Records Management Policy

1. Introduction

Information is an asset and the records of the council are important sources of administrative, evidential and historical information.

Records form part of the memory of the organisation. They are vital for current and future operations, for the purposes of accountability, transparency, and evidencing our decision making.

Records management is an organisational function dedicated to the management of information throughout its lifecycle, from time of creation to either preservation or destruction.

This policy covers all records created in the course of council business and activities.

2. Policy statement

The council has adopted this records management policy and is committed to ongoing improvement of its records management functions as there are significant benefits in doing so, including:

• Helping us carry out our business activities and make informed decisions
• Ensuring our information can be found and retrieved quickly and efficiently
• Provide an audit trail of our decision making
• Protecting our business critical records
• Compliance with relevant legislation and standards
• Minimising storage requirements and reducing costs.

3. Scope of Policy

This policy applies to:

• All records created in the course of council business and activities
• All council employees and representatives.

4. Roles and Responsibilities

Senior Information Risk Owner (SIRO)

The SIRO has ultimate responsibility for compliance with the legislation for Information Governance in the council, including records management.

Information Asset Owners (IAO)

IAO are Heads of Service within the Council. Each IAO is responsible for promoting activity which aligns with this policy. They accept overall responsibility for ensuring records management principles are implemented across all record keeping systems and practices. They also approve changes to the disposal schedule in line with business functions and activities within their service areas.

Information Governance Manager

The IG Manager is responsible for the management of the IG Team, including the performance, training and development of the team.

Freedom of Information and Records Lead

The Freedom of Information and Records Lead is responsible for the development of the records management strategy, records management policy, procedures and guidance. The Lead is responsible for promoting compliance with this policy.  The Lead will provide advice, support and guidance to colleagues across the council.

Employees and elected members

It is the responsibility of everyone subject to this policy to ensure that they create, manage and dispose of records in accordance with this policy and any guidance issued to them.

5. Retention and Disposal

Records must be disposed of in accordance with the disposal schedule.

Destruction of records must be carried out in a manner appropriate to their security classification and sensitivity of the information.

Records of historical interest will be transferred to the Wiltshire Swindon and History Centre when they reach their disposal date.

The council's disposal schedule is published and will be reviewed annually with Information Asset Owners to ensure that the content remains current.

Information Asset Owners must ensure that their teams carry out regular reviews of holdings to ensure that their records are preserved or disposed of in accordance with the disposal schedule.

6. Monitoring and reporting

Compliance with this policy, related standards and guidance, will be monitored by the Freedom of Information and Records Lead, in consultation with the Information Governance Board.

7. Training

Everyone subject to this policy will be made aware of their responsibilities for records management. Subject specific training will be delivered to all employees and elected members as set out in the IG Staff Training Plan published in the IG Training Strategy.

8. Policy review

This policy will be reviewed every six years, or as a consequence of changes to legislation, codes of practice or business practices which effect this policy.