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Sunday 20 April 2014
 
 
 

Public Records (Scotland) Act 2011 - Model Plan Guidance to Element 3

Records management policy statement

A records management policy statement underpins effective management of an authority’s records and information. It demonstrates to employees and stakeholders that managing records is important to the authority and serves as a mandate for the activities of the records manager
This is a compulsory element under the terms of the Public Records (Scotland) Act 2011: Section 1 2(b)(i)

In line with the Keeper of the Records of Scotland's (The Keeper's) obligations under the Public Records (Scotland) Act 2011 (the Act) the following guidance is issued about an authority’s records management policy document:

It is important that an authority's records management plan (RMP), submitted for agreement with the Keeper, confirms that the authority has developed a records management policy governing the creation and management of authentic, reliable and useable records, capable of supporting business functions and activities for as long as they are required.

Current best practice guidance, such as that developed by the National Archives of Australia, advises that:

[A records management] policy is a key component of good corporate governance. A corporate policy can foster an appropriate culture, or set of behaviours, within an organisation. It can demonstrate an organisation's commitment to undertake business activities in a diligent and accountable manner. It also helps communicate this commitment clearly and effectively to stakeholders.[footnote 1]

The policy should reflect the size and complexity of the authority and confirm that the policy is owned by senior management. Authorities with a wide range of functions operating in a complex legislative environment will require a fuller policy document than a smaller authority.

The policy statement should define the legislative, regulatory and best practice framework, within which the authority operates and demonstrate how the authority aims to ensure that its records remain accessible, authentic, reliable and useable through any organisational or system change.

The records management policy document should include a description of the mechanism for records management issues being disseminated through the organisation and confirmation that regular reporting on these issues is made to the main governance bodies.

Although the Public Records (Scotland) Act 2011 is 'technology blind' and refers to records created in any format, an authority's formal policy may, if appropriate, differentiate between the processes in place for paper records and for those held electronically.

The policy must be approved by senior management and should be made available to all staff at all levels in the organisation.

Evidence

The policy statement is a compulsory element of a RMP according to the Act (1 2(b)(i). It must be approved by a senior accountable officer in the authority and submitted to the Keeper.

Sample Records Management Statement documents

Below are sample records management policies from various public authorities that you may wish to consult as a guide to creating your own:

Dundee City Council (http://www.dundeecity.gov.uk/dundeecity/uploaded_publications/publication_1262.doc)

Moray Council Strategy Document and Policy (http://www.moray.gov.uk/moray_standard/page_46084.html)

Shetland Islands Council Records Management Policy (http://www.shetland.gov.uk/about_freedom_of_information/documents/RecordsManagementPolicy.doc )

The Information Commissioner's Office publishes their Records Management policy online and this may represent a useful template for you to follow:
[Information Commissioners Records Management Policy - Acrobat PDF 395KB, new window]

The Scottish Police Services Authority had a policy and operating procedures document:
[Scottish Police RM Policy and SOP - Acrobat PDF 316KB, new window]
And a fuller information management strategy:
[Scottish Police Information Management Strategy- Acrobat PDF 1331KB, new window]

Scottish Borders Council Records and Information Management Policy (http://www.scotborders.gov.uk/info/709/records_management/455/records_and_information_management_policy)

London Museum Hub Toolkit - Sample Policy (http://www.museuminfo-records.org.uk/docs/sample_policy.doc)

The Office of the Scottish Charity Regulator provides this policy document and retention schedule:
[OSCR RM Policy- Acrobat PDF 337KB, new window]

NHS (Health Records) Records Management Policy (http://www.scotland.gov.uk/Publications/2010/04/22093339/2)

Grampian Police had this information management policy (http://www.grampian.police.uk/pdf/informationManagement.pdf)

Guidance Specific to Records Management Statements

The Section 61 Code of Practice 2011:
[Section 61 Records Management Policy - Acrobat PDF 232KB, new window]

The National Archives have produced a guide to creating a records management policy including a section 'How to write a records management policy' (http://www.nationalarchives.gov.uk/documents/information-management/rm-code-guide3.pdf)

How to develop a record keeping policy (the National Archives of Australia) (http://www.naa-.gov.au/records-management/strategic-information/information-governance/key-documents/index.aspx)

Complete Guidance Documents

National Records of Scotland (National Archives of Scotland) records management guidance (http://www.nas.gov.uk/recordKeeping/recordsManagement.asp)

Scottish Ministers' Code of Practice on records management by Scottish public authorities under the Freedom of Information (Scotland) Act 2002 -16 December 2011(Section 61) (http://www.scotland.gov.uk/About/FOI/18022/13383)

The Moray Council Records Management Strategy (http://www.moray.gov.uk/moray_standard/page_46084.html)

London Museums Hub Records Management Toolkit (http://www.museuminfo-records.org.uk/)

Information Governance Records Management Guidance for NHS Boards (http://www.scotland.gov.uk/publications/2010/04/nhs-record-management)

The National Archives (UK) (http://www.nationalarchives.gov.uk/information-management/projects-and-work/records-management-guidance.htm)

If you encounter difficulties opening linked websites, PDF documents and RTF documents listed on this page, please contact us at publicrecords@nas.gov.uk.

Return to Model Plan

Return to Model Plan or read the complete guidance to Model Plan.


Footnotes:


1. How to develop a record keeping policy (the National Archives of Australia) (http://www.naa.gov.au/records-management/strategic-information/information-governance/key-documents/index.aspx)

   
 
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