Records Management Manual PDF - Crown Prosecution Service

More documents

Recommendations

Info

Records Management ManualOther CPS Staff● Senior Managers should seek the advice of the DRO whenever:○ Policy and procedural changes are likely to affect the departmental records;○ Changes to the format of records are planned;○ Significant new collections of records are created that can not be classifiedusing the Standard Subject List;○ CPS functions are devolved or transferred to other bodies.● Managers at all levels are accountable for the:○ Effective management, in accordance with this manual, of the records whichthey and their staff use in their day-to-day work;○ Identification of records which are of continuing value and need to be reviewedand the timely disposal of other records in accordance with the relevantretention schedules;○ Resources, which are necessary to maintain records prior to them, beinghanded over to the DRO.○ Compliance with the Data Protection Act and Freedom of Information Act.Introduction - 9 -09/2008
Records Management ManualClear Desk PolicyThis policy will be reviewed and expanded when the new EDRMS system is in place.The PolicyAll documents and computer media should be locked away in suitable locked cabinetsand/or other forms of security furniture (inc. off-site storage) when not in use, during aworking day and overnight when the level of protection of the office is inadequate.Principles● Desks must be clear of sensitive material when left unattended.Sensitive means any material, which can be defined as or is protectively marked asRestricted or above:○ Sensitive material must be stored in filing equipment or file room;○ Desks must be cleared at the end of each working day;○ Desks must be cleared when left unattended for any length of time (e.g.attending Court);○ Unnecessary clutter should be avoided.● Files and other material with the protective markings Confidential, Secret, or TopSecret should be held in secured containers and an appropriate index of their locationmust be maintained. Further information can be obtained in the Security Manual.● Filing equipment must be secured.○ Drawers and doors should be closed;○ All filing equipment should be locked.● File rooms in working areas (e.g. open plan) must be locked at night.○ Access to the rooms should be controlled at all times;○ All file rooms must be locked at night.● File rooms outside working areas must be kept locked at all times.○ Access to the rooms should be controlled at all times;○ The rooms should be checked frequently to ensure that standards of securityare met.● Computer disks and tapes must be stored securely.○ Computer disks must be removed from the computer and locked in secure filingequipment or file room.● Office floor and working areas must be kept clear.○ Files or documents should not be left on the floor;○ Rooms must be clutter free and restricted waste should be held securely;○ Notice boards should be smart and up-to-date.Introduction - 10 -09/2008
Page 1 and 2: Records Management ManualIntroducti
Page 3 and 4: Records Management ManualBackground
Page 5 and 6: Records Management ManualData Prote
Page 7: Records Management Manual● The DR
Page 11 and 12: Records Management ManualStoring Al
Page 13 and 14: Records Management ManualGlossary o
Page 15 and 16: Records Management ManualCriminal C
Page 17 and 18: Records Management ManualFreedom of
Page 19 and 20: Records Management ManualCreating N
Page 21 and 22: Records Management ManualRemoving A
Page 23 and 24: Records Management ManualReviewing
Page 25 and 26: Records Management ManualSending Lo
Page 27 and 28: Records Management ManualRequest Fo
Page 29 and 30: Records Management Manual○ In the
Page 31 and 32: Records Management ManualArea Reten
Page 33 and 34: Records Management ManualCases in w
Page 35 and 36: Records Management ManualDouble Jeo
Page 37 and 38: Records Management ManualChecklist
Page 39 and 40: Records Management ManualManaging A
Page 41 and 42: Records Management Manual○ Notes
Page 43 and 44: Records Management ManualDeciding W
Page 49 and 50: Records Management ManualFiling Pap
Page 51 and 52: Records Management Manual5. If you
Page 53 and 54: Records Management Manual7. If you
Page 55 and 56: Records Management ManualRegisterin
Page 57 and 58: Records Management Manual● Before
Page 59 and 60:
Records Management Manual● The fi
Page 61 and 62:
Records Management ManualRequesting
Page 63 and 64:
Records Management ManualRetention
Page 65 and 66:
Records Management ManualArchiving
Page 67 and 68:
Records Management ManualLong Term
Page 69 and 70:
Page 71 and 72:
Records Management Manual● LWACs
Page 73 and 74:
Page 75 and 76:
Records Management ManualSubject an
Page 77 and 78:
Records Management ManualMinutes Te
Page 79 and 80:
Records Management ManualC2/4 Child
Page 81 and 82:
Records Management ManualC6/34 Macp
Page 83 and 84:
Records Management ManualH1/12 IiP
Page 85 and 86:
Records Management ManualI2/2 Cross
Page 87 and 88:
Records Management ManualL3/1 Agent
Page 89 and 90:
Records Management ManualP2 PURCHAS
show all

Records Management Manual PDF - Crown Prosecution Service

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?