Written answers
Thursday, 18 September 2014
Department of Finance
Departmental Records
Catherine Murphy (Kildare North, Independent)
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83. To ask the Minister for Finance if it is the practice of his Department to employ an archivist to examine records and archives once records are deemed appropriate for archiving to determine the quality of the records, the importance, the estimated care and attention needed to preserve the records and so on; if not if he will consider this option in order to best capture the most valuable records before they potentially deteriorate in storage; and if he will make a statement on the matter. [35395/14]
Michael Noonan (Limerick City, Fine Gael)
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File Management and Archiving is a shared service provided by my Department for both the Department of Finance and the Department of Public Expenditure and Reform in respect of file management and paper records.
Previously, my Department had a member of staff who had performed the duties of an archivist on a part time basis. As part of a broader review of our strategy for record and document management, we are now reviewing options as regards resourcing the archivist function.
In the meantime, my Department uses secured specialist file storage facilities to store and maintain records.
Catherine Murphy (Kildare North, Independent)
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84. To ask the Minister for Finance the total cost of his Department and those under the aegis for the storage of records and archives that are ultimately intended to be forwarded to the National Archives in time; if he will provide this cost for 2012 and 2013; and if he will make a statement on the matter. [35419/14]
Michael Noonan (Limerick City, Fine Gael)
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The provision of the storage of records and archives is a shared service provided by my Department to both the Department of Finance and the Department of Public Expenditure and Reform. The storage of files are presently in two separate locations. The first is in our main premises in Government Buildings. There is no cost to the Department for the storage in this area.
The second is an off-site facility in Finglas that is currently on lease and is paid by the OPW. The costs incurred to my Department in relation to these premises are the heating and lighting and was circa €1,800 for 2012 and 2013.
The cost paid by the OPW is set out in the following table.
| - | 2012 | 2013 |
|---|---|---|
| Annual Rent | 72,500 | 72,500 |
| Insurance Reimbursement | 600 | 754 |
| Total Annual Service Charges | 8,223 | 8,628 |
| Total Costs for this lease per annum | €81,323 | €81,882 |
Revenue Commissioners
I am advised by the Revenue Commissioners that they store a very large number of records for the purposes of tax & customs administration. Revenue currently holds a substantial number of disposal authorisations granted by the National Archives Office which covers a wide range of these records. It is Revenue's policy to review records on an on-going basis with the National Archives Office before disposal, and it is at that stage that files are identified for forwarding to that Office. There are no Revenue files at present which have been identified as being stored solely for the purpose of forwarding to the National Archives in time and accordingly no costs which can be separately identified.
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