Records Management and Data Protection Statistics

The request was successful.

Dear Melton Borough 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, Melton Borough Council

Dear Mr Hill

REQUEST FOR INFORMATION
Freedom of Information ACT 2000 [“FOIA”]

Reference: RFI-2020-1111

I write to acknowledge your request for information received on 17 July 2020.

Please note, in light of the recent outbreak, the Council’s ability to continue to deliver some services to the standards you would normally receive may be impacted.

The Council is diverting resources away from dealing with information rights work at this time and this means we may not be able provide you with a response within the prescribed timescales.

That said, your request is being considered under the Freedom of Information Act 2000 and the Council will aim to provide a response within 20 working days from the date of receipt or as soon as practicably possible thereafter.

You will be notified, in writing, of whether:

1. a delay in responding is expected;
2. the information is held (unless an absolute exemption applies);
3. an exemption is applicable to the information you have requested which prevents disclosure (unless an absolute exemption applies);
4. a fee is chargeable for disbursements;

Further information about requests for information is available from the Information Commissioner’s website at www.ico.org.uk or by writing to them directly at:

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire
SK9 5AF

If you have any queries about your request please remember to quote the reference number provided above and send it to me using the details provided at the top of this letter.

Yours sincerely,

Rebecca Mann
Information & Complaints Officer
T: 01664 502502

Follow us @MeltonBC

Visit our website for the easy way to access services 24/7

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Info, Melton Borough Council

Dear Mr Hill

Thank you for your request for information. Before we can respond would you be kind enough to clarify a few points as shown below:

1) What do you mean by, or understand to be, a “digital record”?

(2) What do you mean by, or understand to be, a “paper-based” record? – for example, are you interested in anything stored on paper, or is the request more specific?

(3) With respect to paper-based records, what do you mean by “storage facilities” – is this a recognised document storage room, such as a library; or would it include general filing cabinets and cupboards?

(4) With respect to “digital records”, what do you regard as “storage facilities”, does this include all of our multiple sets of backup copies or archived data, or just “live” records immediately accessible?

When we receive a response back we will endeavour to respond to your request.

Regards

Rebecca Mann
Information & Complaints Officer
T: 01664 504218

Follow us @MeltonBC

Visit our website for the easy way to access services 24/7

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Dear Info,

Many Thanks for your response

By digital record, I mean:Data or information that has been captured and fixed for storage and manipulation in
an automated system and that requires the use of the system to render it intelligible by a person.

By paper-based records I mean I am after any records stored that are of a physical origin

Regarding storage facilities, I mean recognised document storage facilities

I regard “storage facilities” as servers and databases, if you have all the backed up data that would be ideal, but if that is too much then just live records will be acceptable

Yours sincerely,

Daniel Hill

Info, Melton Borough Council

3 Attachments

Dear Mr Hill

 

Please find response attached

 

Regards

 

 

Rebecca Mann

Information & Complaints Officer

T: 01664 502502

 

[1]cid:image002.jpg@01D639B6.79824560

 

[2]Follow us @MeltonBC

 

[3]Visit our website for the easy way to access services 24/7

 

 

[4]cid:image002.png@01D66757.BCF7F230

 

 

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References

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2. https://twitter.com/MeltonBC
3. http://www.melton.gov.uk/