Records Management Policy

Introduction

The National Army Museum is committed to ensuring that the information it creates is managed to the highest standards and in accordance with legislative and regulatory requirements. We recognise that records created by the Museum are an essential business resource, and an important source of administrative, evidential and historical information. The effective management of these records should ensure authenticity, reliability, integrity and usability.

Scope

The Records Management Policy aims to provide a framework for managing the Museum’s records, setting out roles and responsibilities, and embedding good records management practice at the centre of all the Museum’s activities.

This policy is supported by, and is referenced in, the Museum's Freedom of Information Policy, Privacy Policy, and Records Management Procedures, which are available to all staff on the Museum Intranet.

This policy covers all records in all formats created by the Museum.

Legal basis

All records created by the Museum will be managed in compliance with all relevant legislation including, but not limited to:

• The Charities Act (2011)
• The Data Protection Act (2018) and UK GDPR
• The Freedom of Information Act (2000)
• The Lord Chancellor’s Code of Practice on the Management of Records (2000)
• The Limitations Act (1980)
• The Public Records Act (1958, 1967)

Objectives

The Museum recognises the importance of records management, which should:

• Improve operational efficiency and support easy retrieval of records
• Improve access to information allowing for rapid response to enquiries
• Improve information security and support government directives on transparency and data reuse
• Support and provide evidence of Museum activity and develop corporate memory
• Control the growth of paper and electronic files and maximise storage space
• Protect the interests of the Museum with the provision of complete and accurate information
• Meet legislative and statutory requirements

We will meet these objectives by:

• Showing support for records management within the core functions of the Museum
• Retaining records needed for business, regulatory, legal and accountability purposes
• Storing records in secure systems that enable retrieval when needed for those who need it
• Recording what records are held, and where, and ensuring the long-term accessibility of these records
• Defining how long record series are held and auditing disposals
• Managing the transfer and sharing of information with contractors and other organisations
• Regularly reviewing records management procedures

Responsibilities and roles

All members of Museum staff have responsibility for the security and disposal of the records they create, and for attending related training. They must follow guidance on using the Museum’s shared drive and policies on Freedom of Information and Data Protection.

The following staff have defined responsibilities:

The Records Officer manages the transfer of records into semi-current storage and the Institutional Archive, provides guidance, manages compliance, ensures that records are securely stored and intellectually managed, reviews and appraises records, and manages access to records in storage.

The Leadership Team is responsible for promoting and ensuring compliance with records management policies and procedures, and for responding to requests for disposal.

The Senior Information Asset Owner is responsible for management of information risk and security within the Museum.

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

Policy approval and review

This policy was revised and approved in July 2021.

This policy will be reviewed in July 2022.