Missing & outdated FOI/retention/management policies and badlinks

The request was successful.

Dear Carmarthenshire Council,

Please can you provide copies of the current Retention Guidelines and Records Management policies?

I did try searching on the Council's website, but the Documents described on the Freedom Of Information page are missing:

http://www.carmarthenshire.gov.wales/hom...

Cross-referencing with archives of the Council's website, it seems these documents have been missing for more than two years. The source html doesn't even have references to the files (lines 307 & 308).

I also searched other areas of the Council's website, and noted that the Retention Guidelines link on the Privacy Policy page wrongly points to the Handling Personal Information document (line 428) here:

http://www.carmarthenshire.gov.wales/hom...

Whilst searching for the information myself, I was able to source a version of the Records Management Policy which makes reference to the Retention Guidelines held on the Council's intranet. Holding this privately seems to conflict with the Model Publication Scheme adopted by the Council which repeatedly commits the Council to "proactively publish" information as well as make it "routinely available so that it can be easily identified and accessed by members of the public".

Reading the Handling Personal Information policy (v2.1) and the Council's Code of Practice on Public Access to Information policy (v4), both were approved by an Executive Board Member and were scheduled for review in May 2016. Such reviews ought to have considered the practical application (or counter-operation, such as deviations from the latter two paragraphs of page 5 in the Code of Practice on Public Access to Information prior to 8 June 2015) and may have resulted in revised or updated policies. Please can you confirm the status of the reviews, who performed them, and provide updated copies of the Handling Personal Information & Code Of Practice on Public Access to Information policies (as applicable).

Yours faithfully,

D Morris

FOIA, Carmarthenshire Council

Dear Mr Morris,

Thank you for your request for information, which was received on 5th January, 2017 and is being dealt with under the Freedom of Information Act 2000.

We are therefore required to provide a response within 20 working days, which will be on or before 2nd February, 2017 although we will make every effort to provide you with a response as soon as practicably possible.

If we require clarification we will also contact you as soon as we can – please note that the timescale for response specified above may be subject to change if this is the case.

In the meantime, please do not hesitate to contact me should you have any queries, remembering to quote the reference number above in any communications.

Yours sincerely

John Tillman
Swyddog Gwybodaeth a Diogelu Data
Tîm Llywodraethu Gwybodaeth a Chwynion
Adran y Prif Weithredwr
Cyngor Sir Gaerfyrddin

Information & Data Protection Officer
Information Governance & Complaints Team
Chief Executive's Department
Carmarthenshire County Council

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FOIA, Carmarthenshire Council

2 Attachments

  • Attachment

    Retention guidelines.zip

    240K Download

  • Attachment

    Records Management Policy.zip

    208K Download

Dear Mr Morris,

I refer to your request for information, which was received on 5th January, 2017 and has been dealt with under the Freedom of Information Act 2000.

The specific information you requested was set out in your email below.

In response, please find attached the requested information.

Your comments regarding the Council's website are noted and will be addressed.

Finally, with regard to the two other documents you refer to, these have not been updated as yet and the versions published online are still the current versions.

Yours sincerely

John Tillman
Swyddog Gwybodaeth a Diogelu Data
Tîm Llywodraethu Gwybodaeth a Chwynion
Adran y Prif Weithredwr
Cyngor Sir Gaerfyrddin

Information & Data Protection Officer
Information Governance & Complaints Team
Chief Executive's Department
Carmarthenshire County Council

Mewnol/Internal: 4127
Allanol/External: 01267 224127

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