Records Management and Data Protection Statistics

Daniel Hill made this Rhyddid Gwybodaeth request to Aberdeen City Council as part of a batch sent to 64 authorities

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Roedd y cais yn llwyddiannus.

Dear Aberdeen City 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 Enquiries, Aberdeen City Council

2 Atodiad

Dear Mr Hill,

 

Information enquiry reference FOI-20-0709.

 

Thank you for your recent request for information, which we received on 17
July 2020. 

 

The scheduled date for our response to your request for information is on
or before 17 August 2020.

 

Aberdeen City Council are prioritising resources to support vulnerable
citizens and essential services. As a result, we may not be able to
respond to your information request within statutory timescales. We will
keep you updated with the progress of your request. We thank you for your
patience.

 

Please refer to [1]FOISA reviews & appeals and [2]Your Data for more
information about your rights under FOISA.

 

Please do not hesitate to contact us should you have any queries in the
meantime.

 

Yours sincerely,

 

 

[3]ACC_Crest_for mac Anna Buchan | Access to Information Officer
email
Aberdeen City Council | Access to Information Team |
Customer Feedback |Customer

Marischal College | Business Hub 6 | 1^st Floor  |
Broad Street | Aberdeen | AB10 1AB

 

Dial: 01224 522166

[4]www.aberdeencity.gov.uk | Twitter: @AberdeenCC |
Facebook.com/AberdeenCC

 

                                              

 

IMPORTANT NOTICE: This e-mail (including any attachment to it) is
confidential, protected by copyright and may be privileged. The
information contained in it should be used for its intended purposes only.
If you receive this email in error, notify the sender by reply email,
delete the received email and do not make use of, disclose or copy it.
Whilst we take reasonable precautions to ensure that our emails are free
from viruses, we cannot be responsible for any viruses transmitted with
this email and recommend that you subject any incoming email to your own
virus checking procedures. Unless related to Council business, the
opinions expressed in this email are those of the sender and they do not
necessarily constitute those of Aberdeen City Council. Unless we expressly
say otherwise in this email or its attachments, neither this email nor its
attachments create, form part of or vary any contractual or unilateral
obligation. Aberdeen City Council's incoming and outgoing email is subject
to regular monitoring.

References

Visible links
1. https://www.aberdeencity.gov.uk/services...
2. https://www.aberdeencity.gov.uk/your-dat...
4. http://www.aberdeencity.gov.uk/

Foi Enquiries, Aberdeen City Council

2 Atodiad

Dear Mr Hill,

 

Thank you for your request for information, made under Section 1(1) of the
Freedom of Information (Scotland) Act (FOISA), and received on 17 July
2020.

 

We would like to ask you to clarify your request so that we can identify
and locate the information which you have requested. Under Section 1(3) of
the FOISA, we do not have to supply you with the requested information
until you have provided us with more detail in this respect.

 

Our Data Protection Officer would be happy to discuss your request with
you to help frame your request so that you receive the most helpful
response to the questions below, please do just get in touch if this is
something you would to pursue.

 

Data Protection Based Questions

 

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?

We would be most grateful if you could provide further detail on the sort
of information you are looking for?  Are you interested in which systems
ACC used up to 2017 and up to 2019 but stopped using at some point within
2017 and 2019?

 

Records Management

 

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?

Please could you confirm whether you mean corporate EDRM or any line of
business system with document management functionality?

 

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

Please state figure here:

Please could you confirm what you mean by storage facilities – does this
question relate to a corporate EDRM only?  If not, please can you clarify
how you would like us to interpret storage facilities?

 

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

Please state figure here:

Please could you clarify what you mean by system – does this question
relate to a corporate EDRM only?  If not, please can you clarify how you
would like us to interpret system.

 

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

Please state figure here:

Please could you clarify what you mean by system – does this question
relate to a corporate EDRM only?  If not, please can you clarify how you
would like us to interpret system.

