Scottish Council on Archives SLA Generic Records Retention Schedules Project update Presented to the RMS Scotland Group By Claire Johnson, CJ-IMC & Heather Jack, HJBS Ltd. Monday, 28th June, 2010

Introduction and Background Why .....

Methodology How part 1….

Gathering & Analysis of Existing Resources Legislation “horse’s mouth” guidance Generic schedules Local authority Other sectors Specific SLA schedules Other sector schedules Records retention guidance

Initial Outputs Legislation listing Template schedule design Draft schedules

Focus Group collaboration & review Project collaboration site Meetings Peer input needs outcomes of resource review fill gaps review schedule template design review draft schedules outcomes of resource review fill gaps identified from resource analysis discuss approach to format and delivery of legislation summary retention schedule Design summary & schedule templates Draft legislation summary Draft generic schedules

Phase 1 Final Outputs Findings and recommendations report “Beta” release schedules

Phase 1 functions Adult care services Family & children services Criminal justice Democracy Education & skills Finance Housing Human resources Information management Management Procurement

Business classification sheet Our unique reference What are you talking about? Start of an SLA thesaurus? Joining the “information” standards dots LGCS mapping

Records retention schedule sheet

Findings What ….

Key findings 1: Legislation “Statutory”? ….

Key findings 1: Legislation “Statutory”? …. Local Government (Scotland Act) 1994 “proper arrangements” Data Protection Act 1998, principles 4 & 5 “kept up-to-date”; “not be kept for longer than is necessary” Prescription and Limitation (Scotland) Act 1973 implicit retention periods for a number of activities

Key findings 1: Legislation Plain english? … aye, right!

Negative Prescription 6 Extinction of obligations by prescriptive periods of five years (1) If, after the appropriate date, an obligation to which this section applies has subsisted for a continuous period of five years— (a) without any relevant claim having been made in relation to the obligation, and (b) without the subsistence of the obligation having been relevantly acknowledged, then as from the expiration of that period the obligation shall be extinguished: Provided that in its application to an obligation under a bill of exchange or a promissory note this subsection shall have effect as if paragraph (b) thereof were omitted. (2) Schedule 1 to this Act shall have effect for defining the obligations to which this section applies. (3) In subsection (1) above the reference to the appropriate date, in relation to an obligation of any kind specified in Schedule 2 to this Act is a reference to the date specified in that Schedule in relation to obligations of that kind, and in relation to an obligation of any other kind is a reference to the date when the obligation became enforceable. from text of the Act, http://www.opsi.gov.uk/

Key findings 2: LGCS

Key findings 3: Practice not perfection! Multiple audiences Records management systems time space value/risk versus effort “Beta” approach

Key findings 4: The big sell Public spending cuts Flexible and mobile working Property rationalisation New Scottish public records legislation Revision of FOISA S61 RM code Partnership working & outsourced services Best value eArchival selection, preservation & access

Key findings 5: Future proof Usability Sustainability

Next steps How part 2 ….

Question time!