ITEM 16 NRS - Public Records (Scotland) Act (PRSA)
North Lanarkshire Council · 27 March 2024
Back to Health and Social Care Integration Joint Board — 27 March 2024 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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REPORT 1 Item No: 16 SUBJECT: NRS - Public Records (Scotland) Act (PRSA) TO: Integration Joint Board Committee Lead Officer for Report: Ross McGuffie NL HSCP Chief Officer Author(s) of Report Ross McGuffie NL HSCP Chief Officer DATE: 27 March 2024 1. PURPOSE OF REPORT This paper is coming to the IJB for: For approval ☐ For endorsement ☐ To note ☐X 2. ROUTE TO THE BOARD This paper has been: Prepared By: The National Records of Scotland Reviewed By: ☐ Endorsed By: ☐
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2 3. RECOMMENDATIONS The IJB committee acknowledge and note the report. 4. VARIATIONS TO DIRECTIONS? Yes ☐ No x N/A ☐ 5. BACKGROUND/SUMMARY OF KEY ISSUES 5.1 North Lanarkshire Integration Joint Board (“IJB”) was established under the Public Bodies (Joint Working) (Scotland) Act 2014. The IJB was formally established on 1st April 2016. 5.2 The IJB is responsible for the planning and oversight of delivery of health and social care functions, delegated to it by NHS Lanarkshire & North Lanarkshire Council. Functions include Adult Social Work & Social Care Services, Community Health and Social Care Services for Children and Adults and some hospital services. The area covered by the IJB is coterminous with North Lanarkshire Council and is divided into six localities. 5.3 The IJB operates as a separate legal entity from NHS Lanarkshire and North Lanarkshire Council. The IJB is made up of eight voting members appointed in equal number by NHS Lanarkshire and North Lanarkshire Council, with a number of representative members drawn from other sectors, including the independent and third sectors, and to represent other stakeholders including staff, carers, service users and professional advisors as set out in the Public Bodies (Joint Working) (Scotland) Act 2014. 5.4 The Public Records (Scotland) Act 2011 (the Act) received Royal Assent on 20 April 2011. It is the first new public records legislation in Scotland since 1937 and came into force on 1 January 2013. Its primary aim is to promote efficient and accountable record keeping by named Scottish public authorities. 5.5 Under appendix 1 the letter acknowledges the boards progress and under appendix 2 the full report 6. CONCLUSIONS 6.1 This Report sets out the findings of the Public Records (Scotland) Act 2011 (the Act) Assessment Team’s consideration of the Progress Update template submitted for North Lanarkshire Integration Joint Board. The
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3 outcome of the assessment and relevant feedback can be found under sections 6 – 8. 6.2 The National Records of Scotland (NRS) have recognised the good work and progress made by the North Joint Integration Board around our records management to date. 7. IMPLICATIONS 7.1 NATIONAL OUTCOMES Link(s) to National Health and Wellbeing Outcomes People are able to look after and improve their own health and wellbeing and live in good health for longer ☐ People, including those with disabilities or long-term conditions, or who are frail, are able to live, as far as reasonable practicable, independently and at home or in a homely setting in their community ☐ People who use Health and Social Care Services have positive experiences of those services, and have dignity respected ☐ Health and Social Care Services are centred on helping to maintain or improve the quality of life of people who use those services ☐ Health and Social Care Services contribute to reducing health inequalities ☐ People who use Health and Social Care Services are safe from harm ☐ People who work in Health and Social Care Services feel engaged with the work they do and are supported to continuously improve the information, support, care and treatment they provide ☐ Resources are used effectively and efficiently in the provision of Health and Social Care Services ☐
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4 7.2 ASSOCIATED MEASURE(S) 7.3 FINANCIAL This paper has been reviewed by Finance: Yes ☐ No x N/A ☐ 7.4 RISK ASSESSMENT/RISK MANAGEMENT Relevant Risk Register Details Current Risk Level Risk Owner Choose an item. 7.5 ENGAGEMENT & PARTICPATION Please tick the engagement and participation objectives that link(s) with this piece of work and provide further details regarding the engagement and participation that was undertaken. Objectives Further Details □ Involve stakeholders in the development work aimed at achieving the national outcomes □ Provide stakeholders with information on how to get involved □ Ensure a diverse range of engagement and participation and opportunities are in place to suit different needs □ Measure how well we involve community stakeholders in the planning, design and delivery of our services □ Provide regular feedback on how stakeholder engagement and participation is shaping and influencing service development and delivery □ Provide support to enable stakeholder representatives to participate meaningfully and confidently at meetings
