Launch of the IRMS Third Sector Retention and Disposal Toolkit

The Information and Records Management Society (IRMS) and Protecture were delighted to formally launch the IRMS Third Sector Retention and Disposal Toolkit and Schedule at an event in Central London last week.

Attendees from a number of charities, not-for-profits and companies heard Scott Sammons, Chair of the IRMS, argued passionately for the benefits of record keeping in an age where the volume of data and information being created and stored is rapidly rising but the “end of life” of that information is often not given sufficient thought.

Gary Shipsey, Managing Director of Protecture and Chair of the IRMS Third Sector group walked attendees through the Toolkit, highlighting two key business benefits of getting record retention right:

  1. Good governance with increased confidence

Disposing of information at the right time – so reducing the risk of not keeping appropriate records to meet your obligations and increasing compliance with the new recordkeeping responsibilities in the General Data Protection Regulation (GDPR) and UK Data Protection Act 2018.

  1. Reduce cost and value for money

Information required to deliver services and meet other requirements will be available when required, with money spent on securely retaining only that information, therefore, reducing costs on archive storage, hard drives and other backup facilities.

Reynold Lemming of Informu Solutions gave an overview of the value that a comprehensive information audit provides to stakeholders within an organisation, and how to plan, design and execute such an audit.

Paul Maskell, Cyber Security, Safeguarding and Privacy Consultant at Jungo gave everyone food for thought on how to engage their colleagues in seeing the benefit to them of managing data in the right way – by putting wellbeing at the centre of your approach to data protection and record keeping.

Partnership with benefits for Protecture subscribers

The IRMS and Protecture are pleased to have established a membership agreement which allows subscribers of the Protecture Data Protection Service access to affiliate membership of the IRMS.

The IRMS is the leading membership association for information professionals. Founded in 1983, the Society currently has over 1200 members. The Society publishes an acclaimed high-quality bi-monthly bulletin for members and stages a major annual conference described as ‘Europe’s Premier Information and Records Management Event’.

Many Protecture staff were members of the IRMS is their previous roles and had experienced first-hand the expertise and support provided by the Society in seeking solutions to the common, often difficult questions: how long should we keep this record? Can I delete this email? Who is responsible for disposing of this?

The partnership means that Protecture subscribers receive free access to the updated Toolkit and retention schedule, and formal affiliate membership at each renewal date.

Affiliate membership of the IRMS gives Protecture subscribers:

  • A bi-monthly electronic magazine, called the IRMS Bulletin.
  • A monthly newsletter detailing what’s coming up and new in the Society.
  • Access to special interest and regional group events (including access to our Third Sector Networking Group).
  • Discounted attendance at our annual conference in May.
  • Access to resources, toolkits, papers and content on information and records management in our Library.
  • Use of the IRMS logo to demonstrate your membership.
  • Plus many other benefits – see full details here.

The updated Toolkit and retention schedule is available in the Library of your Protecture Members Area.

On signing up for your Protecture subscription, you will be provided with details of how to take up your affiliate membership of the IRMS.