IFPC Archiving Policy

1. Introduction

1.1 The Archiving Policy exists to clarify and ensure the implementation of archival issues connected with IFPC and its products and services, including bestyearever.biz

1.2 IFPC seeks to implement and preserve good archiving procedures and processes.

2. Definition of Archives

2.1 Some common definitions of archives are:

Records that are preserved permanently because of their enduring value. The building, room, or storage area where archival material is kept. An organisation responsible for archival material (e.g. the National Archives).

2.2 In IFPC’s case, we consider an archive to include records that are to preserved semi-permanently, including digital records, and those records that are stored where it is not feasible to include them in situ in the office environment.

3. IFPC Archival Records

3.1 IFPC’s archival records are those records which are no longer current, but which have been selected to be preserved for a specified length of time.

3.2 The records that are eligible to become archives may need to be kept permanently because they are evidential, or for some other legal reason. They may be a historical record. They may have a wider value to the community. Or they may have a business need value.

3.3 The Archives might consist of: contracts and other agreements; executive meeting minutes; correspondence of senior team; tender documents; financial records; insurance and indemnity contracts; subscriber database; IFPC publications, photographs and ephemera; records of collaborations with outside bodies. There may be others.

3.4 These records may be digital or original documents, often unique, and they may be irreplaceable. An archival record may be the only copy that exists anywhere.

3.5 Archival records could be in any format or medium. They can exist electronically, although they may well be in paper.

4. Objectives and Responsibilities

4.1 Each IFPC executive, staff member or supplier will consider what records are necessary for the continued smooth function of the organisation. A schedule will be developed, considered and approved by a relevant responsible person and known as the Records Retention Schedule.

4.2 All records that are kept specifically as archives will be included in a Records Retention Schedule.

4.3 For records to be accepted into IFPC off-site physical storage system, they must be listed in a Records Retention Schedule.

4.4 All records placed in IFPC off-site physical storage system will have a review date, when they will be referred to the person responsible for their storage.

4.5 The format or medium of archival records will be appropriate to the length of their retention, and to changes to technology, in terms of equipment or obsolescence. Archival documents by their nature will be permanent or semi- permanent, and so the medium chosen to store them should be long-lasting.

4.6 IFPC will adhere as far as possible to BS5454:2000: Recommendations for the Storage and Exhibition of Archival Documents.

4.7 IFPC will adhere to data protection principles as set out in the Data Protection Act 1998, when storing and keeping personal data. In particular, all records kept in digital format for archives will have a review date, when they will be referred to the person responsible for their storage for a decision about secure deletion.

4.9 IFPC will be aware of the obligations placed upon it by the Freedom of Information Act 2000, the Environmental Information Regulations 2004 (SI 2004:3391), and other related legislation, when storing and keeping archival records.

4.10 IFPC will be aware of its obligations to its staff, clients, partners and suppliers, both past and present, when storing and keeping archival records.

4.11 IFPC will adopt appropriate and adequate security measures for storage of and access to archival records in whatever format, dependant on the record type.

4.12 There will be an adequate and appropriate allocation of resources by IFPC to maintain archival records, specifically in terms of staff time, storage space and equipment.

4.13 Individual staff members will be responsible for the management of archival records in their area of expertise.

4.14 For more information on the management of archives, refer to IFPC Archiving Implementation Guide.

Policies and Citations

IFPC Policies and Guidance

IFPC Archiving Implementation Guide (to be written)
Policy
 Archiving Electronic Records (to be written)
Privacy policy
Website cookie policy
Terms and Conditions

Legislation

Freedom of Information Act 2000

Environmental Information Regulations 2004 (SI 2004:3391)
Data Protection Act 1998

Codes of Practice

British Standard 5454:2000: Recommendations for the Storage and Exhibition of Archival Documents

BIP 0008:2004: Code of Practice for Legal Admissibility & Evidential Weight of Information Stored Electronically