Records Management and Data Protection Statistics

The request was successful.

Dear Thurrock 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

Information.Matters@thurrock.gov.uk, Thurrock Borough Council

Thank you for your email. 

 

Your enquiry is important to us and will be recorded and responded to in
line with respective timeframes.  Our team will monitor the progress of
your enquiry to ensure you receive a timely response.

 

In light of the latest coronavirus (COVID-19), the Council is naturally
prioritising its resources and services to ensure essential services are
delivered. With this in mind we may not be able to respond to you within
our standard timeframes. We will of course do our best to respond to you
as soon as we can and we will continue to update you.

 

Data Protection Statement

We will use your information to provide the service requested. We may
share your personal data between our services and with partner
organisations, such as government bodies and the police. We will do so
when it is of benefit to you, or required by law, or to prevent or detect
fraud. To find out more, go to thurrock.gov.uk/privacy. Get free internet
access at libraries and community hubs

 

Regards,

 

Michael Tighe 
Statutory & Corporate Complaints Manager

 

Disclaimer

The information in this e-mail and any attachment(s) are intended to be
confidential and may be legally privileged. Access to and use of its
content by anyone else other than the addressee(s) may be unlawful and
will not be recognised by Thurrock Council for business purposes. If you
have received this message by mistake, please notify the sender
immediately, delete it and do not copy it to anyone else. Thurrock Council
cannot accept any responsibility for the accuracy or completeness of this
message as it has been transmitted over a public network.

Any opinions expressed in this document are those of the author and do not
necessarily reflect the opinions of Thurrock Council.

Any attachment(s) to this message has been checked for viruses, but please
rely on your own virus checker and procedures.

Senders and recipients of e-mail should be aware that under the UK Data
Protection and Freedom of Information legislation these contents may have
to be disclosed in response to a request.

All e-mail sent to or from this address will be processed by Thurrock
Council's corporate e-mail system and may be subject to scrutiny by
someone other than the addressee.

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automatically archived by Mimecast Ltd, an innovator in Software as a
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References

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Information.Matters@thurrock.gov.uk, Thurrock Borough Council

1 Attachment

Dear Mr Hill,

 

Thank you for your recent communication which is being managed in line
with the Freedom of Information Act under the above reference number.  The
details of your request are outlined below together with the council’s
response.

 

Your request and Our Response

 

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

a. If yes, has it been set up since 2018? No

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? As and when legislation requires

3) In 2017, how many Subject Access Requests did your Local Authority
receive? This is publicly available through published reports – see link:
[1]https://democracy.thurrock.gov.uk/docume...

4) In 2019, how many Subject Access Requests did your Local Authority
receive? This is publicly available through published reports – see link:

[2]https://democracy.thurrock.gov.uk/docume...

5) What percentage of Subject Access Requests were completed within the
40-day deadline in 2017? Please see response to Question 3

6) What percentage of total Subject Access Requests were completed after
extension in 2017? Please see response to Question 3

7) What percentage of Subject Access Requests were completed within the
one month deadline in 2019? Please see response to Question 4

8) What percentage of total Subject Access Requests were completed after
extension in 2019? Please see response to Question 4

9) How many Data Protection Impact Assessments had your Local Authority
conducted in 2017? The council are in the process of creating a DPIA log
to capture all the DPIAs undertaken since May 2018. Prior to this date
DPIAs were not a mandated legal requirement as part of the Data Projection
Act, although we carried out a similar style check, the numbers were not
centrally recorded.

10) How many Data Protection Impact Assessments had your Local Authority
conducted in 2019? The above log, although currently not fully completed
states 18 were completed and approved in 2019, this number may increase as
completion of the log progresses.

 

11) Your organisation stopped using and storing personal data on in 2017?
None

12) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019? None

Records Management

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

13a. If yes, how often does your Local Authority update its Records
Management Policy? As and when legislation requires

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

14b. If yes, how often does your Local Authority update its retention or
disposal schedule? As and when legislation requires

 

15) Does your authority have an Electronic Document Record Keeping (or
management) System? Yes, multiple

15a) If yes, what volume (Mbytes) of digital information was captured into
this system in 2017? This information is not held

 

15b) If yes, what volume (Mbytes) of digital information was captured into
this system in 2019? This information is not held

16) How many digital records does your organisation have captured in your
storage facilities currently? Please state figure here: This information
is not held

 

17) What is the electronic volume (Mbytes) of digital information in your
organisation’s system currently? Please state figure here: This
information is not held

 

