Records Management Policy
Scope
Efficient and effective management of records is necessary to support core functions and activities, to contribute to the effective overall management and to comply with its legal and regulatory obligations. This document provides the policy through which this effective management can be achieved and audited.
This policy is based upon the international standard for records management, ISO 15489 and the Lord Chancellor´s code of practice on the management of records under Section 46 of the Freedom of Information Act 2000. It is also draws on best practice guidance and principles from organisations such as JISC and the UK National Archives.
What does the Policy apply to?
The policy applies to records held by Fraser Consulting within record keeping systems. Records can be created and held in any form of media, and this policy applies to records of any format, that have been captured into a formal record keeping system.
Who does the Policy apply to?
The policy applies to all staff employed by Fraser Consulting. It also applies to third parties that have a formal contractual relationship to store, manage or hosted records on behalf of Fraser Consulting.
Policy statement
Fraser Consulting aims to create and maintain authentic, reliable and useable records that support business functions and activities for as long as required. Records should be maintained throughout their lifecycle with appropriate security arrangements, organisational arrangements and metadata to ensure their authenticity, reliability, integrity and useability.
We adopt the following principles for managing records from the ISO 15489-1:2016:
The creation, capture and management of records are integral parts of conducting business, in any context.
Records, regardless of form or structure, are authoritative evidence of business, when they possess the characteristics of authenticity, reliability, integrity and usability.
Records consist of content and metadata, which describes the context, content and structure of the records as well as their management through time.
Decisions regarding the creation, capture and management of records are based on the analysis and risk assessment of business activities, in their business, legal, regulatory and societal contexts.
Systems for managing records, regardless of their degree of automation, enable the application of records controls and the execution of processes for creating, capturing and managing records. They depend on defined policies, responsibilities, monitoring and evaluation, and training in order to meet identified records requirements.
Retention and Disposal
Retention and disposal procedures will be developed to ensure that records are retained for appropriate periods of time, in line with statutory, regulatory and administrative requirements.
Record keeping systems
All records created or received are to be captured into appropriate recordkeeping systems. Records should be captured as soon as possible after creation so that they are readily available.
Records systems may be designed specifically to manage records, or may be systems designed for other business processes that are adapted so that they also support the creation, capture and management of records.
Records systems should be reliable, secure, compliant, comprehensive and systematic.
Records systems must be designed to ensure that the integrity of the records and the principles highlighted above.
Access to records
Access to records is governed by the nature of the content, the statutory and regulatory framework within which the consultancy operates and the business needs and requirements.
Legislation, regulations and standards
The management of records should take into account appropriate legislation, regulations and standards. These include, but are not limited to:
The General Data Protection Regulation
The Limitation Act, 1980
International Organisation for Standardisation (ISO). Information and Documentation – Records Management. ISO 15489-1:2016
Lord Chancellor’s Code of Practice on the Management of Records under Section 46 of the Freedom of Information Act 2000. November 2002