Records management goes back to basics

Culture Minister Edwin Poots MLA has today launched a series of workshops to encourage good records management practice.

Speaking at the event in Lisburn Island Centre, the Minister said: “Information is the lifeblood of every organisation whether it is the public or private sector. With security of our information recently thrust into the media spotlight and the introduction of the Freedom of Information Act, the onus is on each and every one of us to ensure our records are adequate and properly stored. It is vital that we protect the information that is entrusted to us.”

The good records management initiative provides an opportunity to return to basics and look at the principles of records management, the roles and responsibilities involved in record keeping and in particular, how PRONI can provide guidance to public sector bodies.

The Minister continued: “Technology is transforming the way we work and although the paperless office is still some way off, electronic document and records managements systems are creating a new way of working.

Change is unavoidable in any aspect of life and the same can be said about government. The reform of public administration has seen the creation of new public bodies across Northern Ireland and the re-organisation of local government will see further significant changes. During these changing times it is important that the legacy of old records and the creation of new records, are tackled in the most appropriate way.”

Minister Poots announced last year that in 2010, PRONI will be moving to a new purpose built state-of-the-art accommodation in Titanic Quarter. This investment demonstrates the commitment to the work of PRONI across its range of statutory functions.

Notes to Editors:

• The Public Record Office of Northern (PRONI) is a division of the Department of Culture, Arts and Leisure. It has statutory responsibility for the identification and preservation of public records of historical, research and informational importance. There is also legislative provision for the acquisition of and preservation of private archives. Since 1924, when PRONI first opened to the public, it has acquired 54km of archives from government departments, the courts, local authorities, and non-departmental public bodies, as well as significant deposits from private individuals and organisations.
• Workshops are being taken forward by PRONI in conjunction with the Information Commissioner’s office and will take place across Northern Ireland.
• The workshops will address the legislative framework – Public Records Act (NI) 1923, Freedom of Information Act 2000 and Data Protection Act 1998 – setting out the roles and responsibilities to meet the standards required.
• They will emphasise the importance and benefits of applying good practice to ensure effective corporate governance; improved decision making; efficient response to public access requests and protection of personal and other sensitive information.

For further information NI Records Management or Family history log on to the Public Record's Office of Northern Ireland website.

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