Ethics Code of Conduct

The purpose of this policy is to establish a culture of openness and trust. This policy will serve to guide the Information and Records Management Society’s, (hereinafter called the Society,) behaviour to ensure ethical conduct. Adherence to ethical principles is a team effort involving the participation and support of every member. All members should familiarise themselves with the ethics guidelines in this document.

Ethical Code

Professional Conduct

• We are law abiding and honest.

• We act in accordance with the standards and practices expected of an information professional and within the rules of the Society.

• We behave in a consistent manner and treat others in a way that we would want to be treated.

Social Responsibility

• We manage the Society to deliver long term value to our members and other stakeholders, conscious of the wider environment in which we work.

Working as a Team

• We are inclusive and treat each other in a fair and considerate manner.

• We encourage an information sharing culture.

• We pursue excellence in all we do.

Fiscal Responsibility

• We act in a fiscally responsible manner and maximise the benefits to members through careful consideration of the use of our assets.

• We make transparent decisions and take transparent actions.

Guidelines

Every member of the society should endeavour to demonstrate a commitment to the ethical code when conducting business or making decisions on behalf of the Society and our profession. Some actions may be more ethically challenging than others and it is unlikely that a policy will cover all issues that may arise. The Society, therefore, would request that all members apply good judgement and help others to apply the ethical code; ask for help or challenge actions when ethics are uncertain; and report concerns to the Board where necessary.

Understanding the ethical code

Professional Conduct

• We act in accordance with the letter, intent and spirit of the law and regulations;

• We do not accept bribes or favours, including gifts, hospitality, charitable donations that may lead to business advantage;

• We avoid conflict of interest and report any to the Board;

• We do not use inside information for personal, business or financial advantage;

• We compete fairly;

• We are apolitical.

Social Responsibility

• We treat our sponsors and suppliers fairly and adhere to our contract terms;

• We take steps to improve our environmental impact;

• We encourage diversity among our stakeholders;

• We respect human rights, do not tolerate child labour and support the prevention of modern slavery.

Working as a Team

• We protect the privacy and personal information of our members and other stakeholders;

• We do not tolerate bullying, victimisation, or harassment;

• We work with others to maintain a safe working environment;

• We are open and transparent in our communications;

• We safeguard the Society’s reputation and understand our personal obligations towards this.

Fiscal Responsibility

• We are transparent about our expenditure;

• We consider investments carefully and take appropriate advice to safeguard the Society’s financial assets;

• We work to reduce the financial costs of the Society through sponsorship and volunteering.

How to report ethical concerns

Raising concerns

Depending on the nature of the concern, it may be easiest to talk directly to the person responsible about your concern, providing the person with an opportunity to clarify the issue. If you don’t feel comfortable talking to the person responsible, you should contact the most appropriate member of the Boardusing the contact details below, outlining the issues you have.

Chair – chair@irms.org.uk
Vice-chair (Internal) – internalvicechair@irms.org.uk
Vice-chair (External) – externalvicechair@irms.org.uk
Secretary – secretary@irms.org.uk
Treasurer – treasurer@irms.org.uk

Protecting involved parties

In all cases, the privacy of all parties involved will be respected to the fullest extent possible.

Investigation process

Where concerns are reported to a Board member, that officer is responsible for initiating an investigation into the matter. The process will follow the same steps outlined in the incident management procedure in order to establish what has occurred, gather evidence, and investigate the matter fully.

Resolution process

Where Improper Conduct has occurred, we are committed to changing our processes and taking action in relation to those who have behaved improperly. This action will be proportionate to the individual case, but where deemed necessary, ultimate sanctions include termination of membership, and in cases involving criminal conduct, the disclosure of the matter to external authorities. Any actions taken against volunteers will actioned in accordance with the IRMS Constitution.

Suppliers and Third Parties

Suppliers and third parties are seen as an extension to the Society and as such we will work with them to ensure their conduct aligns with the Society’s ethical code. This is outlined in the Third Party Management Policy.

What if I need to do something against the policy?

If you believe you have a valid business reason for an exception to these policy points, having read and understood the reasons why they are in place, please raise a formal request by contacting secretary@irms.org.uk.

Version: 2.0, October 2025