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Midlands Group Blog

Re-launch of the IRMS Midlands Group

Friday, 04 November 2016

Dear Colleagues 

I am delighted to announce the re-launch of the IRMS Midlands Group which will be taking place on Friday, 25th November 2016 at Nottingham City Council between 9.30am and 4pm (10.00am start). Spaces are restricted to 30 and will be allocated on a first come first serve basis. 

The meeting is free of charge and open to IRMS members and non-members.

A sandwich lunch and refreshments is kindly provided by our sponsors, Data Space.

To reserve your place at this event please click on the link below and you will be taken to the Eventbrite booking system. The agenda for the meeting can also be found via the link.    

If you reserve a place but find nearer the time that you are unable to make the event please do let us know by emailing  This email address is being protected from spambots. You need JavaScript enabled to view it. to enable the space to be  re-allocated to people on the reserve list. 

Best Regards
Jane Proffitt
Groups Director
Information & Records Management Society
This email address is being protected from spambots. You need JavaScript enabled to view it.

Final Agenda - Limited Places, Book now! 27/2/2014

Monday, 17 February 2014


Good Evening,

The final agenda for the 27th February Joint Midlands and North meeting is as follows:

10.30 - 10.45 Welcome 

10.45 - 11.00 Emily Overton - 'Executive update / Overview of the new website'

11.00 - 11.45 Keith Batchelor  'Chaos from Order'

11.45 - 12.00 Break 

12:00 - 13.00 Apperception 'Sponsor presentation'

13.00 - 13:45 Lunch and Networking

13.45 -  14.30 Tim Turner - 'How to get fined for a Data Breach'

14.30 - 14:45 Break 

14.45 - 15:30 Matthew Stephenson - 'Ideas how a Public Authority or FoI Officer may be able to use The FoI Act to their advantage'

15.30 - Close

For venue directions please see previous blog post here: -  posted on the 11th February 2014.

This is the last blog post for this meeting,  Matt Smith and I look forward to seeing those who have booked on the 27th Feb in Stoke.

Any questions please do not hesitate to email This email address is being protected from spambots. You need JavaScript enabled to view it.

All the best,
Emily Overton

Groups Director.


Midlands Meeting 27th February 2014

Tuesday, 11 February 2014

Dear all,

The next Midlands meeting joint with the North Group is on the 27th February at Staffordshire University, Stoke on Trent Campus.  Starting at 10.30am.

Venue directions are;

Here is the link to the campus map, click on the Ashley lecture Theatres to see precisely where the building is.

Car parking is limited and I cannot reserve any, so I suggest that where possible people come by train. You can park in Stoke itself and its about a 15 minutes’ walk or try the Station Car park, but again its only small and spaces are limited.

If coming by train, when exiting the station, turn right and walk towards the traffic lights at the end of the road, turn left, you will see a large building , this is the science centre , continue along Leek road and come onto site via the pedestrian crossings. To your left will be the Brindley building and food court, walk through here ( pick up a coffee if you want to! ) and make your way to the Ashley at the end of the campus, this will probably take about 5-10 minutes to walk from the station.

WiFi info here It 'should' automatically pick your device up.

The final speaker has been unable to attend so if anyone would like to volunteer to speak for the final spot, please let me know.

The days draft agenda is as follows:

10.30 - 10.45  Welcome

10.45 - 11.00 Exec update / website

11.00 - 11.45 Keith Batchelor  'Chaos from Order'

11.45 - 12.00 Break

12:00 - 13.00 SPONSOR - Apperception

13.00 - 13:45 Lunch and Networking

13.45 -  14.30 Tim Turner - 'How to get fined for a Data Breach'

14.30 - 14:45 Break

14.45 - 15:30. <Speaking slot - Volunteer required>

15.30 - Close


Please let me know if you wish to attend by emailing This email address is being protected from spambots. You need JavaScript enabled to view it.



Emily Overton

Groups Director

Overview of our IMRS Midlands July 16th Meeting

Thursday, 15 August 2013

The Midlands IRMS met on the 16th July 2013. We were hosted by one of our members, Andy Johnson, of the West Northamptonshire Development Corporation (WNDC). Work commitments and some unseasonable colds reduced our turnout to 10; however there was plenty of discussion about our three presentations.

Firstly our host gave a presentation entitled ‘RM in Austerity’. WNDC are what used to be called a ‘Quango’ and when set up in 2004 had a defined end date. That date is fast approaching in 2014 and Andy gave an interesting insight into the sort of challenges this presents. For example the planning responsibilities of WNDC are to be shared back across three local authorities; each of which has different formats for their planning records. Despite the effective end date being known for some time there is still no clear home that has been identified for the records about WNDC’s activities. There is plenty of work to do solving these issues whilst maintaining day to day operational effectiveness. The slides from this session are available under the resources section of the IRMS Midlands page..

After this James Ulph from Amgen chaired a round table discussion about retention schedules and email management. The group discussed the various positions they take with the construction of retention schedules and their application. A number of different approaches were discussed ranging from the setting of ‘big buckets’ into which users had to place the records they owned to a more granular record specific approach that defined the record and retention period for the end users. There was even some variance in the application of the schedules, from supporting guidance documents through to enforceable policy documents. The group discussed the various approaches and the general consensus was that the variance was down to the requirements of the individual teams. Private sector firms with budget for external counsel ‘sign off’ are more likely to use retention schedules as an enforcement tool; local authorities that construct them on a best endeavours basis and rely on teams to provide updates generally position them as guidance. The conversation naturally included email. The challenges centred on the volume of emails received; how can they effectively be managed based on record series defined in retention schedules? One approach was to define an email retention bucket as part of the big bucket approach. Whilst this protected core records it ensured the retention of vast amounts of what can only really be classed as rubbish! The group reached consensus; no-one has effectively met the challenge yet!

Finally Michele Sarginson from Peak District National Park Authority (PDNPA) shared her experience of an ICO audit. PDNPA took the opportunity to have the ICO audit their information management capability. The ICO worked with PDNPA to scope the audit, and set appropriate timescales. The audit itself involved reviewing policies and procedures that demonstrate the effective management of records and information to interviewing staff themselves. The link to the ICO page is included in the final pages of Michele’s slides which have been posted onto the IRMS Midlands internet pages and through these you can find a summary of those audits complete to date and how to book one yourself.

The exact date and venue for our next meeting has yet to be decided but is planned for October 2013.

Matt Smith, Chair IRMS Midlands

Midlands Group Blog

Tuesday, 04 December 2012

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