FOISA - Freedom of Information Scotland Act

SAC recognises that the efficient management of its records is necessary to support its core functions, to comply with its legal and regulatory obligations and to contribute to the effective overall management of the Institution.  This document provides the policy framework through which this effective management can be achieved and audited.  It covers: 

• Scope of the Policy
• Responsibilities
• Relationship with Existing Policies
• Available Guidance for Implementation of the Policy

Scope of the Policy 

This policy applies to all records created, received or maintained by staff of SAC in the course of carrying out their corporate functions.  Records and documentation created in the course of research, education, training and consultancy, whether internally or externally funded, are also subject to contractual record keeping requirements.

Records are defined as all those documents which facilitate the business carried out by SAC and which are thereafter retained [for a set period] to provide evidence of its transactions or activities.  These records may be created, received or maintained in hard copy or electronically.

Records management is defined as a field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including process for capturing and maintaining evidence of and information about business activities and transactions in the form of records.

A small percentage of SAC's records will be selected for permanent preservation as part of SAC’s archives, for historical research and as an enduring record of the conduct of business.

Responsibilities

SAC has a corporate responsibility to maintain its records and record keeping systems in accordance with the regulatory environment.  The SAC Executive Management Team member with overall responsibility for this policy is the Finance & Corporate Affairs Director.

Individual employees must ensure that records for which they are responsible are accurate and are maintained and disposed of in accordance with the SAC’s records management guidelines.

Relationship with Existing Policies

This policy has been formulated within the context of the following SAC documents:

• Information and Communication Strategy
• Freedom of Information policy
• Data Protection policy

Adoption of this policy will in turn facilitate compliance, not only with information related legislation [specifically FOISA 2002 and DPA 1998], but also with any other legislation or regulations [including audit, equal opportunities and research ethics] affecting the Institution.

Guidance

Guidance on the procedures necessary to comply with this policy is available.  This guidance covers:

• Records creation
• Business classification [for filing schemes]
• Retention periods for records
• Storage options for records
• Destruction options for records
• Archival records: selection and management
• External codes of practice and relevant legislation