Machinery of government change
Transfer of and receiving of records and information (regardless of form or
format)
Between
hereafter known as the ‘receiving organisation’ and
as the ‘transferring organisation’.
hereafter known
Purpose
This agreement details the transfer of records and information between two organisations
during machinery of government changes
This agreement details all information passed from the transferring organisation to the
receiving organisation regarding any particular transfer of function. It includes all contracts
and commitments as well as all intellectual property rights associated with the transferring
of the function.
This agreement also details the method of transfer, packaging of transfer and any
accompanying information for records being transferred as well as the receipt of transfer.
This agreement also provides an itemised listing of all the records. These should have been
discussed and agreed in advance with the change management team in both organisations. Legislative Requirements:
Everything created as a government department including social media, websites, paper and
digital documents count as Public Records.
The records (regardless of form or format) are subject to the Public Records Act and
Freedom of Information legislation including Data Protection Legislation. All records should
be subject to the Lord Chancellor’s Code of Practice Section 46 guidance. Costs associated with the process of identifying records
There may be costs associated with the transfer of records. Please use this space to identify
costs and agree the organisation responsible for paying these costs.
Preparation of transfer
Both organisations will need to ensure that the safest and most secure system is used for
the transfer of digital records (subject to volume) and that the information received,
following quality assurance, is not corrupted and can be accessed. All digital records transfer
regardless of method of transfer shall be secured either using encrypted connection or
encryption software.
The transferring organisation shall transfer records to the receiving departments using the
following method:
Encrypted High Density Drive (number of drives):
Secure File Transfer Protocol (quantity in MB or GB please specify):
The transferring organisation shall submit at minimum the following information about the
digital records to the receiving organisation in a csv file that will accompany the records
transfer:
File name
checksum (sha256)
sensitivity
File path (URI)
file/folder
copyright
Date last modified
security markings
If the records transferred fail the validation process, then all materials shall be sent back to
the transferring organisation for re-processing. .
Confirmations and Acknowledgements
Type
Date
Initial
Acknowledged receipt of
records from transferring
organisation
Confirmation send that
records have been quality
controlled and successfully
loaded into system
Confirmation that records
from receiving department
can be destroyed
Acknowledgement from
transferring department that
records have been removed
from their system
No digital holdings should be destroyed by the transferring organisation to the
receiving organisation until written confirmation has been received and acknowledged
Escalation route
In the event of disagreement the issue will be referred to xxxx for a final decision
Transferring organisation
I confirm that all records and information itemised in this agreement have been transferred to the
receiving organisation in according with government data handling and security arrangements.
Name (DRO
or
equivalent):
Position:
Signature:
Date:
Receiving organisation
I confirm that I have received the records and information itemised in this agreement and they
have been transferred according with government data handling and security arrangements. All
received information has subject to quality assurance and is not corrupted and can be accessed.
Name:
Position:
Signature:
Date: