Appraisal, Retention and Disposal of Records

Dear  T Gulamhussein

Freedom of Information Request Reference No: 2011090003649
I write in connection with your request for information which was received
by the Metropolitan Police Service (MPS) on 23/09/2011.  I note you seek
access to the following information:

"Please send me a copy of all policies currently in force on the
Appraisal, Retention and Disposal of (all types of) records.         Those
policies must include those that purport to ensure the  fulfillment of
obligations under the FOIA, the Data Protection Act     1998, and the
Public Records Act 1958.
Your request will now be considered in accordance with the Freedom of
Information Act 2000 (the Act).  You will receive a response within the
statutory timescale of 20 working days as defined by the Act, subject to
the information not being exempt or containing a reference to a third
party.  In some circumstances the MPS may be unable to achieve this
deadline.  If this is likely you will be informed and given a revised
time-scale at the earliest opportunity.

Some requests may also require either full or partial transference to
another public authority in order to answer your query in the fullest
possible way. Again, you will be informed if this is the case.

COMPLAINT RIGHTS

Your attention is drawn to the attached sheet, which details your right of
complaint.

Should you have any further enquiries concerning this matter, please write
or contact Peter Deja on telephone number 02071613640 quoting the
reference number above.

Yours sincerely

Peter Deja
Policy and Support Officer
COMPLAINT RIGHTS

Are you unhappy with how your request has been handled or do you think the
decision is incorrect?

You have the right to require the Metropolitan Police Service (MPS) to
review their decision.

Prior to lodging a formal complaint you are welcome and encouraged to
discuss the decision with the case officer that dealt with your request.  

Ask to have the decision looked at again –

The quickest and easiest way to have the decision looked at again is to
telephone the case officer that is nominated at the end of your decision
letter.

That person will be able to discuss the decision, explain any issues and
assist with any problems.

Complaint

If you are dissatisfied with the handling procedures or the decision of
the MPS made under the Freedom of Information Act 2000 (the Act) regarding
access to information you can lodge a complaint with the MPS to have the
decision reviewed.

Complaints should be made in writing, within forty (40) working days from
the date of the refusal notice, and addressed to:

FOI Complaint
Public Access Office
PO Box 57192
London
SW6 1SF
[email address]

In all possible circumstances the MPS will aim to respond to your
complaint within 20 working days.
The Information Commissioner

After lodging a complaint with the MPS if you are still dissatisfied with
the decision you may make application to the Information Commissioner for
a decision on whether the request for information has been dealt with in
accordance with the requirements of the Act.

For information on how to make application to the Information Commissioner
please visit their website at www.informationcommissioner.gov.uk.
 Alternatively, phone or write to:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Phone:  01625 545 700

 

The Metropolitan Police Service is here for London - on the streets and in
your community, working with you to make our city safer.

Consider our environment - please do not print this email unless
absolutely necessary.

NOTICE - This email and any attachments may be confidential, subject to
copyright and/or legal privilege and are intended solely for the use of
the intended recipient. If you have received this email in error, please
notify the sender and delete it from your system.  To avoid incurring
legal liabilities, you must not distribute or copy the information in this
email without the permission of the sender. MPS communication systems are
monitored to the extent permitted by law.  Consequently, any email and/or
attachments may be read by monitoring staff. Only specified personnel are
authorised to conclude any binding agreement on behalf of the MPS by
email. The MPS accepts no responsibility for unauthorised agreements
reached with other employees or agents.  The security of this email and
any attachments cannot be guaranteed. Email messages are routinely scanned
but malicious software infection and corruption of content can still occur
during transmission over the Internet. Any views or opinions expressed in
this communication are solely those of the author and do not necessarily
represent those of the Metropolitan Police Service (MPS).

Dear T Gulamhussein

Freedom of Information Act Request Reference No: 2011090003649
I write in connection with your request for information which was received
by the Metropolitan Police Service (MPS) on 23/09/2011.  I note you seek
access to the following information:

·        Please send me a copy of all policies currently in force on the
Appraisal, Retention and Disposal of (all types of) records.
            Those policies must include those that purport to ensure the
fulfillment of obligations under the FOIA, the Data Protection Act 1998,
and the Public Records Act 1958.

This is to inform you that I require clarification on part of your request
before I can proceed.  

Please can you explain exactly what you mean by the 'Appraisal of
records'?

After receiving your reply, your request will then be considered and you
will receive the information requested within the statutory timescale of
20 working days, subject to the information not being exempt or containing
a reference to a third party.

However, if the requested additional information has not been received by
23/12/2011, I will assume you no longer wish to proceed with this request
and will treat it as withdrawn.

COMPLAINT RIGHTS

Your attention is drawn to the attached sheet which details your right of
complaint.

Should you have any further enquiries concerning this matter, please write
or contact Beth Pringle on telephone number 02071610306 quoting the
reference number above.

Yours sincerely,

Beth Pringle
Information Manager
COMPLAINT RIGHTS

Are you unhappy with how your request has been handled or do you think the
decision is incorrect?

You have the right to require the Metropolitan Police Service (MPS) to
review their decision.

