Records Management and Data Protection Statistics

Roedd y cais yn llwyddiannus.

Dear Stirling Council,

I would like to request information for the following questions:

Data Protection Based Questions

1) Does your Local Authority have an assigned Data Protection Team / Unit?
Yes
No
a. If yes, has it been set up since 2018?
Yes
No
2) Does your Local Authority have a Data Protection policy?
Yes
No
a. If yes, how often does your Local Authority update its Data Protection policy?

3) In 2017, how many Subject Access Requests did your Local Authority receive?

4) In 2019, how many Subject Access Requests did your Local Authority receive?

5) What percentage of Subject Access Requests were completed within the 40-day deadline in 2017?
6) What percentage of total Subject Access Requests were completed after extension in 2017?

7) What percentage of Subject Access Requests were completed within the one month deadline in 2019?

8) What percentage of total Subject Access Requests were completed after extension in 2019?

9) How many Data Protection Impact Assessments had your Local Authority conducted in 2017?

10) How many Data Protection Impact Assessments had your Local Authority conducted in 2019?
11) How many systems which process personal information had your organisation stopped using and storing personal data on in 2017?

12) How many systems which process personal information had your organisation stopped using and storing personal data on in 2019?

Records Management
13) Does your Local Authority have a Records Management Policy?
Yes
No
a. If yes, how often does your Local Authority update its Records Management Policy?

14) Does your Local Authority have a retention or disposal schedule?
Yes
No
b. If yes, how often does your Local Authority update its retention or disposal schedule?
13) Does your authority have an Electronic Document Record Keeping (or management) System?

Yes
Yes, multiple
No

a) If yes, what volume (Mbytes) of digital information was captured into this system in 2017?

b) If yes, what volume (Mbytes) of digital information was captured into this system in 2019?

14) How many digital records does your organisation have captured in your storage facilities currently?
Please state figure here:
15) What is the electronic volume (Mbytes) of digital information in your organisation’s system currently?
Please state figure here:
15) How many digital records does your organisation have captured into your system currently?
Please state figure here:
16) How many paper-based files/documents and/or boxes does your organisation have in your storage facilities currently?
Please state figure here:
17) How many digital records were captured by your organisation in 2017?
Please state figure here:
18) How many digital records were captured by your organisation in 2019?
Please state figure here:
19) How many paper-based records were captured/registered by your organisation in 2017?
Please state figure here:
20) How many paper-based records were captured/registered by your organisation in 2019?
Please state figure here:
21) How many digital records/documents did your Local Authority dispose of in 2017, according to your retention or disposal schedules?
Please state figure here:
22) How many digital records/documents did your Local Authority dispose of in 2019, according to your retention or disposal schedules?
Please state figure here:
23) How many paper-based files and/or boxes had your Local Authority disposed of in 2017, based on your retention or disposal schedules:
Please state figure here:
24) How many paper-based files and/or boxes had your Local Authority disposed of in 2019, based on your retention or disposal schedules:
Please state figure here:

I also have an opinion-based question survey regarding this topic. Would you be happy with me following up regarding this? Please indicate:
Yes
No

I appreciate this is a long request, but if you could please get me the information by the 16th August 2020 that would be much appreciated

Yours faithfully,

Daniel Hill

FOI, Stirling Council

Thank you for your email which we will endeavour to respond to as quickly
as possible.  
Important information regarding COVID-19 and Freedom of Information
requests
If you are contacting us in relation to a new or existing Freedom of
Information (FOISA) request, please note that whilst we will make every
effort to process your request within the normal timescales, there may be
occasions when this is not possible due to the COVID-19 situation.  Where
this is the case, we will let you know as soon as we become aware that
there may be a delay in providing you with the requested information.  
The Scottish Information Commissioner (SIC) has provided a statement in
relation to the processing of requests and the time it may take public
authorities to complete them during these exceptional and challenging
times.  You can view the Commissioner's statement on the OSIC website
[1]here.   
 

This email and any attachments are intended solely for the individual or
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[2]Stirling Council.

[3]Living Wage Employer

References

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1. http://www.itspublicknowledge.info/home/...
http://www.itspublicknowledge.info/home/...
2. http://www.stirling.gov.uk/

FOI, Stirling Council

Dear Mr Hill,

 

Your request for information has been logged and allocated reference
FOI/14245.

 

Your request will be dealt with under the Freedom of Information
(Scotland) Act 2002 (FOISA) under the Coronavirus (Scotland) Act 2020, and
if determined appropriate to do so during the course of your request, also
the Environmental Information (Scotland) Regulations, 2004 (EIRs).

 

Your request will be forwarded to the service area(s) holding the
information. Please note, the service area(s) holding the information may
need further information from you to locate the information sought once
they have received the request, and you will be contacted again should
this be necessary.

