Records Management and Data Protection Statistics

The request was successful.

Dear Swindon 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

Customer Services, Swindon Borough Council

Good Afternoon

Thank you for your Email

This has now been passed onto the Freedom Of Information Officer for your Response

Thank You

Chris Pugh

Customer Services

01793 445500

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Swindon Borough Council

[1]Swindon Borough Council
Dear Daniel Hill,

Case reference number: FOI003032

Thank you for your request. The Freedom of Information Act creates two
general rights in relation to information:

 1. The right to be told whether or not the information requested is
held
 2. The right to be given that information within 20 working days

A response to your request for information will be sent to you promptly;
and in any event no later than 17/08/2020. Please allow postal time.

If you have a My Account you can follow the progress of your request by
logging back in to your [2]Account. If you don't have an account and you
would like one, please [3]contact us and we will send you an invite to
My Account, so you can view your case.

Kind regards, 

Freedom of information officer
Swindon Borough Council

References

Visible links
1. https://myaccount.swindon.gov.uk/q
2. http://myaccount.swindon.gov.uk/q/login
3. mailto:[Swindon Borough Council request email]?subject=Invite%20to%20My%20Account

Sharon Druett, Swindon Borough Council

4 Attachments

 

Dear Daniel Hill,

 

Re: FOI003032 Freedom of Information Request

 

I acknowledge the receipt of your email letter that was received on 17^th
July, 2020. 

The Council has a duty to respond ‘promptly’, or no later than 20 working
days which in this case is 17^th August, 2020.

Please find the response to the following questions as highlighted below:

 

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
[1]https://www.swindon.gov.uk/downloads/fil...

No

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

 

3) In 2017, how many Subject Access Requests did your Local Authority
receive? - 65

 

4) In 2019, how many Subject Access Requests did your Local Authority
receive? - 168

 

5) What percentage of Subject Access Requests were completed within the
40-day deadline in 2017? – 95%

6) What percentage of total Subject Access Requests were completed after
extension in 2017? – 98%

 

7) What percentage of Subject Access Requests were completed within the
one month deadline in 2019? – 72%

 

8) What percentage of total Subject Access Requests were completed after
extension in 2019? – 95%

 

9) How many Data Protection Impact Assessments had your Local Authority
conducted in 2017? - 32

 

10) How many Data Protection Impact Assessments had your Local Authority
conducted in 2019? - 28

11) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2017? –
Information not recorded

 

12) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019? –
Information not recorded

 

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? – Whenever necessary

 

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? – Whenever necessary

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

 

Yes

Yes, multiple (Multiple systems have elements of EDM)

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

 

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

Please state figure here: This information us not recorded

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

Please state figure here: This information us not recorded

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

Please state figure here: This information us not recorded

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

Please state figure here: 17,500 boxes

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

Please state figure here: This information us not recorded

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

Please state figure here: This information us not recorded

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

Please state figure here: This information us not recorded

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

Please state figure here: This information us not recorded

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: This information us not recorded

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: This information us not recorded

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: 3200 boxes

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: 3700 boxes

 

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

 

If you are unhappy with the service you have received in relation to your
request and wish to make a review you should contact:

 

Customer Services

Civic Offices

Euclid Street

Swindon

[2][email address]

 

The complaints/review procedure involves a full review by the Information
Governance Manager, [3][email address]

 

 

If you are not content with the outcome of our conclusion, you may apply
directly to the Information Commissioner's Office for a decision before
contacting the Council. Generally, the ICO cannot make a decision unless
you have exhausted the Council's own complaints procedure.

 

The Information Officer can be contacted at :

 

The Information Commissioner's Office,

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

[4]https://ico.org.uk/

 

If you require any further information concerning this matter please
contact me quoting the reference number at the top of the email.

 

Yours sincerely,

 

Sharon Druett

 

 

 

Sharon Druett

Freedom of Information Officer

Information Governance

 

Information & Technology

Swindon Borough Council

[mobile number]

[5]www.swindon.gov.uk

 

[6]cid:image001.png@01D64961.E066D7E0   
[7]cid:image002.png@01D64961.E066D7E0     [8]instagram
96dpi                                                               
[9]cid:image004.png@01D66719.5F494910

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Swindon Borough Council

[1]Swindon Borough Council
Dear Daniel Hill,

Case reference number: FOI003032

An update to your freedom of information request has been recorded on
the case timeline. 

If you have a My Account you can follow the progress of your request by
logging back in to your [2]Account. If you don't have an account and you
would like one, please [3]contact us and we will send you an invite to
My Account, so you can view your case.

Kind regards,

Freedom of information officer
Swindon Borough Council

References

Visible links
1. https://myaccount.swindon.gov.uk/q
2. http://myaccount.swindon.gov.uk/q/login
3. mailto:[Swindon Borough Council request email]?subject=Invite%20to%20My%20Account