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5 □ Develop participation guidelines to ensure a common understanding and set of expectations for both stakeholders and partnership staff □ Support engagement planning and participation in localities, taking account of other engagement activity and local plans across the Community Planning Partnership 7.6 INEQUALITIES & FAIRER SCOTLAND DUTY EQIA Completed & Fairer Scotland Impact Assessment Form Completed and attached to report: Yes ☐ No ☐ N/A ☐x EQIA added to website: Yes / Date added ☐ No x☐ N/A ☐ 8. BACKGROUND PAPERS None. 9. APPENDICES Please include a glossary of terms if not already included. Appendix 1Progress Update Review (PUR) Final Report: North Lanarkshire Integration Joint Board Letter Appendix 2Progress Update Review (PUR) Report by the PRSA Assessment Team Report
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6 CHIEF ACCOUNTABLE OFFICER (or Depute) Members seeking further information about any aspect of this report, please contact the following; Ross McGuffie Ross.McGuffie@lanarkshire.scot.nhs.uk
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6 Direction from North Lanarkshire Integration Joint Board (IJB) 1 Reference Number 2 Report Title 3 Date direction issued by IJB 4 Date from which direction takes effect 5 Direction to: 6 Does this direction supersede, revise or revoke a previous direction – if yes, include reference number(s) 7 Functions covered by direction 8 Full text of direction 9 Budget allocated by Integration Joint Board to carry out direction 10 Performance Management / Governance arrangements 11 Date direction will be reviewed
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7 Appendix 1 HM General Register House Edinburgh EH1 3YY T: +44(0)131 535 1314 www.nrscotland.gov.uk Ross McGuffie Chief Officer North Lanarkshire Integration Joint Board (Health & Social Care North Lanarkshire) Kirklands Hospital Fallside Road Bothwell G71 8BB 11th January 2024 Dear Mr. McGuffie, Progress Update Review (PUR) Final Report: North Lanarkshire Integration Joint Board Thank you for your authority’s submission of a Progress Update Review (PUR) for assessment and comment by the Public Records (Scotland) Act 2011 Assessment Team. We commend participation by authorities in undertaking, and reporting on, regular self- assessments and reviews of their records management arrangements. We anticipate that through uptake of the PUR tool, a stronger sense of collaboration and mutual support will be achieved between authorities and the Assessment Team. This will continue to enhance the culture of records management across Scotland’s public authorities. The Assessment Team has now evaluated the submission and consider that North Lanarkshire Integration Joint Board continues to take their statutory obligations seriously and are working to bring all the elements of their records management arrangements into full compliance with the Act and fulfil the Keeper’s expectations. I enclose the Assessment Team’s findings in the accompanying Report. We would welcome you publishing this Report as an indication of the good work and progress your authority is making in its record management arrangements and to aid
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8 colleagues by sharing good practice with other authorities. The National Records of Scotland will publish the Report on its website in due course. The PUR process is offered to all public authorities each year on the anniversary of the agreement of their Records Management Plan. North Lanarkshire Integration Joint Board can therefore expect to receive its next PUR invitation in February 2024. Yours sincerely, Iida Saarinen Public Records Officer Direct Email: iida.saarinen@nrscotland.gov.uk 6810920 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review R) - 2023 Final Report Letter - 11 January 2024
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1 A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 Appendix 2 The Public Records (Scotland) Act 2011 North Lanarkshire Integration Joint Board Progress Update Review (PUR) Report by the PRSA Assessment Team 11 th January 2024
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2 A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 Contents 1. The Public Records (Scotland) Act 2011………………………………………... 3 2. Progress Update Review (PUR) Mechanism…………………………………… 4 3. Executive Summary……………………………………………………………….. 5 4. Authority Background……………………………………………………………… 5 5. Assessment Process……………………………………………………………… 6 6. Records Management Plan Elements Checklist and PUR Assessment…….. 7-12 7. The Public Records (Scotland) Act Assessment Team’s Summary…………. 13 8. The Public Records (Scotland) Act Assessment Team’s Evaluation………… 14
