Download instructions for filling out the form slr 512. Every organisation has recordkeeping responsibilities. Compliance for all other nonelected local government offices 1. Sample electronic records and imaging policy and procedures page 6. This includes identifying, classifying, storing, securing, retrieving, tracking and. The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government. The records management program at jefferson lab ensures that record information is controlled, maintained, appraised, and disposed of in compliance with legal requirements, department of energy doe requirements, and other federal requirements. The purpose of the records management policy is to ensure that full and accurate records of all activities and decisions of nsw state archives are created, managed and retained or disposed of appropriately, and in accordance with relevant legislation. The purpose of the record management policy is to promote proper management, retention, preservation, and disposal of records of college operations, in order to ensure efficient current and. The differences between a nonrecord and a record are the reasons for keeping the information and how the information is used. The standard applies to records regardless of structure or form, in all types of business and technological environments, and over time.
Attending and signing off on training conducted by it staff or by the department of natural and cultural. Attorney generals office records management policy june 20 page 4 records management records management is an established theory and methodology for ensuring the systematic management of all records and the information they contain throughout their lifecycle. Records management policy manual national archives and records service of south africa department of arts and culture national archives and. The seven attributes of an effective records management program. Iso 15489 records management principles and concepts establishes the core concepts and principles for the creation, capture and management of records. City of sebastian records management policies and procedures policy 1.
It is shs policy to apply effective and cost efficient management. This procedure applies to all insert company name documentation and records. Program office develops and provides records management policy. These policies are managed by the manager responsible for registry. Records management to help educate and support you in meeting the legal and institutional requirements of the depaul university records management policy. Non records are not covered by this records management policy and therefore do not need to be retained, stored, disposed of or destroyed in accordance with procedures create under this policy and state law. Successful record management systems securely store records and create an organizational method for the creation, maintenance, usage and disposal of records. Detailed advice on recordkeeping procedures and tools should be included in supporting documentation.
Preamble sound records management is fundamental to good governance and effective and efficient administration. Web content management policy cc12320 dated 250920 4. May 24, 2011 the differences between a nonrecord and a record are the reasons for keeping the information and how the information is used. The records management handbook provides federal employees and contractors.
This directive also authorizes the issuance of a records and information management manual records manual, for principal office records liaison officers rlos and a records management handbook for all employees which. This will enable nsw state archives to achieve information accessibility, business enhancement and improvement. As the number of laws and severity of punishment governing records management continues to increase, it becomes even more paramount that organizations follow best practices for proper records management. Jul 28, 2015 a policy to establish a framework for the creation and management of records at teh. Records management policy university of canterbury. Current document withdrawn a number of new projects in progress. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. Daily record of meals served by full, free and reduced. Executing a retention policy on the disposal of records which are no longer required for operational reasons. To use it for your organization, you need to fully understand the rules and laws that apply to your organization and modify the sample text accordingly. Consists of the recordkeeping framework, recordkeeping procedures, processes and practices, as well as the systems, structures, people and resources required for the effective management of the universitys records. Information governance steering group igsg has responsibility for agreeing the records management policy and considering and. Pdf on nov 5, 2015, mark semakula and others published documents and records management policy mark semakula find.
Records management regulations, policy, and guidance. Record keeping for a small business participant guide money smart for a small business curriculum page 6 of 18 keep good records the term record keeping refers to the orderly and disciplined practice of storing business records. Elements of records management policy with pdf samples. Records management by judith readsmith, managing the crowd. Legal advisory services to advise the records manager on the legal implications about legal and statutory environment. As with any policy or procedure, records management is not free from complications and issues. This directive also authorizes the issuance of a records and information management manual records manual, for principal office records liaison officers rlos and a records management handbook for all employees which includes processes and procedures for specific categories of records and records management activities. All practices concerning the management of university records are to be in accordance with this policy and its supporting procedures. The policy itself should provide recordkeeping directives and responsibilities in a way that is easy to understand. It forms the basis for formulating policy, managing resources and delivering services to the public. Principles for managing records policies and responsibilities appraisal records controls processes for creating, capturing and managing records.
Magnetic tapes should be stored in dustfree environments, at a. This records management policy details the attorney generals office. Aug 09, 2019 records management regulations, policy, and guidance. Guide 2 organisational arrangements to support records management guide 3 records management policy guide 4 keeping records to meet corporate requirements guide 5 records systems guide 6 storage and maintenance of records guide 7 security and access guide 8 disposal of records guide 9 records created in the course of collaborative working or. To these ends, the dfat records management strategic plan 20152019 provides the vision for the departments records management program.
Policies for independent schools acting legally and accountably in todays changing environment responsibility for compliance with the schools recordsmanagement policy, and oversight of its records management program, should be given to an individual like the headmaster, corporate secretary, or chief operating officer. Scope of the policy this policy applies to all records created, received or maintained by. Sample electronic records and imaging policy and procedures. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records disposition, and promotes economy and efficiency in the program. Iaos will nominate a local records officer to take the lead on records management issues in their department. The creation and continual updating of record management guidelines is essential to maintaining the integrity. To ensure that systems that manage and store records are virus free 9. Washington university requires that its records be managed in a manner consistent with applicable law, and in accordance with plans developed by the schools, departments, and other units that maintain university records. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. This is achieved by complying with record keeping requirements established by.
