Awdurdod annibynnol y Deyrnas Unedig a sefydlwyd i gynnal hawliau gwybodaeth er budd y cyhoedd, annog cyrff cyhoeddus i fod yn agored a hybu preifatrwydd data i unigolion.

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?