Scotland's First Records Management Plan: A Journey Towards Improved Efficiency and Compliance

1. Preparing Scotland’s first Records Management Plan Ava Wieclawska Records Manager

2. Overview Background RM Consolidation Programme Aims and Objectives Progress Challenges Lessons Learnt

3. Background • Merger of NAS and GROS • Records Management Provision • Public Records (Scotland) Act 2011

4. Project Initiation • Senior support and sponsorship • Roles and responsibilities • Key project outcomes • Quality criteria • Risks and tolerances • Resources and competencies

5. Aims & Objectives • Establish a new shared RM culture • Compliance with legal and statutory obligations • Improve business efficiency and communications • Increase joined up working • Transparency and accountability • Produce exemplary, best practice guidance • Meet the requirements of PRSA

6. Investigation and Assessment • ‘To gain a comprehensive understanding of the organisation and working • environment in order to inform the project strategy’ • Identify key functions and activities • Understand legislative environment • Identify strengths and weaknesses • Critical self-assessment • Gap analysis

7. Self-Evaluation • ARMS Framework (Q1-3) • Interviews and Working Groups • Business Process Mapping • Information Audit Questionnaire

9. Key Findings

10. Strategic Development • ‘To identify gaps in current service provision for RM, provide business cases to • meet these and approve the strategic direction of the project’ • Priorities • Areas for improvement • Key project outcomes • Strategy

11. Design and Implementation • ‘To consolidate existing and establish new, recordkeeping policies, procedures and • systems in order to meet requirements identified in Stage 2, incorporate them into • a Records Management Plan and implement them across the organisation.’ • Design • Consult and Develop • Review • Approve • Implement • Monitor and Review

12. Training and Awareness • ‘To deliver the Corporate Training Plan for Records Management as well as inform • the organisation and promote the project outputs in order to ensure the rapid and • successful deployment of the new procedures.’ • Corporate Training Plan • Ongoing awareness • Discuss effectiveness

13. Review • ‘To measure the effectiveness of the new systems, establish milestones and key • performance targets moving forward.’ • Self-assessment • Establish performance targets • Monitoring programme • Corporate objectives • Long term responsibilities

14. Progress so far…. • Records Management Policy • Business Classification Scheme • Retention and Disposal Schedule • Destruction Arrangements • Archiving and Transfer Arrangements • Organisation wide review of information security • Data Protection Policy and Code of Practice • Managing E-Records Framework

16. Moving Forward • Business Continuity Programme • EDRM Steering Group • Training • Review and Assessment • Long term RM Strategy

17. Challenges • Timescales • Priorities • Outstanding merger issues • Ownership • Weight of expectation

18. Lessons Learnt • Support • Communication • Consultation • Opportunity