Prior to lodging a formal complaint you are welcome and encouraged to
discuss the decision with the case officer that dealt with your request.  

Ask to have the decision looked at again –

The quickest and easiest way to have the decision looked at again is to
telephone the case officer that is nominated at the end of your decision
letter.

That person will be able to discuss the decision, explain any issues and
assist with any problems.

Complaint

If you are dissatisfied with the handling procedures or the decision of
the MPS made under the Freedom of Information Act 2000 (the Act) regarding
access to information you can lodge a complaint with the MPS to have the
decision reviewed.

Complaints should be made in writing, within forty (40) working days from
the date of the refusal notice, and addressed to:

FOI Complaint
Public Access Office
PO Box 57192
London
SW6 1SF
[email address]

In all possible circumstances the MPS will aim to respond to your
complaint within 20 working days.
The Information Commissioner

After lodging a complaint with the MPS if you are still dissatisfied with
the decision you may make application to the Information Commissioner for
a decision on whether the request for information has been dealt with in
accordance with the requirements of the Act.

For information on how to make application to the Information Commissioner
please visit their website at www.informationcommissioner.gov.uk.
 Alternatively, phone or write to:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Phone:  01625 545 700

 

The Metropolitan Police Service is here for London - on the streets and in
your community, working with you to make our city safer.

Consider our environment - please do not print this email unless
absolutely necessary.

NOTICE - This email and any attachments may be confidential, subject to
copyright and/or legal privilege and are intended solely for the use of
the intended recipient. If you have received this email in error, please
notify the sender and delete it from your system.  To avoid incurring
legal liabilities, you must not distribute or copy the information in this
email without the permission of the sender. MPS communication systems are
monitored to the extent permitted by law.  Consequently, any email and/or
attachments may be read by monitoring staff. Only specified personnel are
authorised to conclude any binding agreement on behalf of the MPS by
email. The MPS accepts no responsibility for unauthorised agreements
reached with other employees or agents.  The security of this email and
any attachments cannot be guaranteed. Email messages are routinely scanned
but malicious software infection and corruption of content can still occur
during transmission over the Internet. Any views or opinions expressed in
this communication are solely those of the author and do not necessarily
represent those of the Metropolitan Police Service (MPS).

Dear Mr Gulamhussein

Freedom of Information Request Reference No:  2011090003649

I write in connection with your request for information which was received
by the Metropolitan Police Service (MPS) on 23/09/2011.  I note you seek
access to the following information:

Please send me a copy of all policies currently in force on the Appraisal,
Retention and Disposal of (all types of) records.

Those policies must include those that purport to ensure the fulfillment
of obligations under the FOIA, the Data Protection Act 1998, and the
Public Records Act 1958.

Upon re-definition 'Appraisal of Records' was defined as:

The Metropolitan Police Service gathers and receives vast quantity of data
(records) every day. Appraisal is the process of appraising records to
decide whether they should be retained or disposed of.  This includes the
process of reviewing data to decide whether it should be (continually)
retained or disposed of.

EXTENT OF SEARCHES TO LOCATE INFORMATION

To locate the information relevant to your request searches were conducted
at the Directorate of Information, Records Management Branch.

RESULT OF SEARCHES

The searches located documents relevant to your request.

DECISION

I have today decided to disclose the located information to you pursuant
to the provisions of section 40 (2) (Personal Information) of the Freedom
of Information Act 2000 (the Act).

Please find the documents attached below;

Retention and Disposal Policy

Please note that the retention and disposal schedule for the MPS is
currently under review and is in the process of being updated.  As such
some of the information contained is currently out of date and in some
cases obsolete.  

In order to ensure that the information provided is as accurate as
possible the below changes have been made to the retention and disposal
document on request from specific business units.  

*         ACCOUNTING - IMPREST & DIVISIONAL - page 14 - Allowances -
F3205

        - Protective Marking and Descriptor column changed to restricted
from not protectively marked.

*       ACCOUNTING - IMPREST & DIVISIONAL - page 14  - Allowances -
F3233

        - Protective Marking and Descriptor column changed to restricted
from not protectively marked.

*         PERSONNEL - EMPLOYMENT & CAREER - page 22 - Retirement / Exit
- F3228A

        - the corporate owner has been updated to include MSC and
Volunteers OCU TPHQ as well.

*         POLICING - CRIME MANAGEMENT - page 45 - Recordings - Video
recording - Scene examination (eg., murder)

        - the retention period has been updated to 30 years from what was
previously stated as 7 years.
       
This is not an exhaustive list of all changes made to the reviewed
document - this are the changes that have been made to date. Some of the
information contained in the retention and disposal document may still be
updated following the completion of the review.

In addition please be aware of the distinction between registered and
non-registered files.  The Metropolitan Police Service is required, under
the Public Records Acts 1958 and 1967, to justify to the Lord Chancellor
any records retained, that are over 30 years old.

Registered files will be subject to these considerations. They are also
subject to FoIA and DPA legislation. Regular reviewing is undertaken.
Retention periods will depend on the file content. Unregistered files will
not be formal papers. Guidance about retention and disposal is available.
Unless they are registered, the greater likelihood is that unregistered
files will be destroyed after seven [7] years.

