Information management

Information Management

Contractors will need to ensure that the following is considered when managing council data:

Accessibility

It is important that any council data held by a contractor/supplier is maintained in a way that ensures we can easily identify and locate information promptly. This includes easily finding the most current and complete version(s) of a document, and who the data may be shared with, and under what circumstances.

Data Quality

Contractors/suppliers should have processes in place to protect the quality of council owned data.

Quality data has the following characteristics:

• Accurate
• Valid
• Reliable
• Timely
• Relevant
• Complete

Retention and destruction

Contractors/suppliers will need to ensure that Council data is retained in line with the council’s Corporate Retention Schedule and destroyed securely as set out in the contract.

Where it is required for the contractor to destroy the data, this should be evidenced and recorded, and the data should be destroyed by methods appropriate to its security classification.