COMHAIRLE CONTAE ÁTHA CLIATH THEAS
SOUTH DUBLIN COUNTY COUNCIL

South Dublin County Council Crest

MEETING OF SOUTH DUBLIN COUNTY COUNCIL

Monday, February 08, 2021

QUESTION NO. 23

QUESTION: Councillor Joanna Tuffy

To ask if the Chief Executive Officer to give an update on all archives it has in relation to South Dublin County Council including minutes of meetings, lists of councillors, photographs etc. What steps are being taken to ensure that there is a historical record for researchers and have any steps been taken to digitize this record and if he will make a statement on the matter

REPLY:

The Council’s Record Management and Retention Policy sets out the minimum retention periods for which manual records must be retained in order to comply with administrative and legal requirements and also sets out the recommended periods for transfer to storage, archive and ultimate destruction where applicable.

As part of a records management system, vital records are identified and steps are taken to ensure that these records are retrievable in the event of a disaster. Within this Council, signed minutes of Council meetings have been identified as an example of such vital records, and as such are retained in hard copy bound format.

The Council liaises with the LGMA in relation to best practice on record management, and will adhere to best practice in relation to the digitisation of records.