cayman islands national archive publication scheme

Cayman Islands National Archive

Publication Scheme

Produced in accordance with the Deputy Governor’s Code of Practice on Publishing CONTENTS:

1. About the Publication Scheme 2. Information that May Be Withheld 3. Methods of Access 4. Fees and Charges 5. Requests for Information Outside the Publication Scheme 6. Complaints 7. Categories of Information

About Us Strategic Management Finance & Administration Policies & Procedures Decisions & Recommendations Lists & Registers Our Services

1. About the Publication Scheme

Every public authority covered by the Freedom of Information Law has a legal duty to maintain a publication scheme. The purpose of a publication scheme is to make information readily available to the public without the need for specific written requests. Schemes are intended to encourage authorities to proactively publish information, to develop a culture of openness and participation. The publication scheme lists the information which is readily available to the public. The list is divided into seven (7) different Categories of Information, to help you find the documents you are looking for. This publication scheme commits CINA to making information available to the public as part of its normal business activities. CINA will:

specify the information held by the authority, which falls within the seven (7) Categories below;

proactively publish or otherwise make routinely available, information which is held by the authority and falls within the categories below;

2020 FOI Publication Scheme of 20

describe the methods by which specific information is made available, so that it can be easily identified and accessed by members of the public;

list any fees charged for access to information described in this scheme; publish or otherwise make information available, in accordance with the methods and fees

stated in this scheme; make this publication scheme available to the public; regularly review and update the information made available under this scheme.

2. Information that May Be Withheld

CINA will generally not publish:

information in draft form;

information that is not held by CINA, or which has been disposed of in accordance with a legally authorised disposal schedule;

information that is not readily available – for example: information that is contained in files that have been placed in archive storage, or is otherwise difficult to access;

information which is exempt under the FOI Law (available on www.foi.gov.ky and www.gazettes.gov.ky) , or otherwise protected from disclosure – for example: personal information; or commercially sensitive information

records containing exempt matter will be published in a redacted form, wherever it is practical to do so, indicating which exemptions apply.

the private archival records of CINA, as referenced in the FOI Law, Section 5(e): (5) This Law does not apply to-

(e) private holdings of the National Archives where the contract or other arrangements under which the holdings are held do not allow disclosure in the circumstances prescribed under this Law.

In maintaining this publication scheme, our aim is to be as open as possible. However, there may be limited circumstances where information will be withheld from one of the Categories of Information listed in Section 7: Categories of Information. Information will only be withheld where the FOI Law expressly permits it, or where access restriction may apply under the National Archive and Public Records Law (2015 Revision). For example: where disclosure would breach the law of confidentiality, infringe personal privacy, harm CINA’s (or another organisation’s) commercial interests, or endanger the protection of the environment. Whenever information is withheld, we will inform you of this and explain why that information cannot be released. Even where information is withheld, it may be possible to provide a redacted copy, with the exempt matter edited out. If you wish to complain about any information which has been withheld, please refer to Section 6:Complaints.


3. Methods of Access

Information available under our publication scheme will usually be accessible through the methods described below. Section 7: Categories of Information provides more details on the information available under the scheme, along with additional guidance on how the information within each category may be accessed. Online

Documents are available electronically on our FOI website www.cina.gov.ky and can be downloaded in PDF format. Where information is available online, a link within Section 7: Categories of Information will direct you to the relevant page or document.

If there is no link, or the link is broken, you can use our website’s “Search” facility at www.cina.gov.ky. If you are still having trouble locating information listed under our scheme, please contact Tammi Selzer, Information Manager at [email protected].

Email

If information is listed in our publication scheme but is not published on the website, we may be able to send it to you by email. You can email us at [email protected] to request information. Please provide a telephone number so that we can call you to clarify details if necessary.

Phone

Documents listed in the publication scheme can also be requested by telephone. Please contact Tammi Selzer, Information Manager at [email protected] or on +1-345-949-9809 to request information.

