Public Sector Records Management. A Practical Guide

Abstract

The book begins, ‘‘Records Management is a subject that has become more interesting over the last few years.’’ As a practitioner in the field of records management for more than 10 years, I endorse this view and agree with the author’s assessment that dramatic change has been brought about through the growth of electronic records and, within the public sector, through the introduction of Freedom of Information Act. It is interesting to note that the author was responsible for drafting the Lord Chancellor’s Code of Practice on Records Management. This important document has been very influential in raising the profile of records management across the public sector. Why? In my view, one of the reasons is because it is clear, concise and readable. The same qualities are present throughout this book. The reader is taken on a logical journey covering all parts of the record lifecycle, from creation through to archives and all the elements that make up a records management programme. All are approached with a common sense attitude and an accessible writing style. The author asserts that the aim of his book is to be ‘‘practical’’ and that it ‘‘does not dwell on the academic arguments’’. Theory is discussed only insofar as it will help the reader understand best practice principles and procedures. It is therefore intended for those who know little or nothing about the subject but who find themselves working as records management practitioners. The author is able to draw upon his extensive experience in records management from his long career with the National Archives, and his work with other organisations, to provide numerous examples and case studies to illuminate his descriptions of process and procedures. Chapter 1 takes the reader through the basics; definitions of a record and records management, the aims of a records management framework and key principles. All usefully feed into a records management policy, and an example policy is provided at the end of the chapter. Advice is also provided on where a records management function should be located depending the type of organisational structure present. A summary of the key legislation, codes of practice and standards impacting on records management is provided in chapter 2. The real substance of the book begins in chapter 3 with the examination of the ‘‘creation phase of records and information’’. I was pleased to see the emphasis on Journal of the Society of Archivists Vol. 30, No. 2, October 2009, 263–268