You are encouraged to follow the ‘clean desk’ policy where you will continuously consider which physical and electronic documents you no longer need. You can read more about the ‘clean desk’ policy and clean-up of emails here. This also means that you have to determine what to do with the documents you no longer work on – whether they, for example, should be deleted (and shredded), anonymised or registered in Acadre.
SDU is a state authority subject to an obligation to keep records, and it is therefore important that you register the documents that need to be registered. Examples of documents to be registered:
- Decision cases
- Agreements and contracts
- Agendas and minutes of meetings
- Projects, policies and more development-oriented mattered (e.g. new programme regulations, action plan and/or strategies)
- Guidance cases if the guidance gives rise to case processing
If you keep physical documents with personal information in your office, they should not be freely available (e.g. on the desk) in accordance with the ‘clean desk’ policy. As a general rule, it is a good idea to store physical documents with personal information in a (preferably locked) cabinet so that unauthorised persons cannot access them.
You can get a quick introduction to record-keeping in the ESDH leaflet (in Danish) or read more on ESDH’s pages (in Danish). If you are in doubt, you can always contact the ESDH secretariat (email) or tel. +45 65 50 72 72.