Information Security Week 2019 - Wednesday, 9 October: Records Management
Wed, 09 Oct 2019

Day 3 – Records Management

Records management activities include the creation (including data quality), receipt, maintenance, use and disposal of records.

Records management is vital to the delivery of the council’s services.

All employees are responsible for:

  • creating and maintaining records in relation to their work
  • taking reasonable efforts to ensure the quality of data, as all employees are responsible for the data they record
  • never knowingly recording data which is inaccurate or incomplete
  • creating records in line with agreed processes (including classifications, agreed file naming conventions and appropriate designation in the header and footer).


Disposal and Destruction of Records

Information held for longer than is necessary carries additional risk and cost for the authority.

Personal data processed by the council must not be retained for longer than is necessary. Therefore, all staff are responsible for ensuring that the retention and disposal of records is in line with the relevant Information Asset Register (IAR), the Records Management and Data Quality Policy and the Disposal and Destruction of Records Guidance.

The disposal and destruction guidance is new guidance which all staff need to familiarise themselves with. Before disposing or destroying of any records, staff must ensure that they are authorised to dispose of records or have sought the appropriate approvals. It is the responsibility of the staff member to have a record showing that approval has been sought.

Staff are required to seek approval from an authorising officer if the records they wish to dispose of/or destroy are part of a routine destruction of files which are named on the IAR/retention schedule. The approval should be sought from the contact officer listed on the IAR, normally the team manager.

Staff are required to seek approval from the relevant head of service if the records they wish to dispose of/or destroy:

  • are not listed on the IAR/ retention schedule
  • have not met the retention deadline
  • do not belong to their team.

For more information on the disposal and destruction of records, visit the records management page on the intranet or contact the data protection and feedback team at data.protection@eastriding.gov.uk or call (01482) 391419.


Records Management eLearning

It is the council’s policy that all employees are trained on the role of records management during the induction process and undertake refresher training, as required.

Please be aware that a new and updated records management eLearning course is now available and all employees are required to undertake this training as soon as possible.

Staff should complete the training using the following link: https://learner.eastriding.gov.uk


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