Case Reference: PRSA 2026/001
A complainant contacted the National Records of Scotland (NRS) on 12 July 2026 outlining concerns about aspects of records management practices at North Lanarkshire Council. The complainant stated that a record which he expected to be retained had been destroyed and provided supporting evidence.
NRS considered the complaint and the evidence and concluded that the concerns merited a review of whether the Council is complying with its records management plan (RMP). The Council’s RMP was agreed by the Keeper on 08 June 2017.
The Council was asked to provide information or evidence to show whether it had complied with its agreed RMP with particular reference to the records management issues raised by the complainant.
The Council provided a written response statement on 26 August 2026. In its statement the Council informed the Keeper that a Social Work record from 2017 with a retention period of 100 years is no longer held by the Council, and that there is no record of destruction. The Council acknowledged that it had failed to retain a record that it should have retained. In its statement the Council noted that it had significantly updated its practices over recent years.
Findings
In relation to Element 5 (Retention Schedules), the review found that the Council had failed to comply with its agreed records management plan.
In relation to Element 6 (Destruction) the review found that the Council is aware that there were issues around the destruction of records and despite that awareness the record highlighted by the complainant was destroyed before its due destruction date.
In relation to Element 12 (Records Management Training for Staff) the review found that it is likely that sufficient staff training was place, however there was a failure in practice resulting in the record being destroyed before the end of its retention period.
Outcome
The Council has not satisfied the Keeper that it has complied with its agreed RMP.
The Keeper requires North Lanarkshire Council to carry out a review of its records management plan and to submit that plan for agreement no later than 31 July 2027.
