Records Management and Data Protection Statistics

The request was successful.

Dear Hertfordshire County Council,

I would like to request information for the following questions:

Data Protection Based Questions

1) Does your Local Authority have an assigned Data Protection Team / Unit?
Yes
No
a. If yes, has it been set up since 2018?
Yes
No
2) Does your Local Authority have a Data Protection policy?
Yes
No
a. If yes, how often does your Local Authority update its Data Protection policy?

3) In 2017, how many Subject Access Requests did your Local Authority receive?

4) In 2019, how many Subject Access Requests did your Local Authority receive?

5) What percentage of Subject Access Requests were completed within the 40-day deadline in 2017?
6) What percentage of total Subject Access Requests were completed after extension in 2017?

7) What percentage of Subject Access Requests were completed within the one month deadline in 2019?

8) What percentage of total Subject Access Requests were completed after extension in 2019?

9) How many Data Protection Impact Assessments had your Local Authority conducted in 2017?

10) How many Data Protection Impact Assessments had your Local Authority conducted in 2019?
11) How many systems which process personal information had your organisation stopped using and storing personal data on in 2017?

12) How many systems which process personal information had your organisation stopped using and storing personal data on in 2019?

Records Management
13) Does your Local Authority have a Records Management Policy?
Yes
No
a. If yes, how often does your Local Authority update its Records Management Policy?

14) Does your Local Authority have a retention or disposal schedule?
Yes
No
b. If yes, how often does your Local Authority update its retention or disposal schedule?
13) Does your authority have an Electronic Document Record Keeping (or management) System?

Yes
Yes, multiple
No

a) If yes, what volume (Mbytes) of digital information was captured into this system in 2017?

b) If yes, what volume (Mbytes) of digital information was captured into this system in 2019?

14) How many digital records does your organisation have captured in your storage facilities currently?
Please state figure here:
15) What is the electronic volume (Mbytes) of digital information in your organisation’s system currently?
Please state figure here:
15) How many digital records does your organisation have captured into your system currently?
Please state figure here:
16) How many paper-based files/documents and/or boxes does your organisation have in your storage facilities currently?
Please state figure here:
17) How many digital records were captured by your organisation in 2017?
Please state figure here:
18) How many digital records were captured by your organisation in 2019?
Please state figure here:
19) How many paper-based records were captured/registered by your organisation in 2017?
Please state figure here:
20) How many paper-based records were captured/registered by your organisation in 2019?
Please state figure here:
21) How many digital records/documents did your Local Authority dispose of in 2017, according to your retention or disposal schedules?
Please state figure here:
22) How many digital records/documents did your Local Authority dispose of in 2019, according to your retention or disposal schedules?
Please state figure here:
23) How many paper-based files and/or boxes had your Local Authority disposed of in 2017, based on your retention or disposal schedules:
Please state figure here:
24) How many paper-based files and/or boxes had your Local Authority disposed of in 2019, based on your retention or disposal schedules:
Please state figure here:

I also have an opinion-based question survey regarding this topic. Would you be happy with me following up regarding this? Please indicate:
Yes
No

I appreciate this is a long request, but if you could please get me the information by the 16th August 2020 that would be much appreciated

Yours faithfully,

Daniel Hill

Information Governance, Hertfordshire County Council

3 Attachments

Dear Mr Hill

 

Reference number: FOI/RAP/07/20/19408

 

Thank you for your email of the 16^th July 2020 requesting the following
information:-

 

>>> 

I would like to request information for the following questions:

 

Data Protection Based Questions

 

1)      Does your Local Authority have an assigned Data Protection Team /
Unit?

Yes/No

a)       If yes, has it been set up since 2018?

b)      Yes/No

2)      Does your Local Authority have a Data Protection policy?

Yes/No

a)       If yes, how often does your Local Authority update its Data
Protection policy?

3)      In 2017, how many Subject Access Requests did your Local Authority
receive?

4)      In 2019, how many Subject Access Requests did your Local Authority
receive?

5)      What percentage of Subject Access Requests were completed within
the 40-day deadline in 2017?

6)      What percentage of total Subject Access Requests were completed
after extension in 2017?

7)      What percentage of Subject Access Requests were completed within
the one month deadline in 2019?

8)      What percentage of total Subject Access Requests were completed
after extension in 2019?

9)      How many Data Protection Impact Assessments had your Local
Authority conducted in 2017?

10)   How many Data Protection Impact Assessments had your Local Authority
conducted in 2019?

11)   How many systems which process personal information had your
organisation stopped using and storing personal data on in 2017?

12)   How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019?

