Records Management guide

2. Managing information

All staff have the responsibility to manage the information they create, whether paper or electronic records.

Good records management helps the Council to be more efficient, legally compliant, and reduces our environmental impact.

Digital records

Using a SharePoint site helps store documents in one place, manage content easily, securely, effectively and efficiently. 

There has to be at least one named person to administer the site. 

Document naming

Naming your documents appropriately will help you quickly retrieve them for future use.

To help you and others retrieve documents in future, make sure that you:

• Use functions/subjects: Avoid individuals' names since department structures, team names, and individuals may change

• Title by purpose: Use document titles relevant to their purpose, e.g., "Guidelines to Records Management Assistant duties."

• Plain language: Avoid acronyms and spell out words in full

• Avoid vague titles: Titles like ‘Bob’s work’, ‘general’, or ‘miscellaneous’ should be avoided

• Store by function/activity: Store documents according to function or subject, not file format

Paper records

Regularly review what records and information you hold and produce. It is important that the Council is compliant with all information laws such as the Data Protection Act and the Freedom of Information Acts. .

Sending information

Digital records

Use secure email methods, SharePoint, or  FTP sites when sending information electronically .Save documents to SharePoint and send links in emails to share personal information.

Double-check email recipients to prevent data breaches caused by auto-populated addresses.

Paper records

Reduce the risk of information loss and assess whether physical paper documents need to be transported. Can they be scanned and transferred securely by electronic means?

If sending sensitive or personal information by email always se secure transport methods, for example a secure third-party service or courier, when sending paper documents outside the council.

You should always use email if the document can be sent this way, before printing documents and sending them in the post.