 

Unless clarification is required your request will be answered promptly,
and within twenty working days of the date your request was received – in
this case no later than 17/08/20

 

The Freedom of Information (Scotland) Act 2002 by the Coronavirus
(Scotland) Act allows for the deadline for answering a request to be
extended by a further forty days in certain circumstances. Should your
request be extended, we will inform you by 17/08/20.

 

Yours sincerely,

 

Fiona McCallum

 

Records & Information Governance Team

Stirling Council

Stirling FK8 2ET

01786 233988

[1][Stirling Council request email]

 

 

dangos adrannau a ddyfynnir

FOI, Stirling Council

Dear Mr Hill,

 

I refer to your request for information, logged by us as FOI/14245 and can
provide the following information in response to your request.

 

1) Does your Local Authority have an assigned Data Protection Team / Unit?

Yes

 

a. If yes, has it been set up since 2018?

Yes

 

2) Does your Local Authority have a Data Protection policy?

Yes

 

a. If yes, how often does your Local Authority update its Data Protection
policy?

As required

 

3) In 2017, how many Subject Access Requests did your Local Authority
receive?

We received 60 Subject Access Requests in 2017

 

4) In 2019, how many Subject Access Requests did your Local Authority
receive?

We received 97 Subject Access Requests in 2019

 

5) What percentage of Subject Access Requests were completed within the
40-day deadline in 2017?

57% of Subject Access Requests were responded to within the 40 day
deadline.

 

6) What percentage of total Subject Access Requests were completed after
extension in 2017?

In 2017 we were not allowed to extend the 40 day deadline.

 

7) What percentage of Subject Access Requests were completed within the
one month deadline in 2019?

62% of Subject Access Requests were completed within the one month
deadline

 

8) What percentage of total Subject Access Requests were completed after
extension in 2019?

21% of Subject Access Requests were completed after extension in 2019

 

9) How many Data Protection Impact Assessments had your Local Authority
conducted in 2017?

I can provide notice that we hold no information relating to this part of
your request in terms of Section 17 of the Freedom of Information
(Scotland) Act 2002

 

10) How many Data Protection Impact Assessments had your Local Authority
conducted in 2019?

27

 

11) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2017?

I can provide notice that we hold no information relating to this part of
your request in terms of Section 17 of the Freedom of Information
(Scotland) Act 2002

 

12) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019?

I can provide notice that we hold no information relating to this part of
your request in terms of Section 17 of the Freedom of Information
(Scotland) Act 2002

 

Records Management

13) Does your Local Authority have a Records Management Policy?

Yes

No

Yes, we have a Records Management Plan as per the requirements of the
Public Records (Scotland) Act 2011

 

a. If yes, how often does your Local Authority update its Records
Management Policy?

We don’t have a set schedule for updating it however we can advise that
the last time it was updated was in January 2017 and we are in the midst
of updating it again.

 

14) Does your Local Authority have a retention or disposal schedule?

Yes

No

Yes we have a retention schedule

 

b. If yes, how often does your Local Authority update its retention or
disposal schedule?

We do not have a set schedule for updating the retention schedule however
we can advise that our retention rules are based on guidance for Scottish
local authorities published by the [1]Scottish Council on Archives at:
[2]http://www.scottisharchives.org.uk/scarrs.  

 

 

15) Does your authority have an Electronic Document Record Keeping (or
management) System?

Yes

Yes, multiple

No

No

 

a) If yes, what volume (Mbytes) of digital information was captured into
this system in 2017? N/A

 

b) If yes, what volume (Mbytes) of digital information was captured into
this system in 2019?

N/A

 

16) How many digital records does your organisation have captured in your
storage facilities currently?

Please state figure here:

Unknown, I can provide notice that we hold no information relating to this
part of your request in terms of Section 17 of the Freedom of Information
(Scotland) Act 2002

 

17) What is the electronic volume (Mbytes) of digital information in your
organisation’s system currently?

Please state figure here:

80TB

 

18) How many digital records does your organisation have captured into
your system currently?

Please state figure here:

Unknown, I can provide notice that we hold no information relating to this
part of your request in terms of Section 17 of the Freedom of Information
(Scotland) Act 2002

 

19) How many paper-based files/documents and/or boxes does your
organisation have in your storage facilities currently?

Please state figure here:

We hold 12396 boxes of files in our record centre

 

20) How many digital records were captured by your organisation in 2017?

Please state figure here:

Unknown, I can provide notice that we hold no information relating to this
part of your request in terms of Section 17 of the Freedom of Information
(Scotland) Act 2002

 

21) How many digital records were captured by your organisation in 2019?

Please state figure here:

Unknown, I can provide notice that we hold no information relating to this
part of your request in terms of Section 17 of the Freedom of Information
(Scotland) Act 2002

 

22) How many paper-based records were captured/registered by your
organisation in 2017?

