Records management

Find out how we manage our records.

Effective records management delivers significant benefits for us. For example, it helps to:

  • increase efficiency and effectiveness, delivering savings in administration costs
  • improve and develop service delivery
  • achieve business objectives and targets
  • ensure compliance with the Public Records Scotland Act 2011
  • support transparency and open government

Our records management plan applies to all records and is arranged in 14 sections:

The Chief Executive is responsible for the management of our public records.

The Chief Officer for Legal and Procurement is responsible for the management of our Licensing Board records.

The Council Records Manager is responsible with day-to-day operations for records management, and providing guidance and advice on all aspects of records management such as:

  • our records store
  • Freedom of information
  • our historic archive
  • data protection
  • information security
  • risk management 

Our records management policy is a top level document for records management. It applies to all recorded information and relates to our actions and transactions during business activities.

Icon for pdf Read the records management policy [186.58KB].

The policy is also supported by a set of procedures and guidance:

The Business Classification Scheme provides a common and consistent framework for a range of records management tasks. It arranges information and records within a logical framework and allows us to best use our information assets.

Icon for pdf Read about the Business Classification Scheme [282.46KB].

Our records retention schedule adopted by the Integration Joint Board (IJB) gives timescales for how long we keep its information.

The retention schedule aims to deliver statutory compliance and business efficiency by ensuring that information is kept only for as long as needed.

Proper destruction of records ensures that we only keep records for as long as needed and destroy or transfer them to our archive when ready.

Shredall destroy our paper records. A certificate confirming destruction is created at the time of service.

Our IT department deletes out of date information from hard drives and recycles old equipment. 

Re-Tek cover the sale of our old IT equipment. A certificate confirming destruction of information on equipment is created at the time of service.

We use Backup Exec to manage and control the information of tape libraries and the change of scratch tapes to live use and back again.

When media is out of date, it's taken from live use and destroyed by our supplier Media Resources Ltd. A certificate confirming destruction of the media is created at the time of service.

We operate an in-house archive service with facilities to preserve historical records.

Records identified in our retention and disposal schedule for archiving are transferred to this facility.

The records store also houses records of prior local authorities and of other individuals and organisations of historic interest.

Forms and control sheets are used to document the movement of items and this information is entered into a central database.

In special circumstances, we may loan out archival papers, provided that the appropriate safeguards are in place.

Our Information Security Officer is responsible for the development and maintenance of a range of policies, procedures and guidance to help staff to ensure the security and transparency of information.

Information security assessments are carried out on information systems and handling activities when an incident occurs, a threat arises, or when new working practices are introduced.

Our Data Protection Officer has responsibility for data protection compliance. Each department has a responsibility for ensuring compliance and every officer is responsible for ensuring that the personal data that they work with is appropriately managed.

We have produced a data protection policy approved by the Corporate Management Team and developed supporting guidance to help staff apply the data protection principles in their daily work.

Icon for pdf Read our data protection policy [892.94KB].

The Civil Contingencies Service heads emergency planning for the following councils:

  • East Renfrewshire
  • Renfrewshire
  • Inverclyde
  • West Dunbartonshire

As part of the business continuity planning process each key service is needed to complete a business impact analysis. The services must identify any vital records they hold, how they are stored and if there are back-ups. This covers paper and electronic records.

Our IT team is responsible for maintaining the back-up and retrieval of electronic records held on our IT systems.

Icon for pdf Read our business continuity policy [333.12KB].

Version control guidance is in place to help ensure that, where appropriate, documents are marked with version numbering and change history. 

Using the records store guidance has also been produced on naming records, where to save them and how to file them for both paper and electronic records.

While our staff with specific records management responsibilities have these detailed in their job descriptions, we're committed to providing access to learning and development opportunities to all employees.

This allows employees to get the necessary skills, knowledge, abilities and qualifications to carry out the duties of their posts efficiently and effectively. This aim is supported by the learning and development policy.

Icon for pdf Read the learning and development policy [227.93KB].

Our Records Manager, with the approval of the Chief Officer for Legal and Procurement, has developed a records management plan review program that sets out times for the reviews and what they will entail.

Icon for pdf Read the records management plan review program [63.26KB].

Codes of practice and guidance have been produced for the sharing of information as part of any purchasing or tender agreement, including a 'special conditions' contract clause specifying the obligations of third parties in relation to records management.

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