Information and records management policy

Welwyn Hatfield Borough Council (WHBC) understands that its physical and digitally held records are an important public asset and a key resource in the effective operation of the Council. The Council receives and generates a large number of records which document and support its activities. These records are a vital source of information on the Council’s actions, policies and decisions.

The purpose of records management within WHBC is to:

• Create and capture authentic and reliable records which provide evidence of the Council’s activities and decisions and demonstrate its accountability.
• Secure, maintain and preserve those records for as long as they are required and to provide access to them as necessary to support the Council’s operations and fulfil its obligations under the Freedom of Information Act 2000, Data Protection Act 2018, Environmental Information Regulations 2004, Re-Use of Public Sector Information Regulations 2015 and the UK General Data Protection Regulation.
• Identify those records which will form a significant part of the historical record of the Council’s activities and make provision for their permanent or long term preservation subject to any legal limitations on how long they must be kept.
• Identify those records that are vital to the continuance of the Council’s business and protect these against disasters.
• Destroy records that are no longer required, having regard to statutory record keeping requirements, thus promoting the efficient use of physical and electronic storage space.