Freedom of Information Publication Scheme

9. Records Management
9.1 Records Management is the systematic control of an organisation’s records throughout their lifecycle in order to meet operational business needs, statutory requirements and community expectations. The NAS Records Management Policy aims to fulfil good management of the records which NAS creates and receives in the course of administering its own business. It does not apply to the records of organisations and private individuals deposited in NAS for historical purposes.

9.2 To achieve the principles of good records management the NAS implements business processes and records management systems which include:

• file registration and classification;
• retention schedules and records disposal;
• records maintenance and security;
• location tracking;
• disaster recovery;
• designated responsibilities;
• training.

10. Data Subject Requests
The Data Protection Act (1998) allows an individual (the data subject) to request information about them held by an organisation. These are known as data subject access requests and are different to information requests made under FOISA. Such requests will be considered by our Data Protection Officer.

11. Contacts

The Freedom of Information Officer,
The National Archives of Scotland,
HM General Register House,
Edinburgh,
EH1 3YY
Telephone: +44(0) 131 535 1371
Email: foi@nas.gov.uk

Freedom of Information Unit
Scottish Government
St Andrews House
Edinburgh
EH1 3DG
Email: foi@scotland.gsi.gov.uk

Office of the Scottish Information Commissioner
Kinburgh Castle
Doubledykes Road
St Andrews
Fife
KY16 9DS
Telephone: +44(0) 1334 464610
Email: enquiries@itspublicknowledge.info

Office of the Queen’s Printer for Scotland
OQPS Licensing
St Clements House
2-16 Colegate
Norwich
NR3 1BQ
Telephone: +44 (0) 1603 621000
Fax: +44 (0) 1603 723000
Email: licensing@oqps.gov.uk

The Data Protection Officer
The National Archives of Scotland,
HM General Register House,
Edinburgh,
EH1 3YY

12. Classes of information
The NAS is part of the Scottish Government, which provides our human resources functions. Most information about human resources is therefore held by the Scottish Government. The archives held by the NAS are not included in this scheme although information about them is. Details of records that the NAS receives each year are given in the Annual Report and descriptions of the archives are available through our catalogue.

12.1 Corporate administration
This category concerns the way that NAS is administered. It refers to information relating to our governance arrangements with Scottish Government and to the internal management of NAS.

12.2 Financial information
This category concerns published information relating to the administration of NAS finances.

12.3 Corporate policies
This category concerns NAS corporate policies.

12.4 Corporate procedures
This category concerns NAS corporate procedures. It refers to internal documents that NAS staff use to undertake various functions.

12.5 Records policies
This category concerns NAS policies relating to records deposited in NAS by record creating bodies. It refers to information about how we carry out our professional duties including the selection, preservation and access of these archives.

12.6 Information on using the archives
This category concerns the information we provide to the public about using the archives. It includes information that relates to our public search rooms and remote access to the archives.

12.7 Information on the archives
This category concerns the information we provide to the public about the archives themselves. It includes catalogue descriptions and research guides.