Records Management

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Bankhead Archive

What is records management?

Records Management is the group term for a defined collection of processes and practices that look to manage the creation, use, storage and destruction of information and records. The purpose of records management is to ensure that the right person has the right information at the right time and in the right format.

 

Records Management at Fife Council

There are 4 principal reasons why we do records management in the Council.

 

Compliance

GDPR (and the Data Protection Act 2018) and the Public Records (Scotland) Act 2011 (PRSA) place specific requirements on how we manage both personal data and all other information. In addition, the Council has compliance requirements that it is required to meet regarding information security. Finally, there are also various other acts and regulations place requirements on how we manage information in those business areas.

 

Controls

Controls on who can see information (access) and how long we keep it (retention) are key compliance requirements. Doing these things also help make sure that that the information we access is the information that we are looking for (data integrity).

 

Delivery

Making sure that we have the correct information (data integrity) and that this is easy for the appropriate staff to find (access) helps the Council deliver services promptly. It also helps the Council have the best available information when making decisions. It also greatly improves the efficiency of processing and the accuracy of information provided to the public and external bodies under information requests legislation (including both DP and FOI).

 

Costs

Controlling what we keep (version control) and how long we keep it (retention) means that the Council can control costs relating to both information storage and around staff time taken in finding the right information.

 

Records Management documentation

The Council has 2 levels of documentation relating to Records Management.

 

Strategic

These are the documents that set out what records management in the Council is all about. The key documents in this area are the Information Management Strategy, the Data Protection Policy, the Information Security Policy, the Records Management Policy and the PRSA Records Management Plan (RMP).

 

Operational

These are the documents that help staff understand what they need to do when using information and records. These relate to what to do when working with personal data and also all other information.  For guidance on working with personal data, see fish.fife/dataprotection.

 

Here is a list of the current Records Management guidance documents. This is a developing series of documents that, over time, will refresh and replace previous guidance documents. If you require up to date guidance on a records management topic that is not covered in this list, please contact the Council Records Manager (see below).

 

RM Guidance Note 1: document publishing (published June 2019)

RM Guidance Note 2: document scanning (published in draft form June 2019)

RM Guidance Note 3: information risk (published in draft form June 2019)

RM Guidance Note 4: records retention (pending- see Records Retention page)

RM Guidance Note 5: file naming (pending- see RM Guidance Note 1 for interim guidance)

 

Contact

For more information on records management, please contact Council Records Manager Meic Pierce Owen (ext. 440530, email meic.pierceowen@fife.gov.uk).

 

Note: (October 2019): both the current IRM Strategy and RM Policy are currently under review.

Related

Publications

Meic Pierce Owen, Records Manager 
Tel: 03451 55 55 55 + Ext 44 05 30 Contact Meic Pierce Owen online
By Post: Fife House North Street Glenrothes Fife KY7 5LT
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