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Freedom of Information (FoI)
What is FoI?
The Freedom of Information Act was passed in 1998 to ensure
open and accountable government. Any citizen can request information
from a range of government departments and public bodies.
The body must then supply the information, charging only a
“reasonable cost” for obtaining it.
How does FoI
affect my organisation? If your organisation
is a public or semi-state body, it will probably have been
brought under the scope of the Freedom of Information Act.
If this is the case, good records management procedures are
virtually obligatory, including a clearly stated destruction
policy. The Information Commissioner has stated as follows:
I take the view that
the FOI Act imposes on public bodies a duty to ensure that
their record management systems are capable of enabling
them to meet their obligations under the Act. In my view,
public bodies should also have stated record management
policies which set out the standards in relation to the
creation, maintenance and destruction of physical and electronic
records. Destruction should only take place in accordance
with a clearly stated destruction policy... (Case 99046,
July 2000)
How can Eneclann
help my organisation with regard to FoI? Our
team of Records Management staff are familiar with all the
requirements of the Freedom of Information Act. We can help
implement Records Management procedures (including retention
schedules and destruction policies) in your organisation that
will meet all these requirements. We have worked with a number
of government bodies in this regard, including FÁS,
the Health and Safety Authority and the Arts Council.
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• Data
Protection
What is Data
Protection? Under the Data Protection Act
of 1988, all Irish people are entitled to know what information
is held about them in electronic format.
How does the
Data Protection Act affect my organisation?
If your organisation is a Data Controller or Data Processor
within the meaning of the Act, the organisation should be
registered with the Irish Data Protection Commissioner. This
includes organisations such as solicitors’ firms, doctors’
practices, direct mail companies and banks. Many firms that
should be registered under the terms of the Act are not yet
registered.
If any person requests information from your
organisation that is held in electronic or hard copy format
about themselves, you are obliged to supply it.
How can Eneclann
help my organisation with regard to Data Protection?
Eneclann is Ireland’s leading firm of Records Management
specialists. Our staff are well-versed in all aspects of the
Data Protection Act, and can advise on your organisation’s
obligations in this regard.
We can advise on the introduction of Records
Management procedures and policies that would be efficient
and effective, as well as ensuring that you do not retain
unnecessary data in electronic format.
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• ISO
15489
What is ISO
15489? ISO 15489 is the international standard
for Records Management developed by the International Organisation
for Standardisation, and launched in October 2001. Experts
from Europe, North America, Asia and Australia developed ISO
15489 to ensure that a common standard was established for
Records Management.
How does ISO
15489 affect my organisation? According to
the International Organisation for Standardisation:
ISO 15489 is aimed at
individuals responsible for setting policies, standards
and guidelines for information management within organizations
including records managers, archivists, special librarians,
knowledge management professionals, database managers, business
administrators and individuals within organizations who
are responsible for the oversight of record keeping practices.
Therefore, any Records Management procedures
implemented should aim to meet the criteria set out in ISO
15489 to ensure the best efficiency of your organisation’s
record keeping.
How can Eneclann
be of help to my organisation with regard to ISO 15489?
Eneclann’s Records Management staff are familiar with
all the requirements of ISO 15489. We can help with the requirements
and implemention of Records Management procedures that will
meet these criteria, and train staff in ensuring their effectiveness.
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MoReq
What is MoReq?
MoReq (Model Requirements for Electronic Records Management
Systems) outlines functional requirements for Electronic Records
Management Systems (ERMS) within the European Union. The requirements
were devised by the EU’s Interchange of Data between
Administrations body, and published in March 2001, but they
are not solely designed for EU or governmental organisations.
How does MoReq
affect my organisation? If your company or
department were introducing an Electronic Records Management
System, you should at least be aware of the MoReq requirements,
which are the European standard. The criteria are designed
to help choose an ERMS that is most efficient and effective
for the electronic records management needs of any public
or private organisation.
How can Eneclann
be of help to my organisation with regard to the MoReq criteria?
Eneclann’s staff are familiar with all the Records Management
requirements of MoReq. In conjunction with your IT staff or
consultants, we can help with the requirements and implementation
of an ERMS that meets the MoReq criteria.
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BS 5454
What
is BS 5454? BS 5454 is the British Standards
Institute recommended standard for the storage and preservation
of archival documents. It was first published in 1977, revised
in 1989, and again in April 2000.
How does BS
5454 affect my organisation? If your organisation
has documentary material that requires permanent preservation,
it is recommended that the method of storage used meets the
standards set out in BS 5454. These criteria cover every aspect
of storage and preservation, including temperature control,
humidity, protection from possible fire damage and packaging.
How can Eneclann
be of help to my organisation with regard to BS 5454?
Eneclann’s Archives and Records Management staff are
familiar with all the requirements of BS 5454. If your organisation
is preparing an archive of material for preservation, we can
be of help to you in ensuring the archive meets the optimum
criteria outlines in BS 5454.
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