Records Management and Data Protection Statistics

The request was successful.

Dear Stroud District 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

foi@stroud.gov.uk, Stroud District Council

Thank you for contacting Stroud District Council.

As you are aware we are facing unprecedented challenges in maintaining service levels because of increased workload and reduced staff resource due to the Coronavirus outbreak.
Critically-important services are being prioritised.

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Stroud District Council

Dear Mr Hill

Thank you for your FOI request.

Due to current workloads please may I request an extension to our response deadline to the 1 September 2020.

Thank you for your patience and understanding.

Best wishes

Mr Shobhan Sen

Customer Services Manager
Stroud District Council
07870 549866
[email address]
www.stroud.gov.uk
Working together to make Stroud District a better place to live, work and visit
  

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Stroud District Council

Good morning

Request for Information

Thank you for your request for information dated 17 July and apologies for the delay in sending the response.

The information you have requested under the Freedom of Information act can be found below.

Data Protection Based Questions

1 - No

2 - Yes - available on website - https://www.stroud.gov.uk/council-and-de...
a- This was last updated in 2018 when the General Data Protection Laws changed

3 - 1

4 - 5

5 - 100%

6 - N/A

7 - 100%

8 N/A

9 - 0

10 - 0

11 - 0

12 - 0

Records management
13 - Yes
a - Last review of all SDC retention policies took place in Autumn 2018. Subsequent reviews of individual service area retention policies are determined and undertaken by that service periodically

14 a - Yes
b - This is determined by the individual service area

13 - Yes multiple -each service area is responsible for organising and storing records and many of those service areas employ the use of a case management system to achieve this.
a- approx. 28546.3 mb (R&B)
b- approx. 36340.4 mb (R&B)

14 - (Assumed that this question is asking how many digital records do we also have in a paper based storage facility) - 0

15 - 3926060mb - Approximately

16 - 1145 Files in Legal Strong Room - 721 Files in Property Services

17 - 272634 - Approximately

18 - 236130 Approximately

19 - N/A

20 - N/A

21 - None

22 - None

23 - None

24 - None

No

Yours sincerely

Mrs K Taubert
Customer Services

Stroud District Council
www.stroud.gov.uk

01453 766321
[Stroud District Council request email]

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