This policy is to be used to assure the consistent management of records and documents, and the information they contain throughout their life cycle, from receipt or creation through to their operational use, storage and eventual disposal.
Records are the information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business. Records can include media such as microfiche, audio, video and photographic prints or negatives, as well as paper and digital documents.
A document is a piece of written, printed, or electronic matter that provides information or evidence or that serves as an official record. This must be achieved in compliance with legislative obligations and through adherence to a framework of best practice standards (see good practice guides available on the records management intranet site).
This policy outcome must therefore provide:
- effective management - of all records and documents
- trustworthy evidence - for all decision-making at all levels
- underpin delivery – of efficient services
- protection – of the interests of NHS Digital, its staff members, and its information
- accessibility – of information wherever and whenever needed