Post

All information listed in the publication scheme will usually be available in hard copy. Requests may be addressed to:

Cayman Islands National Archive P.O. Box 10160 Grand Cayman KY1-1002 CAYMAN ISLANDS

Tel: +1-345-949-9809 Fax: +1-345-949-9727 Email: [email protected] FOI Email: [email protected] FOI Website: www.cina.gov.ky

In your request, please provide your name and address, full details of the information or documents you would like to receive. You may also wish to provide a telephone number and/or email address so that we can contact you to clarify details, if necessary. For faster


processing, please also include any applicable fee. (See Section 4: Fees and charges for further details.)

Personal visits

In some cases, you may be required to make an appointment to view information listed in the publication scheme. All information is to be accessed within CINA’s Reading Room, which is open Monday – Friday, 9:00am – 4:30pm. Please contact us via email at [email protected] or call +1-345-949-9809to make an appointment. This will be clearly stated in Section 7: Categories of Information, and relevant contact details will be provided in that section.

Advice and assistance

If you experience any difficulty identifying the information you want to access, please contact Tammi Selzer, Information Manager at [email protected].

CINA will adhere to its obligations under Section 10 of the FOI Law, and any requirements relating to disability or discrimination, when providing information in accordance with this publication scheme. Information will be provided in the language in which it is held or in such other language that is legally required. Where CINA is legally required to translate any information, it will do so. 4. Fees and Charges

The purpose of this scheme is to make the maximum amount of information readily available at minimum effort and cost to the public. CINA strives to ensure that fees and charges are clearly explained and kept to a minimum. Information which is published online, downloaded through a website, or sent to you by email will be provided free of charge. Fees may be charged for providing information in paper copy or on computer disc (CD). Charges will reflect the actual costs of reproduction and postage, as described below under Reproduction costs. There are some publications which CINA offers for sale and they include books, maps and postcard sets. These publications are charged at the cover price, plus actual postage costs as charged by the Cayman Islands Postal Service at www.caymanpost.gov.ky. The list of publications is available online at CINA’s FOI website www.cina.gov.ky. Reproduction costs

Where fees apply, copies of information will be charged at the standard rates detailed in the National Archive and Public Records Regulations (2007), which are also listed on www.cina.gov.ky as CINA Reproduction Fees. All prices are listed in CI$. The fees for providing photocopies are as follows:-


PHOTOCOPY CHARGES

Size Black and white Colour

8.5" x 11" (letter) $0.25 $0.50

8.5" x 14" (legal) $0.25 $0.50

11" x 17" (ledger) $0.50 $1.00

Postage costs

CINA will pass on to the requester the actual costs of postage or courier delivery as established by the Cayman Islands Postal Service at www.caymanpost.gov.ky.

Details of any individual charges which differ from the above policy are provided within Section 7: Categories of Information. If a fee applies, you will be advised of the amount and how it has been calculated. The requested information will be provided once CINA has received your payment. 5. Requests for Information Outside the Publication Scheme

Information held by CINA that is not published under this scheme can be requested in writing as detailed below. In addition, please see the Making a Request section at www.cina.gov.ky. Your request will be considered in accordance with the provisions of the FOI Law. FOI requests must be submitted in writing via email, postal mail, and fax or by submitting an FOI application form. The application form can be obtained from CINA’s Reception Desk or by visiting the Making a Request section of the Freedom of Information Unit’s website at www.foi.gov.ky When making an FOI request, please be as specific as possible about the information you would like, as this will help us to provide a prompt response. In addition, it would be helpful to include a name and contact information (mailing address, telephone number and/or email address) so that you can be contacted if is necessary to further discuss your request. 6. Complaints

CINA aims to make our publication scheme easy to use, and to ensure our information is accessible to the public. If you wish to complain about any aspect of this publication scheme, please contact us using the information listed below and we will try to resolve your complaint as quickly as possible.

