Records Or Information Management Policy

Objectives

The objectives of the Records Management Policy are to establish a long term policy framework for the management of current and semi-current records regardless of format. It is also to ensure the creation and management of authentic, reliable and useable records, capable of supporting business functions and activities for as long as they are required

Introduction

The Authority recognises that its information and the records that such information may be contained within, are a key resource in the delivery of Authority services and an important aspect of demonstrating public accountability. A “record” is evidence of an activity or decision and demonstrates accountability. This policy statement sets out a corporate approach to ensuring proper arrangements are in place for the care and administration of all records, regardless of medium, from creation

until selection for destruction or permanent preservation. The Authority recognises the importance of good records management practices to ensure:

• right information available at the right time
• a corporate understanding of the value of information
• authentic and reliable evidence of business transactions
• support for decision making and planning processes
• legal compliance
• openness and accountability
• effective e-government
• better corporate governance
• the rights of citizens

This document sets out the objectives of the records management policy, the standards and actions necessary to ensure its delivery and the responsibilities of Officers.

The records policy is:-  

• to ensure consistency of approach in record creation, description, classification, maintenance and disposition, and harmonization of working practices
• to ensure an appropriate and legally sound records retention policy
• to ensure the accuracy and integrity of records
• to facilitate the bringing together of records from different business areas to aid the provision of joined up services and to avoid duplication
• to ensure records are maintained in a safe and secure environment
• to ensure vital information is safeguarded and preserved and is readily accessible through the identification of records of historical or other importance at the earliest opportunity

This policy will be actioned as outlined in the following documents:

• Storage of Data & Records Statement
• Statement of compliance with retention schedule
• Destruction & Disposal Procedures
• Backup Policy