Management of Physical Records

Michael Acton made this Freedom of Information request to Sport England

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The request was successful.

Dear Sport England,

I am currently researching if any paper documents are currently being archived and would be most grateful if you would provide me, under the Freedom of Information Act, details in respect to the contract below.
The details we require are:
• Do you currently have any paper documents in storage?
• If all of your documents have been securely digitised, do you have any bespoke software to electronically access and manage scanned images?
• Who is the senior officer/s (outside of procurement) responsible for the management of physical records?
Thank you for your help.

Yours faithfully,

Michael Acton

FOI, Sport England

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contacted by emailing [9]Erin Stephens

 

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FOI, Sport England

 

Dear Mr Acton

 

Thank you for your email in which you request information about the
management of our physical records. Your email was received on 30 December
2020 and has been passed to the Information Governance Team as we are
responsible for responding to requests for information held by Sport
England. 

 

As a public body, Sport England is subject to the terms of the Freedom of
Information Act 2000 and the Environmental Information Regulations 2004
and we will handle your request in accordance with their terms. We will
provide you with our full response promptly and usually within twenty
working days. In some circumstances we may extend this to allow us to
consider the public interest; if this is necessary in your case I will
write to you again and explain why.

 

At this stage it is important to advise you that Sport England, just like
many other organisations and the nation generally, is dealing with the
severe impact of the coronavirus pandemic on human, physical and
technological resources. These impacts have led to delays in the delivery
of our timescales. Should this affect the delivery of a response to your
request we will advise you and request an extension.

 

I will be in touch again in due course and in any event not later than 29
January 2021.

 

In the meantime, please feel free to contact us if we can be of any
further assistance.

 

Kind regards

 

Samantha Rodgers FOI Administrator

We have updated our Privacy Statement to reflect the recent changes to
data protection law but rest assured, we will continue looking after your
personal data just as carefully as we always have. Our Privacy Statement
is published on our [1]website, and our Data Protection Officer can be
contacted by emailing [2]Gaile Walters

 

From: Michael Acton <[FOI #714732 email]>
Sent: 30 December 2020 09:15
To: FOI <[Sport England request email]>
Subject: Freedom of Information request - Management of Physical Records

 

Dear Sport England,

I am currently researching if any paper documents are currently being
archived and would be most grateful if you would provide me, under the
Freedom of Information Act, details in respect to the contract below.

The details we require are:

• Do you currently have any paper documents in storage?

• If all of your documents have been securely digitised, do you have any
bespoke software to electronically access and manage scanned images?

• Who is the senior officer/s (outside of procurement) responsible for the
management of physical records?

Thank you for your help.

Yours faithfully,

Michael Acton

-------------------------------------------------------------------

Please use this email address for all replies to this request:

[3][FOI #714732 email]

Is [4][Sport England request email] the wrong address for Freedom of Information
requests to Sport England? If so, please contact us using this form:

[5]https://www.whatdotheyknow.com/change_re...

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:

[6]https://www.whatdotheyknow.com/help/offi...

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:

[7]https://www.whatdotheyknow.com/help/ico-...

Please note that in some cases publication of requests and responses will
be delayed.

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

show quoted sections

FOI, Sport England

Dear Mr Acton

 

I write further to your request for information about our management of
physical records. We have considered your request and I am pleased to
provide you with the information (highlighted in red below) that you have
requested.

 

• Do you currently have any paper documents in storage?

  

 We do have paper records in storage.

• If all of your documents have been securely digitised, do you have any
bespoke software to electronically access and manage scanned images?
 

  Not all our documents have been securely digitised.

• Who is the senior officer/s (outside of procurement) responsible for the
management of physical records?

Please note that we consider this information to be exempt from disclosure
under section 40(2) of the Freedom of Information Act 2000. The names and
direct email addresses of our non-public facing staff constitutes personal
data as defined by the Data Protection Act 2018. Our staff have a
reasonable expectation of privacy and would not expect us to make
information about their working lives public. As such, disclosure of this
information would be neither fair nor lawful and in direct contravention
of the first data protection principle. We are therefore refusing to
disclose this information. All queries about the management of our
physical records can be sent to the Information Governance Team at
[1][Sport England request email]

 

This completes our response to your information request.

