Foundation Year Network
The Network’s Records Management Policy is:
The Policy forms an important component of a planned Network-wide information management framework for the Network which will bring together document management, records management, content management, knowledge management, information management and data management.
We will fulfil the Policy through implementation of a Strategy which has the following objectives:
To achieve effective records management it is essential that key underlying systems and protocols for paper and electronic records are embedded. We need to begin with the basics, such as:
The Lord Chancellor’s Code of Practice on the Management of records under Section 46 of the Freedom of Information Act 2000 sets the framework of records management expectations on a public body if it is to meet its obligations under the Freedom of Information Act. Good records management is also fundamental to helping an institution to meet its obligations under the Data Protection Act 1998.
The key risks faced by the Network in relation to records management are as follows:
The realisation of these risks could lead to:
These risks are being mitigated by the roll-out of effective, efficient and economic records management policy and practice across the Network in tandem with Data Protection and Freedom of Information policies and procedures.
The Network has a corporate responsibility to maintain its records and recordkeeping systems in accordance with the regulatory environment. The Executive Committee Member with overall responsibility is the Secretary.
The Network’s Information Governance Manager is responsible for developing policy and guidance and promoting compliance with it.
All members are responsible for ensuring that Network records they create or receive are managed in line with Network policy and guidance. Members must involve the Network’s Information Governance Manager prior to the development of any new systems impacting upon the management of records in the Network.
Records management policy and procedure will be brought to Network Executive Committee for approval, as appropriate.
 ISO 15489:2001 defines records management as the “field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records”.
 The International Standard on records management (ISO 15489:2001) defines records as information “created, received and maintained as evidence and information by an organisation or person in pursuance of legal obligations or in the transaction of business”. This applies to all formats and media, both paper and electronic.
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