Cayman Islands National Archive P.O. Box 10160 Grand Cayman KY1-1002 CAYMAN ISLANDS


Tel: +1-345-949-9809 Email: [email protected] FOI Email: [email protected] Website: www.cina.gov.ky

Further information about our Complaints procedures and Complaint Form can be viewed on our website www.cina.gov.ky and/or by contacting us and requesting our Internal Complaints Policy, the Internal Complaints Process brochure and complaint form. This information is also listed in Section 7: Categories of Information – Policies and Procedures. For information on CINA’s FOI Internal Review procedure, please see the Right of Appeal page on our website www.cina.gov.ky, or contact us via the mailing address or telephone/fax information directly above or via email at [email protected]. You have legal rights to access information under this scheme, and a right to complain to the Office of the Ombudsman at the contact information listed below, if you are dissatisfied with our response.

Office of the Ombudsman, 3rd floor, Anderson Square 64 Shedden Road George Town Grand Cayman, Cayman Islands P.O. Box 2252 Grand Cayman, KY1-1107 CAYMAN ISLANDS Telephone: 345 946 6283 Email: [email protected]

7. Categories of Information

About Us Strategic Management Finance & Administration Policies & Procedures Lists & Registers Our Services

ABOUT US Public authority Cayman Islands National Archive (CINA) Portfolio Portfolio of the Civil Service Gloria McField-Nixon, Chief Officer 133 Elgin Avenue Government Administration Building


Grand Cayman KY1-9000 CAYMAN ISLANDS Tel: +1-345-244-2344 Fax: +1-345-949-0650 Email: [email protected] Website: www.pocs.gov.ky Principal Officer Dr. Josette Kimlon Lawrence, Director P.O. Box 10160 Grand Cayman KY1-1002 CAYMAN ISLANDS Tel: +1-345-949-9809 Email: [email protected] FOI Email: [email protected] Website: www.cina.gov.ky Information Manager Tammi Selzer, Information Manager Charisse Morrison, Deputy Information Manager Cayman Islands National Archive P.O. Box 10160 Grand Cayman KY1-1002 CAYMAN ISLANDS Tel: +1-345-949-9809 Email: [email protected] Website: www.cina.gov.ky Organisation and Functions CINA provides two sets of services: one to the public and one to government. For members of the public, the Archive acquires, preserves and gives access to the historical heritage of the Cayman Islands; for government departments it supports a modern records management service ensuring that official records are properly managed from the moment of their creation until they are transferred into the Historical Collections or destroyed. The two services are closely linked: today’s records are tomorrow’s archives. Only with sound records management and meticulous preservation can records be carefully maintained for future generations. The work of CINA focuses on 2 major outcomes:

To enable good recordkeeping practices across the Cayman Islands public sector, in support of Government accountability and efficiency; and

To manage, preserve and provide access to the documentary heritage of the Cayman Islands through its Historical Collections.


CINA comprises the following sections:

Administration Archive and Preservation Management Records Management

The two main functions of CINA are Archive and Preservation Management along with Government Records and Information Management; please see the Classes of Information section of our FOI website www.cina.gov.ky. Also, see Section 7: Categories of Information in this publication scheme. Organisational Chart Staff Directory

Brenda Ebanks, Finance and Administration Officer Charisse Morrison, Senior Archive and Information Officer/ Deputy Information Manager Charlena Nunez, Records Centre Officer Dennis Denton, Senior Conservator Elizabeth Scholefield, Oral History Transcriber Maylen Eden, Conservator Tammi Selzer, Senior Research Analyst/ Information Manager Tricia Bodden, Archivist Tyrone Yen, Records and Information Officer


Location and hours Matters handled

CINA is open Monday-Friday, 8:30am -5:00pm and is located at 37 Archive Lane, off Shedden Road.

All matters and work processes relating to CINA are managed and performed at the one location.

CINA’s Reading Room is open Monday-Friday, 9:00am - 4:30pm. Appointments are recommended to ensure that time and space in the Reading Room is available.

The viewing of information listed in this publication scheme or records requested via FOI Requests to CINA, takes place in the Reading Room. To access the Historical Collections at CINA, a Reading Room visit is necessary. An Archivist will assist you by providing the resources needed to help answer your questions.

