Records Management Plan - Introduction

1.0 Introduction to the Act

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 an authority’s public records to the Keeper of the Records of Scotland for agreement under section 1 of the Act.

The Act came into force in January 2013.

The Moray Council records management plan is based on the model provided by the National Records of Scotland and covers the 14 elements required in this plan plus some additional elements of importance to the Council.

It is important to note that establishing effective records management arrangements will deliver significant benefits for the Council including:-

• Increasing efficiency and effectiveness, delivering savings in administration costs
• Ensuring confidence in the Council’s ability to manage information securely, safely and efficiently
• Improving, supporting and developing service delivery
• Ensuring legislative compliance with the Public Records (Scotland) Act 2011, Freedom of Information (Scotland) Act, Data Protection Act and other legislative requirements, standards and codes of conduct
• Support transparency and open government

The Act specifically requires a public authority to include certain information within its records management plan:

An authority’s records management plan must identify:-

(i) the individual who is responsible for management of the authority’s public records,

(ii) (if different) the individual who is responsible for ensuring compliance with the plan

An authority’s records management plan must include provision for:-

(i) the procedures to be followed in managing the authority’s public records,

(ii) maintaining the security of information contained in the authority’s public records

(iii) the archiving and destruction or other disposal of the authority’s public records.