Commitment 10: Introduce Modern Document Management Procedures

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Objective: To propose a Public Service Records Management Plan to facilitate coherent and comprehensive records management in the Public Service that will assist Public Service bodies in carrying out their functions effectively in addition to supporting the requirements of National Archives, Freedom of Information and Data Protection legislation.

Status quo: Records management relates to a broad set of corporate responsibilities and enables Public Service bodies carry out their functions effectively in addition to supporting the smooth operational requirements of National Archives, Freedom of Information and Data Protection legislation

In 2005 the Civil Service Centre for Management Organisation Development (CMOD) issued guidance regarding records management (‘Old rules are still good rules - Record Management Guidelines). Over time, organic record keeping practises have evolved including the proliferation of disparate record keeping systems of varying quality based on digital technologies. The advantages of digital systems in creating, copying and distribution of documents has diluted the underlying systems which were traditionally used to manage files and to ensure the context, reliability and integrity of the record.

Ambition: The Ministers for Public Expenditure and Reform, and Arts, Heritage, Regional, Rural and Gaeltacht Affairs, will shortly bring a memorandum to Government requesting approval for a proposed Public Service Records Management Plan to deliver the policies, guidelines, structures and systems necessary to facilitate coherent and comprehensive records management. The Plan, will also address the issue of electronic and digital records, as well as giving direction to public bodies with regard to records not meriting long-term preservation management.

 

Lead implementing organisations: National Archives, Department of Public Expenditure and Reform

 

Timeline: January 2017 to January 2020

 

 

 

 

 

Commitment 10:

Introduce Modern Document Management Procedures

OGP values

Governance, Transparency

New or ongoing commitment

New

Lead implementation organisations

National Archives, Department of Public Expenditure and Reform

Other actors involved - government

All government departments

Verifiable and measurable milestones to fulfil the commitment

New or ongoing

Start date

End date

Present a Public Service Records Management Plan to the Government for decision

New

Q4

2016

Q1

2017

More milestones will be added to show how this commitment will be delivered subject to Government’s approval of the Plan. If approved it is envisaged the plan will be delivered over three years.

New

Q1 2017

Q1 2020