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Records Management Handbook
7. Governance Mechanisms
In order to ensure that the standards, policies and procedures remain current and relevant, it is essential that they are reviewed on a regular basis. Due to legislative changes and other external factors which can affect the operation of the Office, such reviews should be carried out in an appropriate time frame. For example, if there is a change to the FOI Acts or Regulations which impacts on the OIC, the Handbook should be reviewed immediately in order to maintain relevance.
Staff are encouraged to recommend changes to the Records Manager at any time throughout the year.
Depending on circumstances, changes to the Handbook can be made at any time, either by way of issuing an addendum or by republishing. Otherwise an annual review is sufficient and will be carried out each August after consultation with all staff and a revised Handbook then published with all staff being informed of changes.
A member of OIC staff at Investigator level is to carry out the role and responsibilities of Records Manager whilst the HEO in the Support Unit is responsible for the day to day OIC Records Management activities that arise.
It is the responsibility of the Investigator managing the Reference Database to ensure that all material contained thereon is in compliance with this Handbook. In respect of case work records, the Reference Database for the most part only contains copies of published research, judgements and actual decision letters (which are being retained in any event) and therefore it is not envisaged that this Database would contain very many records that would be required to be deleted or anonymised etc. in accordance with this Handbook.
It is acknowledged that this first Records Management Handbook does not cover all of the record types, files and databases used by OIC staff. Later versions will encompass policies and procedures in relation to OIC records held in respect of FOI requests to the OIC, on the FOI Mail database, in Corporate Services Unit and in the Commissioner and Director General's Offices.