Boards and Committees

Name Meetings Minutes

Records Advisory Committee, which in accordance with Section 5 of the National Archive and Public Records Law (2015 Revision) makes recommendations to the Governor in Cabinet concerning disposal schedules, any periods of public access restrictions to public records and the disposal of those records. The Committee consists of:- Chairman (appointed by Deputy

Governor) Secretary to the Cabinet* Attorney-General or a legal

practitioner employed in his portfolio and nominated by him

Minister of Finance* Director of Internal Audit* Chief Officer, Judicial

Administration* Clerk of Legislative Assembly*

In accordance with Section 3 (1) of the National Archive and Public Records Regulations, (2007), the Records Advisory Committee meets as often as may be required, but not less than twice a year. The meetings are held in the Reading Room at CINA and are closed to the public. Refer to the Boards & Committees section on CINA’s FOI website www.cina.gov.ky

Minutes of the Records Advisory Committee can be obtained by visiting CINA’s Reception Desk, or by contacting us via telephone, email at [email protected] or via postal mail.

* Or his/her nominee


Frequently Asked Questions - also listed on our FOI Website; FAQs on www.cina.gov.ky. ▪ What sorts of records is CINA interested in acquiring?

CINA is the official repository for records of the Cayman Islands Government that are deemed to be of enduring value. CINA also acquires private papers or business records by donation, or in exceptional circumstances by purchase. CINA’s collections contain a myriad of records including textual documents, photographs, maps, films and oral histories. Potential donations undergo an archival appraisal to determine how it might complement the present holdings and benefit researchers. Please contact the Archive at [email protected] regarding potential donations.

▪ Do I have to pay an entry fee to enter CINA’s Reading Room?

Use of the Reading Room and CINA’s resources are open to the general public free of charge. Every user is required to register as a reader (see question 4), at which time presentation of identification may be requested. Certain fees do apply for reproduction and publication; see Section 4: Fees and charges of this scheme.

▪ Can I see all records CINA holds?

Access restrictions can apply. Time-limited restrictions may relate to specific public records. Additionally, some private donors have requested access restrictions to donated records. Other records may also be closed for conservation reasons. If a record has become too fragile to be handled by the general public, CINA will make an effort to provide an access copy as resources permit.

▪ How does the CINA’s Reading Room process work? What do I have to do to gain

access to your historical resources?

All of CINA’s Historical Collections can be viewed in the Reading Room, however appointments are recommended. The Reading Room is open Monday to Friday, 9:00am until 4:30pm. To make an appointment, please telephone on +1-345-949-9809 and ask to speak to the Archivist on Duty or email [email protected].

When you use the Reading Room for the first time, you will have to register as a new reader. This involves completing and signing a form with your personal data which indicates that you have read a copy of the Reading Room Rules. In return, you will receive a Reader’s Ticket for future use. One of our reference Archivists will then assist you with finding the right sources for your research, however they do not conduct research on your behalf – see question 6.

Many of the records have been described on databases, some of which you will have access to, while others will be consulted by the Reference Archivist on your behalf to find pertinent sources. Finding aids to other records may require examining printed catalogues, inventories, lists, etc. in order to find your records of interest. Be prepared to schedule sufficient time to carry out your research. If you are working to a tight time schedule, we advise you to visit the Reading Room as soon as possible. Please note that appointments may be necessary to view certain types of records, e.g. the records in CINA’s Photographic Collection.


It is important to note that the normal processing time for all photographic orders (prints or scans) is 2 weeks. Processing can at times be longer or shorter dependent upon the complexity of the job and the number of orders submitted for processing.

▪ Can I borrow books from CINA?

Further to our comprehensive archival collections, CINA houses a Reference Library consisting of thousands of published titles dealing with Caymanian and Caribbean history, geography, sociology, economy, and many other topics of research. Note that these publications are only available for consultation in our Reading Room, as many of the books and serials in the collections are rare or unique. Reproduction services may be available for a fee and are subject to copyright provisions. Section 4: Fees and charges of this scheme.