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3 A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 1. Public Records (Scotland) Act 2011 The Public Records (Scotland) Act 2011 (the Act) received Royal Assent on 20 April 2011. It is the first new public records legislation in Scotland since 1937 and came into force on 1 January 2013. Its primary aim is to promote efficient and accountable record keeping by named Scottish public authorities. The Act has its origins in The Historical Abuse Systemic Review: Residential Schools and Children’s Homes in Scotland 1950-1995 (The Shaw Report) published in 2007. The Shaw Report recorded how its investigations were hampered by poor recordkeeping and found that thousands of records had been created, but were then lost due to an inadequate legislative framework and poor records management. Crucially, it demonstrated how former residents of children’s homes were denied access to information about their formative years. The Shaw Report demonstrated that management of records in all formats (paper and electronic) is not just a bureaucratic process, but central to good governance and should not be ignored. A follow-up review of public records legislation by the Keeper of the Records of Scotland (the Keeper) found further evidence of poor records management across the public sector. This resulted in the passage of the Act by the Scottish Parliament in March 2011. The Act requires a named authority to prepare and implement a records management plan (RMP) which must set out proper arrangements for the management of its records. A plan must clearly describe the way the authority cares for the records that it creates, in any format, whilst carrying out its business activities. The RMP must be agreed with the Keeper and regularly reviewed.
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A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 4 2. Progress Update Review (PUR) Mechanism Under section 5(1) & (2) of the Act the Keeper may only require a review of an authority’s agreed RMP to be undertaken not earlier than five years after the date on which the authority’s RMP was last agreed. Regardless of whether an authority has successfully achieved its goals identified in its RMP or continues to work towards them, the minimum period of five years before the Keeper can require a review of a RMP does not allow for continuous progress to be captured and recognised. The success of the Act to date is attributable to a large degree to meaningful communication between the Keeper, the Assessment Team, and named public authorities. Consultation with Key Contacts has highlighted the desirability of a mechanism to facilitate regular, constructive dialogue between stakeholders and the Assessment Team. Many authorities have themselves recognised that such regular communication is necessary to keep their agreed plans up to date following inevitable organisational change. Following meetings between authorities and the Assessment Team, a reporting mechanism through which progress and local initiatives can be acknowledged and reviewed by the Assessment Team was proposed. Key Contacts have expressed the hope that through submission of regular updates, the momentum generated by the Act can continue to be sustained at all levels within authorities. The PUR self-assessment review mechanism was developed in collaboration with stakeholders and was formally announced in the Keeper’s Annual Report published on 12 August 2016. The completion of the PUR process enables authorities to be credited for the progress they are effecting and to receive constructive advice concerning on-going developments. Engaging with this mechanism will not only maintain the spirit of the Act by encouraging senior management to recognise the need for good records management practices, but will also help authorities comply with their statutory obligation under section 5(1)(a) of the Act to keep their RMP under review.
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A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 5 3. Executive Summary This Report sets out the findings of the Public Records (Scotland) Act 2011 (the Act) Assessment Team’s consideration of the Progress Update template submitted for North Lanarkshire Integration Joint Board. The outcome of the assessment and relevant feedback can be found under sections 6 – 8. 4. Authority Background North Lanarkshire Integration Joint Board (“IJB”) was established under the Public Bodies (Joint Working) (Scotland) Act 2014. The IJB was formally established on 1st April 2016. The IJB is responsible for the planning and oversight of delivery of health and social care functions, delegated to it by NHS Lanarkshire & North Lanarkshire Council. Functions include Adult Social Work & Social Care Services, Community Health and Social Care Services for Children and Adults and some hospital services. The area covered by the IJB is coterminous with North Lanarkshire Council and is divided into six localities. The IJB operates as a separate legal entity from NHS Lanarkshire and North Lanarkshire Council. The IJB is made up of eight voting members appointed in equal number by NHS Lanarkshire and North Lanarkshire Council, with a number of representative members drawn from other sectors, including the independent and third sectors, and to represent other stakeholders including staff, carers, service users and professional advisors as set out in the Public Bodies (Joint Working) (Scotland) Act 2014. The key IJB functions are to: • Prepare a Strategic Commissioning Plan for integrated functions in accordance with national and local outcomes and integration principles; • Allocate the integrated budget in accordance with the this Plan; and • Oversee the delivery of services that are within the scope of the Partnership.
