Records Management and Data Protection Statistics

Daniel Hill made this Rhyddid Gwybodaeth request to Eastbourne Borough 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 Eastbourne Borough 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

Access to Information,



Thank you for your information request received today.

 

I am currently reviewing your request and investigating whether there is
any information available for disclosure.  The Council, in accordance with
Section 10 of the Freedom of Information Act 2000 (‘the Act’), will reply
to your request promptly and in any event not later than the twentieth
working day following the date of receipt. Subject Access Requests will be
responded to within one calendar month in line with the GDPR (General Data
Protection Regulation).

 

In accordance with section 8(1)(b) of the Act and related guidance from
the Information Commissioner’s Office, the Council reserves the right to
treat any request for information as invalid unless the requester supplies
their real name.  In such cases, the Council may request proof of
identity.

 

Kind Regards

 

 

Information Governance Officer

Lewes District Council and Eastbourne Borough Council

 

Access to Information,

1 Atodiad

Dear Mr. Hill,

 

Information Request:  EFOI 11607

 

I refer to your information request dated 17 July 2020 received in our
office on the same day.  

 

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 have carefully reviewed your request and investigated whether there is
any information disclosable to you. Unfortunately, the council is not able
to give you the information because it considers it is exempt from
disclosure. I have set out the reasons for this decision below.

 

Due to the volume of information you have requested the council has
determined that it is unable to provide you with this information we
consider this information to be exempt under Section 12(1) of the Freedom
of Information Act 2000.

 

Section 12(1) states:

 

The general right of access to information held by public authorities does
not oblige a public authority to comply with a request for information if
the authority estimates that the cost of complying with the request would
exceed the ‘appropriate limit’.

 

The ‘appropriate limit’ has been determined by the Lord Chancellor and is
currently set at £450 for a local authority. This figure equates to a
maximum of 18 hours officer time, excluding disbursement costs, before the
local authority has the choice to either commence charging at £25 per
additional hour or not to respond to the request.

 

The council’s current policy is not to proceed with requests if they
exceed the ‘appropriate limit’. However, this does not indicate that the
council is not willing to respond to your request. If you were able to
modify your request in order to bring it below the appropriate limit by
being more specific about the parameters of your question the council
would be happy to provide an answer.

 

To provide the information you have requested in the Records Management
section of your request would far exceed the allowed time.

All applicants have a 'right of appeal'.  An appeal should be focused on
the original request and should identify how the council’s response failed
to answer your Information Request.  Appeals must be made in writing (or
e-mail) within 40 working days of receipt of this response and addressed
to the Information Governance Appeals Officer, to the address below.

 

Information Governance Appeals Officer

Lewes District Council and Eastbourne Borough Council

1 Grove Road

EASTBOURNE

BN21 4TW

 

Email: [1][email address]

 

If you are not content with the outcome of your appeal, you may apply
directly to the Information Commissioner for a decision. Generally, the
Information Commissioner’s Office (ICO) cannot make a decision unless you
have already exhausted the internal appeals procedure provided by the
Council’s Appeals Officer.  Further appeals should be sent to the
Information Commissioner for review at:

 

Information Commissioner's Office
Wycliffe House

Water Lane
WILMSLOW

SK9 5AF

 

Telephone: 01625 545700

Facsimile:   01625 545510

E-mail:      [2][email address]

 

Please contact me again, quoting your reference number, if you require any
further assistance with your current request and I will do my best to
provide the relevant help and advice. 

 

Yours sincerely

 

 

Regards,

Kevin Rance
Information Governance Officer

Tel: +44(0)1273 471600

[3][email address]

Lewes and Eastbourne Legal Services acting on behalf of Lewes District
Council and Eastbourne Borough Council

 

Lewes District Council: Southover House, Southover Road, Lewes BN7 1AB 
[4]www.lewes-eastbourne.gov.uk. Minicom 01273 484488

Eastbourne Borough Council: 1 Grove Road, Eastbourne BN21 4TW 
[5]www.lewes-eastbourne.gov.uk. Text Relay 18001 01323 410000

 

[6]cid:image003.jpg@01D1E9A6.A42E8490

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This email is confidential and for the exclusive use of the above named
addressee(s) or an authorised agent. If you are not the intended
recipient(s), you are prohibited from copying, distributing,
disseminating, or in any other way using the content of this email. If you
have received this email in error, please contact the sender using the
contact details given above.

All our Network computers operate virus-scanning but we make no guarantee
that any attachment to this email is free from computer viruses. You are
advised to check all attachments using your own virus-scanning software
before opening or executing them.

All written communications sent by and to Eastbourne Borough Council are
subject to the Freedom of Information Act 2000. You should therefore be
aware that this email or the information contained in it may be disclosed
without notice to a third party making a request for information about the
subject matter of this email.

 

 

References

Visible links
1. mailto:[email address]
2. mailto:[email address]
3. mailto:[email address]
4. http://www.lewes-eastbourne.gov.uk/
5. http://www.lewes-eastbourne.gov.uk/

Dear Access to Information,

Many thanks for your time

No problem, I have filtered the list of questions, if there are any further issues please let me know:

1) 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?

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

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

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

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

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

9) Does your Local Authority have a retention or disposal schedule?
Yes
No
a. If yes, how often does your Local Authority update its retention or disposal schedule?

