Managing Records: Good government, Better business. FOI Presentations to Boards & Committees Cayman Islands National Archive November 2008

Outline National Archive & Public Records Law National Archive & Public Records Law Records management and FOI Records management and FOI Tools for managing records Tools for managing records Key staff Key staff Assistance from CINA Assistance from CINA Priorities to prepare for FOI Priorities to prepare for FOI

National Archive and Public Records Law, 2007 Framework for legally compliant creation, maintenance and disposal of records Framework for legally compliant creation, maintenance and disposal of records Duties and powers of National Archive: Duties and powers of National Archive: –Set standards, train, advise, monitor –Authorise disposal Duties and powers of all public agencies Duties and powers of all public agencies –Develop tools for records management –Create, maintain and dispose of records in compliance with CINA standards

Provisions of the NAPR Law An agency’s most senior officer is responsible for the making and keeping of proper records of business affairs (s.6) An agency’s most senior officer is responsible for the making and keeping of proper records of business affairs (s.6) Records must be made and kept in accordance with standards established by the National Archive (s.7) Records must be made and kept in accordance with standards established by the National Archive (s.7) Records must be kept accessible – file plan, proper storage (s.12) Records must be kept accessible – file plan, proper storage (s.12)

Provisions of the NAPR Law Agencies must develop a disposal schedule if they want to dispose of records (s.8) Agencies must develop a disposal schedule if they want to dispose of records (s.8) It is an offence to destroy records without permission of the National Archivist (s.11) It is an offence to destroy records without permission of the National Archivist (s.11) Covers records in all media – including and other electronic records (s.2 Interpretation) Covers records in all media – including and other electronic records (s.2 Interpretation)

Benefits of records management Accountability Accountability Meet legal requirements Meet legal requirements Save time and money Save time and money Improve services to clients Improve services to clients Better decision-making Better decision-making Reduce risks to the organisation Reduce risks to the organisation

Connections with FOI? Make and keep records – records that don’t exist, can’t be accessed Make and keep records – records that don’t exist, can’t be accessed Manage and maintain records – records that are lost or damaged, can’t be accessed Manage and maintain records – records that are lost or damaged, can’t be accessed Systematically dispose of records – prove that records have not been destroyed maliciously or unsafely Systematically dispose of records – prove that records have not been destroyed maliciously or unsafely

+ RM => FOI RM reduces costs and increases efficiency of FOI implementation and ongoing administration RM reduces costs and increases efficiency of FOI implementation and ongoing administration Publication Scheme includes the agency file plan – more specific FOI inquiries save search time Publication Scheme includes the agency file plan – more specific FOI inquiries save search time FOI Code of Practice requires compliance with records management rules FOI Code of Practice requires compliance with records management rules

Tools for managing records Policy and procedures Policy and procedures File plan (Records survey) File plan (Records survey) Records control tool (eg RMS) Records control tool (eg RMS) Disposal schedule Disposal schedule Publication scheme Publication scheme

Key staff Senior managers – set policy; lead by example Senior managers – set policy; lead by example All staff – make and keep good records in accordance with rules All staff – make and keep good records in accordance with rules Information manager – conduct records surveys; develop tools; assess security requirements; examine records for access Information manager – conduct records surveys; develop tools; assess security requirements; examine records for access Records officer – create files using the file plan; update RMS; schedule records for disposal; assist other staff Records officer – create files using the file plan; update RMS; schedule records for disposal; assist other staff

Support from CINA Training Training RMS (Records Management System) RMS (Records Management System) Administrative file plans (Finance, HR, etc.) Administrative file plans (Finance, HR, etc.) CINA Intranet & RM Bulletin CINA Intranet & RM Bulletin Ongoing advice and assistance Ongoing advice and assistance

Priorities Assign responsibilities and allocate resources Assign responsibilities and allocate resources Inform all members of rules and duties Inform all members of rules and duties Talk to Portfolio / Ministry / parent department (where applicable) about RM procedures Talk to Portfolio / Ministry / parent department (where applicable) about RM procedures Ensure you are creating and capturing records of discussions, decisions, actions, advice Ensure you are creating and capturing records of discussions, decisions, actions, advice Identify “hot topics” and likely FOI exemptions Identify “hot topics” and likely FOI exemptions Proactively publish as much as possible Proactively publish as much as possible

More information? National Archive’s intranet site: National Archive’s intranet site: Records Policy Unit: Records Policy Unit: Telephone: Telephone: x 117