Good record keeping

Good Freedom of Information provision is dependent on good departmental record keeping. Below is some brief guidance on the main issues to address when reviewing departmental record keeping.

In order to prepare successfully for Freedom of Information it is vital to establish the following

• Establish what records you have
• Establish where they are kept
• Establish how long you retain them for

Within this basic framework there is more detailed work that can be undertaken.

Establishing what records you have depends on knowing why the records are being created in the first place. Business activities and transactions within departments should be clarified to establish that the right information is being recorded within records to support the department's activities and transactions.

FOI enquiries should be answered within 20 working days. Departments should ensure therefore that procedures and processes are in place to organise and control records, so that information can be retrieved quickly. Developing standardised department filing schemes and naming conventions will improve management and control. It is important to remember that this should be undertaken for both paper and electronic records.

FOI requires departments to establish how long records need to be kept for, and what happens to them after this retention period. Departments should ensure that regular review and disposal of records (both paper and electronic) takes place to the agreed retention schedules defined for different types of records.

FOI places an emphasis on proactively publishing information. The University Publication Scheme is an important tool that can be used by departments to publish documents or information they feel to be important or useful.

Departments should establish which documents might be published via the website, or the University Publication Scheme. Are there documents you are constantly receiving requests for? Are there records that show how the department works or how decisions within the department are arrived at?
Examples of documents that might be published are

• Minutes and papers of meetings and committees
• Codes of Practice
• Guidance Manuals
• Best Practice Guidelines
• Annual or Departmental Reports

The Records Management Service can help with all aspects of developing good practice in order to support effective delivery of FOI. All departments and all staff within departments have a duty to ensure their information management and records management is good enough to be able to fulfil the statutory requirements of FOI.