Schools and divisions that maintain university records are responsible for establishing appropriate records management. Records management policy office of the general counsel. Guide 3 records management policy 2010 the national archives. Records and imaging policy and procedures for use by local and state agencies january 2015. This policy supports the strategic plan and articulates the policy framework which will be adopted within dfat for managing requirements for adequate recordkeeping of business. The records management policy is informed by the following legislations. Records management has been in place in public and government agencies, healthcare, and public companies for a long time, but its just starting to catch on in the private sector. This policy outlines the trusts approach to records management. Information management advice 50 developing a records management policy.
Chapter 9 records management revised april 18, 2006 what is the purpose of records management. Managers and supervisors should encourage and support positive recordkeeping practices within their business area. Records management, also known as records and information management or rim, is the professional practice of managing the records of an organization throughout their life cycle, from the time they are created to their eventual disposal. It maintains records of its own internal functions and activities, as well as information about the national park, its environment and its heritage. Many guidance documents have addressed aspects of the records management process. Records management policy royal veterinary college. The standards for records management applications rmas specify strict rules for managing documents in terms of filing plans, security, retention and disposition. Records are a basic tool of government administration. The records management policy is a component of the universitys broader data, information and knowledge governance and management regime. Basics of records management florida state capitol. This record retention policy template is ready to be tailored for your companys needs and is a starting point for setting up your employment policies. Records and information management powerpoint presentation. Records management handbook digital asset management for. Records management policy manual pdf free download.
The records management policy is designed to provide guidance regarding creation, preservation and security of records that. The seven attributes of an effective records management. This process description addresses aspects of all three subprocesses, but is primarily focused on document control and records management. Scope of the policy this policy applies to all records created, received or maintained by staff in the course of carrying out. Iso 15489 records management, the first global standard for records management, was published in 2001. Records management issued by the lord chancellor under section 46 of the freedom of information act 2000. Record keeping is one of your most important responsibilities as.
Below is a template for a records management policy. Records management is defined as a field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, distribution, storage and disposal of records. The document management process consists of document creation, document control and records management. Records management policy north east ambulance service. Document and records management procedure is to ensure that documents and records are appropriately created, captured, accessed, managed and stored in a manner that reflects business, corporate and regulatory compliance requirements. Records management policy statement schools and divisions that maintain george washington university university records are responsible for establishing appropriate records management processes in line with the contents of this policy. In addition to maintaining such records, it is also critical. Other policies that are closely related to the records management policy. It was adopted in more than 50 countries and translated to over 15 languages. Bbc core records management policy executive summary managing bbc records, in whatever format, to agreed standards is essential if those records are to be available and used in the future.
Policy for records management at stellenbosch university stellenbosch university records management policy reference number of this document pol0012016 hemis classification purpose to maintain, protect, retain and dispose of records in accordance with fiscal, legal and historical requirements. The purpose of the record management policy is to 1 establish an efficient universitywide record management system for maintaining, identifying, retrieving, preserving and destroying records, 2 ensure that records are adequately protected, 3 preserve university. The snowdonia national park authority considers effective record management to be a key administrative function. Records management procedures manual depaul university. Government, is responsible for developing federal records management policies and guidance related to records creation, management, and disposition with an emphasis on electronic records. Once the electronic files have been captured in an approved epa records management system, they should be removed from nonepa messaging systems, unless there is a specific obligation such as a litigation hold to maintain the files on all systems on which they appear. Guide 3 records management policy this guidance has been produced in support of the good practice recommendations in the code of practice on records management issued by the lord chancellor under section 46 of the freedom of information act 2000. This policy applies to all sample health system shs employees with responsibilities for the creation, use, maintenance, retention, preservation and disposal of shs records. So, take a moment to read through this document and do not hesitate to reach out to our staff if you have any questions, comments or concerns. A policy to establish a framework for the creation and management of records at teh. Form slr 512 records management policy and declaration of compliance by an elected county official.
Records management records management is a process of ensuring the proper creation, maintenance, use and disposal of records throughout their life cycle to achieve efficient, transparent and accountable governance disposal the action of either destroyingdeleting a record or transferring it into archival custody. The records management policy and outreach program, under the office of the chief records officer for the u. University staff in a supervisory capacity are responsible for monitoring and supporting staff to ensure they understand and comply with records management policies and procedures. Film should be stored in dustfree metal cans and placed horizontally on. Adopt a policy to establish the districts records management program. This policy applies to all records, regardless of whether they are maintained in paper, electronically, or in some other manner. Appointment of records management liaison officer the city shall appoint a records management liaison officer rmlo in accordance with florida law, and the rmlo shall serve as the agency contact with the state of florida. Sample electronic records and imaging policy and procedures page 5 1. Union institutions, bodies, offices and agencies and on the free. Records management principles and automated records management. A retention and disposal programme ensures that saqa maintains only those records it.