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Kay Pallaris: ‘Spatialising‘ the Public Records Act
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Kay Pallaris: ‘Spatialising‘ the Public Records Act

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  • 1. ‘ Spatialising ‘ the Public Records Act
    • Kay Pallaris
    • GI Specialist - ODA
  • 2. Complying with Legislation
    • The Public Records Act 1958 places responsibility for the management of public records on departments. The Public Records Act also provides for the deposit of records in places other than The National Archives.
    • Lord Chancellor’s Code of Practice on the management of records (2009) acknowledges that records are now in several business systems and expects them to be managed in a certain way.
  • 3. What is Records Management?
    • Records management, is the practice of maintaining the records of an organisation from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) of records.
  • 4. Are Spatial Data, Records?
    • Important decisions are based on GI
    • GI forms the large majority of a department’s information resource
    • Ongoing monitoring using spatial data requires that we think about how long they are fit for purpose – What is their retention schedule?
  • 5. Defining a Spatial Data Record
  • 6. Challenges: Technology
    • GIS systems do not behave like typical EDRMS solutions – (i.e. allowing the relate, fixing of records, triggering of disposal, or manage all manifestations of a spatial record
    • Database records unrelated to the outputs they form
    • Preservation must be in open source formats for future-proofing and re-use
    • Packaging of the aggregate record not possible
  • 7. Challenges: Policy & Guidance Gaps
    • Metadata standard for GI have overlooked key ‘records’ tags
    • No retention guidance for typical datasets. Which need permanent preservation? Contaminated land records? Flood risk records?
    • Information Security issues – Maps can reveal more than we intend with aggregate data layers
    • Records Managers being trained in ‘new formats’ records management
    • Departmental Records Management policies tend to focus on paper records and word documents – time to update?
  • 8. Looking Forward
    • Role of the Location Council – formulate guidance on spatial data preservation
    • Role of Technology providers – open archival data formats and systems with records management tools
    • Role of TNA – publish guidance on retention time frames for key datasets

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