Records Management and Data Protection Statistics
Dear North Devon 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
Dear Mr Hill
Thank you for your request received 17 July 2020, for which I acknowledge receipt.
Your request is now being dealt with in accordance with the Act and will be due for response no later than 14 August 2020, in accordance with the statutory time limit of 20 working days.
However, given the current situation with the Coronavirus pandemic, the deadline may need to be extended, particularly if staffing levels significantly reduce over the coming weeks. We already have a reduced workforce across the authority due to sickness and those required to self-isolate. Further to this, some employees have been redeployed to work in other departments such as Customer Service, Housing, Revenues and Benefits and Waste & Recycling as they have identified as critical at this time to support the North Devon community. We will of course keep you updated as the situation develops.
The Council has an adopted charging policy for dealing with requests for information under FOIA and EIR, which is published on the Council's website, however I will write to you in advance should the processing of your request require a fee, if we should require further any information/clarification from you or if we are going to need to extend the response deadline further.
Yours sincerely
Claire Chandler | Legal Apprentice
North Devon Council | PO Box 379 | Barnstaple | EX32 2GR
Tel. 01271 388237
[email address]
Dear Mr Hill
Further to our acknowledgement, the Council's ICT team requires clarification regarding Q15 and have asked the following:
Does this refer to the total approximate size (which would be in Terabytes rather than Megabytes) of the entire network or the approximate size of ICT applications that contain scanned documents?
Your request will be placed on hold whilst we await your response.
Yours sincerely
Vicky Eagle
Administrator – FOI & EIR
Legal Services
North Devon Council
PO BOX 379
Barnstaple, EX32 2GR
[email address]
Dear Legal Services,
Many thanks for your prompt response
It would be the approximate size of ICT applications that contain scanned documents please
Yours sincerely,
Daniel Hill
Dear Mr Hill
Thank you for your clarification response received earlier today, for which I acknowledge receipt. I have now passed this to our IT team.
Your request is now being dealt with in accordance with the Act and will be due for response no later than 20 August, in accordance with the statutory time limit of 20 working days.
However, given the current situation with the Coronavirus pandemic, the deadline may need to be extended, particularly if staffing levels significantly reduce over the coming weeks. We already have a reduced workforce across the authority due to sickness and those required to self-isolate. Further to this, some employees have been redeployed to work in other departments such as Customer Service, Housing, Revenues and Benefits and Waste & Recycling as they have identified as critical at this time to support the North Devon community. We will of course keep you updated as the situation develops.
The Council has an adopted charging policy for dealing with requests for information under FOIA and EIR, which is published on the Council's website, however I will write to you in advance should the processing of your request require a fee, if we should require further any information/clarification from you or if we are going to need to extend the response deadline further.
Yours sincerely
Vicky Eagle
Administrator – FOI and EIR
Legal Services
North Devon Council
PO Box 379, Barnstaple, EX32 2GR
[North Devon Council request email]
Dear Legal Services,
Which questions are you having difficulty with, so I can filter the request down?
Yours sincerely,
Daniel Hill
Dear Mr Hill
I have not received any further requests for clarification from the responding officers, other than the question from ICT regarding Q!5 which you answered and is now with ICT for response. Should any further requests be made I will be in touch.
Yours sincerely
Vicky Eagle
Administrator – FOI & EIR
Legal Services
North Devon Council
PO BOX 379
Barnstaple, EX32 2GR
[email address]
Dear Mr Hill
I write with regard to another part of your request that we require some further information.
By the term "Electronic Document Record Keeping (or management) System" do you mean to include non EDMS applications (such as Planning, or Case Management systems) that store documents?
Your request will be placed on hold whilst we await your reply.
Regards, Vicky Eagle
Thank you Mr Hill, this has been confirmed to the responding officers.
Regards, Vicky
Dear Mr Hill
I write in response to your request for information received 17 July and clarified by return of email, 23 July 2020.
Section 1(1)(a) of the Act requires the Council to inform you whether it holds information of the description specified in your request. I confirm that the Council does hold some of this information. In discharge of its obligation under section 1(1)(b) I can provide you with the following response:
1. Yes
1. a) Yes
2. Yes, it is published on the Council website: https://www.northdevon.gov.uk/media/3801...
2. a) Due for review in April 2022
3. Four
4. Five
5. All requests opened in 2017 were completed within the 40-day deadline. One request was aborted.
6. Not applicable
7. All requests opened in 2019 were completed within the 40-day deadline. Two requests were aborted.
8. Not applicable
9. This information is not recorded
10. Six
11. This information is not recorded
12. This information is not recorded
13. The Council holds a Data Retention Policy which is published via its website: https://www.northdevon.gov.uk/council/da...
13. a) annually
14. This information is published via the Council's website: https://www.northdevon.gov.uk/council/da...
14. a) annually
15. Yes, multiple a & b) This information is not recorded
16. This information is not recorded
17. This information is not recorded
18. This information is not recorded
19. This information is not recorded
20. This information is not recorded
21. This information is not recorded
22. This information is not recorded
23. This information is not recorded
24. This information is not recorded
25. This information is not recorded
26. This information is not recorded
27. This information is not recorded
If you are dissatisfied with the handling of your request, you have the right to request an internal review which should be received within two months from the date of this response email and should be sent to;
Solicitor & Data Protection Officer
Legal Services
North Devon Council
PO Box 379, Barnstaple, EX32 2GR
[North Devon Council request email]
If you are not content with the outcome of the internal review, you have the right to apply to the Information Commissioner for a decision:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 01625 545 745
Fax: 01625 524 510
Email: [email address]
Yours sincerely
Vicky Eagle
Administrator – FOI & EIR
Legal Services
North Devon Council
PO BOX 379
Barnstaple, EX32 2GR
[email address]
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