Record Maintenance

The movement and location of records should be controlled to ensure that a record can be easily retrieved at any time, that any outstanding issues can be dealt with, and that there is an auditable trail of record transactions.
Storage accommodation for records should be clean, tidy, secure, prevent damage to the records and provide a safe working environment for staff.
For records in electronic format, maintenance in terms of back-up and planned migration to new platforms should be designed and scheduled to ensure continuing access to readable information.
All equipment used to store records should be safe, secure from unauthorised access and meet health and safety and fire regulations, but also allow maximum accessibility of the information commensurate with its frequency of use.
When paper records are no longer required for the conduct of current business, their placement in a designated secondary storage area may be a more economical and efficient way to store them.  There should be archiving policies and procedures in place for both paper and electronic records which should take account of the need to preserve important information and keep it confidential and secure.
A contingency or business continuity plan should be in place to provide protection for all types of records that are vital to the continued functioning of the Organisation. Key expertise in relation to environmental hazards, assessment of risk, business continuity and other considerations is likely to rest with information security staff and their advice should be sought on these matters.

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Department of Health, Social Services and Public Safety
Information Office
Castle Buildings

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