Case Study

Interim Corporate Records Manager

Although the Council had dedicated teams to manage FOI and DPA requests and a Records Management Centre to manage hard-copy archived files, it lacked any strategic direction for its records and information management activities.

This strategic approach had to be developed and implemented at a time of transformational change and drastic spending cuts.

Client: Major City Council

Project:

Interim Corporate Records Manager

Details:

Although the Council had dedicated teams to manage FOI and DPA requests and a Records Management Centre to manage hard-copy archived files, it lacked any strategic direction for its records and information management activities.

This strategic approach had to be developed and implemented at a time of transformational change and drastic spending cuts.

Develop a strategic approach to records and information management within the Council, seeking support from executive managers and embedding records management into the Council’s new commissioning structure.

  • Identified and worked with key stakeholders to set up a strategic Knowledge and Information Management Board sponsored by senior executives with representation from council departments and external partners (Police, PCT). Devised a work-stream model and a “kick off” agenda.
  • Produced and launched a corporate records management policy for the Council, with supporting guidelines and standards.
  • Supported the transfer of records and knowledge management activities into a restructured Information Services department and the formation of a combined Knowledge and Information Management Team.
  • With executive support, obtained the creation of a new post of Corporate Records Manager and supplied an interim Corporate Records Manager to assisted specific departments on records management issues, provide training materials and communications, and guidance on records, knowledge, data and information issues. Assisted the Council in recruiting a permanent person to this post.
  • Facilitated an awareness programme to assist the development of a corporate EDRMS strategy, providing workshops and seminars to review products and discuss key requirements.
  • Provided a market overview of options for offsite storage of hard copy records and a review of box management systems. Developed staff competency framework for RMC staff.

Corporate records are now recognised as a strategic asset. Knowledge and information management is now included in strategic plans and support services are embedded in the Council’s new delivery structure. The Knowledge and Information Management Team has a firm mandate and executive support for their strategic activities and change programme.

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