Dear Essex County Council,

Please can you provide the following information relating to your organisation's records management.

1. Please provide a link to your retention schedule on your public website.
If you do not have a link please can you confirm why you do not publish your retention schedule?

2. When was your retention schedule last updated?

3. What is the oldest paper file you have retained and when was it created?

4. What is the longest retention period you have in relation to social care records?

4. What is the oldest paper file relating to social care you have retained and when was it created?

5. Do you have any project/risk documents relating to paper copies outside of your retention period? If so please provide a copy of these documents.

6. Do you have any reports highlighting paper records outside of your organisation's retention period? If so please provide a copy of these reports.

7. How many paper records do you hold (you can provide this in pages or volumes). If volumes please confirm how large a volume is.

8. In reference to question 7 how many of these records do you currently retain outside of your organisation's retention period?

Yours faithfully,

Yamir Forah

Your Right To Know, Essex County Council

Dear Sir/Madam,

Thank you for your recent request for information which has received by Essex County Council.

Your request is covered by the Freedom of Information Act, under which we must respond within 20 working days.

We will determine and let you know whether we hold the information you have requested and consider whether we are able to release the information or if it is exempt from disclosure.

ECC does not usually charge for providing information to its requestors as the provision of electronic copies is negligible, however under certain circumstances we may have to do so if providing the information costs more than £25. We will let you know before we do any work that would incur a charge.

Please note that the response and data released to you as part of this request will be published on the Essex County Council website. The website address is https://www.essex.gov.uk/Your-Council/Yo... . All requests will be anonymised and no personal information including contact details will be disclosed as part of this process.

Please contact me if you would like further advice or assistance about your request, or your right to access information held by Essex County Council.

Yours sincerely,

Bethany Gant | Information Governance Assistant
Your Right To Know
Transparency Team
Essex County Council

T: 033301 38989
E: [email address]
W: www.essex.gov.uk

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Your Right To Know, Essex County Council

Dear Yamir Forah,

Thank you for your recent request for information. In order for us to process your request we are seeking clarification:

When referring to social care records, please confirm if you are referring to Adult or Children services?

Please can you confirm what you consider as project/risk documents in order to narrow our search criteria.
In relation to questions 7 & 8 (information about the number of pages or volumes), Essex County Council stores it’s information at box and file level, therefore please can you confirm if this information would still be sufficient for your needs?
As part of our retention policy we may transfer documents to the Essex Records Office (ERO) for permanent preservation, therefore can you confirm if the records retained at the Essex Records Office should be included in questions 3 and 4 (relating to our oldest paper files), alternatively are you specifically interested in files which are still in administrative use?

Your request will be placed on hold for 20 working days or until we receive such clarification from yourself.

Yours Sincerely

Oliver Sharpe
Your Right To Know
Essex County Council
T: 033301 38989
E: [email address]
W: www.essex.gov.uk

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Dear Your Right To Know,

Please see my clarifications below:

1. When referring to social care records, please confirm if you are referring to Adult or Children services?

I am referring to both services, please can you provide the information for both separately?

2. Please can you confirm what you consider as project/risk documents in order to narrow our search criteria.

I am looking for all information you have in relation to the retention or potential lack of retention relating to paper files, this includes meetings, project documents, recorded risks and any other documents/papers discussing this matter.

3. In relation to questions 7 & 8 (information about the number of pages or volumes), Essex County Council stores it’s information at box and file level, therefore please can you confirm if this information would still be sufficient for your needs?

Please can you provide the information at box/file level and assist me by advising how much information would approximately be in a file/box?

4. As part of our retention policy we may transfer documents to the Essex Records Office (ERO) for permanent preservation, therefore can you confirm if the records retained at the Essex Records Office should be included in questions 3 and 4 (relating to our oldest paper files), alternatively are you specifically interested in files which are still in administrative use?

I am looking for information which is still in administrative use rather than files being kept for permanent preservation.

In addition where you detail how much information is outside of its retention period please can you advise how many files have no retention period?

Yours sincerely,

Yamir Forah

Your Right To Know, Essex County Council

Dear Yamir Forah,

Thank you for your recent request for information. In order for us to process your request we are seeking clarification:

"In relation to the following questions, please can you confirm which timeframe you are interested in, for example projects/reports in 2018 or 2019:

5. Do you have any project/risk documents relating to paper copies outside of your retention period? If so please provide a copy of these documents.

6. Do you have any reports highlighting paper records outside of your organisation's retention period? If so please provide a copy of these reports."

The service area would like to apologise for not including the above in the initial clarification request.

Your request will be placed on hold for 20 working days or until we receive such clarification from yourself.

Yours Sincerely

Oliver Sharpe
Your Right To Know
Essex County Council
T: 033301 38989
E: [email address]
W: www.essex.gov.uk

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Dear Your Right To Know,

Thank you for your email, I am ideally looking for all information relating to these topics.

If you believe this is excessive and the cost of compliance would exceed the limit under FOI I would be willing to accept the last 10 years.

Yours sincerely,

Yamir Forah

Your Right To Know, Essex County Council

4 Attachments

Dear Sir/Madam,

Thank you for your request for information. Please find our response to
your request on the accompanying document(s).

I trust that this information satisfies your request. However, should you
require anything further, please contact me and I will endeavour to assist
you further.

If you are not satisfied with your response, please contact me so I can
try to resolve the issue. Alternatively, if you wish to make a complaint,
you can find the details at
[1]https://www.essex.gov.uk/Your-Council/Yo...
   

 

If, after following our complaints procedure, you are still not satisfied,
you are entitled to ask the Information Commissioner to review our
decision. You can contact the Information Commissioner at Wycliffe House,
Water Lane, Wilmslow, Cheshire, SK9 5AF; Telephone 0303 123 1113.

 

Please note that the response and data released to you as part of this
request will be published on the Essex County Council website. The website
address is
[2]https://www.essex.gov.uk/Your-Council/Yo...
. All requests will be anonymised and no personal information including
contact details will be disclosed as part of this process.

 

If you would like to take a short customer satisfaction survey please use
the link below

[3]http://surveys.essexinsight.org.uk/TakeS...
 

 

Yours sincerely,

 

 

Bethany Gant | Information Governance Assistant

Your Right To Know

Transparency Team

Essex County Council

 

T: 033301 38989

E: [4][email address]

W: [5]www.essex.gov.uk

[6]cid:image001.jpg@01D050D6.15070770[7]cid:image002.jpg@01D050D6.15070770[8]cid:image003.jpg@01D050D6.15070770 

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