Records Management Manual

Section 40(2) Personal Information redactions have been made in this
document where the telephone numbers referenced would identify specific
individuals working within the Records Management Department.

LEGAL ANNEX

Section 17 of the Act provides:

(1) A public authority which, in relation to any request for information,
is to any extent relying on a claim that any provision in part II relating
to the duty to confirm or deny is relevant to the request or on a claim
that information is exempt information must, within the time for complying
with section 1(1), give the applicant a notice which-

(a) states the fact,
(b) specifies the exemption in question, and
(c) states (if that would not otherwise be apparent) why the exemption
applies.

Section 40 (2)of the Act provides:

(1) Any information to which a request for information relates is exempt
information if it constitutes personal data of which the applicant is the
data subject.

(2) Any information to which a request for information relates is also
exempt information if-
(a) it constitutes personal data which do not fall within subsection (1),
and (b) either the first or the second condition below is satisfied.

One of the main differences between the Data Protection Act (1998) and the
Freedom of Information Act (2000) is that any information released under
FOI is released into the public domain, not just to the individual
requesting the information. As such, any release that identifies an
individual through releasing their personal data, including third party
personal data, is exempt from disclosure.
                                                                         
                                                                         
                                                                         
                                                                         
                                Section 40(2) applies to third party
personal data.  Personal data is defined under the Data Protection Act
(1998) as data that is biographical in nature, has the applicant as its
focus and/or affects the data subject's privacy in his or her personal,
professional or business life.  Section 40 (2) applies as third party data
is present within both the guidance and the high profile report.

I have applied this exemption to all telephone numbers included in the
Records Management Manual where release would identify a living individual
whom work within the Records Management Department.  Principle one of the
DPA provides that personal data must be processed fairly and lawfully. I
consider that to release the information requested relating to individuals
telephone numbers, would be to process their personal data unfairly.  

COMPLAINT RIGHTS

Your attention is drawn to the attached sheet which details your right of
complaint.

Should you have any further enquiries concerning this matter, please write
or contact Beth Pringle on telephone number 020 7161 0306 quoting the
reference number above.

Yours sincerely

Beth Pringle
Information Manager
In complying with their statutory duty under sections 1 and 11 of the
Freedom of Information Act 2000 to release the enclosed information, the
Metropolitan Police Service will not breach the Copyright, Designs and
Patents Act 1988. However, the rights of the copyright owner of the
enclosed information will continue to be protected by law.  Applications
for the copyright owner's written permission to reproduce any part of the
attached information should be addressed to MPS Directorate of Legal
Services, 1st Floor (Victoria Block), New Scotland Yard, Victoria, London,
SW1H 0BG.
COMPLAINT RIGHTS

Are you unhappy with how your request has been handled or do you think the
decision is incorrect?

You have the right to require the Metropolitan Police Service (MPS) to
review their decision.

Prior to lodging a formal complaint you are welcome and encouraged to
discuss the decision with the case officer that dealt with your request.  

Ask to have the decision looked at again –

The quickest and easiest way to have the decision looked at again is to
telephone the case officer that is nominated at the end of your decision
letter.

That person will be able to discuss the decision, explain any issues and
assist with any problems.

Complaint

If you are dissatisfied with the handling procedures or the decision of
the MPS made under the Freedom of Information Act 2000 (the Act) regarding
access to information you can lodge a complaint with the MPS to have the
decision reviewed.

Complaints should be made in writing, within forty (40) working days from
the date of the refusal notice, and addressed to:

FOI Complaint
Public Access Office
PO Box 57192
London
SW6 1SF
[email address]

In all possible circumstances the MPS will aim to respond to your
complaint within 20 working days.
The Information Commissioner

After lodging a complaint with the MPS if you are still dissatisfied with
the decision you may make application to the Information Commissioner for
a decision on whether the request for information has been dealt with in
accordance with the requirements of the Act.

For information on how to make application to the Information Commissioner
please visit their website at www.informationcommissioner.gov.uk.
 Alternatively, phone or write to:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Phone:  01625 545 700

Total Policing is the Met's commitment to be on the streets and in your
communities to catch offenders, prevent crime and support victims. We are
here for London, working with you to make our capital safer.

 

Consider our environment - please do not print this email unless
absolutely necessary.

NOTICE - This email and any attachments may be confidential, subject to
copyright and/or legal privilege and are intended solely for the use of
the intended recipient. If you have received this email in error, please
notify the sender and delete it from your system.  To avoid incurring
legal liabilities, you must not distribute or copy the information in this
email without the permission of the sender. MPS communication systems are
monitored to the extent permitted by law.  Consequently, any email and/or
attachments may be read by monitoring staff. Only specified personnel are
authorised to conclude any binding agreement on behalf of the MPS by
email. The MPS accepts no responsibility for unauthorised agreements
reached with other employees or agents.  The security of this email and
any attachments cannot be guaranteed. Email messages are routinely scanned
but malicious software infection and corruption of content can still occur
during transmission over the Internet. Any views or opinions expressed in
this communication are solely those of the author and do not necessarily
represent those of the Metropolitan Police Service (MPS).