Records Management Manual PDF - Crown Prosecution Service

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Records Management ManualRoles and ResponsibilitiesDepartmental Record Officer (DRO)● The Departmental Record Officer (DRO) is a member within the Business InformationSystems (BIS) Directorate in HQ and Head of the Records Management Unit (RMU).● The DRO is responsible for supporting the efficiency and quality of CPS business byformulating and advising on Departmental policies and procedure relating to theeffective management and security of information and compliance with the PublicRecords Act, Data Protection Act, Freedom of Information Act, and Human Rights Act.● The DRO is the authoritative source of advice on any matters connected with recordsincluding Public Records Act, Data Protection Act, and Freedom of Information Act.● The specific responsibilities of the DRO are:○ Devise, promulgate, monitor and keep under review the policies andprocedures intended to:▪▪▪▪Ensure compliance with the Public Records Act, Data Protection Act,Freedom of Information Act and Human Rights Act;Ensure that the records of the Department are effectively managed andavailable as a corporate resource;Ensure the destruction of material (held by the RMU) that is no longerrequired;Subject other retained material to review in order to establish whether ithas continuing value for administrative, legal or research purposes.○ Be aware of all significant collections of records in the department and thepurposes and value of keeping them;○ Be aware of the likely research needs of the department and of those workingin various fields outside the government service.○ Provide a records management consultancy and advice service to all membersof the Department.○ Make arrangements to identify records worthy of permanent preservation andfor their safekeeping.○ Ensure that the records selected for permanent preservation are prepared fortransfer and then transferred to the National Archive (TNA)○ Identify those records that cannot be released to the public or cannot betransferred to the TNA and retain these for such a period as stipulated in therelevant retention schedules.○ Identify any records, which can be made available to the public.○ Make arrangements to deal effectively with requests, from inside or outside thedepartment for access to or information relating to Departmental records heldby CPS and the TNA.○ Provide the subject access point for Data Protection and Freedom ofInformation requests.Introduction - 7 -09/2008
Records Management Manual● The DRO heads the Records Management Unit (RMU) whose members areresponsible for:○ Reviewing records to identify those that need to be permanently preserved;○ The preparation of records that are to be permanently preserved and theirtransfer to the TNA;○ Records surveys, consultancy services and inspections of Departmental recordholdings;○ Providing general advice and guidance of all matters relating to Data ProtectionAct, Public Records Act and Freedom of Information Act.EnquiriesThe full address and contact numbers of the Records Management Unit (RMU) areprovided below:Records Management Unit (RMU)2nd FloorCPS HeadquartersDX 300850Ludgate EC4Tel: 78 8008Fax: 020 7796 8439Area Business Managers (ABMs)● Every Area Business Manager (ABM) and each Head of Division in HQ areresponsible for the creation, maintenance and destruction of the records within theirArea or Division.● An Area Business Manager must be aware of all record types that are created and/orreceived in their Area or Division whatever the format (i.e. registered administrativefiles, case files, unregistered documents, audiotapes, videotapes, electronic and nonelectronicdatabases, and various copy exhibits sent by the police).● The ABM must:○ Ensure that his/her role is well understood by the Area Management Team;○ Monitor compliance with the Public Records Act, Data Protection Act, Freedomof Information Act and Human Rights Act;○ Ensure that all Long-Term Interest case files are identified and sent to theDRO;○ Provide advice on local operating instructions and where appropriate agreerecord protocols with the police;○ Refer all requests on Data Protection legislation to the Data Protection Officer.Introduction - 8 -09/2008
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