1. 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

2. Introduction and Background
Why .....

3. Methodology
How part 1….

4. 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

5. Initial Outputs Legislation listing Template schedule design
Draft schedules

6. 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

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

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

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

10. Records retention schedule sheet

11. Findings
What ….

12. Key findings 1: Legislation
“Statutory”? ….

13. 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

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

15. 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,

16. Key findings 2: LGCS

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

19. 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

20. Key findings 5: Future proof
Usability
Sustainability

21. Next steps
How part 2 ….

22. Question time!