 

Records Management

 

13)   Does your Local Authority have a Records Management Policy?

Yes/No

a)       If yes, how often does your Local Authority update its Records
Management Policy?

14)   Does your Local Authority have a retention or disposal schedule?

Yes/No

a)       If yes, how often does your Local Authority update its retention
or disposal schedule?

15)   Does your authority have an Electronic Document Record Keeping (or
management) System?

a)       Yes/Yes, multiple/No

b)      If yes, what volume (Mbytes) of digital information was captured
into this system in 2017?

c)       If yes, what volume (Mbytes) of digital information was captured
into this system in 2019?

16)   How many digital records does your organisation have captured in
your storage facilities currently? Please state figure here:

17)   What is the electronic volume (Mbytes) of digital information in
your organisation’s system currently? Please state figure here:

18)   How many digital records does your organisation have captured into
your system currently? Please state figure here:

19)   How many paper-based files/documents and/or boxes does your
organisation have in your storage facilities currently? Please state
figure here:

20)   How many digital records were captured by your organisation in 2017?
Please state figure here:

21)   How many digital records were captured by your organisation in 2019?
Please state figure here:

22)   How many paper-based records were captured/registered by your
organisation in 2017? Please state figure here:

23)   How many paper-based records were captured/registered by your
organisation in 2019? Please state figure here:

24)   How many digital records/documents did your Local Authority dispose
of in 2017, according to your retention or disposal schedules? Please
state figure here:

25)   How many digital records/documents did your Local Authority dispose
of in 2019, according to your retention or disposal schedules? Please
state figure here:

26)   How many paper-based files and/or boxes had your Local Authority
disposed of in 2017, based on your retention or disposal schedules: Please
state figure here:

27)   How many paper-based files and/or boxes had your Local Authority
disposed of in 2019, based on your retention or disposal schedules: Please
state figure here:

 

 

Additional

I also have an opinion-based question survey regarding this topic. Would
you be happy with me following up regarding this? Please indicate:

Yes/No

I appreciate this is a long request, but if you could please get me the
information by the 16th August 2020 that would be much appreciated

>>> 

 

Your request for information is being considered under the Freedom of
Information Act 2000/ Environmental Information Regulations 2004. We will
respond to your request as quickly as possible, and by the end of 13^th
August 2020 at the latest.

 

If you have any questions, please do not hesitate to contact me, quoting
the reference number above.

               

Yours sincerely

 

 

Ingrid Howard
Information Access Practitioner

Information Access Team
Hertfordshire County Council  
223 County Hall, Pegs Lane, Hertford, SG13 8DE, Postal Point: CH0320
T: 01992 555848 (Internal 25848) 
E: [1][Hertfordshire County Council request email]

 

[2]Hertfordshire County Council Facebook[3]Hertfordshire County Council
Twitter[4]Hertfordshire County Council email updates

 

References

Visible links
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2. https://www.facebook.com/hertscountycoun...
3. http://www.twitter.com/hertscc
4. https://www.hertfordshire.gov.uk/statweb...

Information Governance, Hertfordshire County Council

3 Attachments

Dear Mr Hill

 

Reference number: FOI/RAP/07/20/19408

 

On 16^th July 2020 we received the following request for information from
you:-

 

Our Response

 

Your request for information has been considered under the Freedom of
Information Act 2000 I can confirm that Hertfordshire County Council does
hold the information you have requested, and can respond as follows:-

 

I would like to request information for the following questions:

 

Data Protection Based Questions

 

1)      Does your Local Authority have an assigned Data Protection Team /
Unit?

Yes

a)       If yes, has it been set up since 2018?

No

2)      Does your Local Authority have a Data Protection policy?

Yes

a)       If yes, how often does your Local Authority update its Data
Protection policy?

The Policy is formally reviewed every three years. It was thoroughly
revised in May 2018 for GDPR and the Data Protection Act 2018 and further
amendments were approved in September 2019, following an internal audit
recommendation.

3)      In 2017, how many Subject Access Requests did your Local Authority
receive?

368

4)      In 2019, how many Subject Access Requests did your Local Authority
receive?

584

5)      What percentage of Subject Access Requests were completed within
the 40-day deadline in 2017?

100%

6)      What percentage of total Subject Access Requests were completed
after extension in 2017?

0%

7)      What percentage of Subject Access Requests were completed within
the one month deadline in 2019?

We do not hold this as a percentage. The total number of SARs closed in 30
days was 562

8)      What percentage of total Subject Access Requests were completed
after extension in 2019?

We do not hold this as a percentage. The total number completed within the
extended deadline was 22.

