Top tips for managing paper records

The Council are responsible for complying with Data Protection and Records Management Legislation by ensuring the preservation and security of records for their legislative lifetime. (Some files are kept for up to 100 years). 

It is important to know that when you are preparing paper records to go to the Records Management Unit (RMU), there are specific guidelines that must be followed.  

To help you with this process, see below for some Top Tips: 

• DO – Liaise with the RMU prior to starting to ensure all paperwork is completed;
• DO – Only use boxes provided to you by the RMU; 
• DO – Remove any duplicate/unnecessary documents; 
• DO – Remove ring binders, plastic wallets/sleeves; 
• DO – Remove rubber bands, staples, post-its;
• DO – Maintain confidentiality and ensure security while storing/in transit;
• DO NOT – Overload boxes (sides/top should not bulge to ensure they fit on the RMU storage shelves and they are within a manageable weight for lifting) 
• DO NOT – Write any personal information on the boxes;
• DO NOT – Deliver boxes to the Unit without contacting the Unit at least 48 hours in advance 
• DO NOT – Proceed with an arranged delivery in extreme weather. This puts the records at very high risk.

It Is important to understand that although the records have been passed to the RMU from your service, they are often required for various reasons. i.e. subject access request (SAR), Court Order, Police Request etc.  We must be able to locate these records easily and in a timely manner to ensure compliance.  

Further information can be found on Connects: Using The Records Management Unit if you need further assistance or have any questions, contact: recordsmanagement@north-ayrshire.gov.uk