CLACKMANNANSHIRE COUNCIL

Report to: Resources and Audit Committee

Date of Meeting: 3rd December 2015

Subject: Records Management Plan

Report by: Head of Resources and Governance

1.0 Purpose

1.1. This reports summarises the process used to develop the Council's Records Management Plan and briefly explains the legislative background and how the plan is organised based on the Model Plan and Guidance published by the Keeper of the Records of Scotland

2.0 Recommendations

2.1. The Committee is invited to note, comment on and challenge the report and agree to the adoption of the Records Management Plan.

3.0 Considerations

3.1. Clackmannanshire Council, as a public authority, has a statutory responsibility under Section 1 of the Public Records (Scotland) Act 2011 ("the Act") to produce and submit a Records Management Plan ("the RMP") to the Keeper of the Records of Scotland ("the Keeper"). The purpose of the RPM is to set out the proper arrangements which the Council has in place for the preservation and management of all relevant records, in all formats, created by the Council, as well as those records inherited from its predecessor authorities.

3.2. In developing the RMP, Working Group sessions were held with representatives from different services. These sessions identified a number of issues and barriers to progress in producing an RMP to the Keeper's model guidance. However, the sessions identified a large amount of work that had already been done. It was agreed that a focus should be applied to completing the RMP to comply with the PRSA. The management issues identified in improving records management, including issues related to storage, would need to continue where it was imperative that they do so, but otherwise the Plan needed to be created and work streams then defined to progress improvements that the Council needs to make. The working group is maintained led by the Head of R&G to maintain council -wide momentum for improving records management.

THIS PAPER RELATES TO ITEM 06

ON THE AGENDA

65

3.3. The Plan is organised into 14 elements as defined by the Keeper in his model plan. Guidance to the model highlights a number of organisations whose plans have already been scrutinised and agreed by the Keeper. In a local authority context Moray Council was identified as good practice so their model has been followed

(http://www.moray.gov.uk/moray_standard/page_92812.html).

3.4. The plan is designed for publication on the internet and as such a brief description of how the Council fulfils each element is provided or where necessary the work in progress is described showing how the Council aims to comply. This narrative is supported by links to sub-folder which contain evidence of administrative documentation such as appointment letters or have the full policy document or sign posts to those documents.

3.5. Should Committee members wish to access those documents they are currently held on the J Drive at the following address (J:\Records Management and Public Records Scotland Act Project\Information Management Workshop May 2015).

3.6. Therefore the RMP at this stage of its development does not in itself provide all the answers in regard to, for example, storage requirements, retention issues or destruction. These will be dealt with through the management of the supporting policies. The work to date has however identified a number of areas for improvement, including;

• maintaining training and training records

• reviewing and updating the retention schedule

• developing a role profile and competency framework for the Records Management Officer and identifying an appropriate person to hold the role.

3.7. The RMP also does not specifically cover archiving which is a distinct policy area and skill set managed by Strategy and Customer Service. The RMP has been designed to address issues with requirements for records and information management required for the discharge of the Council's business which falls logically within the remit of R&G rather than records that are maintained for historical interest. Reference is made to an alignment with the Council's archiving policy within the Plan.

4.0 Sustainability Implications

4.1 None

5.0 Resource Implications

5.1 Financial Details

5.2 The full financial implications of the recommendations are set out in the report. This includes a reference to full life cycle costs where appropriate. Yes

66

5.3 Finance have been consulted and have agreed the financial implications as set out in the report. Yes

5.4 Staffing

6.0 Exempt Reports

6.1 Is this report exempt? Yes (please detail the reasons for exemption below) No

7.0 Declarations The recommendations contained within this report support or implement our Corporate Priorities and Council Policies.

(1) Our Priorities (Please double click on the check box )

The area has a positive image and attracts people and businesses Our communities are more cohesive and inclusive People are better skilled, trained and ready for learning and employment Our communities are safer Vulnerable people and families are supported Substance misuse and its effects are reduced Health is improving and health inequalities are reducing The environment is protected and enhanced for all The Council is effective, efficient and recognised for excellence

(2) Council Policies (Please detail)

8.0 Equalities Impact

8.1 Have you undertaken the required equalities impact assessment to ensure that no groups are adversely affected by the recommendations? Yes No

9.0 Legality

9.1 It has been confirmed that in adopting the recommendations contained in this report, the Council is acting within its legal powers. Yes

10.0 Appendices

10.1 Please list any appendices attached to this report. If there are no appendices, please state "none".

Appendix A Records Management Plan

67

11.0 Background Papers

11.1 Have you used other documents to compile your report? (All documents must be kept available by the author for public inspection for four years from the date of meeting at which the report is considered) Yes (please list the documents below) No

Author(s)

NAME DESIGNATION TEL NO / EXTENSION

Stephen Coulter Head of Resources & Governance

01259 452022

Approved by

NAME DESIGNATION SIGNATURE

Stephen Coulter Head of Resources & Governance

Signed: S Coulter

Nikki Bridle Depute Chief Executive Signed: N Bridle

68

69

70

71

72

73

74

75

76

77

78

79

80

81

82

83

84

85

86

87

88

89

90