Kay Pallaris: ‘Spatialising‘ the Public Records ActPresentation Transcript
‘ Spatialising ‘ the Public Records Act
GI Specialist - ODA
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.
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.
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?
Defining a Spatial Data Record
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
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?
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