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A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 6 5. Assessment Process A PUR submission is evaluated by the Act’s Assessment Team. The self-assessment process invites authorities to complete a template and send it to the Assessment Team one year after the date of agreement of its RMP and every year thereafter. The self-assessment template highlights where an authority’s plan achieved agreement on an improvement basis and invites updates under those ‘Amber’ elements. However, it also provides an opportunity for authorities not simply to report on progress against improvements, but to comment on any new initiatives, highlight innovations, or record changes to existing arrangements under those elements that had attracted an initial ‘Green’ score in their original RMP submission. The assessment report considers statements made by an authority under the elements of its agreed Plan that included improvement models. It reflects any changes and/or progress made towards achieving full compliance in those areas where agreement under improvement was made in the Keeper’s Assessment Report of their RMP. The PUR assessment report also considers statements of further progress made in elements already compliant under the Act. Engagement with the PUR mechanism for assessment cannot alter the Keeper’s Assessment Report of an authority’s agreed RMP or any RAG assessment within it. Instead the PUR Final Report records the Assessment Team’s evaluation of the submission and its opinion on the progress being made by the authority since agreeing its RMP. The team’s assessment provides an informal indication of what marking an authority could expect should it submit a revised RMP to the Keeper under the Act, although such assessment is made without prejudice to the Keeper’s right to adopt a different marking at that stage. Key: G The Assessment Team agrees this element of an authority’s plan. A The Assessment Team agrees this element of an authority’s progress update submission as an ‘improvement model’. This means that they are convinced of the authority’s commitment to closing a gap in provision. They will request that they are updated as work on this element progresses. R There is a serious gap in provision for this element with no clear explanation of how this will be addressed. The Assessment Team may choose to notify the Keeper on this basis.
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A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 7 6. Progress Update Review (PUR) Template: North Lanarkshire Integration Joint Board Element Status of elements under agreed Plan 11FEB21 Status of evidence under agreed Plan 11FEB21 Progress review status 11JAN24 Keeper’s Report Comments on Authority’s Plan 11FEB21 Self-assessment Update as submitted by the Authority since 11FEB21 Progress Review Comment 11JAN24 1. Senior Officer G G G Update required on any change. No change. The Assessment Team understands that the Chief Officer, Mr McGuffie, continues to be the named individual senior staff member is identified as holding corporate responsibility for records management. Update required on any change. 2. Records Manager A G G The Keeper is aware that the NHS Lanarkshire records manager has recently retired and that [the Head of IM] has assumed some of his duties while a replacement is sought. With this in mind, the Keeper can agree that […] the Head of Information Management, is a suitable individual to be temporarily identified under this element. However, the Keeper’s agreement remains at amber (under improvement) until a records manager is in post or until the IJB can provide the Keeper with evidence that [the Head of IM] has the necessary skills, support and formal responsibility (such as annual objectives) to permanently undertake the role. Following a restructure, the Head of Information Management has now been appointed in the role of Head of Information and Records Management. She fulfils the role of Record Manager in respect of the Records Management Section 1(2)(a)(ii) of the Act specifically requires a RMP to identify the individual responsible for ensuring the authority complies with its plan. This person should be the Keeper’s initial point of contact (‘Key Contact’) for records management issues. It is noted that the former Head of IM is now formally Head of Information and
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A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 8 Plan for NHS Lanarkshire. Records Management. As a records manager is now in post, this Element has been turned Green to celebrate this progress. The Assessment Team thanks you for this update. North Lanarkshire IJB now has two records managers listed under Element 2, but it is noted the Ms Hughes should remain the IJB’s primary Key Contact. 3. Policy G G G Update required on any change. Both bodies continue to revise their policies on a regular basis. Thank you for confirming that North Lanarkshire IJB continues to revise its Records Management Policy on a regular basis. Update required on any future change. 4. Business Classification A G A In June 2017 the Keeper agreed this element of the North Lanarkshire Council Records Management Plan. However he did so under ‘Improvement Model’ terms. This means that he acknowledges that the Council had identified a gap in provision (the authority being in a state of transition between electronic records management solutions) and has put processes in place to close that gap. The Keeper’s agreement was conditional on his being updated on progress as the project develops. The Keeper confirms that the Council has been keeping the Keeper appropriately updated on No change to the process other than progress in BCS development as noted in the NLC PUR. Thank you for letting the Assessment Team know that there have been no major updates to Business Classification Arrangements, and that these remain under North Lanarkshire Council’s systems. This Element will remain at Amber while the Council continues to work on its
