Preparing Scotland’s firstRecords Management Plan

Ava WieclawskaRecords Manager

Overview

Background

RM Consolidation Programme

Aims and Objectives

Progress

Challenges

Lessons Learnt

Background

• Merger of NAS and GROS

• Records Management Provision

• Public Records (Scotland) Act 2011

Project Initiation

• Senior support and sponsorship

• Roles and responsibilities

• Key project outcomes

• Quality criteria

• Risks and tolerances

• Resources and competencies

Aims & Objectives

• Establish a new shared RM culture

• Compliance with legal and statutory obligations

• Improve business efficiency and communications

• Increase joined up working

• Transparency and accountability

• Produce exemplary, best practice guidance

• Meet the requirements of PRSA

Investigation and Assessment‘To gain a comprehensive understanding of the organisation and workingenvironment in order to inform the project strategy’

• Identify key functions and activities

• Understand legislative environment

• Identify strengths and weaknesses

• Critical self-assessment

• Gap analysis

Self-Evaluation

• ARMS Framework (Q1-3)

• Interviews and Working Groups

• Business Process Mapping

• Information Audit Questionnaire

Key Findings

Strategic Development

‘To identify gaps in current service provision for RM, provide business cases tomeet these and approve the strategic direction of the project’

• Priorities

• Areas for improvement

• Key project outcomes

• Strategy

Design and Implementation ‘To consolidate existing and establish new, recordkeeping policies, procedures andsystems in order to meet requirements identified in Stage 2, incorporate them intoa Records Management Plan and implement them across the organisation.’

• Design

• Consult and Develop

• Review

• Approve

• Implement

• Monitor and Review

Training and Awareness

‘To deliver the Corporate Training Plan for Records Management as well as inform the organisation and promote the project outputs in order to ensure the rapid and successful deployment of the new procedures.’

• Corporate Training Plan

• Ongoing awareness

• Discuss effectiveness

Review

‘To measure the effectiveness of the new systems, establish milestones and keyperformance targets moving forward.’

• Self-assessment

• Establish performance targets

• Monitoring programme

• Corporate objectives

• Long term responsibilities

Progress so far….

• Records Management Policy

• Business Classification Scheme

• Retention and Disposal Schedule

• Destruction Arrangements

• Archiving and Transfer Arrangements

• Organisation wide review of information security

• Data Protection Policy and Code of Practice

• Managing E-Records Framework

Moving Forward

• Business Continuity Programme

• EDRM Steering Group

• Training

• Review and Assessment

• Long term RM Strategy

Challenges

• Timescales

• Priorities

• Outstanding merger issues

• Ownership

• Weight of expectation

Lessons Learnt

• Support

• Communication

• Consultation

• Opportunity