 

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

Please state figure here:

Please could you clarify how you would like us to interpret storage
facility – does this relate to documents stored in all
buildings/office/schools? Or to Archival stores, or to specific off site
records management stores?

 

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:

Please could you clarify how you would like us to interpret digital
record. Does this only relate to a corporate EDRM solution? We have many
different systems and records is not a term used consistently across them.

 

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:

Please could you clarify what you mean by captured/registered. Do you mean
accessioned to an specific off-site records management store, or
accessioned to an archival store or something else? 

 

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:

Please clarify whether you are interested in paper-based files and/or
boxes disposed of from off-site records management storage or something
else?  Information will routinely be disposed of through the Council’s
confidential waste from offices and other council work places.

 

Clarifying these points will help us to be sure we are providing, where
possible, the information you are interested in. Please note we will keep
your request on file for 20 working days whilst we await your
clarification. It can often be helpful to discuss your request with a
member of our team who may be able to help you frame your request or
explain more about how ACC holds its information; if this is something you
feel may be helpful please do call us, and we will be happy to assist you.

 

Please refer to [1]FOISA reviews & appeals and [2]Your Data for more
information about your rights under FOISA.

 

We look forward to hearing from you.

 

Yours sincerely,

 

 

[3]ACC_Crest_for mac Anna Buchan | Access to Information Officer
email
Aberdeen City Council | Access to Information Team |
Customer Feedback |Customer

Marischal College | Business Hub 6 | 1^st Floor  |
Broad Street | Aberdeen | AB10 1AB

 

Dial: 01224 522166

[4]www.aberdeencity.gov.uk | Twitter: @AberdeenCC |
Facebook.com/AberdeenCC

 

                                              

 

IMPORTANT NOTICE: This e-mail (including any attachment to it) is
confidential, protected by copyright and may be privileged. The
information contained in it should be used for its intended purposes only.
If you receive this email in error, notify the sender by reply email,
delete the received email and do not make use of, disclose or copy it.
Whilst we take reasonable precautions to ensure that our emails are free
from viruses, we cannot be responsible for any viruses transmitted with
this email and recommend that you subject any incoming email to your own
virus checking procedures. Unless related to Council business, the
opinions expressed in this email are those of the sender and they do not
necessarily constitute those of Aberdeen City Council. Unless we expressly
say otherwise in this email or its attachments, neither this email nor its
attachments create, form part of or vary any contractual or unilateral
obligation. Aberdeen City Council's incoming and outgoing email is subject
to regular monitoring.

References

Visible links
1. https://www.aberdeencity.gov.uk/services...
2. https://www.aberdeencity.gov.uk/your-dat...
4. http://www.aberdeencity.gov.uk/

Dear Foi Enquiries,

Many thanks for your response

Yes that is the information I am interested in which systems ACC used up to 2017 and up to 2019 but stopped using at some point within 2017 and 2019

Yours sincerely,

Daniel Hill

Foi Enquiries, Aberdeen City Council

3 Atodiad

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Dear Mr Hill,

 

Thank you for your clarified request for information, made under Section
1(1) of the Freedom of Information (Scotland) Act (FOISA), and received on
30 July 2020.

 

We would like to ask you to clarify your request so that we can identify
and locate the information which you have requested. Under Section 1(3) of
the FOISA, we do not have to supply you with the requested information
until you have provided us with more detail in this respect.

 

Questions 13-20 and Questions 23-24

We would be grateful if you could confirm the information you are looking
for under your Questions 13-20 and Questions 23-24 – please see the
attached email.

 

Clarifying these points will help us to be sure we are providing, where
possible, the information you are interested in. Please note we will keep
your request on file for 20 working days whilst we await your
clarification. It can often be helpful to discuss your request with a
member of our team who may be able to help you frame your request or
explain more about how ACC holds its information; if this is something you
feel may be helpful please do call us, and we will be happy to assist you.

 

Please refer to [1]FOISA reviews & appeals and [2]Your Data for more
information about your rights under FOISA.

