How to manage your information - The National Archives

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href="/web/20220930200329/https://www.nationalarchives.gov.uk/">Home</a> > </span> <span><span><a href="http://web.archive.org/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/">Information management</a> > <span class="breadcrumb_last" aria-current="page">How to manage your information</span></span></span> </div> </div> </div>  <div class="row"> <div class="col starts-at-full ends-at-full box clr"> <div class="heading-holding-banner"> <h1><span><span> How to manage your information </span> </span> </h1> </div> <div class="breather no-left-right-padding"> <div class="grid-within-grid-two-item clr"> <div> <p>The National Archives provides a range of guidance, tools and templates that can help you through the process of managing your information.</p> <p>You can also <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/ima/">access reports</a> on the management of information and records across government, and find support to help you improve standards within your own organisation.</p> </div> <div class="siblings-introduction-image manage-your-information"> <div class="siblings-introduction-image"> <div class="section-image position-relative"> <button type="button" class="sprite icon-img-desc position-bottom-right-image" aria-label="View image description" aria-expanded="false"> <span class="sr-only">View image description</span> </button> <div class="image-description" aria-hidden="true"> Colossus electronic digital computer, 1943 (FO 850/234)<br/> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/assetbank-nationalarchives/action/viewAsset?id=20936&index=5&total=13&view=viewSearchItem" title="Colossus electronic digital computer, 1943 (FO 850/234)" target="_blank">View in the image library</a> </div> </div> </div> </div> <style type="text/css"> .siblings-introduction-image { min-height: 180px; } </style> </div> </div> </div> </div> <div class="row" id="index"> <div class="col starts-at-full ends-at-half clr box"> <div class="heading-holding-banner"> <h2 class="section-heading"><span> <span> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/planning/"> Planning </a> </span> </span> </h2> </div> <div class="breather no-left-right-padding no-top-padding"> <p>Thorough planning is essential for good information management.</p> </p> <ul class="child"> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/planning/departmental-record-officer/"> Departmental Record Officer </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/planning/records-management-code/"> Records management code </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/planning/information-principles/"> Information principles </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/planning/knowledge-principles/"> Knowledge principles </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/planning/requirements-offsite-store/"> Requirements for an offsite store </a> </li> </ul> </div> </div> <div class="col starts-at-full ends-at-half clr box"> <div class="heading-holding-banner"> <h2 class="section-heading"><span> <span> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/selection-and-transfer/"> Selecting and transferring paper records </a> </span> </span> </h2> </div> <div class="breather no-left-right-padding no-top-padding"> <p>These pages provide guidance on the selection and transfer of records.</p> </p> <ul class="child"> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/selection-and-transfer/appraising-records/"> Step 1: Appraising your records </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/selection-and-transfer/selecting-records/"> Step 2: Selecting your records </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/selection-and-transfer/sensitivity-reviews-on-selected-records/"> Step 3: Sensitivity reviews of selected records </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/selection-and-transfer/cataloguing-and-preparation-of-records/"> Step 4: Cataloguing and preparation of records </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/selection-and-transfer/delivery-of-records/"> Step 5: Planning and arranging delivery of records </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/selection-and-transfer/how-we-accession-your-records/"> Step 6: Accessioning your records </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/selection-and-transfer/borrowing-accessioned-records/"> Borrowing accessioned records </a> </li> </ul> </div> </div> <div class="col starts-at-full ends-at-half clr box"> <div class="heading-holding-banner"> <h2 class="section-heading"><span> <span> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/digital-records-transfer/"> Digital records transfer </a> </span> </span> </h2> </div> <div class="breather no-left-right-padding no-top-padding"> <p>The National Archives receives transfers of any digital formats.</p> </p> <ul class="child"> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/digital-records-transfer/transfer-digital-records-tdr/"> Transfer Digital Records (TDR) </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/digital-records-transfer/what-are-born-digital-records/"> Born-digital records and metadata </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/digital-records-transfer/digital-transfer-steps/"> Digital transfer steps </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/digital-records-transfer/guidance-forms-digital-transfer/"> Guidance and forms for digital transfer </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/digital-records-transfer/file-formats-transfer/"> File formats for transfer </a> </li> </ul> </div> </div> <div class="col starts-at-full ends-at-half clr box"> <div class="heading-holding-banner"> <h2 class="section-heading"><span> <span> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/preserving-digital-records/"> Preserving digital records </a> </span> </span> </h2> </div> <div class="breather no-left-right-padding no-top-padding"> <p>The National Archives is tackling the challenges of digital preservation, ensuring continued access to digital information in the future.</p> </p> <ul class="child"> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/preserving-digital-records/our-role/"> Our role </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/preserving-digital-records/guidance/"> Guidance </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/preserving-digital-records/droid/"> Download DROID: file format identification tool </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/preserving-digital-records/research-collaboration/"> Research and collaboration </a> </li> </ul> </div> </div> <div class="col starts-at-full ends-at-half clr box"> <div class="heading-holding-banner"> <h2 class="section-heading"><span> <span> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/policy-process/"> Policy and process </a> </span> </span> </h2> </div> <div class="breather no-left-right-padding no-top-padding"> <p>To realise the value of your information you need a combination of policies, process, tools and technology that take account of legislative and business requirements.