RMP Element Description SLAB Statement Evidence Action Plan Element 3: Records management policy statement: RMP03 01 Develop E01-01 SLAB – “Records The Board has a records management policy. A records management policy statement underpins effective Procedures on Records Management Policy” The current version is due for annual review in management of an authority’s records and information. It February 2014. It is published on the Management during office demonstrates to employees and stakeholders that managing E03-01 SLAB corporate intranet. “Staff moves. records is important to the authority and serves as a mandate for Guidance - Email the activities of the records manager. Accompanying the policy are specific Status - ongoing Retention” procedural documents providing practical E03-02 SLAB The Keeper expects each authority’s plan to include a records guidance on different aspects of records Guidance - Document management policy statement. The policy statement should management. Version Control and describe how the authority creates and manages authentic, Naming Conventions” reliable and useable records, capable of supporting business functions and activities for as long as they are required. The E03-03 SLAB “Staff policy statement should be made available to all staff, at all Guidance Procedure on – levels in the authority. The statement will properly reflect the Document Metadata” business functions of the public authority. The Keeper will expect authorities with a wide range of functions operating in a E03-04 SLAB complex legislative environment to develop a fuller statement Guidance on Paper File than a smaller authority. The records management statement Management” should define the legislative, regulatory and best practice framework, within which the authority operates and give an E03 Newsletter’ –05 ‘Briefly overview of the records management processes and systems Staff Awareness Articles within the authority and describe how these support the authority in carrying out its business effectively. For electronic records the statement should describe how metadata is created and maintained. It should be clear that the authority understands what is required to operate an effective records management system which embraces records in all formats. The records management statement should include a description of the mechanism for records management issues being disseminated through the authority and confirmation that
RMP Element Description SLAB Statement Evidence Action Plan Element 3: Records management policy statement: A records management policy statement underpins effective management of an authority’s records and information. It demonstrates to employees and stakeholders that managing records is important to the authority and serves as a mandate for the activities of the records manager. The Keeper expects each authority’s plan to include a records management policy statement. The policy statement should describe how the authority creates and manages authentic, reliable and useable records, capable of supporting business functions and activities for as long as they are required. The policy statement should be made available to all staff, at all levels in the authority. The statement will properly reflect the business functions of the public authority. The Keeper will expect authorities with a wide range of functions operating in a complex legislative environment to develop a fuller statement than a smaller authority. The records management statement should define the legislative, regulatory and best practice framework, within which the authority operates and give an overview of the records management processes and systems within the authority and describe how these support the authority in carrying out its business effectively. For electronic records the statement should describe how metadata is created and maintained. It should be clear that the authority understands what is required to operate an effective records management system which embraces records in all formats. The records management statement should include a description of the mechanism for records management issues being disseminated through the authority and confirmation that The Board has a records management policy. The current version is due for annual review in February 2014. It is published on the corporate intranet. Accompanying the policy are specific procedural documents providing practical guidance on different aspects of records management. E01-01 SLAB “Records Management Policy” E03-01 SLAB “Staff Guidance - Email Retention” E03-02 SLAB Guidance - Document Version Control and Naming Conventions” E03-03 SLAB “Staff Guidance – Procedure on Document Metadata” E03-04 SLAB Guidance on Paper File Management” E03 –05 ‘Briefly Newsletter’ Staff Awareness Articles RMP03 – 01 Develop Procedures on Records Management during office moves. Status - ongoing