Scottish Government

2005 Version
ISBN 0 7559 1199 7 (Web only publication)

This document is also available in pdf format (351k)

Contents

1 Why Records Management?
1.1 What is a record?
1.2 Why does Scottish Executive keep records?
1.3 Why is there a need to manage records?
1.4 Records management in SE
Paper files
Electronic documents: G and H drives, Public Folders and e-mail
eRDM (electronic record and document management
1.5 What happens if we get it wrong?
1.6 What is my responsibility?
2 Central Co-ordination and Support for Records Management
2.1 Functions of central Records Management Team
2.2 What is NetIMPReS (Intranet access to corporate paper file management system)?
2.3 How do I request a new file?
2.4 What happens when a file changes location?
2.5 What happens if I want to close a file?
2.6 How do I send files to central store? PA & BF
2.7 How do I request a file from central store ( PA)?
2.8 What happens if a file seems to be lost?
2.9 What is the standard system for organising your files?
2.10 How do I ensure I am complying with best practice?
2.11 What are the rules governing records of devolved matters?
2.12 What service is provided by the paperkeepers?
3 Filing
3.1 What are the principles for good filing practice?
3.2 What are the basic rules for good filing practice? Dos & Don'ts
3.3 How are Cabinet or Cabinet Ministerial Committee Minutes and Memoranda dealt with?
3.4 How are papers in Ministerial Private Offices dealt with?
3.5 How are protectively marked files stored?
3.6 Electronic - how are e-mail/G/H drive/Public Folder documents dealt with?
4 The Review and Disposal of Records
4.1 Organisation and responsibilities
4.2 When can a file be reviewed?
4.3 How are decisions made?
4.4 Retention and disposal options
4.5 Protectively marked files
4.6 Closed files in the National Archives of Scotland ( NAS)
Appendix 1: Guidelines for selection of records for permanent preservation
Appendix 2: Records disposal schedule
Appendix 3: Guidance on reviewing old files held at NAS
Annex A - FOI: NAS Exemption Schedule
Annex B - FOI: NAS File Opening Schedule
Annex C - FOI: NAS Document Handling Guidance
Annex D - The Legislative Context for Records Management
Annex E - Guidance on the Agreement Between the Scottish Executive and the Scotland Office on Pre-Devolution Records of the Scottish Office
Annex F - Preparation for Electronic Record and Document Management ( eRDM)
Annex G - Guidance on the Standard System for Organising your Files (Retheming)
Annex H - Retheming Table