Section 7: Records Management Policy
Live Active Leisure regards its records as a major asset of the Company. It confirms that its records are one of the essential resources which support management in the efficient and effective fulfilment of its governance, business and legal responsibilities.
This policy aims to ensure that the Live Active Leisure records are managed soundly, correctly and are in line with recognised standards and accepted good practice. Records managed by the Live Active Leisure will:
(a) Conform to the Code of Practice on Records Management which has been issued by Ministers in accordance with Section 61 of the Freedom of Information (Scotland) Act 2002.
(b) Document and evidence our conduct in respect of:
(i) Legal agreements
(ii) Other legislation (e.g. Employment; Health and Safety)
(iii) Business activities
The Policy will also determine, through its operational guidelines, a framework for records management. In doing so, the Live Active Leisure will work towards enhancing the quality of its records management by means of compliance, continuous improvement and review.
What does this Policy apply to?
This policy applies to the management of records in whatever format or media it is held in, (i.e. paper, electronic and tape) received or originated in the furtherance of the business activities of the Live Active Leisure. It includes, although is not limited to: Correspondence, documents, presentations, spread sheets, data bases, social media blogs, emails, diaries, faxes, promotional / instructive / educational material, reports, website content, forms, audio and video recordings, photographs and physical samples.
Who does this Policy apply to?
This policy and the requirements of it are applicable to the Company Directors, the employees of the Company (permanent, temporary and casual). It also includes professional advisors, consultants and contractors who have authorised access to records.
Who is Responsible for the Policy?
The implementation, continuance, monitoring and review of the policy is the responsibility of the Chief Executive. Through the scheme of delegation, the Chief Executive will authorise managers and employees to maintain the procedures relating to the record management policy.
Live Active Leisure own all records originated and received by the Directors and employees of the Company when they are derived from or for business related activities. Individuals do not own the records; however they do have a responsibility to ensure that the records are managed correctly.
Live Active Leisure needs to keep records of business decisions and transactions to meet the demands of corporate accountability. Records are created by the day-to-day work that takes place within the Company. They are the evidence of an activity or transaction and demonstrate accountability. Records are an indispensable element of that accountability. In order to demonstrate proof, records must have the qualities of:
• Authenticity - an accurate account of an activity transaction or decision
• Integrity - an assurance that the data has not been subsequently changed
• Non-repudiation - preventing the originator from disowning the record
These overarching qualitative requirements are supported by the basic principles of:
• efficient retrieval of information
• identification of length of time records are required for legal or business purposes
• cost effective storage of records in the most appropriate form and in adequate storage conditions
• secure access to confidential records
• effective tracking of the location and case of records from creation to disposal
• audit trail of file destruction
• disaster recovery programme for vital records
• permanent preservation of records of historical, cultural or educational value
Adherence to these principles will enable Live Active Leisure to retain its corporate memory with regards to its various business activities.
Effective tracking and retrieval of information is a necessity in order to facilitate business needs and comply with the legislation. Live Active Leisure will ensure that procedures and metadata standards which chronicle the life cycle of the record are sufficient to maintain the identification and retrieval of a record at each stage of its movement from origination through to disposal or permanent archiving.
Retention of Information
A retention schedule will be maintained by Live Active Leisure. This is an essential control document which defines the time periods (legislative or business critical) for the various records held.
The nature and range of records required to be retained by Live Active Leisure requires that they be stored with due consideration to:
• an environment which is compatible and supports the physical requirements of the record
• compliance with legislation
• appropriate security precautions
• retention time periods
These requirements will be considered at every stage of a records existence and not just when it becomes inactive.
Disposal and Destruction
Live Active Leisure retention schedule states the time period that a record requires to be retained to meet business needs and legal requirements. The schedule will also state the action required at the end of the designated period (review, retain for further period, destroy or permanent preservation). The responsibility for authorising the destruction rests with those in posts of Operations Manager and above. A register noting the action taken will be maintained. It will detail:
• the record metadata information
• the authorisation for destruction or permanent, preservation
• the method of destruction
• date of destruction
• location of permanent preservation In respect of records, consider historical, educational, culturally interesting or historically important.
This policy will be reviewed on a six monthly basis and amended to reflect the business needs and the introduction/amendment of legislation of Live Active Leisure.