of Salt Lake County finds the following: A. It is in the best interests of Salt Lake County

More information

FDU - Records Retention policy Final.docx

FDU - Records Retention policy Final.docx Records and Information Management Program Policy and Procedure Responsible Office Office of the General Counsel Effective Date 04/01/2012 Responsible Official General Counsel Last Revision I. Rationale

More information

BOARD POLICY POLICY TITLE. Records and Information Management 1.0 PURPOSE

BOARD POLICY POLICY TITLE. Records and Information Management 1.0 PURPOSE BOARD POLICY Policy Section FOI/RECORDS MANAGEMENT Administrative Procedure Number AP-FOI -305 Policy Number 305 Page 1 of 6 POLICY TITLE Records and Information Management 1.0 PURPOSE The Peterborough

More information

Glossary of Records Management Terms

Glossary of Records Management Terms Glossary of Records Management Terms Active record: A record referenced often in the conduct of current departmental business. Administrative record: Records documenting the day to day operation and administration

More information