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The Children's Panel - life changing

Records Management Policy Published 31 March 2015

CHS’ records are a vital information asset and a valuable resource for the organisation. This policy sets out how CHS' records are managed from the point of their creation until their disposal.

CHS recognises that the effective management of its records, regardless of format, is essential in order to support its members, staff, volunteers and functions; to comply with legal, statutory and regulatory obligations; and to demonstrate transparency and accountability for all actions. CHS’ records are a vital information asset and a valuable resource for the organisation and must be managed effectively from the point of their creation until their disposal.

The implementation of effective records management systems and practices is at the heart of the Children’s Hearings System. In the spirit of the 2011 Act it is essential that we focus on removing the inconsistencies in the current system and look to standardise the way in which it operates. Central to this is the way in which the organisation accesses, manages, shares and maintains information.

The purpose of this policy is to demonstrate CHS’ commitment to best practice recordkeeping, to highlight the importance of managing records effectively within the organisation, to outline key aims and objectives for CHS in relation to its recordkeeping, to identify roles and responsibilities for Records Management (RM) and to act as a mandate for the support and delivery of recordkeeping policies and procedures across the organisation.

This policy relates to all CHS staff and Board members, Area Support Teams (ASTs), panel members, and local authority Clerks. It applies to all records regardless of format, including paper, electronic, audio and visual.

The Public Records (Scotland) Act 2011 (PRSA) places an obligation on named authorities in Scotland to produce a Records Management Plan (RMP) which sets out their arrangements for the effective management of all records. The creation of an RM Policy Statement is a mandatory element of the plan, and is necessary in order to identify the procedures to be followed in managing CHS’ records.

Download the document: Colour PDF