 

We look forward to hearing from you.

 

Yours sincerely,

 

[3]ACC_Crest_for mac Anna Buchan | Access to Information Officer
email
Aberdeen City Council | Access to Information Team |
Customer Feedback |Customer

Marischal College | Business Hub 6 | 1^st Floor  |
Broad Street | Aberdeen | AB10 1AB

 

Dial: 01224 522166

[4]www.aberdeencity.gov.uk | Twitter: @AberdeenCC |
Facebook.com/AberdeenCC

 

                                              

 

IMPORTANT NOTICE: This e-mail (including any attachment to it) is
confidential, protected by copyright and may be privileged. The
information contained in it should be used for its intended purposes only.
If you receive this email in error, notify the sender by reply email,
delete the received email and do not make use of, disclose or copy it.
Whilst we take reasonable precautions to ensure that our emails are free
from viruses, we cannot be responsible for any viruses transmitted with
this email and recommend that you subject any incoming email to your own
virus checking procedures. Unless related to Council business, the
opinions expressed in this email are those of the sender and they do not
necessarily constitute those of Aberdeen City Council. Unless we expressly
say otherwise in this email or its attachments, neither this email nor its
attachments create, form part of or vary any contractual or unilateral
obligation. Aberdeen City Council's incoming and outgoing email is subject
to regular monitoring.

References

Visible links
1. https://www.aberdeencity.gov.uk/services...
2. https://www.aberdeencity.gov.uk/your-dat...
4. http://www.aberdeencity.gov.uk/

Dear Foi Enquiries,

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?

Please could you confirm whether you mean corporate EDRM or any line of
business system with document management functionality? the corporate EDRM will be satisfactory please

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

Please state figure here:

Please could you confirm what you mean by storage facilities – does this
question relate to a corporate EDRM only? If not, please can you clarify
how you would like us to interpret storage facilities? - This relates to all electronic document record storage, however if that is too complex just the corporate EDRM will be satisfactory

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

Please state figure here:

Please could you clarify what you mean by system – does this question
relate to a corporate EDRM only? If not, please can you clarify how you
would like us to interpret system - This relates to the corporate EDRM please

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

Please state figure here:

Please could you clarify what you mean by system – does this question
relate to a corporate EDRM only? If not, please can you clarify how you
would like us to interpret system. This relates to the corporate EDRM please

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

Please state figure here:

Please could you clarify how you would like us to interpret storage
facility – does this relate to documents stored in all
buildings/office/schools? Or to Archival stores, or to specific off site
records management stores? In both the archive stores and off site RM stores. However if too complex, just off site RM stores will be satisfactory

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:

Please could you clarify how you would like us to interpret digital
record. Does this only relate to a corporate EDRM solution? We have many
different systems and records is not a term used consistently across them. - This relates to any digital record inputted into the system, however the corporate EDRM will be satisfactory if the previous is too complex. Digital record- I refer to either copies of physical records or born digital records captured into a system (record definition-formation created, received, and maintained as evidence and as an asset by an organization or person, in pursuit of legal obligations or in the transaction of business)

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:

Please could you clarify what you mean by captured/registered. Do you mean
accessioned to an specific off-site records management store, or
accessioned to an archival store or something else? - When I say captured or registered, I mean starts existing as a record, captured with metadata and logged into a system (see record definition above)

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:

Please clarify whether you are interested in paper-based files and/or
boxes disposed of from off-site records management storage or something
else? Information will routinely be disposed of through the Council’s
confidential waste from offices and other council work places. - I am referring to the disposal of logged records, however if the information is more accessible boxes will be satisfactory.

Hope this helps

Yours sincerely,

Daniel Hill

Foi Enquiries, Aberdeen City Council

Dear Mr Hill,

 

Information enquiry reference FOI-20-0709.

 

Many thanks for your recent clarification of your information request,
which we received on 10 August 2020.

