Records Management and Data Protection Statistics
Dear Pembrokeshire 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
If you have received this email in error, please notify us by telephone on
01437 764551 and delete it from your computer immediately. Os ydych chi
wedi derbyn yr e-bost hwn trwy gamgymeriad, byddwch cystal â rhoi gwybod
inni trwy ffonio 01437 764551. Wedyn dylech ddileu’r e-bost ar unwaith
oddi ar eich cyfrifiadur.
Dear Daniel Hill,
Thank you for contacting Pembrokeshire County Council. We acknowledge
receipt of your request for information.
Depending upon the nature of your request it will be processed under the
Freedom of Information Act 2000, or the Environmental Information
Regulations 2004.
We will make every effort to comply with our obligations under Freedom of
Information Act, and hope to provide you with a response by 14/08/2020,
which is the 20 working day statutory timescale. But in these
unprecedented times, there may be occasions where we are delayed in our
responses. If there is going to be a delay in your response we will inform
you of this accordingly.
Responses to requests for information are routinely published on the
Council’s website: [1]disclosure log. If you find the information you have
requested is already available on our website please contact us to cancel
your request.
The Freedom of Information Team’s Fair Processing Notice, is available on
our website:
[2]https://www.pembrokeshire.gov.uk/privacy...
Kind Regards,
Caitlin Jennings
[3]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team
Pembrokeshire County
Council / Cyngor Sir Benfro
County Hall / Neuadd y Sir
Haverfordwest / Hwlffordd
SA61 1TP
Tel / Ffon: 01437 77 5272
Email / E-bost:
[4][Pembrokeshire County Council request email]
Publication Scheme: [5]https://www.pembrokeshire.gov.uk/publica...
Cynllun Cyhoeddi: [6]https://www.sir-benfro.gov.uk/cynllun-cy...
Disclosure Log:
[7]https://www.pembrokeshire.gov.uk/freedom...
Cofnod Datgeliadau:
[8]https://www.sir-benfro.gov.uk/rhyddid-gw...
___________________________________________________________________________________________________________________________________________________________________
We welcome correspondence in Welsh and English. We will respond in the
language in which the correspondence is received (unless you ask us to do
otherwise). / Byddwn yn ymateb yn yr un iaith â’r ohebiaeth a
dderbyniwyd (oni bai eich bod yn gofyn i ni wneud yn wahanol).
If you have received this email in error, please notify us by telephone on
01437 764551 and delete it from your computer immediately. Os ydych chi
wedi derbyn yr e-bost hwn trwy gamgymeriad, byddwch cystal â rhoi gwybod
inni trwy ffonio 01437 764551. Wedyn dylech ddileu’r e-bost ar unwaith
oddi ar eich cyfrifiadur.
Dear Daniel Hill,
This is to inform you that your request has been considered and our
response is provided in the attached document. We trust this information
meets your requirements at this time and we believe this request is
complete and now closed. Should any further information be requested
regarding this topic, a separate request will need to be submitted.
If you believe you have not been provided with the information you
requested, you have the right to request an internal review. Internal
review requests should be submitted within two months of the date of
receipt of the response to your original request, and should be addressed
to:
Freedom of Information
Pembrokeshire County Council
County Hall
Haverfordwest
SA61 1TP
[1][Pembrokeshire County Council request email]
If you are not satisfied following the outcome of a review, you can make
an appeal to the Information Commissioner, who is the statutory regulator.
The Information Commissioner can be contacted at:
Information Commissioner’s Office
2^nd Floor,
Churchill House
Churchill Way
Cardiff
CF10 2HH
Kind Regards,
Caitlin Jennings
[3]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team
Pembrokeshire County
Council / Cyngor Sir Benfro
County Hall / Neuadd y Sir
Haverfordwest / Hwlffordd
SA61 1TP
Tel / Ffon: 01437 77 5272
Email / E-bost:
[4][Pembrokeshire County Council request email]
Publication Scheme: [5]https://www.pembrokeshire.gov.uk/publica...
Cynllun Cyhoeddi: [6]https://www.sir-benfro.gov.uk/cynllun-cy...
Disclosure Log:
[7]https://www.pembrokeshire.gov.uk/freedom...
Cofnod Datgeliadau:
[8]https://www.sir-benfro.gov.uk/rhyddid-gw...
Dear Freedom Of Information,
Many thanks for your time
I have filtered the list of questions if this helps, if there are any issues or particularly challenging requests, please let me know:
1) 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?
2) In 2017, how many Subject Access Requests did your Local Authority receive?
3) In 2019, how many Subject Access Requests did your Local Authority receive?
4) What percentage of Subject Access Requests were completed within the 40-day deadline in 2017?
5) What percentage of total Subject Access Requests were completed after extension in 2017?
6) What percentage of Subject Access Requests were completed within the one month deadline in 2019?
7) What percentage of total Subject Access Requests were completed after extension in 2019?
RM FOI
8) 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?
9) 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?
10) 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?
12) How many digital records/documents did your Local Authority dispose of in 2017, according to your retention or disposal schedules?
