We are committed to full compliance with the Data Protection Act 1998 and any related legislation.
As a government organisation, we are required by statute to keep accurate records of our day-to-day operations. The mechanisms we have in place to manage information are designed in line with our statutory obligations, Records Management Policy and the Data Protection Act.
Our Records Management Policy may be accessed below. It sets the framework within which all records must be maintained in terms of the policy, the procedures and our day-to-day practice.
We define records as different to documents. A document is a piece of information. A record is created, or received, and maintained as evidence. They are products of business being conducted and are usually produced in support of or to enable business processes.
Records have a formal lifecycle, each stage of which is usually supported by its own policies and procedures. At a basic level, this lifecycle includes:
- creation – usually the writing or recording of a document and storing it to a permanent form in the Records Centre
- active records – records that a referred to regularly and are being updated or added to from time to time
- dormant records – records where the actual activity has been completed. When the last action on the record set is completed the records are closed and a review workflow started, this reminds the owner to look at the information again and decide if it is still needed
- records removal – this is the last stage of a record’s life, removing it from the system whether paper or electronic. Removed files are either destroyed or deleted. If of historical interest, they can be transferred to the National Archive for public use.