 

The scheduled date for our response to your request for information is on
or before 7 September 2020.

 

Please refer to [1]FOISA reviews & appeals and [2]Your Data for more
information about your rights under FOISA.

 

Please do not hesitate to contact us should you have any queries in the
meantime.

 

Yours sincerely,

 

Grant Webster

Access to Information Officer

 

 

Grant Webster |Access to Information Officer

Aberdeen City Council | Access to Information Team | Customer Feedback
|Customer

Marischal College |Business Hub 6,  1st Floor South | Broad Street |
Aberdeen | AB10 1AQ

 

Dial: 01224 522166

[3]www.aberdeencity.gov.uk | Twitter: @AberdeenCC |
Facebook.com/AberdeenCC

 

IMPORTANT NOTICE: This e-mail (including any attachment to it) is
confidential, protected by copyright and may be privileged. The
information contained in it should be used for its intended purposes only.
If you receive this email in error, notify the sender by reply email,
delete the received email and do not make use of, disclose or copy it.
Whilst we take reasonable precautions to ensure that our emails are free
from viruses, we cannot be responsible for any viruses transmitted with
this email and recommend that you subject any incoming email to your own
virus checking procedures. Unless related to Council business, the
opinions expressed in this email are those of the sender and they do not
necessarily constitute those of Aberdeen City Council. Unless we expressly
say otherwise in this email or its attachments, neither this email nor its
attachments create, form part of or vary any contractual or unilateral
obligation. Aberdeen City Council's incoming and outgoing email is subject
to regular monitoring.

References

Visible links
1. https://www.aberdeencity.gov.uk/services...
2. https://www.aberdeencity.gov.uk/your-dat...
3. http://www.aberdeencity.gov.uk/

Foi Enquiries, Aberdeen City Council

2 Atodiad

Dear Mr Hill,  

 

Please accept our sincerest apologies that we have failed to respond to
your information request within the statutory deadline. 

 

We are endeavouring to ensure you receive a response within the next 5
working days, but would like to take this opportunity to advise you that,
as we have missed the statutory deadline for responding, you are entitled
to request a review.  More information about requesting a review is
included in the Further Information section, below.

 

FURTHER INFORMATION

 

If ACC has failed to respond to your information request within the
statutory 20 working days you can submit a complaint or request a review
of our response. You should do this within 40 working days after receipt
of this information. To complain or request a review, please write to:

 

Access to Information Team
Customer Feedback
Corporate Experience
Aberdeen City Council
1^st Floor South

Business Hub 6

Marischal College
Broad Street
ABERDEEN AB10 1AB

Email: [1][Aberdeen City Council request email]

Your request for review must include your name, an address, and your
reason(s) for requesting a review. You should also include the reference
number for your original request for information.

               

If you are not satisfied with the outcome of your request for review, you
can apply directly to the Office of the Scottish Information Commissioner
(OSIC) for a decision. Generally, OSIC cannot make a decision unless you
have been through the Council’s review procedure. The Scottish Information
Commissioner can be contacted at:

 

The Office of the Scottish Information Commissioner

Kinburn Castle

Doubledykes Road

St Andrews

Fife

KY16 9DS

[2]www.itspublicknowledge.info

 

Should you wish to appeal against the Scottish Information Commissioner's
decision, there is an appeal to the Court of Session on a point of law
only. Any such appeal must be made within 42 days after the date of the
decision has been issued.

