Dear Lancaster 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

info, Lancaster City Council

2 Attachments

Dear Daniel Hill,

I write to confirm receipt of your request for information, which was
received on 17th July 2020 and is now being processed under the Freedom of
Information Act 2000. Your request has been given the unique reference
number as stated in the subject header above and you should quote this
reference number in all correspondence. You should receive our response
within 20 working days; this means that you can expect to receive the
requested information by 14th August 2020. If we are unable to deal with
your request within that time limit or the Council does not hold the
information or there is a reason for it to be withheld, we will promptly
advise you in writing.

If you have any queries or concerns then please do not hesitate to contact
me. Please remember to quote the reference number above in any future
communications.

Kind regards,

 

J McGrath

Information Governance Officer

Deputy Data Protection Officer

 

Email: [1][Lancaster City Council request email]

Tel:      (01524) 58 2000

 

Lancaster City Council,

Town Hall, Lancaster LA1 1PJ

Website: [2]http://www.lancaster.gov.uk

 

   [3][IMG]

     [4]www.gov.uk/register-to-vote

 

UK businesses use up 2 million tonnes of paper each year. Think before you
print this email - do you really need to? Thank you. 

An Investor in People/Positive about Disabled People.

[5]DISCLAIMER:

 

References

Visible links
1. mailto:[email address]
2. http://www.lancaster.gov.uk/
3. https://www.yourvotematters.co.uk/
4. http://www.gov.uk/register-to-vote
5. http://www.lancaster.gov.uk/disclaimer

info, Lancaster City Council

2 Attachments

Dear Daniel Hill,

Freedom of Information Request - Ref: FOI 3451

Thank you for your request received on 17th July 2020 in which you asked
for information from Lancaster City Council.

 

Your request has been handled under the Freedom of Information Act 2000
(FOIA).

 

Response

 

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?
Every 2 years unless there is significant change to legislation, then that
will be addressed as appropriate.
3) In 2017, how many Subject Access Requests did your Local Authority
receive?
25
4) In 2019, how many Subject Access Requests did your Local Authority
receive?
21
5) What percentage of Subject Access Requests were completed within the
40-day deadline in 2017?

Not all of this information is available – from the 17 I am able to
access, I can provide the following information:15 of the 17 requests were
valid and responded to within 40 days of ID being provided = 100%.
The remaining 2 requests were not validated with ID and therefore were not
completed.
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?
Of the 21 requests, 4 never provided ID and so were not valid.

Of the 17 remaining requests 76.5% were completed within the 1 month
deadline
8) What percentage of total Subject Access Requests were completed after
extension in 2019?
23.5
9) How many Data Protection Impact Assessments had your Local Authority
conducted in 2017?
18
10) How many Data Protection Impact Assessments had your Local Authority
conducted in 2019?

17
11) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2017?
Unknown – this information is not recorded
12) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019?
Unknown – this information is not recorded
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?
Every 3 years
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?

Every 3 years
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? Unknown – this information is not recorded

b) If yes, what volume (Mbytes) of digital information was captured into
this system in 2019? Unknown – this information is not recorded

14) How many digital records does your organisation have captured in your
storage facilities currently?
Please state figure here: Unknown – this information is not recorded

15) What is the electronic volume (Mbytes) of digital information in your
organisation’s system currently?
Please state figure here: Unknown – this information is not recorded
15) How many digital records does your organisation have captured into
your system currently?
Please state figure here: Unknown – this information is not recorded
16) How many paper-based files/documents and/or boxes does your
organisation have in your storage facilities currently?
Please state figure here: Unknown – this information is not recorded
17) How many digital records were captured by your organisation in 2017?
Please state figure here: Unknown – this information is not recorded
18) How many digital records were captured by your organisation in 2019?
Please state figure here: Unknown – this information is not recorded
19) How many paper-based records were captured/registered by your
organisation in 2017?
Please state figure here: Unknown – this information is not recorded
20) How many paper-based records were captured/registered by your
organisation in 2019?
Please state figure here: Unknown – this information is not recorded
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 – this information is not recorded
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 – this information is not recorded
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 – this information is not recorded
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 – this information is not recorded

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 – unfortunately we are a team of 2 and do not have the time

 

If you have any queries or concerns about this response, please contact
this office. For details of how to appeal a decision we have made, see
below.

 

 

How to Appeal

 

Internal Review

If you are not satisfied with this response, you have the right to an
internal review.  The handling of your request will be looked at by
someone who was not responsible for the original case, and they will make
a decision as to whether we answered your request correctly.

 

If you would like to request a review, please write or send an email to
the Council at the following address:

 

Information Governance

Lancaster City Council

Town Hall

Dalton Square

Lancaster

LA1 1PJ

 

Email:  [1][Lancaster City Council request email]

 

Information Commissioner’s Office

 

If you remain dissatisfied after an internal review decision, you have the
right to apply to the Information Commissioner’s Office. The Commissioner
is an independent regulator who has the power to direct us to respond to
your request differently if she considers that we have handled it
incorrectly.

 

You can contact the Information Commissioner’s Office at the following
address:

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a
national rate number

Website:  [2]https://ico.org.uk/global/contact-us/

 

 

Re-use of Public-Sector Information

 

Some of the information that we provide in response to FOIA requests will
be subject to copyright protection. In most cases the copyright will be
owned by Lancaster City Council. The copyright in other information may be
owned by another person or organisation, as indicated on the information
itself.

 

You are free to use any information supplied for your own non-commercial
research or private study purposes. The information may also be used for
any other purpose allowed by a limitation or exception in copyright law,
such as news reporting. However, any other type of re-use, for example by
publishing the information in analogue or digital form, including on the
internet, will require the permission of the copyright owner.

 

For information where the copyright is owned by Lancaster City Council,
please contact this office if you would like to request permission.

 

For information where the copyright is owned by another person or
organisation you must apply to the copyright owner to obtain their
permission.

 

 

Yours sincerely

 

J McGrath

Information Governance Officer

Deputy Data Protection Officer

 

Email: [3][Lancaster City Council request email]

Tel:      (01524) 58 2000

 

Lancaster City Council,

Town Hall, Lancaster LA1 1PJ

Website: [4]http://www.lancaster.gov.uk

 

   [5][IMG]

     [6]www.gov.uk/register-to-vote

 

 

show quoted sections