▪ What is meant by the statement "CINA Staff are not authorised to conduct research

on the researcher’s behalf"?

Archival sources are utilised and accessed for many different purposes, and readers approach CINA’s holdings from a huge variety of research angles, not all of which Archive staff may be familiar with. Once the reader is in the Reading Room and has become aware of the many sources, a simple question often transforms into a very complex, detailed or extensive quest for information. Under these circumstances the Reference Archivist on duty can provide the reader with sources, but ought not to be part of the interpretation of these sources. Therefore, when you visit the Reading Room, you should schedule sufficient time to do your research. It may be a good idea to call or make a preliminary visit in order to find out exactly which sources are available.

History The following is a timeline on the establishment of CINA:

1985 Discussions about the establishment of an archive, which began with a report by a British Executive Services Overseas advisor, John Cantewell.

1987 Mr. Cantewell returns to report on status of recordkeeping in Government.

1988 Government made the decision that there was to be an Archive.

1988-1990 Dr Norman Reid – Archivist was hired as a consultant hired to set things up and establish the Archive.

1991 The Cayman Islands National Archive opened in the Tower Building with an Archivist and Conservator.

1991 The Institute of Caymanian Heritage Law was created but never implemented.

1992 CINA moved into its current building.


2007 2010 2011 2015

The National Archive and Public Records Law enacted. The National Archive and Public Records Law revised. The Archive building renamed. The National Archive and Public Records Law revised.

For more information on the development of CINA, please contact CINA to view a report entitled “Establishment of Cayman Islands Archive & Record Centre: Report of BESO Adviser”, 24 October, 1987. BESO is British Executive Services Overseas and the Advisor was John Cantewell. STRATEGIC MANAGEMENT Inquiries relating to accessibility of the items listed can be made by contacting us by email at [email protected] or via postal mail, unless otherwise noted. Governance Governing Legislation and Regulations The Cayman Islands National Archive is established under The National Archive and Public Records Law (2015 Revision)*. The major responsibilities of the National Archive are defined in this Law and the accompanying Regulations*. CINA’s operation is also influenced by the following legalisation*:-

The Cayman Islands Constitutional Order 2009 – accessible online at www.consitution.gov.ky

Public Service Management Law (2018 Revision) Public Service Management Law - Personnel Regulations (2019 Revision) Public Management and Finance Law (2020 Revision) The Public Management and Finance Law - Financial Regulations (2018 Revision) The Freedom of Information Law (2020 Revision) Evidence Law (2019 Revision) Electronic Transactions Law (2003 Revision) Limitations Law (1996 Revision)

*Accessible online at www.gazettes.gov.ky and/or https://legislation.gov.ky/cms/ Corporate Management Annual Reports As CINA does not have its own published individual annual report, information is included under the Portfolio of the Civil Service’s annual reports.


FINANCE & ADMINISTRATION Financial Management Annual Budget – 2020-2021 Budget online by visiting www.gov.ky and includes the following:

Annual Budget Statements The Annual Plan and Estimates Ownership Agreements Purchase Agreements

Administration

CINA File Plan and Operational Disposal Schedule Insurance Policies – Certificate of Insurance that covers government-owned vehicles Job Vacancies/Career Opportunities – online at www.recruitment.gov.ky Press Releases- online at www.cina.gov.ky Salary Scales - Annual and Monthly Salary Scale for Salaried Staff and Hourly Rate for

Wage Workers, 2015 – online at www.pocs.gov.ky POLICIES & PROCEDURES Complaint’s Handling Procedures

Complaints Process – procedures for handling complaints Complaints* section of CINA website and Complaint Form* Internal Complaints Policy Internal Complaints Process (brochure)

Human Resources

CINA Human Resource Management Policy and Procedures Manual: Work Place Rules The Public Servant’s Code of Conduct CINA Leave Request Application

