Accessible Records Management Toolkit

SCA have developed a new Accessible Records Management Online Toolkit, aimed at individuals across the UK and Ireland who have records management responsibilities but are either newly qualified or working without formal qualifications. It is intended to address a recognised sector gap in confidence and training for non-specialist practitioners, improving standards of recordkeeping and supporting better compliance, transparency, and accountability.

This project is generously supported by a grant from the ARA Research and Advocacy Fund.

This Toolkit is divided up into eight sections each represented on the buttons below. You can dip in and out of each section as you need to, and in each section, you will find further reading if you want to deep dive into any topics a little further.

Throughout the toolkit you will find references to Sarah ……

Who Sarah is

Sarah is a relatable guide rather than a technical expert. Through everyday situations at work, she helps show that records management is not a specialist activity that sits somewhere else in the organisation; it is part of how people create, use, store, review, protect and dispose of information properly. As Sarah encounters common challenges—working out what counts as a record, deciding where information belongs, managing digital and physical records, protecting sensitive information, and responding to legal or compliance requirements—readers can see how good records management supports trust, accountability, clarity and confidence in practice.

Why Sarah’s Story is included in the toolkit

Sarah’s Story is included to make records management easier to understand, more human and less intimidating. Instead of presenting the toolkit as a set of isolated rules, Sarah’s journey shows how the different topics connect across the records lifecycle. Her story demonstrates why records matter in every setting, how classification and retention reduce guesswork, why digital and physical records both need care, how security and access support safe sharing, and how good recordkeeping underpins legal rights, evidence and compliance. In this way, the story helps readers connect policy, standards and day-to-day decisions in a way that feels practical and relevant.

How to use Sarah’s Story

Sarah’s Story can be used as a simple thread running through the toolkit. Readers can follow her journey from section to section to see how records management issues arise in real working life, or they can dip into the parts most relevant to their needs. Each story introduces key concepts in plain language, shows how they apply in practice, and points to the policies, standards and further reading that support the right decisions. This means the story can be used both as an introduction for people who are new to records management and as a reminder for those who need practical examples to reinforce good habits.

What readers can expect from Sarah’s journey

As the toolkit progresses, readers will see Sarah build confidence step by step. She learns that records provide evidence of decisions and actions; that classification, metadata and retention help information stay organised and useful; that digital and physical records need active care; that security classifications, access controls and secure sharing protect people and information; and that good records make it easier to respond to requests, preserve evidence and meet legal obligations. Overall, Sarah’s journey is designed to reassure readers that good records management is not about fear or bureaucracy, but about making good work easier, safer and more trustworthy.

In each section, Sarah’s Story helps bring the topic to life through practical examples that show what good records management looks like in context.

Introducing the sections

Getting Started will help you get to grips with the basics of records management including why good record-keeping matters and how to begin putting it into practice. Classification and Retention will help you organise your records logically and decide how long different types of records need to be kept. Managing Physical Records will guide you through best practice for storing, handling and looking after paper-based and other physical records. Managing Digital Records will help you manage digital files effectively, covering storage, naming conventions and keeping records accessible and usable over time. Information Security & Access will help you protect your records and control who can see or use them, balancing security with appropriate access. Legal & Compliance covers the laws and regulations relevant to records management, including data protection and your organisation’s legal responsibilities. Disposal & Long-Term Preservation will help you decide when records should be destroyed and how to preserve those that need to be kept permanently. Part of a Bigger Picture explains how records management fits into and supports your organisation’s wider aims, helping you see day-to-day record-keeping as part of a larger purpose.