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Records Management Service
Information about Records Management Service
The Records Management Service is a hosted service that gives advice and guidance on managing records, maintains the Council Retention and Disposal Schedule, and provides secure storage of paper records for both councils.
Council staff can send paper records for storage and management by Records Management Service if you are not using them on a daily basis, they are no longer having papers added to them, and they are closed (such as service users no longer using that council service). Records Management accept records from all council services. We can retrieve records that you need to borrow and send in paper form (by the internal courier) or digital form (scanned and transferred on SharePoint). We deal with confidential disposal of records stored with us when they reach their retention period. Our record centres have a capacity to hold approximately 32,000 boxes of records. We also run a scanning service for teams who want to have their records in digital form.
Our Council Retention and Disposal Schedule (SharePoint) shows how long each type of record should be kept, based on legal and business requirements. The Schedule applies to all paper and electronic records held by both Cumberland Council and Westmorland and Furness Council. There is a quick user guide that explains how to use the Retention Schedule.
Records should be confidentially destroyed when they have reached the end of their retention period – or some may be offered to Cumbria Archives Service (see Retention Schedule for which records they may take). You should keep a disposal log that lists which records you destroyed and when - please download and complete the Disposal Log Template (SharePoint).
If you are sending paper records to us for storage, ordering boxes has changed to a buyer assisted requisition rather than a standard requisition. But we still only accept records sent in Lyreco budget boxes (code 723.111), as other boxes do not fit on our shelving and may be poorer quality. You can find details on ordering boxes in our "Depositing records" guidance below.
If you have any queries about how long to keep records or how to manage them, you should contact the Records Management Service.
We have also produced guidance for all staff, which is available here:
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Managing your records (SharePoint)
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Decluttering and disposal of records (SharePoint)
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Scanning records (SharePoint)
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Scanning quality control log template (SharePoint)
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Depositing records (SharePoint)
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Records transfer form (for sending records to Records Management for storage - Council staff use only)
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Records request form (for borrowing records stored with Records Management - Council staff use only) [If you do not get a copy of the completed form by email then contact us as the form may not be working - email: record.centre@cumberland.gov.uk
There is also a Records Management Policy (SharePoint) which covers both Councils.