9)      How many Data Protection Impact Assessments had your Local
Authority conducted in 2017?

26

10)   How many Data Protection Impact Assessments had your Local Authority
conducted in 2019?

37

11)   How many systems which process personal information had your
organisation stopped using and storing personal data on in 2017?

We do not hold this information but as we only use overarching systems we
believe the number to be 0.

12)   How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019?

As above.

 

Records Management

 

13)   Does your Local Authority have a Records Management Policy?

Yes

a)       If yes, how often does your Local Authority update its Records
Management Policy?

Policy created 2005 revised 2009, 2016

14)   Does your Local Authority have a retention or disposal schedule?

Yes

a)       If yes, how often does your Local Authority update its retention
or disposal schedule?

Created 2004 revised 2015, 2019

15)   Does your authority have an Electronic Document Record Keeping (or
management) System?

Yes

a)       If yes, what volume (Mbytes) of digital information was captured
into this system in 2017?

3,528,385 MB

b)      If yes, what volume (Mbytes) of digital information was captured
into this system in 2019?

4,919,520 MB

16)   How many digital records does your organisation have captured in
your storage facilities currently? Please state figure here:

12,508,915 documents 1,428,169 Emails

17)   What is the electronic volume (Mbytes) of digital information in
your organisation’s system currently? Please state figure here:

as of end of June 5,242,452 MB

18)   How many digital records does your organisation have captured into
your system currently? Please state figure here:

As 16 above

19)   How many paper-based files/documents and/or boxes does your
organisation have in your storage facilities currently? Please state
figure here:

1,513,325

20)   How many digital records were captured by your organisation in 2017?
Please state figure here:

1.1 million on EDRMS

21)   How many digital records were captured by your organisation in 2019?
Please state figure here:

1,060,984 on EDRMS

22)   How many paper-based records were captured/registered by your
organisation in 2017? Please state figure here:

29,572

23)   How many paper-based records were captured/registered by your
organisation in 2019? Please state figure here:

47,068

24)   How many digital records/documents did your Local Authority dispose
of in 2017, according to your retention or disposal schedules? Please
state figure here:

Data Not Held

25)   How many digital records/documents did your Local Authority dispose
of in 2019, according to your retention or disposal schedules? Please
state figure here:

Data Not Held

26)   How many paper-based files and/or boxes had your Local Authority
disposed of in 2017, based on your retention or disposal schedules: Please
state figure here:

2017 - 46 Boxes 

To advise and assist - this only accounts for records already held as
archive, and doesn’t account for deletion of overdue for deletion records
held locally as part of re-organisation or office moves.

27)   How many paper-based files and/or boxes had your Local Authority
disposed of in 2019, based on your retention or disposal schedules: Please
state figure here:

2019 - 1476 Boxes & 49 Records 

To advise and assist - this only accounts for records already held as
archive, and doesn’t account for deletion of overdue for deletion records
held locally as part of re-organisation or office moves.

 

Additional

I also have an opinion-based question survey regarding this topic. Would
you be happy with me following up regarding this? Please indicate:

Yes, the Record Management Service Manager would be willing to take part

 

I appreciate this is a long request, but if you could please get me the
information by the 16th August 2020 that would be much appreciated

 

If you have any questions, please do not hesitate to contact me, quoting
the reference above. To find out more about Freedom of Information, please
visit [1]http://www.hertfordshire.gov.uk/your-cou...

 

If you are unhappy with the way the County Council has handled your
request for information you may request an internal review of the request.
This will be carried out by a member of the County Council Legal Services
Team, who has had no prior involvement with the request. Requests for an
internal review should be sent to the Information Governance Unit at the
address above.

 

If you are unhappy with the outcome of the internal review you are
entitled to ask the Information Commissioner to investigate your
complaint. You should write to: FOI/EIR Complaints Resolution, Information
Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9
5AF.

 

Yours sincerely

 

 

 

Ingrid Howard
Information Access Practitioner

Information Access Team
Hertfordshire County Council  
223 County Hall, Pegs Lane, Hertford, SG13 8DE, Postal Point: CH0320
T: 01992 555848 (Internal 25848) 
E: [2][Hertfordshire County Council request email]

 

[3]Hertfordshire County Council Facebook[4]Hertfordshire County Council
Twitter[5]Hertfordshire County Council email updates

 

References

Visible links
1. http://www.hertfordshire.gov.uk/your-cou...
2. mailto:[Hertfordshire County Council request email]
3. https://www.facebook.com/hertscountycoun...
4. http://www.twitter.com/hertscc
5. https://www.hertfordshire.gov.uk/statweb...