Records Management Plan

About Records Management

Records management is the systematic control of an organisation's records, throughout their life cycle, in order to meet operational business needs, statutory and fiscal requirements, and community expectations.

Effective management of information allows fast, accurate and reliable access to records, ensuring the timely destruction of redundant information and the identification and protection of vital and historically important records.

Effective records management involves efficient and systematic control of the creation, storage, retrieval, maintenance, use and disposal of records, including processes for capturing and maintaining evidence.

Systematic management of records allows organisations to:

• know what records they have, and locate them easily;
• increase efficiency and effectiveness;
• make savings in administration costs, both in staff time and storage;
• support decision making;
• be accountable;
• achieve business objectives and targets;
• provide continuity in the event of a disaster;
• meet legislative and regulatory requirements; and
• protect the interests of employees, clients and stakeholders.

The guiding principles of records management are to ensure that information is available when and where it is needed, in an organised and efficient manner, and in a well maintained environment.

Our Records Management Plan

Under the Public Records (Scotland) Act 2011, Scottish public authorities must produce and submit a records management plan, setting out proper arrangements for the management of the organisations records to the Keeper of the Records of Scotland for agreement under Section 1 of the Public Records (Scotland) Act 2011.

NHS Golden Jubilee's Records Management Plan sets out the overarching framework for ensuring that records are managed and controlled effectively, and commensurate with the legal, operational and information needs of the organisation.

Our Records Management Plan evidences our current records management capabilities and highlights areas for improving the quality, availability, and effective use of our records and provides a strategic framework for all records management activities. It also considers all 14 elements as advised in the Keeper’s Model Plan and supporting guidance:

• Senior Management Responsibility
• Records Manager Responsibility
• Records Management Policy Statement
• Business Classification
• Retention Schedules
• Destruction Arrangements
• Archiving and Transfer Arrangements
• Information Security
• Data Protection
• Business Continuity and Vital Records
• Audit Trail
• Competency Framework for Records Management Staff
• Assessment and Review
• Shared Information

NHS Golden Jubilee's Records Management Plan was accepted by the Keeper of the Records of Scotland on 5 April 2017.

View our Records Management Plan

View the Keeper of the Records of Scotland’s Assessment