Records Management in Ireland

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Presentation transcript:

Records Management in Ireland Current Situation, Policy and Issues Presentation by Martin Bradley

Records Management: How it used to be…

The need to find Information Freedom of Information Act Data Protection Act Tribunals, Court Cases, Legal Discovery Parliamentary Questions Efficient Internal administration Decentralisation

Records Management Statistics Offices worldwide used 43% more paper in 2002 than they did in 1999 The average organisation makes 19 copies of each document, loses 1 out of every 20 documents and office workers can each spend 400 hours per year looking for lost files. Between 1% & 5% of all documents are misfiled When e-mail is introduced into an office, the percentage of printed documents increases by 40 per cent.

What is a Record? Information created, received and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business – ISO 15489 Format and Medium not primary issue: Identify what are Records and include them in Records Management Policy

Records Management Policy Assigns responsibility Covers all records Identifies Records at creation and follows their life-cycle Sets out Retention Periods Ensures Security and Business Continuity Enables legal destruction of listed records

Creating a Records Management Policy Survey and List all Records Create File Series Taxonomy Decide on Retention Periods Assign Responsibility Index and reference records – create metadata Electronic Records mirror Hard Copy Accreditation and Audit

Standards ISO 15489 – Records Management Standard BIP 0008 – Admissibility of E-Records BSI PD 5000 – Admissibility of Emails Basel II – Financial Institutions ANSI/ARMA 5-2003 – Vital Records Protection

Benefits Legal compliance Administrative efficiency FOI – Charge for Administrative Costs Public Perception - ISO Accreditation Cost savings – manpower and storage Business continuity through Vital Records

Further Reading Archives Ireland: www.archives.ie NSAI: www.nsai.ie BSI: www.bsi-global.com ISO: www.iso.org ARMA: www.arma.org