Some useful information for public authorities on how to appropriately manage records is found in the Freedom of Information (FOI) Code of Practice , a riveting weekend read i can attest!
Section 9 of the document, "Records Management", is an important section that highlights the relationship between records management and the Freedom of Information Act. The section provides guidance on how public authorities should manage their records in order to fulfill their obligations under the FOI Act.
One of the key points in this section is the importance of having a records management plan in place. The document states that public authorities should have a plan that "sets out proper arrangements for the management of their records" in order to meet their obligations under the FOI Act. This includes identifying and preserving records that are of historical or evidential value, and ensuring that records are easily accessible when needed.
Another important point is the requirement to keep accurate and complete records. The document states that records should be accurate, complete, and up-to-date in order to comply with the FOI Act. This means that public authorities should have systems in place to ensure that records are accurate and complete at the time they are created, and that they are kept up-to-date as necessary.
The document also stresses the importance of maintaining the integrity and authenticity of records. This means that records must be kept in a secure environment to prevent unauthorized access, alteration, damage or removal, and that they should be stored in a way that maintains their integrity and authenticity.
It also mentions the importance of having a retention schedule in place, which is a schedule that details the time period for which different types of records should be retained by an organization. This is important because it helps public authorities manage the volume of records they produce and ensure that they are not retaining records for longer than necessary.
In addition, the document also highlights the importance of having systems in place to manage electronic records. This includes ensuring that electronic records are accurate, complete and accessible when needed, and that any changes to electronic records are identifiable through audit trails.
In summary, the document emphasizes the importance of good records management practices for public authorities in order to fulfill their obligations - this is something we here at store a box can help with!
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