Current and historical Registers of Interest data

The request was refused by Glasgow City Council.

Dear Glasgow City Council,

Please treat this email as a Freedom of Information request.

I would like to receive a copy of the complete current local authority Register of Interest for all elected politicians in a machine-readable spreadsheet format such as a CSV file, including any additional information that may not be published on your website.

If you hold records relating to historical registers of interest for current and former elected politicians I would be grateful if you could also supply them.

I would also like to receive a copy of the complete current local authority Gifts and Hospitality Registers for all elected politicians in a machine-readable spreadsheet format, including any data that may not be published on your website.

If you hold historical records of gifts or hospitality received for current and former elected politicians I would be grateful if you could also supply them.

Lastly, if you hold a separate register of interests that records those declared at meetings, please also supply that register in a machine-readable spreadsheet format. Again, if you hold historical records of declarations that may not be published on your website, please supply details.

I would prefer not to receive the requested information in pdf format files.

If the requested information is published as open data, please could you supply the location where this data can be found.

I look forward to hearing from you in due course.

Yours faithfully,

Ally Tibbitt

Customer Care Centre, Glasgow City Council

New Service Request was submitted: RQST00007242443
You can simply reply to this Email, and your reply
will automatically be associated with this Service Request

show quoted sections

FOI_CCT, Glasgow City Council

1 Attachment

OFFICIAL

 

Dear Mr Tibbitt,

 

Thank you for your email received by the Council on 25 February 2020
requesting information under the Freedom of Information (Scotland) Act
2002.

 

Please find our response attached.

 

Yours sincerely,

 

 

 

Information and Data Protection Team

Chief Executive’s Department

Glasgow City Council

 

 

 

 

 

 

 

OFFICIAL

Glasgow - proud host of the 26th UN Climate Change Conference (COP26) -
UK2020.

Please print responsibly and, if you do, recycle appropriately. 

Disclaimer:
This email is from Glasgow City Council or one of its Arm’s Length
Organisations (ALEOs). Views expressed in this message do not necessarily
reflect those of the council, or ALEO, who will not necessarily be bound
by its contents. If you are not the intended recipient of this email (and
any attachment), please inform the sender by return email and destroy all
copies. Unauthorised access, use, disclosure, storage or copying is not
permitted. Please be aware that communication by internet email is not
secure as messages can be intercepted and read by someone else. We
therefore strongly advise you not to email any information which, if
disclosed to someone else, would be likely to cause you distress. If you
have an enquiry of this nature then please write to us using the postal
system. If you choose to email this information to us there can be no
guarantee of privacy. Any email, including its content, may be monitored
and used by the council, or ALEO, for reasons of security and for
monitoring internal compliance with the office policy on staff use. Email
monitoring or blocking software is also used. Please be aware that you
have a responsibility to make sure that any email you write or forward is
within the bounds of the law. Glasgow City Council, or ALEOs, cannot
guarantee that this message or any attachment is virus free or has not
been intercepted and amended. You should perform your own virus checks. 

 

Protective Marking

 

We are using protective marking software to mark all our electronic and
paper information based on its content, and the level of security it needs
when being shared, handled and stored. You should be aware of what these
marks mean for you when information is shared with you:  

 1. OFFICIAL SENSITIVE (plus one of four sub categories: Personal Data,
Commercial, Operational, Senior Management) - this is information
regarding the business of the council or of an individual which is
considered to be sensitive. In some instances an email of this
category may be marked as PRIVATE

 2. OFFICIAL - this is information relating to the business of the council
and is considered not to be particularly sensitive

 3. NOT OFFICIAL – this is not information about the business of the
council. 

For more information about the Glasgow City Council Protective Marking
Policy please visit [1]https://glasgow.gov.uk/protectivemarking

For further information and to view the council’s Privacy Statement(s),
please click on link below:[2]www.glasgow.gov.uk/privacy

References

Visible links
1. https://glasgow.gov.uk/protectivemarking
2. http://www.glasgow.gov.uk/privacy

Bob Packard left an annotation ()

Glasgow City Council state:

"The Council does hold records relating to the elected members for their registers of interest during the previous 2012-2017 term. It would appear however, that compliance with this part of your request would cost the Council more than the upper limit allowed by section 12(1) of the Act and the fees regulations made under the Act (this limit is currently £600). Accordingly we are unable to comply with this part of your request.

This is because these records and associated correspondence are archived and retained in paper format. To review, copy and redact all associated correspondence as requested would, in our opinion, cost more than the upper limit allowed by section 12(1) of the Act. The staff time charged reflects the true pay scale of the member(s) of staff who would be involved capped at a ceiling of £15/hour per member of staff."

This is somewhat surprising, given that they operate an Electronic Document Records Management System (EDRMS) known as Livelink (OpenText Content Server) which has contained all of the Council's business critical documentation for a number of years.

EDRMS complemented the "paper free" office that GCC introduced as part of their "Tomorrow's Office" programme.

The Council also operates a shared drive in nearly every business area, therefore, it seems highly implausible that the only version of these records which still exist is on paper.

You may wish to request an Internal Review and direct the Council's attention to their own Records Retention and Disposal Schedule [1], which states that they should hold data regarding the registers of interest for Elected Members for ten years (page 17); and has similar provisions for the Register of Gifts and Hospitality and Members Finance information.

[1] https://glasgow.gov.uk/rrds