 

Yours sincerely,

 

 

[3]ACC_Crest_for mac Anna Buchan | Access to Information Officer
email
Aberdeen City Council | Access to Information Team |
Customer Feedback |Customer

Marischal College | Business Hub 6 | 1^st Floor  |
Broad Street | Aberdeen | AB10 1AB

 

Dial: 01224 522166

[4]www.aberdeencity.gov.uk | Twitter: @AberdeenCC |
Facebook.com/AberdeenCC

 

                                              

 

IMPORTANT NOTICE: This e-mail (including any attachment to it) is
confidential, protected by copyright and may be privileged. The
information contained in it should be used for its intended purposes only.
If you receive this email in error, notify the sender by reply email,
delete the received email and do not make use of, disclose or copy it.
Whilst we take reasonable precautions to ensure that our emails are free
from viruses, we cannot be responsible for any viruses transmitted with
this email and recommend that you subject any incoming email to your own
virus checking procedures. Unless related to Council business, the
opinions expressed in this email are those of the sender and they do not
necessarily constitute those of Aberdeen City Council. Unless we expressly
say otherwise in this email or its attachments, neither this email nor its
attachments create, form part of or vary any contractual or unilateral
obligation. Aberdeen City Council's incoming and outgoing email is subject
to regular monitoring.

References

Visible links
1. mailto:[Aberdeen City Council request email]
2. http://www.itspublicknowledge.info/
4. http://www.aberdeencity.gov.uk/

Foi Enquiries, Aberdeen City Council

2 Atodiad

Dear Mr Hill,

 

Thank you for your clarified information request of 10 August 2020 and
please accept our apologies for delay in providing the response to you. 
Aberdeen City Council (ACC) has completed the necessary search for the
information requested. Our response is now detailed below.

 

Data Protection Based Questions

 

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

Yes, ACC has an Information Governance – Data Protection Team.

 

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

Yes.

 

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

Yes, data protection policy is incorporated in our Corporate Information
Policy:
[1]https://www.aberdeencity.gov.uk/your-dat....

 

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

The policy is subject to annual review.

 

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

ACC recorded receipt of 161 Subject Access Requests in 2017.

 

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

268 Subject Access Requests were received between January and December
2019.

 

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

87%.

 

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

We do not hold the figure represented in this way.  However, under our
duty to provide advice and assistance, subject to the response to Question
5, around 13% were completed after the 40-day deadline.

 

We are unable to provide you with information on the percentage of total
Subject Access Requests completed after the extension in 2017 as it is not
held by ACC.  In order to comply with our obligations under the terms of
Section 17 of the FOISA, we hereby give notice that this information is
not held by us. 

 

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

52% 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?

7% of Subject Access Requests had a 2 month extension applied in line with
the Data Protection Act guidance.

 

Of the 7%, 100% were completed.

 

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

The Information Governance – Data Protection Team did not keep a register
of Data Protection Impact Assessments prior to 2018. Data Protection
Impact Assessments were part of the committee reporting process for all
committees prior to 2018.

 

We are unable to provide you with information on the number of Data
Protection Impact Assessments the Local Authority conducted in 2017 as it
is not held by ACC.  In order to comply with our obligations under the
terms of Section 17 of the FOISA, we hereby give notice that this
information is not held by us. 

 

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

The Information Governance – Data Protection Team keeps a register of Data
Protection Impact Assessments. The register has 51 entries for Data
Protection Impact Assessments dated 2019.

 

11) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2017? I am
interested in which systems ACC used up to 2017 and up to 2019 but stopped
using at some point within 2017 and 2019.

We are unable to provide you with information on the number of systems
which process personal information had ACC stopped using and storing
personal data on in 2017 as it is not recorded and therefore not held by
ACC.  In order to comply with our obligations under the terms of Section
17 of the FOISA, we hereby give notice that this information is not held
by us. 

 

12) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019? I am
interested in which systems ACC used up to 2017 and up to 2019 but stopped
using at some point within 2017 and 2019.

We are unable to provide you with information on the number of systems
which process personal information had ACC stopped using and storing
personal data on in 2019 as it is not recorded and therefore not held by
ACC.  In order to comply with our obligations under the terms of Section
17 of the FOISA, we hereby give notice that this information is not held
by us. 

 

Records Management

 

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

Yes – ACC has a Records Management Plan, as required by the Public Records
(Scotland) Act 2011 (PRSA). Records Management is also part of our
Corporate Information Policy.

