Records Management is governed by a number of laws and regulations, which includes the General Data Protection Regulations and the Freedom of Information Act 2000.
Records Management is the practice of maintaining records safely from the time they are created, during retention and up to their eventual disposal. This includes classifying, storing, securing, destruction and archival preservation of records. A record can be on paper, digital or a physical object.
The key purpose of records management is to:
- Create and capture authentic and reliable records which provide evidence of the Council’s activities and decisions and which demonstrate its accountability;
- Secure, maintain and preserve those records for as long as they are required and to provide access to them as necessary to support the Council’s operations and fulfil its obligations under access to information legislation;
- Identify those records which will form a significant part of the historical record of the Council’s activities and make provision for their permanent or long term preservation;
- Identify those records that are vital to the continuance of the Council’s business and protect these against disaster;
- Destroy records that are no longer required, having regard to statutory record-keeping requirements, thereby promoting the efficient use of physical and electronic storage space.
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