Mobile messaging apps - usage and policy: guidance

Definitions

eRDM (electronic Record and Document Management system) Connect

The electronic Record and Document Management system (eRDM - also known as Objective) is used to create and store our official records and documents and share them securely with colleagues. It also helps us to comply with records management, Freedom of Information, and data protection legislation.

Corporate record

Information which is deemed to be of value or importance,  which provides reliable evidence of a decision, action or activity and the rationale behind it (i.e. the story). This information must be saved into eRDM.

Information saved for the corporate record is deemed to be an important public asset and a key resource in the effective operations, policy making and accountability of the Scottish Government. Like any assets, records must be carefully managed.

Information and records shall be retained only as long as required to support the Scottish Government in its business requirements and legal obligations. At the end of that time, records will either be destroyed or transferred to the National Records of Scotland for permanent preservation.

Corporate value

Corporate value can be applied to any document version.

Assigning corporate value to a version of a document prevents it from being easily deleted, therefore this will protect this version document, ensuring it is not deleted automatically during the eRDM housingkeeping process.

Any documents with corporate value applied to them are treated equally to non-corporate value objects, in relation to their retention schedule. This means that when a file with corporate value and non-corporate value documents is ready for archive or destruction all documents whether they have corporate value applied or not will be archived or destroyed.

Read more on assigning corporate value in the version control section of the eRDM and information management basics e-learning.