Records Management and Data Protection Statistics

Daniel Hill made this Rhyddid Gwybodaeth request to Cornwall Council as part of a batch sent to 80 authorities

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

Roedd y cais yn llwyddiannus.

Dear Cornwall 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

Cornwall Council

Please note that due to the situation relating to the current coronavirus
pandemic, it is likely that there will be delays in our usual response
times for FOI/EIR requests. This is due to additional pressures caused by
staff absences and the need to reallocate resources and personnel across
the Council to areas of urgent priority and the continued running of key
services. We will endeavour to contact you if it is likely that your
response will take longer than our usual deadlines, although this may not
be possible in all cases. Thank you for your understanding during this
unprecedented time.

Thank you for your Freedom of Information (FOI)/Environmental Information
Regulations (EIR) request - Reference FOI-101005016644. In normal
circumstances we will provide a response within 20 working days of
receiving your request. There may be a small number of occasions where we
may need to extend the 20 working day deadline. We will inform you if this
is likely.

Cornwall Council is made up of many different services and additionally,
wholly owned companies who are responsible for areas such as housing and
highways. Your request will be logged by the Central FOI team and in most
cases will be forwarded on to the relevant service or wholly owned company
to respond directly.

There may be some instances where we will need to contact you in the order
to clarify parts of your request. In this instance we will not be able to
progress your request until clarification has been received.

Under the Act, we will be unable able to process any request where the
actual cost to the authority in terms of staff hours comes to more than
£450. If this is the case we will help you to narrow the request to take
it under any cost limit. In a small number of other cases, a charge may
apply such as with certain environmental information, but we will let you
know if this applies.

We deal with around 2000 FOI/EIR requests for information each year, with
the cost to the Council (not to the customer) ranging between £25 and £450
per request. You may be able to find the information by checking previous
responses on our [1]Disclosure Log, the Council's Publication Scheme, or
by checking the Council's website at www.cornwall.gov.uk. Therefore if you
do subsequently find the information you require by this method and no
longer wish us to process your request, please do let us know.

Further information on the FOI process in general can be found at
[2]www.cornwall.gov.uk/foi

As personal information belongs to you have the right to:

We will only process the information input on this form to deal with your
Freedom of Information Request.

The information you provide may be shared across the various service areas
of Cornwall Council, as well as the Council's wholly owned Group of
Companies (such as Cormac, Cornwall Housing, Cornwall Airport Newquay &
Cornwall Development Company), in order to fully investigate and answer
the request.

You have a right to withdraw consent to your Freedom of information
request at at any time by contacting: Freedom of Information, New County
Hall, Treyew Road, Truro, TR1 3AY or [3][Cornwall Council request email]

If you would like to access any of the information we hold about you or
have concerns regarding the way we have processed your information, please
contact: Data Protection Officer, Cornwall Council, County Hall, Truro,
TR1 3AY.

Email: [4][email address] Tel: 01872 326424

We would prefer you to contact us in the first instance to give us the
opportunity to see if we can put things right. However, if you are unhappy
with the way we have processed your information, or how we have responded
to your request to exercise any of your rights in relation to your data,
you can raise your concerns direct with the Information Commissioner's
Office.

Tel: 0303 123 1113
Web: [5]https://ico.org.uk/concerns/

Further details can be found on the full [6]privacy policy.

This e-mail and attachments are intended for above named only and may be
confidential. If they have come to you in error you must take no action
based on them, nor must you copy or show them to anyone; please e-mail us
immediately at [email address]. Please note that this e-mail may
be subject to recording and/or monitoring in accordance with the relevant
legislation and may need to be disclosed under the Freedom of Information
Act 2000 or the Environmental Information Regulations 2004. Security
Warning: It is the responsibility of the recipient to ensure that this
e-mail and any attachments are virus free. The Authority will not accept
liability for any damage caused by a virus.

