Managing records

Information that is classed as 'records' can range from financial documents to meeting minutes and can be crucial for decision-making processes. Proper record-keeping also ensures compliance with legal and regulatory requirements, preventing potential fines or legal action. 

Records management policy 

Information policies are a fundamental part of data protection compliance. Data protection legislation explicitly states that implementing data protection policies is one of the measures you can take to ensure and demonstrate compliance.  

This policy will take you through the requirements for record and information asset management. 

Records management policy (PDF,250KB)

Supporting policies 

These are the policies which support the Records management policy. The reference numbers in the document titles show which policy they relate to.  

A1 Managing electronic records guidance (PDF, 255KB)

A2 Managing emails (PDF, 190KB)

A3 Records lifecycle and systems procedure (DOCX, 500KB)

A5 Data guidebook (PDF, 383KB)

B1 Move and closure form (PDF, 140KB)

B2 Procedure for archiving paper records (PDF, 130KB)

B3 Retention schedule (published on essex.gov.uk)

Email management and retention guidance (PDF, 362KB)

Security classification guidance  

You can also read guidance to help you understand the classification of OFFICIAL and OFFICIAL SENSITIVE material at Essex County Council (ECC). 

Security classification guidance (PDF, 215KB)

Recording meetings  

This guidance details what you need to do and think about when making an audio or video recording of a meeting. This applies to Teams meetings, but it also applies to the recording of any meeting, including:  

• Microsoft Teams and other parts of Office 365  
• telephone calls  
• face to face meetings  
• use of Dictaphones  
• Zoom 

The council has a duty to ensure that the information it processes, and holds is secure in line with Data protection legislation.  

Audio visual meeting recording guidance (PDF, 120KB)