Version control Effective version control is essential to good records management practice. It is particularly vital where electronic documents are stored in a shared area where they may be updated by a number of different users. Whenever any alteration is made to a record, it must be allocated a new version number. These should use consecutive numbering in a standard format (i.e. Draft records V0.1, V0.2 and for final records V1.0, V2.0) Metadata Metadata is data about data, and therefore provides basic information such as the author of a work, the date of creation, links to any related works, etc. One recognisable form of metadata is a card (hard or soft copy) index catalogue in a library; the information on that card is metadata about a book. Metadata exists for almost every conceivable object or group of objects, whether stored in electronic form or not. Any metadata used in electronic documents must conform to the e-Government Metadata Standard (e-GMS). The use of metadata is particularly important in documents published on the Internet, in order to facilitate retrieval via search engines. Roles and Responsibilities Ownership of the Policy The owner of the Records Management Policy is the Information Manager, who is responsible for the development and implementation of a Records Management programme and strategy. Individual Directorates should only develop procedures and practices in line with this policy. Individual members of Council staff are responsible for creating and maintaining records in accordance with best practice, legal requirements and for ensuring that records are held securely. Training and awareness All line managers must ensure that members of staff responsible for managing records are appropriately trained, and that all staff are aware of the need for and significance of records management. Monitoring compliance The Information Management Team will (subject to resources) monitor compliance with the policy and performance with regard to the storage, retrieval and retention of records. References/Supporting Documents Corporate Document Retention Policy Thurrock Councils Publication Scheme ISO 15489 International Standard for Records Management Lord Chancellors code of practice on the management of records under secti46 of the Freedom of Information Act
Version control Effective version control is essential to good records management practice. It is particularly vital where electronic documents are stored in a shared area where they may be updated by a number of different users. Whenever any alteration is made to a record, it must be allocated a new version number. These should use consecutive numbering in a standard format (i.e. Draft records V0.1, V0.2 and for final records V1.0, V2.0) Metadata Metadata is data about data, and therefore provides basic information such as the author of a work, the date of creation, links to any related works, etc. One recognisable form of metadata is a card (hard or soft copy) index catalogue in a library; the information on that card is metadata about a book. Metadata exists for almost every conceivable object or group of objects, whether stored in electronic form or not. Any metadata used in electronic documents must conform to the e-Government Metadata Standard (e-GMS). The use of metadata is particularly important in documents published on the Internet, in order to facilitate retrieval via search engines. Roles and Responsibilities Ownership of the Policy The owner of the Records Management Policy is the Information Manager, who is responsible for the development and implementation of a Records Management programme and strategy. Individual Directorates should only develop procedures and practices in line with this policy. Individual members of Council staff are responsible for creating and maintaining records in accordance with best practice, legal requirements and for ensuring that records are held securely. Training and awareness All line managers must ensure that members of staff responsible for managing records are appropriately trained, and that all staff are aware of the need for and significance of records management. Monitoring compliance The Information Management Team will (subject to resources) monitor compliance with the policy and performance with regard to the storage, retrieval and retention of records. References/Supporting Documents Corporate Document Retention Policy Thurrock Councils Publication Scheme ISO 15489 International Standard for Records Management Lord Chancellors code of practice on the management of records under secti46 of the Freedom of Information Act
ps2017539-itt-lacplacements-appendix2a-v01.docx