 

In reaching our decision we have consulted the relevant guidance issued by
the Information Commissioner’s Office and available on its website at
[2]www.ico.org.uk

 

As a public body, Sport England is subject to the terms of the Freedom of
Information Act 2000 and this means you are entitled to complain if you
are unhappy with the way we have handled your information request and/or
ask us to review our decision. All internal reviews are carried out by a
colleague who has not previously been involved in the handling of your
information request and we aim to complete them within twenty working
days.

 

If you are not content with the outcome of our Internal Review you have
the right to appeal to the Information Commissioner. Generally speaking
the Information Commissioner will not be able to consider an appeal unless
you have first exhausted the Internal Review procedure provided by Sport
England.

 

The Information Commissioner can be contacted at:

 

The Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

[3]www.ico.org.uk

 

I hope this is helpful and satisfies your information request.

 

 

Kind regards

 

Samantha Rodgers FOI Administrator

We have updated our Privacy Statement to reflect the recent changes to
data protection law but rest assured, we will continue looking after your
personal data just as carefully as we always have. Our Privacy Statement
is published on our [4]website, and our Data Protection Officer can be
contacted by emailing [5]Gaile Walters

 

From: FOI <[Sport England request email]>
Sent: 04 January 2021 13:51
To: Michael Acton <[FOI #714732 email]>; FOI
<[Sport England request email]>
Cc: FOI <[Sport England request email]>
Subject: RE: Freedom of Information request - Management of Physical
Records

 

 

Dear Mr Acton

 

Thank you for your email in which you request information about the
management of our physical records. Your email was received on 30 December
2020 and has been passed to the Information Governance Team as we are
responsible for responding to requests for information held by Sport
England. 

 

As a public body, Sport England is subject to the terms of the Freedom of
Information Act 2000 and the Environmental Information Regulations 2004
and we will handle your request in accordance with their terms. We will
provide you with our full response promptly and usually within twenty
working days. In some circumstances we may extend this to allow us to
consider the public interest; if this is necessary in your case I will
write to you again and explain why.

 

At this stage it is important to advise you that Sport England, just like
many other organisations and the nation generally, is dealing with the
severe impact of the coronavirus pandemic on human, physical and
technological resources. These impacts have led to delays in the delivery
of our timescales. Should this affect the delivery of a response to your
request we will advise you and request an extension.

 

I will be in touch again in due course and in any event not later than 29
January 2021.

 

In the meantime, please feel free to contact us if we can be of any
further assistance.

 

Kind regards

 

Samantha Rodgers FOI Administrator

We have updated our Privacy Statement to reflect the recent changes to
data protection law but rest assured, we will continue looking after your
personal data just as carefully as we always have. Our Privacy Statement
is published on our [6]website, and our Data Protection Officer can be
contacted by emailing [7]Gaile Walters

 

From: Michael Acton <[8][FOI #714732 email]>
Sent: 30 December 2020 09:15
To: FOI <[9][Sport England request email]>
Subject: Freedom of Information request - Management of Physical Records

 

Dear Sport England,

I am currently researching if any paper documents are currently being
archived and would be most grateful if you would provide me, under the
Freedom of Information Act, details in respect to the contract below.

The details we require are:

• Do you currently have any paper documents in storage?

• If all of your documents have been securely digitised, do you have any
bespoke software to electronically access and manage scanned images?

• Who is the senior officer/s (outside of procurement) responsible for the
management of physical records?

Thank you for your help.

Yours faithfully,

Michael Acton

-------------------------------------------------------------------

Please use this email address for all replies to this request:

[10][FOI #714732 email]

Is [11][Sport England request email] the wrong address for Freedom of Information
requests to Sport England? If so, please contact us using this form:

[12]https://www.whatdotheyknow.com/change_re...

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:

[13]https://www.whatdotheyknow.com/help/offi...

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:

[14]https://www.whatdotheyknow.com/help/ico-...

Please note that in some cases publication of requests and responses will
be delayed.

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

show quoted sections