Records management policy
The Council holds records in a variety of formats, including electronic, paper, microfiche and video recording formats, all of which will be stored in a suitable manner taking account of the type of record.
Paper documentation will be stored appropriately according to the level of security required. The Council office has controlled access, which provides security for all on-site Council documentation. Furthermore, the Council runs a Clear Desk Policy.
Risks will be considered and personal or sensitive data will have the appropriate additional security measures, which may include storing personal data in a lockable cabinet, in a lockable drawer or in a secure archiving storage facility.
A back-up of all electronic Council data is kept in accordance with the Council's IT Back-up Policy. The Council has robust electronic information security and technical measures in place which are regularly reviewed and updated.
The following issues must be considered when storing documents electronically:
Steps to consider
Who has access to the personal data, sensitive personal data or confidential documentation?
Ensure that access is controlled and limited to only those who need access.
Ensure that should you be absent or leave your role that the records do not become inaccessible.
What technical and security measures are in place?
Ensure that there are sufficient technical and security measures in place to prevent a breach.