18) How many digital records does your organisation have captured into
your system currently? Please state figure here: This information is not
held

 

19) How many paper-based files/documents and/or boxes does your
organisation have in your storage facilities currently? Please state
figure here: 9692 boxes

 

20) How many digital records were captured by your organisation in 2017?
Please state figure here: This information is not held

 

21) How many digital records were captured by your organisation in 2019?
Please state figure here: This information is not held

 

22) How many paper-based records were captured/registered by your
organisation in 2017? Please state figure here: This information is not
held

 

23) How many paper-based records were captured/registered by your
organisation in 2019? Please state figure here: This information is not
held

 

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:  This information is not held

 

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: This information is not held

 

26) 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:  This information is not held

 

27) 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: 97 boxes

I also have an opinion-based question survey regarding this topic. Would
you be happy with me following up regarding this? Please indicate: No
thank you

 

With regards to Questions 15a-b, 16-18, 20-26, those specifically that
relate to digital records - unfortunately Thurrock Council are unable to
provide the information you have requested.  This is because we do not
hold this information as it is held by an external vendor.

 

You are free to use any information supplied to you for your own use,
including non-commercial research purposes.  However, any other type of
re-use, for example, by publishing the information or issuing copies to
the public will require the permission of the copyright owner.

 

Where the copyright is owned by Thurrock Council, you must apply to the
Council to re-use the information.  Please email
[3][Thurrock Borough Council request email] if you wish to re-use the
information you have been supplied. For information where the copyright is
owned by another person or organisation, you must apply to the copyright
owner to obtain their permission.

 

If you are dissatisfied with the way in which the council have managed
your FOI request you can pursue an Internal Review by contacting us using
the above email address.  Your request will be considered by the Strategic
Lead for Information Management who will update you with the outcome of
the review. 

 

If you remain unhappy following the outcome of your Internal Review you
may wish to refer your case to the Information Commissioner’s Office
(ICO), details of this organisation can be found at [4]www.ico.org.uk .
Please be advised that the ICO will not consider your case until they have
confirmation that you have already been through the Internal Review stage
with the council.

 

Many thanks

 

Tina Barrell

 

Tina Barrell l Complaints & Information Governance Assistant I HR, OD &
Transformation

[5]thurrock.gov.uk l ext: 64882

Thurrock Council, Civic Offices, New Road, Grays, Essex RM17 6SL

 

Please copy in [6][Thurrock Borough Council request email] in relation to all
FOI matters.

 

Thurrock: an ambitious and collaborative community which is proud of its
heritage and excited by its diverse opportunities and future

[7]cid:image002.png@01D542FF.BD4CAC30

Save time, do it online

[8]facebook.com/thurrockcouncil | [9]twitter.com/thurrockcouncil |
[10]https://www.thurrock.gov.uk/access-to-in...

 

Disclaimer

The information in this e-mail and any attachment(s) are intended to be
confidential and may be legally privileged. Access to and use of its
content by anyone else other than the addressee(s) may be unlawful and
will not be recognised by Thurrock Council for business purposes. If you
have received this message by mistake, please notify the sender
immediately, delete it and do not copy it to anyone else. Thurrock Council
cannot accept any responsibility for the accuracy or completeness of this
message as it has been transmitted over a public network.

Any opinions expressed in this document are those of the author and do not
necessarily reflect the opinions of Thurrock Council.

Any attachment(s) to this message has been checked for viruses, but please
rely on your own virus checker and procedures.

Senders and recipients of e-mail should be aware that under the UK Data
Protection and Freedom of Information legislation these contents may have
to be disclosed in response to a request.

All e-mail sent to or from this address will be processed by Thurrock
Council's corporate e-mail system and may be subject to scrutiny by
someone other than the addressee.

This email has been scanned for viruses and malware, and may have been
automatically archived by Mimecast Ltd, an innovator in Software as a
Service (SaaS) for business. Providing a safer and more useful place for
your human generated data. Specializing in; Security, archiving and
compliance. To find out more [11]Click Here.

References

Visible links
1. https://democracy.thurrock.gov.uk/docume...
2. https://democracy.thurrock.gov.uk/docume...
3. mailto:[Thurrock Borough Council request email]
4. http://www.lgo.org.uk/
5. http://www.thurrock.gov.uk/
6. mailto:[Thurrock Borough Council request email]
8. http://facebook.com/thurrockcouncil
9. http://www.twitter.com/thurrockcouncil
10. https://www.thurrock.gov.uk/access-to-in...
11. http://www.mimecast.com/products/