10) 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?
12) How many digital records/documents did your Local Authority dispose of in 2017, according to your retention or disposal schedules?
Please state figure here:
13) How many digital records/documents did your Local Authority dispose of in 2019, according to your retention or disposal schedules?
Please state figure here:
14) How many paper-based records were captured/registered by your organisation in 2017?
Please state figure here:
15) How many paper-based records were captured/registered by your organisation in 2019?
Please state figure here:
16) 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:
17) 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:

Yours sincerely,

Daniel Hill

Access to Information,

1 Atodiad

Dear Mr. Hill,

 

Information Request:  EFOI 11697

 

Thank you for your information request dated 23 July 2020 received in our
office on the same day.

 

I have reviewed your request and investigated whether there is any
information which can be disclosed to you.  Please find below the
information the council holds, and which I am pleased to provide to you.

 

Eastbourne
1) Does your Local Authority have a Data Yes
Protection policy? Yes/no
If yes, how often does your Local No set schedule
Authority update its Data Protection
policy?
2) In 2017, how many Subject Access 68*
Requests did your Local Authority receive?
3) In 2019, how many Subject Access 91
Requests did your Local Authority receive?
4) What percentage of Subject Access 65*
Requests were completed within the 40-day
deadline in 2017?
5) What percentage of total Subject Access 84
Requests were completed after extension in
2017?
6) What percentage of Subject Access 92.3%
Requests were completed within the one
month deadline in 2019?
7) What percentage of total Subject Access 7.7%
Requests were completed after extension in
2019?
8) Does your Local Authority have a No. The Council has a data
Records Management Policy? Yes/No retention, storage and disposal
policy
If yes, how often does your Local N/a
Authority update its Records Management
Policy?
9) Does your Local Authority have a Yes
retention or disposal schedule? Yes/No
If yes, how often does your Local Reviewed annually
Authority update its retention or disposal
schedule?
10) Does your authority have an Electronic No
Document Record Keeping (or management)
System? Yes/Yes Multiple/No
a)    If yes, what volume (Mbytes) of N/a
digital information was captured into this
system in 2017?
b)    If yes, what volume (Mbytes) of N/a
digital information was captured into this
system in 2019?
12) How many digital records/documents did Figures not held
your Local Authority dispose of in 2017,
according to your retention or disposal
schedules?
13) How many digital records/documents did Figures not held
your Local Authority dispose of in 2019,
according to your retention or disposal
schedules?
14) How many paper-based records were Figures not held
captured/registered by your organisation
in 2017?
15) How many paper-based records were Figures not held
captured/registered by your organisation
in 2019?
16) How many paper-based files and/or Figures not held
boxes had your Local Authority disposed of
in 2017, based on your retention or
disposal schedules:
17) How many paper-based files and/or Figures not held
boxes had your Local Authority disposed of
in 2019, based on your retention or
disposal schedules:

*From May 2017 only due to merging of systems

 

I trust that this deals with your enquiry to your satisfaction, but if you
feel that Eastbourne Borough Council has misunderstood or not responded
appropriately to your request, you have two courses of action:

 

o You can clarify the terms of your original request to allow this to be
looked at again  (if you expand your request this will be dealt with
as a new request)
o All applicants have a 'right of appeal'.  An appeal should be focused
on the original request and should identify how the council’s response
failed to answer your Information Request.  Appeals must be made in
writing (or e-mail) within 40 working days of receipt of this response
and addressed to the Information Governance Appeals Officer, to the
address below. 

 

Information Governance Appeals Officer

Lewes District Council and Eastbourne Borough Council

1 Grove Road

EASTBOURNE

BN21 4TW     

                                  

E-mail  : [1][email address]

 

After the council’s internal appeals procedure has been exhausted, a
further appeal about the same Information Request can be directed to the
Information Commissioner for adjudication.  Full details will be provided
should an appeal proceed to this stage.

 

Please note:

If you are considering re-using the information disclosed to you through
this request, for any purpose outside of what could be considered for
personal use, you are required under the Public Sector Re-use of
Information Regulations 2015 to make an Application for Re-use to the
organisation you have requested the information from.  Applications for
Re-Use should be directed to the address detailed in the footer below.

 

Please contact me again, quoting your reference number, if you require any
further assistance with your current request and I will do my best to
provide the relevant help and advice.

 

Yours sincerely

 

 

Regards,

Kevin Rance
Information Governance Officer

Tel: +44(0)1273 471600

[2][email address]

Lewes and Eastbourne Legal Services acting on behalf of Lewes District
Council and Eastbourne Borough Council

 

Lewes District Council: Southover House, Southover Road, Lewes BN7 1AB 
[3]www.lewes-eastbourne.gov.uk. Minicom 01273 484488

Eastbourne Borough Council: 1 Grove Road, Eastbourne BN21 4TW 
[4]www.lewes-eastbourne.gov.uk. Text Relay 18001 01323 410000

 

[5]cid:image003.jpg@01D1E9A6.A42E8490

Save a tree… please do not print this email unless you really need to

This email is confidential and for the exclusive use of the above named
addressee(s) or an authorised agent. If you are not the intended
recipient(s), you are prohibited from copying, distributing,
disseminating, or in any other way using the content of this email. If you
have received this email in error, please contact the sender using the
contact details given above.

All our Network computers operate virus-scanning but we make no guarantee
that any attachment to this email is free from computer viruses. You are
advised to check all attachments using your own virus-scanning software
before opening or executing them.

All written communications sent by and to Eastbourne Borough Council are
subject to the Freedom of Information Act 2000. You should therefore be
aware that this email or the information contained in it may be disclosed
without notice to a third party making a request for information about the
subject matter of this email.

 

 

References

Visible links
1. mailto:[email address]
2. mailto:[email address]
3. http://www.lewes-eastbourne.gov.uk/
4. http://www.lewes-eastbourne.gov.uk/