Information and Technology Management

Information Management Policy for the Cayman Islands National Archive (D) List of Public Authorities* (updated monthly) Help Desk Log – database used for tracking logs to Help Desk, Computer Services

Department CINA Fact Sheet Template CINA Guidelines Template

*Accessible online at www.cina.gov.ky Operating Policies and Procedures The policies and procedures listed below are used in carrying out functions, activities and the delivery of services as relating to the three functions of CINA. Archive Management

Appraisal Policy (D) Appraisal Procedures – Operational (D) Appraisal Procedures – Private donations/Community archives (D) Accession Information Sheet - records detailed information of private donations upon

receipt (D) – in draft form, not accessible until approved.


Databases – Internal Use 2020 Archival Acquisitions - statistical log of materials acquired into the Historical

Collection of the Cayman Islands 2020 Potential Acquisitions Log (D) – a descriptive and statistical log of potential

materials that may be acquired into the Historical Collections Reading Room (RR)

Reading Room Rules* Procedures for Managing Reference Services 2020 Reference Log - a statistical log of inquiries pertaining to access to historical

information Oral History

C.I. Memory Bank Transcribing Policy - hardcopy only Cayman Islands Memory Bank Handbook, 1990 – hardcopy only Cayman Islands National Archive Oral History Programme: Procedural Manual (D) Oral History Narrators Listing Oral History Subject Authority Listing (Thesaurus)

Forms – Internal Use

Interview Inventory - list of interviews by year includes reference code Narrator Agreement - agreement between CINA and interviewee Narrator Certificate Template Transcription Template 2017 v.1 Transcribers Agreement Template - agreement between CINA and staff employed as

transcribers transcribe oral history interviews Transcribing Record - records the progress of editing work on transcripts Videographer Agreement Template - agreement between CINA and staff employed to

video oral history interviews Working Copy Removal - tracks movement of transcripts during editing process

* Accessible online at www.cina.gov.ky

Government Records Management All items are (also) accessible by visiting CINA’s Reception Desk, or by contacting us via telephone, email at [email protected] or via postal mail, unless otherwise noted.

Disposal scheduling based on operational file plans: Procedures for CINA staff Records Centre Procedures

Forms – Internal Use Verification Worksheet for Operational File Plan and Disposal Schedule - checklist

Databases – Internal Use

RIM and RMS Inquiries Logs – statistical logs of inquiries pertaining to RIM and RMS Transfer Database – a descriptive summary of non-system (RMS) records obtained from

public authorities


Preservation Management The Cayman Islands National Archive Micrographics Programme – policy and procedures

manual for the micrographics programme. Preservation Copying Policy (D) Mould Remediation

(D) – in draft form, not accessible until approved.

Forms – Internal Use CINA Preservation Site Visit Report template

Databases – Internal Use

Conservation Treatment Database – records invasive/non-invasive treatment carried out on documents

2020 Photographic and Audiovisual Stats – records the production of photographic orders and scanning projects

LISTS & REGISTERS List of Public Authorities The National Archive maintains a list of public authorities, responsible for managing records in accordance with the National Archive and Public Records Law, and responding to requests under the Freedom of Information Law. The List of Public Authorities can be viewed on the CINA’s FOI website www.cina.gov.ky or by contacting Tammi Selzer, Information Manager at [email protected] or on +1-345-949-9809. FOI Disclosure Log

Request Number

Request Details Outcome

22934 Applicant was interested in the costs for CINA training developed for FOI Implementation

Granted in Full

27777 1) A comprehensive itemized list of your CINA's actual expenses for the Budget year ending June 2009 and the Budget year ending June 2008. 2) The total number of paid consultants on contract with CINA.

Granted in Full

Registers Fixed Asset Register 2020


OUR SERVICES Following is a list of the forms, newsletters, bulletins, databases, documents, finding aids, guidance notes that provide detailed information about the services offered and activities carried out by CINA, to fulfill its three high-level functions and responsibilities. All documents are accessible by visiting CINA’s Reception Desk, (RR) and/or via email at [email protected], unless otherwise noted. Archive Management

Fee Schedules National Archive Publications: Retail and Student Price List (CI$)* Reproduction Fees CI$* and US$ bank drafts – for photographs, audio-visual records,

photocopies and microform.

