Records Management
The British Council creates international opportunities for the people of the UK and other countries and builds trust between them worldwide. We are committed to the creation, maintenance and management of records which document our activities to support governance and to facilitate compliance with legal and statutory requirements, in particular the Freedom of Information Act 2000, Data Protection Act 1998 and Public Records Act 1958. We recognise that records form part of our corporate memory and represent an important organisational asset.
This policy applies to all records, regardless of form or medium, created, received or maintained by all staff (irrespective of their contractual status) in the course of British Council business. It is applicable globally. Records and documentation created through partnerships must also be subject to contractual record keeping requirements.
The British Council is committed to:
- ensuring that records are created to provide comprehensive and reliable evidence of business decisions and activities
- maintaining record keeping systems which provide adequate functionality to support records management tools and guarantee the integrity and reliability of records
- developing and maintaining policy and procedures for the systematic review and timely disposal of records in line with business requirements, legal obligations and historical value
- protecting records from unauthorised alteration or loss, providing an audit trail to record the movement and use of records
- setting principles and standards which govern access to records and reviewing information for sensitivity issues
- ensuring that records which are essential to the continuation of business are identified and protected
- ensuring the selection, identification, preservation and transfer of records to the National Archives or approved place of deposit
- monitoring how we comply with this policy.
We will provide adequate and appropriate resources to implement this policy and will ensure it is communicated and understood.
The British Council will review this policy at least every three years to reflect new legal and regulatory developments and ensure good practice, or after major organisational or technological changes.
The status of this document is British Council policy. It was approved by Martin Davidson, Chief Executive, on 1 November 2011 and is due for review on 1 November 2014.
The Records Management policy (pdf 28kb) is also available to download.
