Further Resources

Charity Governance Code https://www.charitygovernancecode.org/en 

Charity Commission Publications https://www.gov.uk/government/organisations/charity-commission/about/publication-scheme

Charities SORP http://www.charitysorp.org/ 

Charity Finance Group Resources Page http://cfg.org.uk/resources.aspx 

This includes guidance on fraud, risk and data. 

Fundraising Regulator Code of Fundraising Practice https://www.fundraisingregulator.org.uk/code 

Information Commissioner’s Office https://ico.org.uk/ 

For Charities https://ico.org.uk/for-organisations/charity/ 

ICO Helpline 0303 123 1113 (local rate – calls to this number cost the same as calls to 01 or 02 numbers) 

Archiving the Mixed Economy of Welfare project www.voluntarysectorarchives.org.uk This website also contains draft guidance on how to set up and maintain an archive containing records that have passed out of daily use, but which need long term preservation 

National Records Scotland: Resources and guidance on how to comply with the Public Records Act 2011 https://www.nrscotland.gov.uk/record-keeping/public-records-scotland-act-2011/resources 

NCVO Know-How Non Profit https://knowhownonprofit.org/ 

National Cyber Security Centre guidance pages https://www.ncsc.gov.uk/guidance#atglance 

Data Protection 

Information Commissioner’s Office Data Protection https://ico.org.uk/for-organisations/guide-to-data-protection/ 

Guide to GDPR 


The National Archives: Archives and Data Protection Law in the UK http://www.nationalarchives.gov.uk/archives-sector/advice-and-guidance/managing-your-collection/archives-data-protection-law-uk/ 

Environmental Information Regulations 

Information Commissioner’s Office Environmental Information Regulations https://ico.org.uk/for-organisations/guide-to-the-environmental-information-regulations/

Freedom of Information 

Information Commissioner’s Office Freedom of Information https://ico.org.uk/for-organisations/guide-to-freedom-of-information/ 

The National Archives Freedom of Information Act http://http://www.nationalarchives.gov.uk/information-management/legislation/section-46/ /information-management/legislation/section-46/ 

Professional Societies and Associations

 Archives and Records Association http://www.archives.org.uk/ 

Information Records Management Society http://www.irms.org.uk/ 

Records Management 

Margaret Crockett, The No-nonsense Guide to Archives and Recordkeeping (London: Facet Publishing, 2015) 

Digital Preservation Coalition, Digital Preservation Handbook, (Second Edition, 2015) https://www.dpconline.org/handbook

Patricia C. Franks, Records and Information Management (London: Facet Publishing, 2013) 

Andrew Hamer, The ICSA Guide to Document Retention, 3rd edition (ICSA, 2011) 

Julie McLeod and Catharine Hare eds., Managing Electronic Records (London: Facet Publishing, 2005) 

The National Archives Disaster Planning Risk Management http://www.nationalarchives.gov.uk/documents/information-management/disaster-planning-risk-management.pdf 

How to Manage Your Information http://www.nationalarchives.gov.uk/information-management/manage-information/ Tim Padfield, Copyright for Archivists and Records Managers Fifth Edition (London: Facet Publishing, 2015) 

Elizabeth Shepherd and Geoffrey Yeo, Managing Records: A Handbook of Principles and Practice (London: Facet Publishing, 2003) 

Kelvin Smith, Planning and Implementing Electronic Records Management (London: Facet Publishing, 2007) 


Data Protection – The law protecting the privacy of individuals by regulating access to confidential information held on them by both private and public organisations. The current Legislation is the Data Protection Act 1998. 

Digital Records – Any recorded information created, received and maintained in electronic/digital format by an organisation or individual in the course of its activities. 

Electronic Records Management (ERM) - A digital environment for capturing electronic records and applying standard records management practices. Electronic Records Management supports the medium to long term information management needs of business. Software to provide an ERM system is available commercially. 

Freedom of Information (FOI) –The law regulating public access to official information held by public bodies as defined in the schedule of the Freedom of Information Act 2000. 

Functions – The activities of the record creator and for which the records were created to support. It is important to establish the functions which records are created to support particularly as in most institutions organisational change is common and can lead to records and records creators being split.

Metadata – a set of data that describes and gives information about other data. In records management it is information that puts a record in its context such as the date of creation, author, links to other records and departments. 

Records – Recorded information (documents) regardless of form or medium created, received and maintained by an agency, institution, organisation or individual in pursuance of its legal obligations or the transaction of business. 

Records Management – The procedures and practices employed to structure control and regulate records whatever their medium, electronic, paper or microform. The management of records ensures efficiency and economy in their use, storage and disposal and the selection of those of value for permanent preservation. 

Retention Schedules/Instructions – A retention schedule is an analytical list of record series, arranged either under the functions carried out by the creating organisation or under structural headings of a departmental organisation. The main purpose of the schedule is to record and implement the appraisal decisions which have been made, so that these decisions can be routinely put into effect. A secondary purpose may be to set out a list of the records series in a way which will illustrate the organisation’s activity. This is also sometimes called a disposal policy or schedule because it tells you when you can securely dispose of certain material. 

Third Party Deposit – This is the process by which an organisation arranges for its records to be stored in a specialist archive. This means that records are cared for by the specialist archive, but a formal agreement to outline who now owns and can access the archive is often required.