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ITEM EX10 - ANNEX 1
EXECUTIVE
- 3 APRIL 2002
RECORDS
MANAGEMENT IN OXFORDSHIRE COUNTY COUNCIL
Records
Management Objectives
Efficient
records management practices would meet the following objectives:
- Control of the
totality of OCC’s informational resources for the identification and
preservation of vital operational information, the meeting of legal
obligations, and the security of such information.
- The ability to
identify and retrieve information without delay, both for the operational
efficiency of the organisation, and to meet the requirements of such
legislation as Data Protection and Freedom of Information.
- Cost-effective
review and disposal policies, to minimise storage and filing requirements
(both physical and electronic) while preserving essential information.
- The channelling
of historically important information into permanent preservation in
the County’s archive.
The
following are essential to a functional records management policy:
- Complete, centralised
knowledge and understanding of all the information, in whatever
form, held by OCC in order to perform its functions.
- Coherent structuring
of this information to reflect its context and the business processes
in which it is used; structure has significant informational value in
itself.
- Informed value
judgement on the importance of the various levels and information blocks
within the structure.
- Schedules for
the transfer of vital, non-current information into cost-effective storage.
- Regular review
of transferred material for loss of vital status, and disposal of information
which has been designated non-vital.
- Creation of retrieval
aids for vital, non-current information, and rapid retrieval systems
for organisational operation and legal requirements.
- Maintenance of
storage to appropriate standards of security and integrity, with disaster
planning systems in place, at cost-effective levels.
- Access to legal,
professional and administrative advice on matters related to the information
and its preservation.
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