Please state figure here:
13) How many digital records/documents did your Local Authority dispose of in 2019, according to your retention or disposal schedules?
Please state figure here:
14) How many paper-based records were captured/registered by your organisation in 2017?
Please state figure here:
15) How many paper-based records were captured/registered by your organisation in 2019?
Please state figure here:
16) 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:
17) 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:
Yours sincerely,
Daniel Hill
Dear Daniel Hill,
Thank you for contacting Pembrokeshire County Council. We acknowledge
receipt of your request for information.
Depending upon the nature of your request it will be processed under the
Freedom of Information Act 2000, or the Environmental Information
Regulations 2004.
We will make every effort to comply with our obligations under Freedom of
Information Act, and hope to provide you with a response by 04/09/2020,
which is the 20 working day statutory timescale. But in these
unprecedented times, there may be occasions where we are delayed in our
responses. If there is going to be a delay in your response we will inform
you of this accordingly.
Responses to requests for information are routinely published on the
Council’s website: [1]disclosure log. If you find the information you have
requested is already available on our website please contact us to cancel
your request.
The Freedom of Information Team’s Fair Processing Notice, is available on
our website:
[2]https://www.pembrokeshire.gov.uk/privacy...
Kind Regards,
Caitlin Jennings
[3]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team
Pembrokeshire County
Council / Cyngor Sir Benfro
County Hall / Neuadd y Sir
Haverfordwest / Hwlffordd
SA61 1TP
Tel / Ffon: 01437 77 5272
Email / E-bost:
[4][Pembrokeshire County Council request email]
Publication Scheme: [5]https://www.pembrokeshire.gov.uk/publica...
Cynllun Cyhoeddi: [6]https://www.sir-benfro.gov.uk/cynllun-cy...
Disclosure Log:
[7]https://www.pembrokeshire.gov.uk/freedom...
Cofnod Datgeliadau:
[8]https://www.sir-benfro.gov.uk/rhyddid-gw...
Dear Daniel Hill,
With regards to your request for information, the Contact Officer dealing
with your enquiry has asked for further clarification:
· For questions 8 – 16 could you please clarify the following:
The Authority is a large organisation, which uses multiple systems. We do
use an Electronic Document Management System (EDMS) but this is not used
by all services. We can provide you with information relating to the
services that use EDMS but we would not hold information for services,
which use other databases and filing systems.
Similarly, for paper records we could provide you with information from
our Records Management Unit, however, not all services use the Records
Management Unit.
You may wish to refine your search or we can provide you with the
information as per the above, bearing in mind that this will be a snapshot
of information across certain services and not reflective of the Authority
as a whole.
Please could you clarify this, as without clarification we are unable to
process your request.
As section 8 of the Act specifies that we must be clear as to what
information you are seeking before your request becomes a valid FOI
request, the statutory 20 working day deadline will not begin until we
receive the clarification of your request, although we endeavour to
respond to all requests as quickly as possible.
If we do not receive clarification within 40 working days (06/10/2020)
your request will be cancelled, in accordance with section 1(3) of the
Act.
Kind Regards,
Caitlin Jennings
[1]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team
Pembrokeshire County
Council / Cyngor Sir Benfro
County Hall / Neuadd y Sir
Haverfordwest / Hwlffordd
SA61 1TP
Tel / Ffon: 01437 77 5272
Email / E-bost:
[2][Pembrokeshire County Council request email]
Publication Scheme: [3]https://www.pembrokeshire.gov.uk/publica...
Cynllun Cyhoeddi: [4]https://www.sir-benfro.gov.uk/cynllun-cy...
Disclosure Log:
[5]https://www.pembrokeshire.gov.uk/freedom...
Cofnod Datgeliadau:
[6]https://www.sir-benfro.gov.uk/rhyddid-gw...
___________________________________________________________________________________________________________________________________________________________________
We welcome correspondence in Welsh and English. We will respond in the
language in which the correspondence is received (unless you ask us to do
otherwise). / Byddwn yn ymateb yn yr un iaith â’r ohebiaeth a
dderbyniwyd (oni bai eich bod yn gofyn i ni wneud yn wahanol).
From: Freedom Of Information
Sent: 06 August 2020 14:05
To: 'Daniel Hill' <[FOI #677802 email]>
Subject: Acknowledgement of request for information - 10792
Dear Daniel Hill,
Thank you for contacting Pembrokeshire County Council. We acknowledge
receipt of your request for information.
Depending upon the nature of your request it will be processed under the
Freedom of Information Act 2000, or the Environmental Information
Regulations 2004.
We will make every effort to comply with our obligations under Freedom of
Information Act, and hope to provide you with a response by 04/09/2020,
which is the 20 working day statutory timescale. But in these
unprecedented times, there may be occasions where we are delayed in our
responses. If there is going to be a delay in your response we will inform
you of this accordingly.
Responses to requests for information are routinely published on the
Council’s website: [7]disclosure log. If you find the information you have
requested is already available on our website please contact us to cancel
your request.
The Freedom of Information Team’s Fair Processing Notice, is available on
our website:
[8]https://www.pembrokeshire.gov.uk/privacy...
