how to create a message of impression regarding records maintenance and use

records maintenance and use

Record Maintenance
The movement and location of records should be controlled to ensure that a record can be easily retrieved at any time, that any outstanding issues can be dealt with, and that there is an auditable trail of record transactions.
Storage accommodation for records should be clean, tidy, secure, prevent damage to the records and provide a safe working environment for staff.
For records in electronic format, maintenance in terms of back-up and planned migration to new platforms should be designed and scheduled to ensure continuing access to readable information.
All equipment used to store records should be safe, secure from unauthorised access and meet health and safety and fire regulations, but also allow maximum accessibility of the information commensurate with its frequency of use.
When paper records are no longer required for the conduct of current business, their placement in a designated secondary storage area may be a more economical and efficient way to store them. There should be archiving policies and procedures in place for both paper and electronic records which should take account of the need to preserve important information and keep it confidential and secure.
A contingency or business continuity plan should be in place to provide protection for all types of records that are vital to the continued functioning of the Organisation. Key expertise in relation to environmental hazards, assessment of risk, business continuity and other considerations is likely to rest with information security staff and their advice should be sought on these matters.

6.1 Paper records will be managed at service level until such time that a corporate solution is available. This policy will be reviewed at that point.
All services should appoint a records officer to standardise procedures such as creation and monitoring use of file plans
An inventory of inactive paper records in storage (on-site and off-site) should be held at service level. External suppliers may be used to provide storage and management of paper records provided that they meet basic criteria set out by the Records Management Officer
Routine destruction or transfer of closed records should be recorded on the inventory following guidance in the SBC Corporate Retention Schedule
Files should be securely stored whether active or inactive
6.2 Electronic records will be managed on Council shared drives or bespoke document management systems under devolved arrangements until such time that a corporate solution is available. This policy will be reviewed at that point.
Shared drives must be actively managed
Shared drives must be technologically capable of retaining and making accessible vital records or data indefinitely.
Data-sharing - where lawful and securely carried out - should be facilitated.
Secure areas of the shared drives should be created to hold access-restricted information so that the use of personal drives is unnecessary
6.3 Records held on proprietary systems
Must be capable of retaining and making accessible vital records or data indefinitely
Must be capable of exporting vital records or data indefinitely
Must have adequate arrangements for replication of software and transfer of data in the event of the supplier failing
6.4 Records created on mobile devices
Vital data created or received on mobile devices should be transferred to a shared drive at the earliest opportunity
It may be necessary to create metadata to record origin of the record on the receiving system

6.5 Scanned records
Must be bulk-scanned only as part of a corporate scanning and document management system programme to avoid sudden storage surges on network drives
Must be quality checked to ensure they are legally admissible records (BS 10008: 2008) before destroying the paper copy
Must be saved to a shared, networked workspace in a file format that can be preserved and is easily accessed
Must be captured into a formal file plan
Must have formally structured file names
Are subject to the SBC Retention Schedule and Disposal Statement (Annex 1)