Forms – For Public Use Application for Reader’s Tickets* and Reader’s Ticket – application and ticket to

access CINA’s Historical Collections; accessible in Reading Room Donation Agreement - agreement between CINA and private donors concerning

donations into the Historical Collections Reproduction Request Form - work order request form for copies of all records from

CINA’s Historical Collections; including photocopies, photographs, audiovisual, microfiche, etc.

Photographic Publication Request Form* - application to publish photographic records & manage usage of images obtained from CINA’s Photographic Collections; accessible in Reading Room

Audiovisual Publication Request Form – application to publish audiovisual records & manage usage of audiovisual items obtained from CINA’s Historical Collections; accessible in Reading Room

Forms – Internal Use Accession Information Sheet – to capture background information on donor/creator of

donations into the Historical Collections CINA Order Forms - work order forms for the reproduction of archival records, as

follows Photographic Order Form Audiovisual Order Form Photographic Order Form for Textual Materials

Photographic Disclaimer labels – labels restricting further reproduction; provided with all photographic print orders

Databases – For Public Use Guide to Records Copied from The National Archives (England & Wales) - a catalogue

describing copied information pertaining to the Cayman Islands


Index to Laws 1865-1962 - a catalogue indexing CI Laws in CINA’s Historical Collections

Marriage Registrations - a catalogue listing the microfiche reference numbers of Marriage Registrations according to Marriage Officers, districts and dates

Moving Image Collections - a catalogue describing CINA’s moving image (reel-to-reel, betacam, VHS and DVDs) collections

Newstar - a catalogue summarising the main articles in the Newstar magazines Nor’wester - a catalogue summarising the articles in the Nor’wester magazines Oral History Collection - a catalogue summarising oral history interviews Published Moving Images – linked to Moving Images Collections database Photographic Collections - a catalogue of CINA’s Photographic Collections for public

access only (copy)

Databases – Internal Use Accession Register - a catalogue briefly describing privately donated materials Central Registry – a catalogue describing Government’s historical documentary pre-

1980’s Client Registration – listing of updated contact information and registration numbers

from the Applications for Reader’s Tickets Commissioner’s Correspondence - a descriptive catalogue of letters to and from the

Commissioners of the Cayman Islands Government Publications - a catalogue listing published and non-published material

from public authorities Government Notices - a catalogue indexing public notification of events by the CI

Government; precursor to the Gazette Image - a catalogue of CINA’s Photographic Collections Index to Collections - a catalogue indexing CINA’s private Collections numerically Legislative Assembly Sound Recordings - a catalogue listing sound recordings from

the Legislative Assembly meetings Maps - a catalogue describing CINA’s Maps collection Reference Library - a catalogue listing one-off publications relating to the Cayman

Islands and the Caribbean Reference Library – Serials - a catalogue listing newspapers, magazines, journals,

newsletters of the Cayman Islands primarily and the Caribbean Shelf - an obsolete location listing of CINA’s Historical Collections Staff Library - a catalogue of staff reference material.

Electronic Finding Aids - For Public Use (PDF and Microsoft Word files; printed copies may also be available) Alphabetical Index to Laws 1865-1962 - alphabetical listing of Cayman Islands Laws

found in CINA’s Reference Library Birth Index – Microsoft Word files (also available on Microfiche) - partial alphabetical

listing by district of birth registrations (also available by numerical certificate listing) Cayman Brac Cemeteries Index Chronological Index to Laws 1865-1962 - chronological listing of Cayman Islands

Laws found in CINA’s Reference Library Genealogical Records on Microfiche Available for Sale Grand Cayman Cemeteries Index and Cayman Brac Cemeteries Index Nor’wester - searchable electronic copies of Nor’wester magazine Summary of Public Recorder’s Records 1778-1953 Index to Shipping Registers - 1903-1990


