Records Management

1. Introduction

The records of the British Society of Eighteenth-Century Studies (BSECS) are integral to the efficient and effective operation of the Society. Records are essential resources containing information regarding the continued operation of BSECS as well as providing evidence of BSECS’s finances and activities. They are vital in understanding the Society’s legacy as well as current activities.

BSECS is committed to continued compliance with the Data Protection Act (2018) and UK GDPR, Freedom of Information Act (2000) which is only made possible in creating an organised information governance system.

2. Policy objectives and scope

The objectives of this policy are to ensure that:

BSECS develops and maintains a records management function that supports the effective and economical creation and management of authentic, reliable and useable records in whatever format, capable of supporting BSECS’s day-to-day functions and activities for as long as they are required;
To ensure that BSECS historic records are safely managed ensuring an accurate understanding of the legacy of the Society’s activities;
When records are created, suitable measures are taken to secure the information contained in those records;
BSECS records and the information they contain can be retrieved accurately, promptly and consistently to aid decision making and facilitate the running of our activities i.e. the annual conference, PGR/ECR conference, prizes, publications etc., while underpinning the constitution; and
BSECS records worthy of indefinite retention are identified, secured, preserved and remain accessible by transfer to [Voltaire Foundation, University of Oxford] and/or through digital preservation.

This policy applies to all records created, received, maintained and used by BSECS staff in the course of carrying out their roles within the Society.

Records can be defined as:

information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business (BS/ISO 15489-1:2001 Information and documentation. Records management. General.).

Records Management can be defined as the:

field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. (BS/ISO 15489-1:2001 Information and documentation. Records management. General.).

3. Aims

This policy will provide a framework for managing BSECS records in accordance with the Charity Commissions Retention and Disposal as outlined in Charities Act 2011. Its aim is to advise and assist BSECS Council members in fulfilling their responsibilities and obligations in the important area of record management. It is based on a number of practical aims:

demonstrate and evidence the filing and disposal of records to evidence accountability;
secure maintenance and access to records;
minimise the risk of breaches and inappropriate use of personal data;
confidential destruction of records as soon as they are no longer required;
adherence to all legal obligations;
secure identification and archiving of records;
Council member awareness of all records management and related issues.

4. Where the policy applies

This policy applies to all locations and instances where:

BSECS is responsible for personal and/or sensitive personal data as the data controller;

and

Information and/or data over which BSECS is recognised as the owner are accessed – irrespective of location, the ownership of the technology and the service(s) used to access information and data that fall within the scope of this Policy.

5. Policy statement

The records of BSECS will be managed systematically to support improvements of the Society, operational efficiency, governance and accountability, to preserve the Society’s recorded legacy and to seek compliance with appropriate legislation.

Materials will be published, and appropriate guidance will be made available for Council members by the Secretary.

6. Responsibilities

The Secretary, Vice-President and President of BSECS are responsible for the development and maintenance of policies and guidance relevant to records management and information governance. On the basis of information and guidance provided Council members are obliged to:

understand and adhere to policies relevant to their work;
ensure that records are held on the most appropriate medium for the task they perform
identify those records that are vital to the operation of BSECS and ensure they are retained for the appropriate timescales;
review periodically records that have been identified for archive;
dispose of and/or destroy appropriately those records that have reached the end of their retention period;

6.1. Secretary

Developing the policy.
Developing a Record Management System and communicating it to Council members.
Where there are gaps in the implementation of the policy ensuring that these are addressed.
Ensuring that the accompanying materials are developed and made available.

6.2. President and Vice-President

Identification of priority areas for implementation of this policy.
Promoting the policy and its implementation within the Council.

7. Records Management Framework

The Secretary will manage the overall Digital Records system, setting up appropriate folders where Society Officers can deposit their records.

However, Officers, in particular, the Treasurer, are responsible for the individual records that they manage, and they should be aware of the relevant Retentional and Disposal schedule for these records.

Physical records will be held at the Voltaire Foundation, and will adhere to their Record Management policy.

8. Availability

This policy is published on the BSECS website.

9. Contacts/further information

Enquiries regarding this Policy can in the first instance be directed to the Secretary and the President.