FOI - Records management, policies, procedure and guidance [Oct 2020]

Your request

• Any policies, procedures or guidance that you issue to staff in relation to the management of electronic files or records.
• Any policies or guidelines that encourage your employees to delete emails, for example to declutter Outlook mailbox guidance and manage their mailbox efficiently.
• Do you have any policies or procedures which encourage your employees to destroy paper files and electronic records outside retention periods?
• Please send details of any projects or initiatives (for example, an Electronic Tidy Up Day) within your organisation to reduce electronic file storage and data duplication of your file shares. To comply with the GDPR and delete data that is no longer necessary in relation to the purposes for which it was collected.
• Please list any software products used in your Organisation to remove redundant, obsolete or duplicate data or create automatic policies to clean your data or separate your important data for reporting, deleting and archiving.
• Please send me a copy of any email bulletins, intranet news or notices which encourage employees to manage paper and electronic records correctly within the organisation and adhere to retention schedules and destroy records at the correct time (as per legal requirements)?

Our response

We have previously released the majority of the information in scope of your request. Please see the published FOI response MGLA280920-5562.

Some information has been added or updated since September 2020. Copies are attached,
along with some further information in scope of your request.

If you have any further questions relating to this matter, please contact me, quoting reference MGLA180821-0973.