RMP Element Description SLAB Statement Evidence Action Plan Element 6: Destruction arrangements All physical Board documents and records E06-01 staff RMP06 01 Deploy “SLAB – It is not always cost-effective or practical for an authority to securely are subject to secure disposal under guidance on confidential retention management destroy records in-house. Many authorities engage a contractor to destroy contract to Shred-It: disposal of records” when Sharepoint system records and ensure the process is supervised and documented. is rolled out later this The contract details ISO financial year. E06-02 of “Details Section 1(2) (b)(iii) of the Act specifically requires a RMP to include accreditation, insurance certificate security arrangements”. provision about the archiving and destruction, or other disposal, of an and employer’s liability. 01 Develop – authority’s public records. Procedures on Records E06-03 destruction “Sample Shred-It dispose of confidential certificates”. Management during office An authority’s RMP must demonstrate that proper destruction documents directly from offices. moves. arrangements are in place. This contract has been in place A retention schedule, on its own, will not be considered adequate since 2009. Status: ongoing proof of disposal for the Keeper to agree a RMP. It must be linked with details of an authority’s destruction arrangements. These should IS will implement retention demonstrate security precautions appropriate to the sensitivity of the schedules on all electronic records. Disposal arrangements must also ensure that all copies of a records and regularly review record wherever stored are identified and destroyed. – – these. Read further explanation and guidance about element 6 - The will be implementing a Sharepoint System through which it will be able to operate its Storage, ‘Document Retention and Disposal Policy’ across all electronic records. It is anticipated that this will be rolled out during this current financial year.
RMP Element Description SLAB Statement Evidence Action Plan Element 6: Destruction arrangements It is not always cost-effective or practical for an authority to securely destroy records in-house. Many authorities engage a contractor to destroy records and ensure the process is supervised and documented. Section 1(2) (b)(iii) of the Act specifically requires a RMP to include provision about the archiving and destruction, or other disposal, of an authority’s public records. An authority’s RMP must demonstrate that proper destruction arrangements are in place. A retention schedule, on its own, will not be considered adequate proof of disposal for the Keeper to agree a RMP. It must be linked with details of an authority’s destruction arrangements. These should demonstrate security precautions appropriate to the sensitivity of the records. Disposal arrangements must also ensure that all copies of a record – wherever stored – are identified and destroyed. Read further explanation and guidance about element 6 - All physical Board documents and records are subject to secure disposal under contract to Shred-It: The contract details ISO accreditation, insurance certificate and employer’s liability. Shred-It dispose of confidential documents directly from offices. This contract has been in place since 2009. IS will implement retention schedules on all electronic records and regularly review these. The will be implementing a Sharepoint System through which it will be able to operate its ‘Document Storage, Retention and Disposal Policy’ across all electronic records. It is anticipated that this will be rolled out during this current financial year. E06-01 “SLAB staff guidance on confidential disposal of records” E06-02 “Details of security arrangements”. E06-03 “Sample destruction certificates”. RMP06 – 01 Deploy retention management when Sharepoint system is rolled out later this financial year. – 01 Develop Procedures on Records Management during office moves. Status: ongoing
Records_Management_Plan_Jan2014.docx