Date 19 October 2011
This is the official RCSI Records Management Policy Statement, approved by Senior Management Team and signed by the CEO on 19th October 2011.
1. Introduction
Records provide evidence of decisions taken and enable an organisation to demonstrate compliance with legislative, regulatory and administrative requirements.
The Royal College of Surgeons in Ireland (RCSI) is committed to achieving compliance with best practice and recognised international standards with regard to record keeping and records management.
The aim of the RCSI’s records management procedures is the creation and maintenance of full, accurate, reliable and authentic records, reflecting the functions and activities of the College.
2. Scope of the Policy – Official Records
All records created and received in the course of its official business constitute the official records of the RCSI.
All records created or received by RCSI officers or employees in the course of their duties on behalf of the College are the property of the RCSI and are subject to its overall control. Employees or other officers leaving the RCSI or changing positions within the RCSI are required to leave all records for the use of their successors.
This policy applies to all official records, regardless of physical format or location, and including all hard copy and electronic formats. The definition of “record” in Section 2 (1) of the Freedom of Information Act 1997 applies to this policy.
3. Aims and Objectives
The overall objectives of this Records Management Policy, and all associated policies, procedures and guidelines developed and introduced by the RCSI include the following:
- The efficient and orderly conduct of the business of the RCSI
- The delivery of services to all relevant parties (internal and external) in a consistent and accountable manner
- The observance of all legislative and regulatory requirements to which the RCSI is subject
- The protection of the interests of the RCSI and the rights of students, employees, clients and present and future stakeholders
- The management and reduction of risks to the safety of records, as part of the overall business continuity and disaster planning procedures developed by the RCSI
- The facilitating of current and future research activities, including social, cultural and historical research
- The preservation of corporate memory through the identification and retention of records of long term value
4. Procedures and Guidelines
The implementation of this Records Management Policy will be facilitated by the development of a set of detailed procedures and guidelines which will be put into operation by the RCSI.
Such procedures and guidelines will include:
- Staff Records Management Manual, with detailed instructions and procedures for the naming, saving, maintenance and overall control of records within the College
- Records Classification Scheme, to aid the consistent classification and registration of records within the RCSI, and the efficient retrieval of records by authorised officers of the College
- Records Retention and Disposition Schedule, to identify suitable retention periods for all records generated in the course of the business activities of the RCSI, to ensure compliance with legal minimum retention requirements, and to ensure the disposal of records in a controlled and managed environment
- Such other procedures, guidelines or policies as the RCSI considers appropriate in the context of implementing effective records management within the organisation.
5. Resources
The RCSI is committed to dedicating appropriate resources in order to achieve the objectives of this Records Management Policy. This includes the necessary IT resources, storage facilities and equipment (for both electronic and physical records), staff training and awareness programmes, and other appropriate resources.
6. Conclusion
The RCSI recognises that responsibility for the success of the records management programme is dependent on the commitment of all staff, including senior management and all permanent, temporary, part-time and contract staff.
It is in keeping with the ethos of the RCSI to disseminate relevant information to the general public, consistent with the public interest and normal rules of confidentiality.
Committed participation in the records management programme will ensure that the objectives of this policy are met and will ultimately benefit and facilitate RCSI itself, students, staff and other relevant parties.
Signed Cathal Kelly
Date 19th October 2011