Hi,
I'm just setting up procedures for records management for the landed estate
that I work for. I'm beginning with the security department as they have
clearly defined functions and records arising from these and also only
produce a small amount of paperwork.
Having interviewed the head of the department, I now have a full list of
file series, but I'm having trouble determining retention periods for some
of them. A lot are fairly straightforward- such as health and safety/fire
records etc and I have used this list's archives and 'A Guide to the
Retention of Modern Records on Landed Estates' for others. However, there
are still some records that I can't find any information for and I wondered
if anyone might be able to give me some advice, or to make suggestions as
to where to search for advice.
The records series are:
General Occurrence Books- (these are books filled in every day by
night/evening watch stating who is staying on the house overnight and any
security issues, e.g doors left open/intruders etc). I want to keep these
permanently anyway but I'm not sure how long to keep them in the records
store for.
Incident/crime reports
Access Database- This will keep a record of electronic passes issued and
their use. It will never be 'closed' but just updated all the time.
Alarm company and CCTV paperwork (includes correspondence/pricing etc)
Security department meetings minutes
Events instructions- (these are security/administrative instructions issued
to any staff involved in an event held on or by the estate).
Duty Standing Orders- These are instructions to security staff as to what
they're supposed to do at work and at what time
Duty Rotas- these are sheets showing everyone's working hours by month.
Hope someone can help,
Thanks!
Vicki
______________
Vicki Perry,
Assistant Archivist,
Hatfield House,
Hatfield,
Herts. AL9 5NF
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