Lifecycle of Parliamentary Documents: United Kingdom
- Disability Unit, which is part of the Cabinet Office and aids in ensuring publications are accessible to all[1]
- Journal Office, which provides information on the requirements and numbering for House of Commons Papers and un-numbered Act Papers as well as advice on the procedures to lay papers before Parliament
- Vote Office and Printed Paper Office, which are responsible for distributing print copies of papers to MPs and peers, respectively[2]
D. The Role of Parliamentary Committees, Offices, and Agencies
Within the House of Lords, the Clerk of the Parliaments is the most senior official[3] and bears “overall responsibility for ensuring the preservation of and continued access to the [authentic] records of Parliament.”[4] As noted above, parliamentary records do not fall under the definition of public records contained in the Public Records Act, but Parliament follows the best practices provided by the National Archives when managing its archives.[5] The Vote Office plays a significant role in the production and distribution of parliamentary papers. It is responsible for publishing, printing and distributing amendment papers both in hard copy and online.[6]
Within Parliament, there are a number of positions that require coordination to ensure that parliamentary papers and records are correctly produced and preserved. As noted above, the government department that creates the parliamentary paper is also responsible for laying it before Parliament where necessary and coordinating its publication on gov.uk, working with the National Archives to ensure standards are met.[7]
With regard to preservation of parliamentary documents, all parliamentary staff must ensure that information is stored in shared systems so that it can be accessed by other users. Heads of teams must ensure that users follow information management policies and procedures. Record officers coordinate with Parliament’s Information and Records Management Service, which is responsible
- ↑ Cabinet Office & Disability Unit, Guidance: Accessible Communication Formats (last updated Mar. 15, 2021), https://perma.cc/4EX5-N99X.
- ↑ The National Archives, Publishing: A Guide for Government Organisations 13 (2014), https://perma.cc/3YBA6BZS.
- ↑ The Clerk of the Parliaments: Role and Functions, UK Parliament, https://perma.cc/46A8-ZPEQ.
- ↑ UK Parliament, Parliamentary Archives, Collections Information Policy ¶ 3.2 (Oct. 2020), https://perma.cc/Q8FM-DXHQ.
- ↑ Public Records Act 1958, sched. 1, ¶ 2. See also Parliamentary Archives, supra note 52, ¶ 3.3.
- ↑ Erskine May, supra note 4, ¶ 7.4. See also Publications and Records, UK Parliament, https://perma.cc/T9632ZJ5.
- ↑ House of Commons Journal Office, Guide to Laying Papers, supra note 7, ¶ 29.
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