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A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 9 the transition project as required. The IJB Plan recognises that certain elements of the Council records management plan was agreed under improvement model terms (IJB Plan introduction page 3). The Keeper agrees this element of the North Lanarkshire Integration Joint Board’s Records Management Plan under the same ‘improvement model’ terms as its ‘host’ authority. business classification arrangements while it implements a change in its electronic records management system. The Team welcomes updates on any future change. 5. Retention Schedule G A G The Plan (page 8) refers to the approval of the council Information Management Working Group for the IJB records to be included. The Keeper requests sight of the minutes confirming this in the same way that he was provided with Council confirmation of the DPO under element 9. The Keeper agrees that North Lanarkshire Integration Joint Board has ensured that all their public records are managed against an operational retention schedule. However, the evidence column remains at amber until the Keeper can be supplied with minutes confirming the IMWG approval for the inclusion of IJB records. Minutes attached with this document. The Assessment Team thanks you for providing the IMGG minutes referred to in the original Agreement; these have been received with thanks. While the RMP Evidence status does not change, the Team is happy to indicate that North Lanarkshire IJB has now met the Keeper’s requirements under Element 5. 6. Destruction Arrangements A G A The Keeper agreed this element of North Lanarkshire Council’s Records Management Plan in June 2017. However, he did so under ‘improvement model’ terms. This means that he acknowledges that the authority has recognised a gap in provision (the systematic destruction of electronic records held on shared drives could be improved). He agrees that the authority has instigated processes to No change to the process other than progress in BCS development as noted in the NLC PUR. Thank you for letting the Assessment Team know that there are no major updates to this Element. While the Keeper noted that the systematic destruction of electronic records held on shared drives could be improved, it is clear that this
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A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 10 close that gap (migration to the new O365 solution). The Keeper’s agreement is conditional on him being updated as this project progresses (see element 4). The Council has satisfactorily updated the Keeper and the project remains ongoing. The IJB Plan recognises that some elements of their partner’s records management plans were agreed under improvement model terms (IJB Plan introduction page 3). Therefore, the Keeper can agree this element of the North Lanarkshire Integration Joint Board’s Records Management Plan under the same ‘improvement model’ terms as its ‘host’ authority. relies on changes in the systems in use at IJB’s partner organisations. This Element will remain at Amber while the Council continues to work on its systems’ record destruction capabilities. The Team welcomes updates on any future change. 7. Archiving and Transfer G G G Update required on any change. No change. Update required on any change. 8. Information Security G G G Update required on any change. No change. Update required on any change. 9. Data Protection A G G The Keeper would expect North Lanarkshire IJB, as Data Controller, to publish a privacy notice on its website. The Plan suggests this may be on its way - it states (page 12) “The NLC data protection page provides a link to the mailbox of the Data Protection Officer in respect of Subject Access Requests …The NLC Privacy statement is also available on the this page. Work is currently underway in refining documents that are more specific to the IJB.” The Keeper agrees that, once developed and approved, an IJB specific Privacy Policy, explaining public rights under DPA2018, The IJB has developed and approved a privacy notice and published this on their website Privacy and cookies | Health and Social Care North Lanarkshire (hscnl.org.uk). As part of their commitment to Thank you for providing the Assessment Team with the linked Privacy Notice, available on the IJB’s website. It is positive to know that this will have been reviewed and updated by the time this PUR has been finalised. This Element can now be
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A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 11 should be appropriate to comply with data protection expectations if it is made available from the IJB website pages. The Keeper agrees this element of the North Lanarkshire Integration Joint Board Records Management Plan under ‘improvement model’ terms. This means that the authority is working towards full compliance and has provided evidence of this (a statement around a bespoke IJB privacy statement). The Keeper’s agreement is conditional on his being updated as this work progresses. The Keeper will provide the IJB with the opportunity to submit a Progress Update Review a year after agreement. He would expect the Privacy Policy to be in place by that time. ongoing improvement this notice is currently under review and the revised notice will be approved by the IJB in September. turned Green for the PURs to celebrate the progress made. If this was a formal resubmission, it is likely that this Element would receive a Green status. 