E001
Statement of Responsibility for
Records Management
March 2013
NRS
Statement of Responsibility for
Records Management
E001
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Statement of Responsibility for Records Management
Records Manager
Head of Corporate Services
13 March 2013
1.0
Annually for the first 2 years, then every 2 years
January 2014
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Last saved date: 2013-03-05
Version 1.0
NRS
Statement of Responsibility for
Records Management
E001
Senior Responsible Officer
The senior responsible officer and lead for records management within National Records of
Scotland is the Head of Corporate Services Division, Audrey Robertson.
The senior responsible officer for records management is also the senior responsible officer for all
other information governance functions within the organisation, including Compliance (Data
Protection and Freedom of Information) and Information Security and Assurance.
Records Manager
The Records Manager currently in place within National Records of Scotland is John Simmons
who is professionally qualified and has 18 years experience of working in archives and records
management. He was records manager for The National Archives of Scotland prior to its
amalgamation.
The Records Manager is regularly acknowledged within the organisation as the responsible officer
for records management, attends senior management meetings to provide regular updates on
records management, and works closely with representatives from all branches of the organisation
to develop, monitor and review corporate records management policies, procedures and solutions.
The diagram below outlines where responsibilities for records management and information
governance sit within NRS.
Chief Executive of
National Records of
Scotland
(Tim Ellis)
Census
Demography
Head of Corporate
Services
(Audrey Robertson)
Public Services
Location:
Corporate Planning
and Development
(including
Compliance)
Information
Security and
Assurance
Registration
Government Records
Branch (responsible
for custody of
archived records)
Records Manager
(John Simmons)
ICT
Records and
Archives Services
Finance and
Administration
3 of 4
Procurement and
Accommodation
Resourcing and
Governance
Last saved date: 2013-03-05
Version 1.0
NRS
Statement of Responsibility for
Records Management
E001
STATEMENT
Senior Responsible Officer
I recognise the importance of records management as a core corporate function which enables us
to operate in an efficient, transparent and accountable manner. Through a direct reporting
structure, the Records Manager can highlight issues and discuss strategies for the improvement of
recordkeeping across NRS, with me directly. I fully support the Records Manager in their day-today management and provision of advice and guidance to the rest of the organisation. I fully
endorse the strategic aims and objectives for records management as well as the framework set
out within the Records Management Policy. It is essential for NRS to strive for best practice in
records management – not only to ensure that we can reap the many benefits that it will bring to
the organisation, but that we can also meet our obligations as the national recordkeeping body
within Scotland and look to provide responsible, realistic and useful advice to all other
recordkeeping professionals within Scotland.
Audrey Robertson
Head of Corporate Services
Records Manager
NRS’s business records are a vital corporate asset and must be managed effectively from creation
through to disposal, in order to provide evidence of our actions and decisions, demonstrate
transparency and accountability for such actions, meet all legislative and regulatory requirements
(including the Data Protection Act 1998, the Freedom of Information (Scotland) Act 2002 and the
Public Records (Scotland) Act 2011), support our decision making processes, and protect the
assets and rights of all of our stakeholders. Working closely with those responsible for the
management and coordination of all other information governance functions within NRS, I aim to
ensure that all staff within the organisation are appropriately trained and made aware of the
importance of records management and of their roles and responsibilities in line with its practices. I
aim to provide regular, up-to-date, relevant and practical advice to all NRS colleagues, in the dayto-day management of their records and to disseminate this advice further, to other recordkeeping
professionals in Scotland. I fully support the senior responsible officer for records management in
the delivery of comprehensive, compliant and best practice recordkeeping solutions across NRS.
John Simmons
Records Manager
Corporate Services Division
Location:
4 of 4
Last saved date: 2013-03-05
Version 1.0