Publication - FOI/EIR release

One Note usage: FOI release

Published: 10 Sep 2020
Directorate:
Digital Directorate
Part of:
Public sector

Information request and response under the Freedom of Information (Scotland) Act 2002

Published:
10 Sep 2020
One Note usage: FOI release
FOI reference: FOI/202000063944
Date received: 20 Jul 2020
Date responded: 17 Aug 2020
Information requested
  1. Which areas of the Scottish Government are using OneNote?
  2. How is OneNote being used in each setting? For example, this software has a wide range of possible applications including note-taking, messaging, record-keeping and real-time collaborative work;
  3. What arrangements are in place to ensure appropriate record-keeping (eg that previous versions of OneNote files are retained) for purposes including Freedom of Information disclosures.
Response

All users of the Scottish Government’s digital platform have a variety of Microsoft productivity tools available on their corporate devices, including OneNote.
OneNote is intended and used only as a transient digital notepad, in much the same way as a paper notepad might be used – e.g. making notes of tasks, items to discuss, or actions to be taken. It is not used for messaging, record keeping, or real-time collaborative work.

All staff in Scottish Government receive training in the use of the corporate digital records and document management system and have clear instructions about their responsibilities to save information into it as part of the official record.
It is the responsibility of each individual to ensure that any items not considered transient information (an example of transient being a ‘To Do’ list for the day) are stored in the records system where the information will be managed in line with the arrangements detailed in our records management plan (http://www.gov.scot/publications/scottish-government-records-management-plan/).
The Head of each Division in Scottish Government (as the Information Asset Owner for that Division) must sign-off annually that record-keeping practices are being appropriately applied as part of our Certificates of Assurance exercise.

About FOI

The Scottish Government is committed to publishing all information released in response to Freedom of Information requests. View all FOI responses at http://www.gov.scot/foi-responses.

Contact

Please quote the FOI reference
Central Enquiry Unit
Email: ceu@gov.scot
Phone: 0300 244 4000

The Scottish Government
St Andrews House
Regent Road
Edinburgh
EH1 3DG