Council on archives international records management trust
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- Government Agencies
- The National Archives
- The Records Manager
Elected OfficialsElected officials rely on records to help them monitor activities and know what actions to take. Elected officials have a stake in the management of electronic records on behalf of the public. They rely on government records to
If they are to fulfil their responsibilities, elected representatives need to consider the management of electronic records while scrutinising new legislation and participating in committees overseeing or reviewing programmes and activities. Government AgenciesMost government ministries or departments are in the ‘information business’. In other words, many of their programmes and services involve the creation, exchange and dissemination of information, a growing proportion of which is being created in electronic form. Ministries have a vested interest in ensuring that the records containing such information are accurate and complete and are retained properly for as long as they are required. Government agencies increasingly rely on electronic records for day-to-day operations. Individual government ministries need records to
Government departments also have a responsibility to protect to the collective memory of society. The records they create demonstrate citizens’ rights and entitlements, explain how people were governed and contribute to a sense of national identity. When those records are in electronic form, there is a danger they may be lost, and the government has a responsibility to take action to preserve them. The heads of agencies and their senior managers are responsible for ensuring the effective management of all records, including those in electronic form. At a broad level, they carry out their responsibilities for electronic records by
Normally, senior managers should expect to receive technical advice from the records and archives institution on how to discharge these responsibilities. At a more specific level, managers must ensure that their staff understand the relationship between their records work and the work of the archival institution. Staff must also understand the importance of an efficient and effective electronic records programme. The National ArchivesThe National Archives (or other archival institution in other jurisdictions) has a responsibility to act on behalf of society to ensure the preservation and continued accessibility of the collective memory of the nation. This responsibility should extend to the protection of all public records, irrespective of medium. The National Archives may also support government ministries in the management of the records they require for programme delivery and accountability. Electronic records have forced archival institutions to become involved in the design of record systems, rather than waiting until the conclusion of the records life cycle before appraising and acquiring archival records, as they did in the past. The interests of the National Archives and the interests of records-creating organisations should normally be addressed simultaneously throughout the conception, creation and maintenance stages of the records life cycle. The archival institution acts on behalf of society to preserve and make available all records, including electronic records. Archival institutions carry out these responsibilities by
The Records ManagerRecords managers (sometimes known as departmental records officers) are the authoritative points of contact in the ministry or department for records management, including electronic records management. In some countries, records managers form part of a records cadre administered by the National Archives. In other countries, records managers are under the line management of their ministries but receive guidance from the National Archives. Records managers are responsible for the day-to-day care of ministry or department records. Records managers understand the record-keeping requirements of their own ministry and know how to incorporate these requirements into a framework of policies, standards, systems, practices and services within the ministry. They also provide an important link between the ministry and the archival institution. They carry out this role by
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