Records Management and Data Protection Statistics

Daniel Hill made this Freedom of Information request to Oxford City Council as part of a batch sent to 84 authorities

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The request was successful.

Dear Oxford City 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

freedomofinformation, Oxford City Council

Dear Mr Hill,
 
Oxford City Council – Reference:9332
 
Thank you for your email below.  Your request was received on 17th July
2020 and you will be sent a response within 20 working days (of receipt)
in accordance with the Freedom of Information Act 2000/ Environmental
Information Regulations 2004 (EIR), subject to the information not being
exempt or containing reference to a third party.
 
The Information Commissioner’s Office (ICO) recognises the unprecedented
challenges all are facing during the coronavirus (COVID-19) pandemic.
 
In particular they understand that resources, whether they are finances or
people, may be diverted away from usual compliance or information rights
work. Whilst the ICO can’t extend statutory timescales, they will not be
penalising public authorities for prioritising other areas or adapting
their usual approach during this extraordinary period.
 
Therefore while the Council will make every effort to comply with the
Statutory Requirements you may experience understandable delays when
making information rights requests during the pandemic.
 
Yours sincerely
 
Kathryn Winfield
Freedom of Information Officer 
 
Kathryn Winfield | Freedom of Information Officer | Oxford City Council |
Law and Governance |
St. Aldate's Chambers | Oxford | OX1 1DS | Email: [email address]
| T: 01865 252007
My working days are Mondays, Tuesdays and Wednesdays
 
 

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freedomofinformation, Oxford City Council

Dear Mr Hill,
 
Oxford City Council – Reference:9332
 
Further to the acknowledgement below, I can respond to your Freedom of
Information Act 2000 request received on 17^th July 2020 as follows:
 
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? Yes
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? Annually
 
3) In 2017, how many Subject Access Requests did your Local Authority
receive?  159
 
4) In 2019, how many Subject Access Requests did your Local Authority
receive?   182
 
5) What percentage of Subject Access Requests were completed within the
40-day deadline in 2017? Unknown
6) What percentage of total Subject Access Requests were completed after
extension in 2017? Unknown
 
7) What percentage of Subject Access Requests were completed within the
one month deadline in 2019? 100%
 
8) What percentage of total Subject Access Requests were completed after
extension in 2019? N/A
 
9) How many Data Protection Impact Assessments had your Local Authority
conducted in 2017? Unknown
 
10) How many Data Protection Impact Assessments had your Local Authority
conducted in 2019? 24
11) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2017? Unknown
 
12) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019? None
 
Records Management
13) Does your Local Authority have a Records Management Policy? No
a. If yes, how often does your Local Authority update its Records
Management Policy? Not applicable
14) Does your Local Authority have a retention or disposal schedule? Yes
b. If yes, how often does your Local Authority update its retention or
disposal schedule? Annually
13) Does your authority have an Electronic Document Record Keeping (or
management) System? No
 
a) If yes, what volume (Mbytes) of digital information was captured into
this system in 2017? Not applicable
 
b) If yes, what volume (Mbytes) of digital information was captured into
this system in 2019? Not applicable
 
14) How many digital records does your organisation have captured in your
storage facilities currently?
Please state figure here:   Answer to follow- unfortunately, responding
to this part of your request has been delayed because of the need to
reprioritise work during the current coronavirus (COVID-19) pandemic.
15) What is the electronic volume (Mbytes) of digital information in your
organisation’s system currently?
Please state figure here: - Answer to follow- unfortunately, responding
to this part of your request has been delayed because of the need to
reprioritise work during the current coronavirus (COVID-19) pandemic.
15) How many digital records does your organisation have captured into
your system currently?
Please state figure here: Answer to follow- unfortunately, responding to
this part of your request has been delayed because of the need to
reprioritise work during the current coronavirus (COVID-19) pandemic.
 
16) How many paper-based files/documents and/or boxes does your
organisation have in your storage facilities currently?
Please state figure here: Unknown
17) How many digital records were captured by your organisation in 2017?
Please state figure here:  Unknown
 
18) How many digital records were captured by your organisation in 2019?
Please state figure here: Unknown
19) How many paper-based records were captured/registered by your
organisation in 2017?
Please state figure here: Unknown
20) How many paper-based records were captured/registered by your
organisation in 2019?
Please state figure here: Unknown
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: Unknown
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: Unknown
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: Unknown
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: Unknown
 
I also have an opinion-based question survey regarding this topic. Would
you be happy with me following up regarding this? Please indicate:
No
 
If you disagree with any part of the response to your request, you are
entitled to ask the Council for an internal review of the decision(s)
made.  You may do this by writing to the Monitoring Officer, by either
email – [1][email address] – or by post to Monitoring Officer,
Oxford City Council, St Aldate’s Chambers, St Aldate’s, Oxford, OX1 1DS. 
After the result of the internal review, if you remain dissatisfied, you
may ask the Information Commissioner to intervene on your behalf.  You may
do this by writing to the Information Commissioner's Office, Wycliffe
Lane, Wilmslow, Cheshire, SK9 5AF.
 
Yours sincerely
 
Kathryn Winfield
Freedom of Information Officer 
 
Kathryn Winfield | Freedom of Information Officer | Oxford City Council |
Law and Governance |
St. Aldate's Chambers | Oxford | OX1 1DS | Email:
[2][email address] | T: 01865 252007
My working days are Mondays, Tuesdays and Wednesdays
 
 
 
_____________________________________________

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freedomofinformation, Oxford City Council

Dear Mr Hill,
 
Oxford City Council – Reference:9332
 
Further to the email below, I can now respond to the remaining questions
from your Freedom of Information Act 2000 request received on 17^th July
2020 as follows:
 
 
14) How many digital records does your organisation have captured in your
storage facilities currently?
Please state figure here:   Unknown
 
If we look at our main Electronic Data Management Systems only; Info@Work
and IDOX DMS then the number of documents and storage as of now is as
follows:
 
15) What is the electronic volume (Mbytes) of digital information in your
organisation’s system currently?
Please state figure here: - Info@Work: 1380000 MB     IDOX DMS:   2795000
MB
 
15) How many digital records does your organisation have captured into
your system currently?
Please state figure here: Info@Work: 1380000 MB     IDOX DMS:   2795000 MB
 
 
If you disagree with any part of the response to your request, you are
entitled to ask the Council for an internal review of the decision(s)
made.  You may do this by writing to the Monitoring Officer, by either
email – [1][email address] – or by post to Monitoring Officer,
Oxford City Council, St Aldate’s Chambers, St Aldate’s, Oxford, OX1 1DS. 
After the result of the internal review, if you remain dissatisfied, you
may ask the Information Commissioner to intervene on your behalf.  You may
do this by writing to the Information Commissioner's Office, Wycliffe
Lane, Wilmslow, Cheshire, SK9 5AF.
 
Yours sincerely
 
Kathryn Winfield
Freedom of Information Officer 
 
Kathryn Winfield | Freedom of Information Officer | Oxford City Council |
Law and Governance |
St. Aldate's Chambers | Oxford | OX1 1DS | Email:
[2][email address] | T: 01865 252007
My working days are Mondays, Tuesdays and Wednesdays
 
 
 
_____________________________________________

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