Getting Started in Records Management

Good records management is essential for compliance, accountability, and transparency. Under the Public Records Act (Northern Ireland) 1923 and the Section 46 Code of Practice on Records Management, all public authorities must ensure that records are created, maintained, and disposed of appropriately.

This page explains:

  • why records management matters

  • your organisation’s legal obligations

  • key roles and responsibilities

  • how to start building a compliant records management program

The guidance provided here reflects best practice recommendations drawn from recognised standards, including the Section 46 Code of Practice.  Links to further  advice and guidance, including guidance from regulatory bodies, can be found on the Links and Resources page.
 

Why Records Management matters

Effective records management:

  • supports accountability and audit

  • ensures compliance with legislation, including the Public Records Act and FOIA

  • protects legal rights and interests

  • preserves records of enduring historical value

Public authorities cannot function without accurate and reliable information about decisions, actions, and agreements.

 

Your legal obligations

All Northern Ireland public authorities must:

  • operate an approved Retention and Disposal Schedule (required under the Disposal of Documents Orders 1925)

  • transfer records of enduring value to PRONI at the appropriate time

  • maintain records securely and dispose of them lawfully

 

Key roles and responsibilities

  • Head of Organisation: overall responsibility for compliance

  • Senior Information Risk Owner (SIRO): oversees information risk policy and governance

  • Information Manager: coordinates records management and monitors compliance with the Section 46 Code

  • All Staff: create and maintain accurate records in line with organisational policies and retention schedules

What does Records Management involve?

Records management is the design and management of processes and systems to capture full and accurate evidence of an organisation’s activities. This includes:

  • knowing what records you hold and where they are

  • applying retention periods and disposal actions

  • protecting records from loss or inappropriate access

  • identifying records with enduring value for transfer to PRONI

Where to start

If your organisation has no established recordkeeping system, or if existing practices have not been reviewed recently:

  1. Assess your current position
    Identify gaps and urgent issues in recordkeeping.

  2. Develop a plan
    Decide whether to create a strategy or implement targeted improvements. Consider resources and timeframes.

  3. Engage stakeholders
    Secure senior management support and involve key groups such as IT, information governance, and risk management.

  4. Implement and monitor
    Communicate responsibilities to staff and review progress regularly.

Components of a good Records Management programme

A strong program:

  • is strategically planned and appropriately resourced

  • includes governance, communication, and training

  • ensures full, accurate, and reliable records are created and maintained

  • protects records from damage, loss, or inappropriate access

  • identifies records for permanent preservation and transfer to PRONI

  • monitors compliance and addresses non-compliance

 

Related guidance