Birmingham City Council's policy regarding record keeping and case recording policy and procedure

The request was successful.

Dear Birmingham City Council,

From: Mark Davis
07/04/15

Dear Sir or Madam,

I would like a copy of Birmingham City Council's policy regarding
record keeping and case recording policy and procedures and when recording any data that you would receive or a member of the council would receive .

I am particularly interested in Birmingham City Council's policy regarding the Data protection record keeping and any cases that involve children and information shared would this be kept on file or text messages sent on going when a case was in progress or any phone records of calls and emails shared. and how long this would be kept for if sent to a gov.uk email account or by recorded post or by a member of parliament would this data be stored to file and recorded? or would you take no notice of it and destroy it?

Yours faithfully,

Mark Davis

Steve Cullen, Birmingham City Council

Dear Mark

 

Thank you for your request for information held by the Council under the
provisions of the Freedom of Information Act 2000 which was received on
04-04-15.

 

We will contact you again once it has been ascertained what data is held
by Birmingham City Council.  In some circumstances a fee may be payable
and if that is the case, we will let you know.  A fees notice will be
issued to you, and you will be required to pay before we will proceed to
deal with your request.

 

If you require any further information or are not happy with our response
please do not hesitate to contact me quoting the reference number above in
any future communications.

 

Yours sincerely,

Steve Cullen

Information Governance Manager

Governance and Policy

Directorate for People

Birmingham City Council

 

Tel: 0121 464 4591

Email: [1][email address]

 

 

 

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Dear Steve Cullen,
we are still waiting for a reply to our F.O.I that was made on 04/04/15 we are not sure why this would be such a delay given the information would be at hand on request please can you make sure this request is given your attention . We have made several request and others have responded with in 2 days.

Yours sincerely,

mark davis

Tracey Robinson, Birmingham City Council

Dear Mr Davis

Thank you for your email chasing a response regarding your request 12587.
The deadline for the City Council to respond to your request is 5th May. If the information is obtained and prepared for sending by the service area prior to this date, we will send it out to you. Should this deadline be breached you will then be able to ask for an Internal Review.
You have stated in your email that some previous requests have been responded to in 2 days. Unfortunately each request is different and depending on the nature of information being requested can take differing time scales to obtain.
We thank you for your patience in this matter.
Yours sincerely
Tracey Robinson
Governance and Policy
Directorate for People
Business Continuity & Information Governance Officer
PO Box 16568
1 Lancaster Circus
Birmingham
B2 2FX

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Dear Tracey Robinson, We have asked the same request to others and had a reply this information is not any thing hard to seek it is on the national data that you would hold on file in zip format, we want to see Birmingham City Council Data, hence we have asked i also asked for Mr Cullen to give this his attention then he seems to of past this request to you so we shall ask you for your attention other wise this could be seen as an act of Discrimination against your self and Mr Cullen in taking so long given the matters involves children these delays would be seen as unacceptable given every child welfare is paramount as set out in the children act 1989 if you was not aware then you are now. we request this information is sort today. if we are ignored then we shall include this data in any court application we may have to make to enforce it.
This is not Request that would be refused as others have had no issue replying we add with in 2 days as well.

Yours sincerely,

mark davis

Tracey Robinson, Birmingham City Council

Dear Mr Davis
Thank you for your further email.
I have already chased the relevant service area for the information and as previously stated as soon as we receive it in this team I will forward it to you.
The role of our team is only to handle the requests in terms of recording, acknowledging and sending out responses.
We rely on other teams to provide the information to us within the statutory time frame.

I have also escalated your email and concerns to my managers.

Yours sincerely
Tracey Robinson
Governance and Policy
Directorate for People
Business Continuity & Information Governance Officer
PO Box 16568
1 Lancaster Circus
Birmingham
B2 2FX

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Dear Tracey Robinson,
This was found with in 2 minutes on the Birmingham city website but in 15 days you are saying your staff can not reply given the matter is to deal with children i find this unacceptable and wish to raise a complaint in such a delay this would not be the format we request as there would be a zip file on this and this is what we still request and we would ask you to inform the relevant team that this is not acceptable and we are unhappy with such a delay.

on your website: found in 2 minutes!
privacy
Overview
As a Local Authority, Birmingham City Council collects holds and processes a considerable amount of information, including personal data about the citizens it serves, to allow it to provide services effectively.

The Council recognises that this information is important to their citizens and that it has a responsibility to these citizens regarding the information it holds about them. As such, it takes seriously its responsibilities to ensure that any personal information it collects and uses is done so proportionately, correctly and safely.

For information about what is personal data please visit the Information Commissioner’s web site.

The Council collects, holds and uses personal data to enable it to provide services on behalf of the citizens of the City of Birmingham. These services include, amongst others, providing schools and educational facilities within the city; providing care and support for vulnerable individuals and their families; maintaining and improving the environment of the city and protecting the citizens generally.

Yours sincerely,

mark davis

Tracey Robinson, Birmingham City Council

4 Attachments

Dear Mr Davis

 

I am writing in respect of your recent enquiry for information held by the
Authority under the provisions of the Freedom of Information Act 2000:

 

I would like a copy of Birmingham City Council's policy regarding record
keeping and case recording policy and procedures and when recording any
data that you would receive or a member of the council would receive.

 

I am particularly interested in Birmingham City Council's policy regarding
the Data protection record keeping  and any cases that involve children
and information shared would this be kept on file or text messages sent on
going when a case was in progress or any phone records of calls  and
emails shared. and how long this would be kept  for if sent to a gov.uk
email account or by recorded post or by a member of parliament would this
data be stored to file and recorded?  or would you take no notice of it
and destroy it?

 

Please see response below:

 

See attached documents

 

There is no specific policy on recording conversations, including
telephone conversations or text messages, but if pertinent information
arises from it there is an expectation that it would be recorded.

 

If you have any information which may assist us in determining or locating
any missed information, we would be grateful if you would contact us with
details of this information, so that we can conduct a further search.

 

If you are not satisfied with the response you may ask for an internal
review.  If subsequently you are not satisfied with the Council's decision
you may apply to the Information Commissioner for a decision.  Generally,
the ICO cannot make a decision unless you have exhausted the complaints
procedure provided by the Council.  The Information Commissioner can be
contacted at the following address:

 

The Information Commissioner

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Telephone: 01625 545745             Web Address: [1]www.ico.gov.uk

 

Yours sincerely,

Tracey Robinson

Business Continuity and Information Governance Officer

 

 

Sent on behalf of:

Steve Cullen

Information Governance Manager

Governance and Policy Team

Directorate for People

Birmingham City Council

 

Tel: 0121 464 4591

Email: [2][email address]

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References

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1. http://www.ico.gov.uk/
2. mailto:[email address]