Kind Regards,
Caitlin Jennings
[9]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team
Pembrokeshire County Council
/ Cyngor Sir Benfro
County Hall / Neuadd y Sir
Haverfordwest / Hwlffordd
SA61 1TP
Tel / Ffon: 01437 77 5272
Email / E-bost:
[10][Pembrokeshire County Council request email]
Publication Scheme:
[11]https://www.pembrokeshire.gov.uk/publica...
Cynllun Cyhoeddi: [12]https://www.sir-benfro.gov.uk/cynllun-cy...
Disclosure Log:
[13]https://www.pembrokeshire.gov.uk/freedom...
Cofnod Datgeliadau:
[14]https://www.sir-benfro.gov.uk/rhyddid-gw...
Dear Freedom Of Information,
'The Authority is a large organisation, which uses multiple systems. We do
use an Electronic Document Management System (EDMS) but this is not used
by all services. We can provide you with information relating to the
services that use EDMS but we would not hold information for services,
which use other databases and filing systems.
Similarly, for paper records we could provide you with information from
our Records Management Unit, however, not all services use the Records
Management Unit.'
- If you are able to get information on records held by the whole organisation that would be great, however if you are unable to provide this a snapshot should suffice, just please inform me, I note it will not represent your organisation as a whole.
Yours sincerely,
Daniel Hill
If you have received this email in error, please notify us by telephone on
01437 764551 and delete it from your computer immediately. Os ydych chi
wedi derbyn yr e-bost hwn trwy gamgymeriad, byddwch cystal â rhoi gwybod
inni trwy ffonio 01437 764551. Wedyn dylech ddileu’r e-bost ar unwaith
oddi ar eich cyfrifiadur.
Dear Daniel Hill,
Thank you for your email clarifying your request for information.
In accordance with Section 8 of the Act, now that we know what information
is being requested the statutory 20 working day time scale can begin. The
deadline for our response is 08/09/2020, however we will endeavour to
respond as soon as possible.
Please note in these unprecedented times, there may be occasions where we
are delayed in our responses. If there is going to be a delay in your
response we will inform you of this accordingly.
Kind Regards,
Caitlin Jennings
[1]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team
Pembrokeshire County
Council / Cyngor Sir Benfro
County Hall / Neuadd y Sir
Haverfordwest / Hwlffordd
SA61 1TP
Tel / Ffon: 01437 77 5272
Email / E-bost:
[2][Pembrokeshire County Council request email]
Publication Scheme: [3]https://www.pembrokeshire.gov.uk/publica...
Cynllun Cyhoeddi: [4]https://www.sir-benfro.gov.uk/cynllun-cy...
Disclosure Log:
[5]https://www.pembrokeshire.gov.uk/freedom...
Cofnod Datgeliadau:
[6]https://www.sir-benfro.gov.uk/rhyddid-gw...
___________________________________________________________________________________________________________________________________________________________________
We welcome correspondence in Welsh and English. We will respond in the
language in which the correspondence is received (unless you ask us to do
otherwise). / Byddwn yn ymateb yn yr un iaith â’r ohebiaeth a
dderbyniwyd (oni bai eich bod yn gofyn i ni wneud yn wahanol).
If you have received this email in error, please notify us by telephone on
01437 764551 and delete it from your computer immediately. Os ydych chi
wedi derbyn yr e-bost hwn trwy gamgymeriad, byddwch cystal â rhoi gwybod
inni trwy ffonio 01437 764551. Wedyn dylech ddileu’r e-bost ar unwaith
oddi ar eich cyfrifiadur.
Dear Daniel Hill,
This is to inform you that your request has been considered and our
response is provided in the attached document. We trust this information
meets your requirements at this time and we believe this request is
complete and now closed. Should any further information be requested
regarding this topic, a separate request will need to be submitted.
If you believe you have not been provided with the information you
requested, you have the right to request an internal review. Internal
review requests should be submitted within two months of the date of
receipt of the response to your original request, and should be addressed
to:
Freedom of Information
Pembrokeshire County Council
County Hall
Haverfordwest
SA61 1TP
[1][Pembrokeshire County Council request email]
If you are not satisfied following the outcome of a review, you can make
an appeal to the Information Commissioner, who is the statutory regulator.
The Information Commissioner can be contacted at:
Information Commissioner’s Office
2^nd Floor,
Churchill House
Churchill Way
Cardiff
CF10 2HH
Kind Regards,
Caitlin Jennings
[3]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team
Pembrokeshire County
Council / Cyngor Sir Benfro
County Hall / Neuadd y Sir
Haverfordwest / Hwlffordd
SA61 1TP
Tel / Ffon: 01437 77 5272
Email / E-bost:
[4][Pembrokeshire County Council request email]
Publication Scheme: [5]https://www.pembrokeshire.gov.uk/publica...
Cynllun Cyhoeddi: [6]https://www.sir-benfro.gov.uk/cynllun-cy...
Disclosure Log:
[7]https://www.pembrokeshire.gov.uk/freedom...
Cofnod Datgeliadau:
[8]https://www.sir-benfro.gov.uk/rhyddid-gw...
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