The UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.

Creating, locating and retrieving records

You have minimum standards for the creation of records and effective mechanisms to locate and retrieve records.

Ways to meet our expectations:

  • You have policies and procedures to ensure that you appropriately classify, title and index new records in a way that facilitates management, retrieval and disposal.
  • You identify where you use manual and electronic record-keeping systems and maintain a central log or information asset register.
  • You know the whereabouts of records at all times, you track their movements, and you make attempts to trace records that are missing or not returned.
  • You index records stored off-site with unique references to enable accurate retrieval and subsequent tracking.

Can you answer yes to the following questions?

  • Do staff know how to classify and structure records appropriately?
  • Is the asset register kept up to date?
  • Have there been any issues locating records?