DCSIMG

Purpose built storage area for the council’s paper records

Ian Black, Director of Finance and Shared Services at East Dunbartonshire Council, Council Leader Rhondda Geekie and Hugh Hagan, Senior Public Records Officer at National Records of Scotland, at the official opening

Ian Black, Director of Finance and Shared Services at East Dunbartonshire Council, Council Leader Rhondda Geekie and Hugh Hagan, Senior Public Records Officer at National Records of Scotland, at the official opening

A purpose built Central Records Store (CRS) where East Dunbartonshire Council will securely store millions of important records has been officially opened in Kirkintilloch.

From early 2013 the council has been bound under the Public Records (Scotland) Act to have an approved records management plan.

The council’s information and records team have recorded and store 20 million pieces of paper into approximately 6,000 boxes. During their work four million records which had reached their retention period were also disposed of appropriately.

It is all part of a key programme of work to centralise and improve information and records management practice across the council. The new CRS will hold record for services across the council. By law some of these documents must be kept for 100 years.

The CRS was officially opened by Council leader Rhondda Geekie and Hugh Hagan, senior public records officer at National Records of Scotland, at an official ceremony on Thursday, August 28.

Councillor Geekie said: “The council is moving away from paper records but it is vitally important that we catalogue and securely store all our important archived records.

“The records range from matters concerning routine council business to highly personal and confidential information and for obvious reasons we have to ensure this information is secure, accessible and properly

catalogued.

“The information and records team is co-ordinating great work across the council and all services are carrying out their responsibilities. This work will help keep the council in line with this new and very important legislation, which is also central to our transformation programme.

“This is about being smarter about what we need to store and also storing it more effectively and efficiently. This will help promote consistency in the use, storage and disposal of information and records which could expose the Council to financial, reputational and operational risks.”

Mr Hagan added: “The approach being taken by East Dunbartonshire Council is to be applauded as they update a range of policies and procedures to apply more robust processes to their records management practice.

“The National Records of Scotland look forward to working with the information and records team at the council in the future as they continue to formulate their records management plan.”

 

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