Freedom of Information Publication Scheme

1. The National Archives of Scotland
1.1 The NAS is an Executive Agency of the Scottish Government, within the portfolio of the Minister for Europe, External Affairs and Culture. It is headed by the Keeper of the Records of Scotland, who is responsible to the Scottish Ministers for records transmitted to him under the provisions of the Public Records (Scotland) Act, 1937 and under section 3, of the Public Records Act, 1958, as well as for records of independent origin selected for preservation with the public records of Scotland, including those of the Church of Scotland. The Keeper is also responsible to the Lord President of the Court of Session for the efficient management of the court and other legal records in Scotland.

1.2 Our functions are:

• to select public records regarded as worthy of permanent preservation;
• to acquire other historical records of national importance, or which otherwise merit preservation;
• to divert, devolve or transfer records to other appropriate repositories; and make suitable arrangements for the disposal of other material;
• to preserve to archival standards all records selected for permanent preservation in the NAS;
• to promote public access to the information in the records; and increase access to the records through electronic means, the use of copies, and by producing catalogues, exhibitions and publications;
• to provide advice, guidance and support to owners and custodians of records held outwith the NAS, especially local authorities and other Scottish public authorities; and disseminate information on and facilitate access to such records; and to take the lead in the development of archival and records management practice in Scotland.

1.3 The NAS plays an important role in Scotland’s economic and cultural life. The property market in Scotland is dependent on the services provided by the NAS to legal searchers, while its historical records are much used in lifelong learning and are a major attraction for genealogists, which helps promote tourism. In addition to advising Scottish Ministers on records and information policy, the NAS advises Scottish public authorities about the creation and management of their records, it advises public and private owners about their historical records and it provides a reference service to the public on all aspects of the national archives.

1.4 The Keeper is answerable to the Scottish Ministers for the operation of the NAS, its day to day management, and its future development. Responsibility for financial matters rests with the NAS Accountable Officer, who is the Deputy Keeper for Corporate Services.

1.5 The NAS is divided into two divisions, each headed by a Deputy Keeper. The Corporate Services Division is responsible for planning, administration, public and support services. The Records Services Division is responsible for relations with bodies that create records, selecting and cataloguing records for retention and increasing the use of the records.

1.6 The NAS does not own any publicly-owned companies as defined under section 6 of the Freedom of Information (Scotland) Act 2002.

2. What is the publication scheme?
2.1 In January 2005, the Freedom of Information (Scotland) Act (2002) came into force. This allows any individual, anywhere to ask Scottish public authorities for information which they hold.

2.2 The National Archives of Scotland (NAS) is a public authority subject to the Freedom of Information (Scotland) Act 2002 and the Environmental Information (Scotland) Regulations 2004.

2.3 There are two types of information which the NAS holds:
• Information contained in NAS corporate records.
• Information contained in the archives.

2.4 This publication scheme describes the corporate information that the National Archives of Scotland (NAS) publishes. Under the Freedom of Information (Scotland) Act 2002 we are required to specify:

• the classes of information we publish or intend to publish;
• in what form it is published
• whether the information is available for free or on payment of a fee.

2.5 The purpose of this publication scheme is to explain: the types of corporate information that we publish; how to access it.; how to make Freedom of Information requests and how to access information in the archives.

2.6 Details about accessing information contained in the archives are provided in section 5. There is also a ‘Basic Guide to Freedom of Information in Scotland’ on our website.

2.7 Any queries or complaints about this publication scheme should be directed to the Freedom of Information Officer, National Archives of Scotland, HM General Register House, Edinburgh, EH1 3YY; or foi@nas.gov.uk; or telephone: 0131 535 1371.

2.8 This publication scheme is published on the NAS website. Paper copies may be obtained free of charge on request.

3. Freedom of Information requests
3.1 Access to NAS corporate information that is not included in the publication scheme can be requested under the Freedom of Information (Scotland) Act 2000 (FOISA). Access to information in archives held by NAS that are not otherwise accessible in the search rooms may also be requested under FOISA. There is a separate charging structure for requests for information that is not included in the publication scheme.

3.2 Under the legislation, public authorities may charge for providing information if the cost to the authority is more than £100 but £600 or less. Above that limit, public authorities may opt either to charge or to refuse to provide the information. Further guidance is available from the Office of the Scottish Information Commissioner.

3.3 In line with Scottish Government policy, the NAS will not charge for providing information where the cost of doing so falls below the upper cost limit of £600. Further information about charging be found in the Freedom of Information section of the NAS website.

3.3 Please submit your requests to the Freedom of Information Officer, National Archives of Scotland, HM General Register House, Edinburgh, EH1 3YY; or foi@nas.gov.uk; or telephone: 0131 535 1371. There are rights under FOISA and EIR to request a review of applications for information and thereafter to appeal to the Scottish Information Commissioner. Guidance is available on the Basic Guide to Freedom of Information in Scotland which is published on the NAS website. Further details are included on the website of the Office of the Scottish Information Commissioner.

4. Information in the publication scheme
4.1 The information in this scheme is published on our website and can be downloaded. Copies of this information can also be requested in person, by post or e-mail. If requested, we will provide the information in alternative formats, such as translations or audio.

4.2 Information on the website is free of charge although you will of course have to meet any charges by your Internet service provider, personal printing costs, etc. If you don’t have access to our website, you can ask for a single print-out free of charge. If you ask for multiple copies or large numbers of documents we may make a charge (printing and photocopy charges will at be 10p per page). If we make a charge we will tell you when you make your request and ask you to pay in advance. Computer discs will be charged at the rate of £1.00 per CD-Rom.

4.3 There are also a small number of publications for which NAS makes a charge. These commercially produced publications will be charged at the advertised retail price.

Next section