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Records Management Policy

Last updated: 12 December 2016

Introduction

The National Army Museum recognises that its records (from traditional paper-based records through to emails, databases, microfilm, video, etc) are a corporate asset and an important source of administrative, evidential and historical information. Their effective management is key to supporting the core functions of the Museum. This enables the Museum to comply with its legal and regulatory obligations, preserve its corporate memory, and manage its operations successfully.

Scope

The aim of this policy is to provide a framework for managing the Museum’s records and support the development of good Records Management practices. It applies to all records created, received or maintained by employees, volunteers, contractors, interns and students, whilst carrying out their work.

Legal Basis

The records of the Museum are subject to, and will be managed in compliance with, all relevant legislation, including, but not limited to:

  • The Charities Act (2006)
  • The Data Protection Act (1998)
  • The Freedom of Information Act (2000) and the Lord Chancellor's Code of Practice on the Management of Records under Freedom of Information
  • The Limitations Act (1980)
  • The Public Records Acts (1958, 1967)

More information on legal compliance and Records Management can be found on the website of The National Archives.

Purpose

The development and maintenance of good Records Management practices will:

  • Fulfil the Museum’s corporate responsibility to maintain records and record-keeping systems in line with the above legislation
  • Ensure information is secure, but easily accessible to those who need it
  • Identify and protect records which are vital to the operation of the Museum
  • Facilitate the disposal of records that are no longer required, in line with the Museum’s approved Retention Schedule and the Lord Chancellor’s Code of Practice
  • Permanently preserve historical corporate records which have been transferred to the Museum Archive
  • Enable better use of staff time with shared working, rapid location of information and reduced storage costs
  • Ensure our information is fully utilised in line with government directives on transparency and data reuse

These practices include, but are not limited to:

  • Development, implementation and maintenance of a Museum Retention Schedule and File Plan
  • Implementation of a central filing system
  • Timely destruction of out-of-date records, in line with the Museum Retention Schedule
  • Continual development of an historical Museum Archive, with the permanent retention of records for which there is a long-term need or value
  • Utilisation of information in line with the Freedom of Information Act (2000)
  • Information assurance and security
  • Management of Personal Data of living (and assumed living) individuals, in line with the Data Protection Act (1998)

Responsibilities

The Records Officer is responsible for providing advice to all Museum staff on all aspects of Records Management, and leading on related work undertaken at the National Army Museum.

The Management Team is responsible for promoting and ensuring compliance with Records Management policies and procedures across the Museum.

The Senior Information Risk Owner (SIRO) is responsible for management of information risk and security within the Museum.

The Information Asset Owners (IAOs) are responsible for managing their information assets, and reporting to the SIRO on information risk and security within their areas.

All members of staff have a responsibility to maintain and dispose of records in accordance with File Plan and Retention Schedule. All staff have a general duty of care with regard to the Museum's records, with particular reference to confidential or personally sensitive material and museum title and assets. All staff will receive relevant training on Records Management and Data Protection.

Policy Review

The Records Management Policy will be reviewed every 12 months.

Information & Enquiries

Contact the General Enquiries desk: