"Held" differs from "controlled", "created" and "maintained". So would any
yellow post-it slapped on a manager's wall as a result of a brainstorming
session be potentially disclosable?
The other interesting (and I use interesting in the Chinese sense) aspect is
that the Act specifies "INFORMATION" not "records". The rush to implement
EDRMS will most likely not encompass quite a lot of information held by an
organisation.
One immediately affected activity is an information audit - this Act calls
for some imagination and creative thinking about what is an "information
set" rather than a records set or series.
So - in my frightened opinion - YES to post-its, YES to phone messages, YES
to hand-written notes on a scribble pad, YES to emails, YES to electronic
diaries etc etc.
_____________________________________________
Elizabeth Scott-Wilson
Stirling Sumner Limited
[log in to unmask]
www.stirlingsumner.com
077-4681-5317
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Tony May
Sent: 29 April 2004 10:11
To: [log in to unmask]
Subject: FOI definition - what is held?
Hi all
The UK FOI act continually mentions information we hold, information held
by an organisation. However it never defines the word "held".
Has anyone obtained a definition of the word held?
I am currently using the ISO 15489 definition of a record within our
records management policy;
Records ? information created, received and maintained as evidence or
information by an organisation or person, in pursuance of legal obligations
or in the transaction of business.
To my mind this could be used as a definition of what is held by the
organisation. However as "held" has not been defined I am looking for other
opinions and thoughts.
Please reply on list as I think this is a very interesting area and could
create a good discussion.
Thanks
Tony May
Documents Manager
Hertfordshire County Council
Phone: 01992 556 729
Comnet 26729
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