 

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

The Corporate Information Policy is subject to annual review. The Records
Management Plan is updated every 5 years, through submission to the Keeper
of the Records of Scotland. A self-assessment review of the Records
Management Plan is submitted to the PRSA assessment team on an annual
basis.

 

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

Yes, ACC has a corporate Records Retention & Disposal Schedule.

 

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

Our Records Retention & Disposal Schedule is updated annually and on an
ad-hoc basis as a need arises.

 

15) Does your authority have an Electronic Document Record Keeping (or
management) System?  The corporate EDRM will be satisfactory please.

No.

 

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

Not applicable, please see response above.

 

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

Not applicable, please see response above.

 

16) How many digital records does your organisation have captured in your
storage facilities currently? This relates to all electronic document
record storage, however if that is too complex just the corporate EDRM
will be satisfactory. Please state figure here:

Not applicable with regards to a corporate EDRM system, please see
response above.

 

17) What is the electronic volume (Mbytes) of digital information in your
organisation’s system currently? This relates to the corporate EDRM
please.  Please state figure here:

Not applicable, please see response to Question 15 above.

 

18) How many digital records does your organisation have captured into
your system currently? This relates to the corporate EDRM please.  Please
state figure here:

Not applicable, please see response to Question 15 above.

 

19) How many paper-based files/documents and/or boxes does your
organisation have in your storage facilities currently? Clarification: In
both the archive stores and off site RM stores. However if too complex,
just off site RM stores will be satisfactory. Please state figure here:

Corporate Store holds 12,304 archive boxes.

 

Social Work Records holds 7,450 archive boxes.

 

20) How many digital records were captured by your organisation in 2017?
Clarification: This relates to any digital record inputted into the
system, however the corporate EDRM will be satisfactory if the previous is
too complex. Digital record- I refer to either copies of physical records
or born digital records captured into a system (record
definition-formation created, received, and maintained as evidence and as
an asset by an organization or person, in pursuit of legal obligations or
in the transaction of business).  Please state figure here:

Not applicable with regards to a corporate EDRM system, please see
response to Question 15 above.

 

We are unable to provide you with information with regards to Social Work
Electronic Records broken down specifically to 2017, as the cost of
providing it has been calculated as being in excess of the statutory
maximum (£600).  To explain this, there are currently 20,158 Social Work
Electronic Records held with the Social Care Records Team, to identify the
year captured we would need to interrogate our SW Case Management System
for record start and end dates. This would require manually checking
20,158 records, taking 5 minutes per record, which equates to 1,680 hours,
at the cost of £25,200 in total.

 

In order to comply with our obligations under the terms of Section 16 of
the FOISA, we hereby give notice that we are refusing this part of your
request under the terms of Section 12 - Excessive Cost of Compliance - of
the FOISA.

 

We would be happy to discuss ways in which you may refine your request, so
we can provide some information of interest to you within the maximum cost
limits. Please do contact the Access to Information team, who will be
happy to advise you, if this is something you would like to pursue.

 

21) How many digital records were captured by your organisation in 2019?
Clarification: This relates to any digital record inputted into the
system, however the corporate EDRM will be satisfactory if the previous is
too complex. Digital record- I refer to either copies of physical records
or born digital records captured into a system (record
definition-formation created, received, and maintained as evidence and as
an asset by an organization or person, in pursuit of legal obligations or
in the transaction of business).  Please state figure here:

Please see response to Question 20 above.

 

We are unable to provide you with information with regards to Social Work
Electronic Records broken down specifically to 2019, as the cost of
providing it has been calculated as being in excess of the statutory
maximum (£600).  To explain this, there are currently 20,158 Social Work
Electronic Records held with the Social Care Records Team, to identify the
year captured we would need to interrogate our SW Case Management System
for record start and end dates. This would require manually checking
20,158 records, taking 5 minutes per record, which equates to 1,680 hours,
at the cost of £25,200 in total.