Please state figure here:

There were 110 boxes of files registered during the course of 2017

 

23) How many paper-based records were captured/registered by your
organisation in 2019?

Please state figure here:

There were 112 boxes of files registered during the course of 2019

 

24) How many digital records/documents did your Local Authority dispose of
in 2017, according to your retention or disposal schedules?

Please state figure here:

Unknown, I can provide notice that we hold no information relating to this
part of your request in terms of Section 17 of the Freedom of Information
(Scotland) Act 2002

 

25) How many digital records/documents did your Local Authority dispose of
in 2019, according to your retention or disposal schedules?

Please state figure here:

Unknown, I can provide notice that we hold no information relating to this
part of your request in terms of Section 17 of the Freedom of Information
(Scotland) Act 2002

 

26) How many paper-based files and/or boxes had your Local Authority
disposed of in 2017, based on your retention or disposal schedules:

Please state figure here:

There were 873 boxes of files destroyed during 2017

 

27) How many paper-based files and/or boxes had your Local Authority
disposed of in 2019, based on your retention or disposal schedules:

Please state figure here:

There were 691 boxes of files destroyed during 2019

 

 

If you are dissatisfied with the way in which your request for information
has been dealt with you are entitled to request a review of the actions
and decisions made by the Council in relation to your request. Your
request for review must be in writing or some other permanent form stating
your name and address for correspondence, and specifying the request for
information to which your request for review relates and why you are
dissatisfied with the response.

 

You must make your request for review not later than 40 working days after
the expiry of the 20 working day period of response to your initial
request by the Council or not later than 40 working days after the receipt
by you of the information provided, any fees notice issued or any
notification of refusal or partial refusal.

 

Your request for review should be addressed in the first instance to:

Records & Information Compliance Manager, Stirling Council, Viewforth,
STIRLING FK8 2ET email [3][Stirling Council request email]

 

The Records & Information Compliance Manager will then arrange for an
appropriate officer to undertake a review.

 

Please note that in any email you must state your name.

 

If you are dissatisfied with how your request for a review has been dealt
with, then you are entitled to ask the Scottish Information Commissioner
to investigate your case. You must ask the Scottish Information
Commissioner no later than 6 months after the date of receipt by you of
the notice or decision you are dissatisfied with or within 6 months of the
expiry of the period of 20 working days from receipt by the Council of
your request for review.

 

The Scottish Information Commissioner recommends that you appeal online.
The online appeal service is available here:
[4]www.itspublicknowledge.info/Appeal

You do not need to submit an appeal online, but if you do it will ensure
the Commissioner is provided with all the information required to
investigate your case quickly.

 

For further information about making an appeal to the Scottish Information
Commissioner, including how to submit an appeal by email or post, see:

[5]http://www.itspublicknowledge.info/YourR...

 

If you do not have access to the internet, you can contact the Scottish
Information Commissioner at Kinburn Castle, Doubledykes Road, St Andrews,
Fife KY16 9DS, Tel: 01334 464610 Email:
[6][email address]

 

You also have the subsequent right of appeal to the Court of Session, on a
point of law only, if dissatisfied with a decision issued by the
Commissioner. Any such appeal must be made within 42 days of the date of
intimation of the Commissioner's decision notice.

 

Yours sincerely,

 

Records & Information Governance Team

Stirling Council

01786 233988

[7][Stirling Council request email]

 

 

From: FOI
Sent: 20 July 2020 10:12
To: Daniel Hill <[8][FOI #677704 email]>
Subject: RE: Freedom of Information request - Records Management and Data
Protection Statistics (FOI/14245)

 

Dear Mr Hill,

 

Your request for information has been logged and allocated reference
FOI/14245.

 

Your request will be dealt with under the Freedom of Information
(Scotland) Act 2002 (FOISA) under the Coronavirus (Scotland) Act 2020, and
if determined appropriate to do so during the course of your request, also
the Environmental Information (Scotland) Regulations, 2004 (EIRs).

 

Your request will be forwarded to the service area(s) holding the
information. Please note, the service area(s) holding the information may
need further information from you to locate the information sought once
they have received the request, and you will be contacted again should
this be necessary.

 

Unless clarification is required your request will be answered promptly,
and within twenty working days of the date your request was received – in
this case no later than 17/08/20

 

The Freedom of Information (Scotland) Act 2002 by the Coronavirus
(Scotland) Act allows for the deadline for answering a request to be
extended by a further forty days in certain circumstances. Should your
request be extended, we will inform you by 17/08/20.

 

Yours sincerely,

 

Fiona McCallum

 

Records & Information Governance Team

Stirling Council

Stirling FK8 2ET

01786 233988

[9][Stirling Council request email]

 

 

dangos adrannau a ddyfynnir