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“FOI & Records Management - Applying the Code”

“FOI & Records Management - Applying the Code”. Hugh Hagan Government Records Branch. What’s it all about …. The Records Management & FOI challenge. Implementation and the implications for resources …. The National Archives of Scotland. NAS Mission Statement

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“FOI & Records Management - Applying the Code”

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  1. “FOI & Records Management - Applying the Code” Hugh Hagan Government Records Branch

  2. What’s it all about … • The Records Management & FOI challenge. Implementation and the implications for resources …

  3. The National Archives of Scotland NAS Mission Statement To select, preserve and make available the national archives of Scotland to the highest standards; to promote the growth and maintenance of proper archive provision throughout the country; and to lead the development of archival practice in Scotland

  4. Record Services Court & Legal Records Outreach Services Government Records Private Records Corporate Services Conservation Reader Services Accommodation Finance & Admin ICT NAS StructureSenior Management

  5. Government Records Branch • GRB selects and catalogues records from the Scottish Executive, Scottish Parliament and Government agencies. We provide advice on Records Management, Data Protection, Freedom of Information and Electronic Records to these clients, and help shape NAS policy in these areas

  6. GRB Clients • Scottish Executive Agencies, e.g. Historic Scotland Scottish Prison Service Accountant in Bankruptcy • Non Departmental Public Bodies, e.g. Crofter’s Commission Loch Lomond and The Trossachs National Park Authority

  7. Public Bodies Depositing Information with NAS • Authorities which transfer records to NAS should establish procedures for regularly reviewing their records to ensure that they become available to the public at the earliest possible time in accordance with the Freedom of Information (Scotland) Act 2002 … Code of Practice on Records Management(http://www.scotland.gov.uk/about/FCSD/MCG-NW/00018022/Codes.aspx)

  8. Depositing Bodies … (cont’d) The purpose of the review of records is to: • Identify those records which should, on transfer to NAS, be placed on public access, because no exemptions under the Freedom of Information (Scotland) Act 2002 apply; and • Identify those records which, on transfer to NAS, should not be placed on public access, because they contain information which is presently exempt under the terms of the Act.

  9. Complying with FOI • Records Management • Code of Practice on Records Management & Model Action Plan (http://www.scotland.gov.uk/about/FCSD/MCG-NW/00018022/Codes.aspx ) • Paper before ‘E’ option

  10. Is FOI Resource Neutral? • [Authorities] should use the Code and this action plan to assess the effectiveness of their existing records management arrangements. If this assessment highlights any deficiencies, [authorities] will then need to take appropriate steps to rectify them, including where necessary some reallocation of their existing resources.

  11. The NAS Experience • Records ‘R Us. • Records Manager Vs Freedom of Information Officer Vs Data Protection Officer • Whose information is it anyway!?

  12. Implementation Drivers • Archive Legislation: Public Records (Scotland) Act 1937 • Public Records Strategy • Memorandum of Understanding with OSIC • Freedom of Information (Scotland) Act 2002

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