Records Management and Data Protection Statistics

The request was successful.

Dear East Hertfordshire District 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

eastherts@infreemation.co.uk, East Hertfordshire District Council

Thank you for your email.
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eastherts@infreemation.co.uk, East Hertfordshire District Council

Thank you for your request for information, this has now been processed
and the information that we hold is enclosed.

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?

Whenever necessary if there are changes in the regulations or if there are
found to be shortcomings etc

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

16

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

10

5) What percentage of Subject Access Requests were completed within the
40-day deadline in 2017? 93.75%

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

6.25%

7) What percentage of Subject Access Requests were completed within the
one month deadline in 2019? 90%

 

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

10%

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

1

10) How many Data Protection Impact Assessments had your Local Authority
conducted in 2019? 0

11) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2017? For
enquiries relating to information technology please contact Stevenage
borough council who are the lead authority for the shared IT service

 

12) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019? For
enquiries relating to information technology please contact Stevenage
borough council who are the lead authority for the shared IT service

 

Records Management

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

Yes

 

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

When there are changes in regulations or when there is proven to be a
shortcoming of the current system

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

Yes

 

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

When there are changes in regulations or when there is proven to be a
shortcoming of the current system

 

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

 

Yes

Yes, multiple

No

For enquiries relating to information technology please contact Stevenage
borough council who are the lead authority for the shared IT service

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:For enquiries relating to information technology
please contact Stevenage borough council who are the lead authority for
the shared IT service

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

Please state figure here:For enquiries relating to information technology
please contact Stevenage borough council who are the lead authority for
the shared IT service

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

Please state figure here:For enquiries relating to information technology
please contact Stevenage borough council who are the lead authority for
the shared IT service

 

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

Please state figure here:2045 boxes

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

Please state figure here: For enquiries relating to information technology
please contact Stevenage borough council who are the lead authority for
the shared IT service

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

Please state figure here: For enquiries relating to information technology
please contact Stevenage borough council who are the lead authority for
the shared IT service

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

Please state figure here: We do not record this figure

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

Please state figure here: We do not record this figure

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:For enquiries relating to information technology
please contact Stevenage borough council who are the lead authority for
the shared IT service

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:For enquiries relating to information technology
please contact Stevenage borough council who are the lead authority for
the shared IT service

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: We do not record this figure

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: We do not record this figure

 

I also have an opinion-based question survey regarding this topic. Would
you be happy with me following up regarding this? Please indicate:

No

To contact Stevenage Borough Council who, as part of a shared services
agreement, are responsible for IT. Your request should be sent
to [1][email address]

 Further contact details
are: [2]https://eforms.stevenage.gov.uk/ufs/ufsm...

Or in writing to:

Legal Services
Stevenage Borough Council,
Daneshill House
Danestrete
Stevenage
Herts
SG1 1HN

If you have any queries or complaint about the processing of your request
please do not hesitate to contact me.

 

Alternatively for more information on the Freedom of Information Act
contact the Information Commissioner at:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone 0303 123 1113

https://ico.org.uk/

 

It is important that you include the above FOI reference number on all
correspondence related to this request.

 

Thank you for your request.

 

 

References

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1. mailto:[email address]
2. https://eforms.stevenage.gov.uk/ufs/ufsm...