SCOTTISH COUNCIL ON ARCHIVES General Register House Rm.21, 2 Princes Street, Edinburgh EH1 3YY T: E: W:

RM Readiness- the ARMS Quality Improvement Framework online toolkit 7 December Mitchell Library, Glasgow SCOTTISH COUNCIL ON ARCHIVES General Register House Rm.21, 2 Princes Street, Edinburgh EH1 3YY T: E: W:

Scottish Council on Archives Strategy to advance record-keeping SCARRS: SCA Record Retention schedules Digital continuity and preservation Quality Framework, Archives and Records Services (ARMS) – Reflecting best international standards but within Scottish legislative and political context Designed to allow to measure your RM readiness, pre-dates PR(S)A

WHAT IS ARMS? “A quality improvement framework to improve the consistency and transparency of quality and performance measurement across archives and records management in Scotland”

ARMS Essentials Flexible management tool Measures key outcomes and performance indicators across the full-range of record-keeping activities Tailored to present needs (Pick own QI) Self-evaluation, self-improvement, With validation, if desired Now on-line toolkit

ARMS 4 Core Outcomes 1Help people trust organisations (accountability) 2Select and make our individual and community stories accessible (access) 3Support efficient delivery of services 4Management and governance

ARMS 7 Quality Indicators QI 1 Create and manage trustworthy records QI 2 Protect rights to interests QI 3 Make sure records/archives survive as long as needed QI 4 Help people find and use records/archives QI 5 Work with our community QI 6 Leadership and management QI 7 Ethos and values

ARMS QUALITY INDICATORS Create & manage trustworthy recordsProtect rights and interestsMake sure our records & archives survive as long as they are required Archives and Records Management policies & procedures Supporting compliance requirements with appropriate evidence Appraisal and disposal practices Defining responsibilitiesProtecting individual and organisational rights & responsibilities Collecting scope Ensuring business is documented appropriatelySupporting the organisation in litigationCultural inclusion Creating reliable & trustworthy recordsProtecting personal privacy and data protectionAppropriate records & archives storage Managing records in reliable & routinely used systemsPreservation Ensuring that records can be produced on demandDigital sustainability Enabling scrutiny of decisions & actionsBusiness continuity & emergency planning Accounting for records that can ’ t be presented on request Sustainable records & archives systems

ARMS QUALITY INDICATORS Help people find & use our records and archives Work with our communityLeadership & managementEthos & values Minimising unnecessary secrecy & restriction of archives & records Mechanisms for community engagementClear management vision is articulated Service orientation Enabling access to archives & records by the public (in line with legislative requirements) Research into community needsProgramme/service is sustainable & positioned in a logical place in the organisation structure Knowledgeable staff Enable re-use & sharing of information from archives & records Promoting the archives & records serviceInternal lines of communicationInnovation Providing support & assistance to diverse groups of users Perception of the archives/records programme (internal & external) Strategic planning for continuous improvement Management of change Presenting archives & records with sufficient contextual information to enable interpretation Engaging with partnersPerformance managementSense of identity & pride Providing learning & teaching opportunitiesServices offered are reviewed & monitored for relevance & quality Celebrating success Encouraging & valuing volunteersAppropriate resourcingEngagement Interpreting the past Enabling telling of stories

PR(S)A Expectation of improvement in RM Collaboration and self-improvement in public authorities Commitment to support contractors Framework provided by Archives and Records Services (ARMS) Improvement Toolkit – a tool to deliver on the ground Endorsed by Keeper, Scottish information Commissioner and Quality Scotland

PR(A)S and ARMS RMP, all the elements covered in ARMS With Contractors’ responsibilities in toolkit Readiness means having: – Policies – Plans Setting out the objectives and identify actions needed to achieve these objectives – Procedures All of this measured by ARMS

Model RMP and ARMS AR MS QIs QI 1 QI 2 QI 3 QI 4 QI 5 QI 6 QI 7

Framework for contractors Create & manage trustworthy records Appropriate processes & procedures Identify person responsible for records management Keep appropriate records

Framework for contractors Ensure records survive as long as they are required Apply appropriate retention and disposal rules Keep records in a safe place Ensure systems are secure and sustainable

Framework for contractors Protect rights and interests Records support compliance requirements Compliance with Data Protection

SCOTTISH COUNCIL ON ARCHIVES General Register House Rm.21, 2 Princes Street, Edinburgh EH1 3YY T: E: W:

And finally SCA on-going commitment to ARMS: – Online toolkit – Commissioned bespoke training for reviewers, February 2013 Use ARMS to measure your readiness for PR(A)S + plan improvements help advance record-keeping in your organisation and in Scotland, enabling us to meet: Business needs Requirements of current and future organisational accountability and transparency, Stakeholder expectations

SCOTTISH COUNCIL ON ARCHIVES General Register House Rm.21, 2 Princes Street, Edinburgh EH1 3YY T: E: W: