Records Management
"The importance of records as evidence of activity in government and the wider public sector has increased substantially in recent years, not least because of the introduction of Electronic Document and Records Management (EDRM) on a large scale Records provide citizens with the means not only of holding public authorities to account for their actions but also of safeguarding their individual rights. New legislation on data protection and freedom of information gives citizens the right to see information and records on a wide variety of subjects. Effective Record-keeping also makes a valuable contribution to public policy, including the modernisation of public services, education and social inclusion, and an enabling mechanism to help public bodies meet new demands for corporate governance. Without good records management systems in place, public authorities are unlikely to satisfy demands for greater accountability, transparency and efficiency."
Natalie Ceeney, Chief Executive, The National Archives
It was always clear that a major impediment to the successful implementation of the Freedom of Information Act and the Environmental Information Regulations was the lack of investment over many years in record and information management - particularly in the wider public sector and in relation to paper records. While there are beacons of good practice, this is an area which has been vastly under-resourced and where there has been little or no investment of time or money or both.
When the Freedom of Information Act was passed in 2000 the mantle of leadership in relation to Records and Information Management was firmly seized by Sarah Tyacke, The former Keeper of the Public Record whose Department used to be known as known as the stuffy Public Record Office has metamorphosed itself into the National Archives and has led the way for all parts of the Public Sector. If there were to be an equivalent of the Queens Award for Industry in the Public Sector it would surely go the The National Archives for it's stirling work on access to information in terms of policy, advice and guidance. Natalie Ceeney, who was appointed as Chief Executive of the National Archives in 2005, has made it clear that she intends to build upon work already done by broadening and enhancing the role of the National Archives as the public sector leader in this field.
Experts such as Kelvin Smith, Susan Healy and David Chin have changed the perception of Records and Information Management and the quality of the advice and guidance which has been forthcoming has been extremely high. Standards have been set and action plans published to help us all move forward.
For those of you who are interested in this subject, Kelvin Smith has published a book on the Freedom of Information Act and Records and Information Management. This can be accessed by contacting Facet Publishing - the book is called ' Freedom of Information' - surprisingly enough!
The Section 46 Lord Chancellor's Code of Practice on the Management of Records is an invaluable tool for practitioners in this field, as is the Section 45 Code of Practice on the Discharge of Public Authorities' Functions under the Act. Further advice on practical aspects of Records and Information Management including policies and procedures which you can amend to meet your own needs can be found at these links.
A one-day course on Records and Information Management is being taught by the National Archives and P-PACT - this is an intensive practical day for those directly involved in FOI and Records and Information Management either at strategic or practitioner level. Its primary focus is on understanding the issues and establishing the requirements in order to implement a records management policy and strategy in relation to paper records. A further half-day workshop which combines advice and guidance on how to establish an information asset register and preparatory steps towards establishing an EDRMS are also being offered this spring for the first time - further details can be found at Information Asset Registers Workshop. For further information about any of these courses and workshops contact Julie on 01373 831425 or e-mail her at julie.macey@publicpartners.org.
It is very clear that unless public sector organisations know what information they hold and where it can be found they are unlikely to achieve compliance with the Freedom of Information Act and the Environmental Information Regulations. Information that may be relevant to requests under the Data Protection Act is usually, but not always, well organised, but this does not generally follow through to information about the wider corporate function. The only way in which to put the necessary policies and procedures into place is to start with an Information Audit - P-PACT has developed a range of options which are designed to meet varied needs and budgets - go to our section on Information Audits or contact chris.gifford@publicpartners.org for further information.