</p> </p> <ul class="child"> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/policy-process/disposal/"> Disposing of records </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/policy-process/digital-continuity/"> Managing digital continuity </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/policy-process/managing-digital-records-without-edrms/"> Managing digital records without an EDRMS </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/policy-process/managing-email/"> Managing emails </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/policy-process/managing-private-office-records/"> Managing Private Office records </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/policy-process/legal-obligations-transfer/"> Legal obligations for transfer </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/policy-process/reviewing-records-management-government/"> Reviewing records management in government </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/policy-process/reviewing-digital-records-management-government/"> Reviewing digital records management in government </a> </li> </ul> </div> </div> <div class="col starts-at-full ends-at-half clr box"> <div class="heading-holding-banner"> <h2 class="section-heading"><span> <span> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/public-inquiry-guidance/"> Public inquiry guidance </a> </span> </span> </h2> </div> <div class="breather no-left-right-padding no-top-padding"> <p>Public inquiries investigate issues of serious public concern, scrutinising past decisions and events. It is therefore crucial that information created or used during the course of an inquiry is managed to ensure its survival for future policy makers and researchers.</p> </p> <ul class="child"> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/public-inquiry-guidance/roles-responsibilities/"> Roles and responsibilities </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/public-inquiry-guidance/information-management-policy/"> Information management policy </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/public-inquiry-guidance/filing-structures/"> Filing structures </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/public-inquiry-guidance/technical-considerations/"> Technical considerations </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/public-inquiry-guidance/creating-official-inquiry-website/"> Creating an official inquiry website </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/public-inquiry-guidance/copyright-ownership/"> Copyright and ownership </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/public-inquiry-guidance/appraise-records/"> Appraise records </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/public-inquiry-guidance/sensitivities-review/"> Sensitivities and review </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/public-inquiry-guidance/prepare-records-transfer/"> Prepare records for transfer </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/public-inquiry-guidance/top-tips-for-good-inquiry-management/"> Top tips for good inquiry management </a> </li> </ul> </div> </div> <div class="col starts-at-full ends-at-half clr box"> <div class="heading-holding-banner"> <h2 class="section-heading"><span> <span> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/managing-risk/"> Managing risk </a> </span> </span> </h2> </div> <div class="breather no-left-right-padding no-top-padding"> <p>You should have a clear understanding of the information risks that face your organisation, including cyber threats.</p> </p> <ul class="child"> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/managing-risk/assessing-managing-risk/"> Information security </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/managing-risk/exporting-transferring-electronic-data/"> Exporting and transferring electronic data </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/managing-risk/machinery-government-change/"> Machinery of government change </a> </li> </ul> </div> </div> <div class="col starts-at-full ends-at-half clr box"> <div class="heading-holding-banner"> <h2 class="section-heading"><span> <span> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/ima/"> Information Management Assessment programme </a> </span> </span> </h2> </div> <div class="breather no-left-right-padding no-top-padding"> <p>Our Information Management Assessment (IMA) programme provides government departments and public bodies with an independent and bespoke assessment of how well they are managing their information.</p> </p> <ul class="child"> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/ima/benefits-ima/"> Benefits of the programme </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/ima/information-management-self-assessment-tool/"> Information Management Self-Assessment Tool </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/ima/information-ima-members/"> Good practice and lessons learned </a> </li> <li class="page_item"> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/ima/ima-reports-action-plans/"> IMA reports and resources </a> </li> </ul> </div> </div> <div class="col starts-at-full ends-at-half clr box"> <div class="heading-holding-banner"> <h2 class="section-heading"><span> <span> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/transferring-to-places-of-deposit/"> Transferring to places of deposit </a> </span> </span> </h2> </div> <div class="breather no-left-right-padding no-top-padding"> <p>Find your place of deposit (local archives appointed by The National Archives under the Public Records Act) or transferring organisation, and see guidance about transferring records from courts, NHS organisations, coroners and prisons.</p> <ul class="child"> <li class="page_item"><a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/places-of-deposit/">Places of deposit application</a></li> </ul> </p> </div> </div> <div class="col starts-at-full ends-at-half clr box"> <div class="heading-holding-banner"> <h2 class="section-heading"><span> <span> <a href="/web/20220930200329/https://www.nationalarchives.gov.uk/information-management/manage-information/information-assurance/"> Information Assurance </a> </span> </span> </h2> </div> <div class="breather no-left-right-padding no-top-padding"> <p>Find resources providing guidance on keeping your information secure and managing information risk.</p> </p> </div> </div> </div> </div> </div>  <footer id="footer" role="contentinfo"> <h2 class="sr-only">Footer</h2> <div class="newsletter-tna-base"> <div class="container"> <div class="row newsletter-content"> <div class="col 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How to manage your information - The National Archives