10. Business Continuity and Vital Records A G A In June 2017 the Keeper agreed this element of the North Lanarkshire Council Records Management Plan. However he did so under ‘Improvement Model’ terms. This means that he acknowledges that the Council had identified a gap in provision. This was around the identification and prioritisation of vital records. The Keeper notes that the IJB have determined that all their public records are vital, but the recovery processes remain those of the Council. The Keeper’s agreement with the Council was conditional on his being updated on progress as the project develops. The Keeper confirms that the Council has been keeping the Keeper appropriately updated as required. The IJB Plan recognises that certain elements of the Council records management plan was agreed under improvement model terms (IJB Plan introduction page 3). No change to the process other than progress in BCS development as noted in the NLC PUR. Element 10 stipulates that Record recovery – prioritising vital records – is an integral part of the authority’s business continuity planning, and that those arrangements should include the recovery of records made temporarily unavailable due to an unexpected event. Thank you for letting us know that there have been no major changes to this Element. This Element will remain at Amber while the partner authority, North Lanarkshire Council, continues to work on
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A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 12 The Keeper agrees this element of the North Lanarkshire Integration Joint Board’s Records Management Plan under the same ‘improvement model’ terms as its ‘host’ authority. its business continuity arrangements. The Team welcomes updates on any future change. 11. Audit Trail A G A In June 2017 the Keeper agreed this element of the North Lanarkshire Council Records Management Plan. However he did so under ‘Improvement Model’ terms. This means that he acknowledges that the Council had identified a gap in provision and had put processes in place to close that gap. The IJB Plan recognises that partner records management plans were agreed under improvement model terms (IJB Plan introduction page 3). The Keeper can agree this element of the North Lanarkshire Integration Joint Board’s Records Management Plan under the same ‘improvement model’ terms as its ‘host’ authority. No change to the process other than progress in BCS development as noted in the NLC PUR. Thank you for letting the Assessment Team know that there are no major updates to this Element. This Element will remain at Amber while the Council continues to work on its systems’ audit trail capabilities. The Team welcomes updates on any future change. 12. Competency Framework G G G Update required on any change. No change. Update required on any change. 13. Assessment and Review G G G Update required on any change. No change. Update required on any change. 14. Shared Information G G G Update required on any change. No change. Update required on any change.
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A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 13 7. The Public Records (Scotland) Act Assessment Team’s Summary Version The progress update submission which has been assessed is the one received by the Assessment Team on 13th July 2023. The progress update was submitted by Fiona Hughes, Records Manager. The progress update submission makes it clear that it is a submission for North Lanarkshire Integration Joint Board. The Assessment Team has reviewed North Lanarkshire Integration Joint Board’s Progress Update submission and agrees that the proper record management arrangements outlined by the various elements in the authority’s plan continue to be properly considered. The Assessment Team commends this authority’s efforts to keep its Records Management Plan under review. General Comments North Lanarkshire Integration Joint Board continues to take its records management obligations seriously and is working to bring all elements into full compliance. Section 5(2) of the Public Records (Scotland) Act 2011 provides the Keeper of the Records of Scotland (the Keeper) with authority to revisit an agreed plan only after five years has elapsed since the date of agreement. Section 5(6) allows authorities to revise their agreed plan at any time and resubmit this for the Keeper’s agreement. The Act does not require authorities to provide regular updates against progress. The Keeper, however, encourages such updates. The Keeper cannot change the status of elements formally agreed under a voluntary submission, but he can use such submissions to indicate how he might now regard this status should the authority choose to resubmit its plan under section (5)(6) of the Act.
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A46803649 - NRS - Public Records (Scotland) Act (PRSA) - Integration Joint Board North Lanarkshire - Progress Update Review (PUR) - 2023 Final Report - 11 January 2024 14 8. The Public Records (Scotland) Act Assessment Team’s Evaluation Based on the progress update assessment the Assessment Team considers that North Lanarkshire Integration Joint Board continue to take their statutory obligations seriously and are working hard to bring all the elements of their records management arrangements into full compliance with the Act and fulfil the Keeper’s expectations. The Assessment Team recommends authorities consider publishing PUR assessment reports on their websites as an example of continued good practice both within individual authorities and across the sector. This report follows the Public Records (Scotland) Act Assessment Team’s review carried out by Iida Saarinen Public Records Officer