 

In order to comply with our obligations under the terms of Section 16 of
the FOISA, we hereby give notice that we are refusing this part of your
request under the terms of Section 12 - Excessive Cost of Compliance - of
the FOISA.

 

We would be happy to discuss ways in which you may refine your request, so
we can provide some information of interest to you within the maximum cost
limits. Please do contact the Access to Information team, who will be
happy to advise you, if this is something you would like to pursue.

 

22) How many paper-based records were captured/registered by your
organisation in 2017? Clarification: When I say captured or registered, I
mean starts existing as a record, captured with metadata and logged into a
system (see record definition above).  Please state figure here:

We are unable to provide you with information on the number of paper-based
records were captured/registered by your organisation in 2017?
Clarification: When I say captured or registered, I mean starts existing
as a record, captured with metadata and logged into a system (see record
definition above) as it is not recorded and therefore not held by ACC.  In
order to comply with our obligations under the terms of Section 17 of the
FOISA, we hereby give notice that this information is not held by us. 

 

23) How many paper-based records were captured/registered by your
organisation in 2019? Clarification: When I say captured or registered, I
mean starts existing as a record, captured with metadata and logged into a
system (see record definition above).  Please state figure here:

We are unable to provide you with information on the number of paper-based
records were captured/registered by your organisation in 2019?
Clarification: When I say captured or registered, I mean starts existing
as a record, captured with metadata and logged into a system (see record
definition above) as it is not recorded and therefore not held by ACC.  In
order to comply with our obligations under the terms of Section 17 of the
FOISA, we hereby give notice that this information is not held by us. 

 

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:

With regards to a corporate EDRM, this question is not applicable.  Please
see response to Question 15 above.

 

Due to the Scottish Child Abuse Inquiry, no Social Care records are being
destroyed during this period.

 

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:

With regards to a corporate EDRM, this question is not applicable.  Please
see response to Question 15 above.

 

Due to the Scottish Child Abuse Inquiry, no Social Care records are being
destroyed during this period.

 

26) How many paper-based files and/or boxes had your Local Authority
disposed of in 2017, based on your retention or disposal schedules.
Clarification: Information will routinely be disposed of through the
Council’s confidential waste from offices and other council work places. -
I am referring to the disposal of logged records, however if the
information is more accessible boxes will be satisfactory.  Please state
figure here:

Corporate Store disposed of 1180 archive boxes.

 

Social Work Records disposed of 2977 paper files which, due to Scottish
Child Abuse Investigation, these files have not been physically destroyed
but marked for deletion.

 

27) How many paper-based files and/or boxes had your Local Authority
disposed of in 2019, based on your retention or disposal schedules.
Clarification: Information will routinely be disposed of through the
Council’s confidential waste from offices and other council work places. -
I am referring to the disposal of logged records, however if the
information is more accessible boxes will be satisfactory. Please state
figure here:

Corporate Store disposed of 842 archive boxes.

 

Social Work Records disposed of 1635 paper files, which due to Scottish
Child Abuse Investigation, these files have not been physically destroyed
but marked for deletion.

 

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

Please forward the survey to us.

 

INFORMATION ABOUT THE HANDLING OF YOUR REQUEST

 

We handled your request for information in accordance with the provisions
of the Freedom of Information (Scotland) Act 2002. Please refer to
[2]FOISA reviews & appeals and [3]Your Data for more information about
your rights under FOISA.

 

We hope this helps with your request.

 

Yours sincerely,

 

 

[4]ACC_Crest_for mac Anna Buchan | Access to Information Officer
email
Aberdeen City Council | Access to Information Team |
Customer Feedback |Customer

Marischal College | Business Hub 6 | 1^st Floor  |
Broad Street | Aberdeen | AB10 1AB

 

Dial: 01224 522166

[5]www.aberdeencity.gov.uk | Twitter: @AberdeenCC |
Facebook.com/AberdeenCC

 

                                              

 

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