Information Requests

Lorelai Myer made this Freedom of Information request to North Yorkshire County Council

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

The request was successful.

Dear North Yorkshire County Council,

Please can you provide me with all information you have regarding managing Subject Access Requests and Freedom of Information Requests within your organisation. Specifically, what are your policies, process maps, and guidance for dealing with these requests, and over the last financial year 2011-2012 how long on average did it take to complete the requests. This information can be provided with a monthly average, for example, September 2011 the average was 30 calendar days for SAR’s and 10 working days for FOI.

Can you also provide me with any training materials when hiring new staff within these teams, and lastly, please can you confirm whether your organisation is compliant in dealing with FOI’s and SAR’s on any documented reports for these acts.

Yours faithfully,

Lorelai Myer

Data Management Officer, North Yorkshire County Council

Dear Ms Myer

Thank you for your request for information under the Freedom Of Information Act 2000, of which we acknowledge receipt.

Your request has been passed to the appropriate officer to provide a response as soon as possible, and in any event within 20 working days, as required by the Act.

Kind regards

Paul Atkinson, for

Data Management Officer
North Yorkshire County Council
01609 533219 [email address]

show quoted sections

Data Management Officer, North Yorkshire County Council

9 Attachments

Dear Ms Myer

Thank you for your request dated 27 March 2012. Please find below the Council's response to your enquiries:

Please can you provide me with all information you have regarding managing Subject Access Requests and Freedom of Information Requests within your organisation. Specifically, what are your policies, process maps, and guidance for dealing with these Requests.

Please find the following key documents which are available to staff:
* Corporate data protection policy
* Corporate FOI policy
* Corporate guidance on drafting FOI responses
* FOI flowchart (from Act Now Training)
* Guidance on handling subject access requests (excluding social care)
* Policy and procedure on handling subject access requests (adult social care)
* Policy and procedure on handling subject access requests (children's social care)


Over the last financial year 2011-2012 how long on average did it take to complete the requests. This information can be provided with a monthly average, for example, September 2011 the average was 30 calendar days for SAR's and 10 working days for FOI.

FOI:
Apr - 11 days
May - 12 days
Jun - 12 days
Jul - 12 days
Aug - 11 days
Sep - 12 days
Oct - 12 days
Nov - 11 days
Dec - 12 days
Jan - 10 days
Feb - 12 days
Mar - 12 days

SAR:
I regret that I am unable to provide you with these figures as they are not recorded centrally. To collate the information you require we would have to locate and review all of the individual case files (over 160), which would take a considerable length of time as they are stored in many locations across the County and many will have been archived. The large amount of work involved would bring the cost of answering the request over the amount to which we are legally required to respond, ie the cost of locating and retrieving the information exceeds the 'appropriate limit' as stated in the Freedom Of Information (Fees and Appropriate Limit) Regulations 2004. I enclose a copy of our charging regime, and our appeals process.

Can you also provide me with any training materials when hiring new staff within these teams, and lastly, please can you confirm whether your organisation is compliant in dealing with FOI's and SAR's on any documented reports for these acts.

The documents above are available to new staff processing FOI requests or SARs.

The latter part of your request is unclear however I hope the attached information governance reports which were provided to the Audit Committee in April and December 2011 will be of assistance to you.

If you require any further information please do not hesitate to contact us.

Kind regards

Paul Atkinson, for

Data Management Officer
North Yorkshire County Council
01609 533219 [email address]

Access your county council services online 24 hours a day, 7 days a week at www.northyorks.gov.uk.

WARNING

Any opinions or statements expressed in this e-mail are those of the individual and not necessarily those of North Yorkshire County Council.

This e-mail and any files transmitted with it are confidential and solely for the use of the intended recipient. If you receive this in error, please do not disclose any information to anyone, notify the sender at the above address and then destroy all copies.

North Yorkshire County Council’s computer systems and communications may be monitored to ensure effective operation of the system and for other lawful purposes. All GCSX traffic may be subject to recording and/or monitoring in accordance with relevant legislation.

Although we have endeavoured to ensure that this e-mail and any attachments are free from any virus we would advise you to take any necessary steps to ensure that they are actually virus free.

If you receive an automatic response stating that the recipient is away from the office and you wish to request information under either the Freedom of Information Act, the Data Protection Act or the Environmental Information Regulations please forward your request by e-mail to the Data Management Team ([North Yorkshire County Council request email]) who will process your request.

North Yorkshire County Council.

Paul Atkinson, North Yorkshire County Council

2 Attachments

Dear Ms Myer,

Further to our response to your FOI N5070. Please see attached our appeals and charging structure documents which I was unable to attache to the response due to a limit on email size.

Kind regards

Paul Atkinson, for

Data Management Officer
North Yorkshire County Council
01609 533219 [email address]

Access your county council services online 24 hours a day, 7 days a week at www.northyorks.gov.uk.

WARNING

Any opinions or statements expressed in this e-mail are those of the individual and not necessarily those of North Yorkshire County Council.

This e-mail and any files transmitted with it are confidential and solely for the use of the intended recipient. If you receive this in error, please do not disclose any information to anyone, notify the sender at the above address and then destroy all copies.

North Yorkshire County Council’s computer systems and communications may be monitored to ensure effective operation of the system and for other lawful purposes. All GCSX traffic may be subject to recording and/or monitoring in accordance with relevant legislation.

Although we have endeavoured to ensure that this e-mail and any attachments are free from any virus we would advise you to take any necessary steps to ensure that they are actually virus free.

If you receive an automatic response stating that the recipient is away from the office and you wish to request information under either the Freedom of Information Act, the Data Protection Act or the Environmental Information Regulations please forward your request by e-mail to the Data Management Team ([North Yorkshire County Council request email]) who will process your request.

North Yorkshire County Council.