Index to Death Registrations (D) Electronic Finding Aids – Internal Use (Microsoft Word and Excel files; printed copies also available) Funeral Programmes - alphabetical listing Obituaries/Tributes – alphabetical listing Marriage Programmes - alphabetical listing Microfiche Collection by Holdings - a listing according to historical records of

information available on microfiche National Trust Historic Site Inventory - detailed inventory of buildings (pre-1950) or

sites recognized as having historical significance Copy Negative Listing - a listing of inventory images. File List - a listing of historical sites in the Cayman Islands by district

Printed Finding Aids – For Public Use An Annotated Bibliography: The Presbyterian Church in the Cayman Islands -

summary of copies of published sources from libraries in Scotland Catalogue of Jamaica Original Correspondence 1831-1835 - a listing of copies of

records from Jamaica relating to the Cayman Islands Catalogue of Oral History Tapes - listing of narrators, (persons interviewed) district,

interviewer, date of interview and main subjects. CINA. Oral History Programme: Narrator List 2016 - listing of narrators by district. Guide to Records Copied from The National Archives (England & Wales) Index to Government Notices - catalogue indexing public notification of events by the

CI Government; precursor to the Gazette Index to Laws - listing of Cayman Islands Laws 1865-1962 in the Reference Library Index to Birth Registrations Index to Notes on the History of the Cayman Islands by George S. S. Hirst – a name,

subject and place index to the titled book Inventory to Selected Manuscripts of the Presbyterian Church in The Cayman

Islands – summary of manuscript copies from various institutions in Scotland. Memory Bank1 Glossary of Unfamiliar/Dialect Words as Used in Memory Bank

Interviews: A work in progress

Printed Finding Aids – Internal Use National Trust Historic Site Inventory

Copy Negative Listing File List

Vertical Files - a list of the subject headings for the Vertical Files – ephemeral information relating to the Cayman Islands

Brochures, Pamphlets, Journals Genealogical Records: An aid to locating your ancestors - briefly describes the main

genealogical records in the Historical Collections CINA. Cayman Islands National Archive – brochure a synopsis of CINA, briefly

describing the main functions


Government Records Management (GRM) All documents are accessible by visiting CINA’s Reception Desk, Reading Room and/or via email at [email protected], unless otherwise noted as * which denotes that it is accessible online at www.cina.gov.ky Tools – For Public Authorities

Forms and Templates – For Public Authorities Operational Disposal Schedule template – used by Public Authorities to create their

operational disposal schedule Operational Disposal Authority template Proof of Destruction Form – to document the destruction of records that have passed

their minimum retention period, as set out in the disposal schedule Transfer Form – Template (template form for transferring records between Ministries) Information Management Policy Template Mapping Tool Template

Approved Administrative Disposal Schedules Buildings, Equipment and Vehicles Administrative Schedule and explanatory guidance Human Resource Management Administrative Schedule and explanatory guidance Financial Management Administrative Schedule and explanatory guidance Communications Management Administrative Schedule Information and Technology Management Administrative Schedule Strategic Management Administrative Schedule Transitory Records Administrative Schedule

RM Guidance Policy and Standards

Creation, Maintenance and Disposal Standard* Records and Information Standard Records Management Policy* Deputy Governor's Code of Practice on Records Management (per s.52 of the FOI

Law)* Deputy Governor's Code of Practice on Publishing (per s.51 of the FOI Law)* Government Use of E-mail (Administrative Circular No. 2 of 2006)*

Guidelines Destruction of Public Records* Transfer of Public Records to CINA* Managing Electronic Records*

Fact Sheets Managing E-Copies of Paper Records Fact Sheet* Legal Admissibility Fact Sheet * Cloud Guidance* Transitory Records Remote Working*

Conducting a records survey RM Glossary Records Management System (RMS) User Manual


Records Management Handbook (pending) Online RM tutorials for CSC (pending)

Preservation Management

2018 Disaster Preparedness bulletin* *Accessible online at www.cina.gov.ky