References

Visible links
1. Disclosure Log - Opens in a new browser window
http://www.cornwall.gov.uk/council-and-d...
2. Data Protection and Freedom of Information - Opens in a new browser window
http://www.cornwall.gov.uk/foi
3. Email Freedom of Information
mailto:[Cornwall Council request email]?Subject=Freedom%20Of%20Information
4. Email Data Protection Officer
mailto:[email address]?Subject=Data%20Protection
5. Information Commissioner - Opens in a new browser window
https://ico.org.uk/concerns/
6. Privacy Policy - Opens in a new browser window
https://www.cornwall.gov.uk/council-and-...

Freedom Of Information Mail, Cornwall Council

Information Classification: CONTROLLED

Dear Sir,

Thank you for your FOI request dated 17 July 2020.

In order for us to complete your request and provide a response, we need to clarify the information that you require as we are not entirely clear on aspects of your request.

Therefore please could you expand on your term ‘digital records’. Please can you specify what you mean by this. We can then target the relevant data we hold to process your request.

Please note that until we receive your response, we will not be able to start processing your request, and the 20 working day limit will not begin. If we do not receive a response to this letter within one month of the above date, we will assume that you no longer require this information. Otherwise we look forward to receiving your response and completing your request as soon as possible.

Cornwall Council is committed to open and transparent government and provides information to members of the public about all aspects of the authority.

We deal with around 2000 FOI/EIR requests for information each year, with the cost to the Council ranging between £25 and £450 per request. You may be able to find the information by checking previous responses on our Disclosure Log, the Council’s Publication Scheme, or by checking the Council’s website at www.cornwall.gov.uk. Therefore if you do subsequently find the information you require by this method and no longer wish us to process your request, please do let us know.

If you wish to complain about the way the Council is dealing with your request, please write to:

Freedom of Information Complaints
Cornwall Council
Room 4N
County Hall
Treyew Road
Truro
TR1 3AY

Email: [Cornwall Council request email]

If this does not resolve the matter to your satisfaction, you have the right to apply directly to the Information Commissioner's Office, their contact details are:
FOI/EIR Complaints Resolution
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Email: [email address]
Thanks

Marc

Marc Allen | Information Management Advisor Cornwall Council | Corporate & Information Governance | Assurance Service [email address] | Tel: 01872 322647 | Int: 492647 www.cornwall.gov.uk | ‘Onen hag oll’
4N, New County Hall, Treyew Road, Truro, Cornwall, TR1 3AY Please note I do not work Mondays Please can you use the [email address] email address for all future enquiries relating to the current covid-19 pandemic. This will enable the issues you have raised to be considered fully in line with the most recent guidance.

dangos adrannau a ddyfynnir

Dear Freedom Of Information Mail,

By Digital Record, I mean Data or information that has been captured and fixed for storage and manipulation in
an automated system and that requires the use of the system to render it intelligible by a person.

Yours sincerely,

Daniel Hill

Freedom Of Information Mail, Cornwall Council

2 Atodiad

Information Classification: CONTROLLED

Dear Mr Hill,

 

Please find attached a letter formally enclosing the Council’s response to
your request for information under the Freedom of Information Act.

 

Kind regards

 

Marc Allen | Information Management Advisor

Cornwall Council | Corporate & Information Governance | Customer Access &
Digital Services

[1][email address] | Tel: 01872 322647 | Int: 492647

[2]www.cornwall.gov.uk | ‘Onen hag oll’

4N, New County Hall, Treyew Road, Truro, Cornwall, TR1 3AY

Please note I do not work Mondays

 

 

 

 

 

This e-mail and attachments are intended for above named only and may be
confidential. If they have come to you in error you must take no action
based on them, nor must you copy or show them to anyone; please e-mail us
immediately at [email address]. Please note that this e-mail may
be subject to recording and/or monitoring in accordance with the relevant
legislation and may need to be disclosed under the Freedom of Information
Act 2000 or the Environmental Information Regulations 2004. Security
Warning: It is the responsibility of the recipient to ensure that this
e-mail and any attachments are virus free. The Authority will not accept
liability for any damage caused by a virus.

References

Visible links
1. mailto:[email address]
2. http://www.cornwall.gov.uk/