Records Management and Data Protection Statistics

The request was successful.

Dear East Ayrshire 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

Freedom Of Information, East Ayrshire Council

1 Attachment

  • Attachment

    Caring Kind connected logo.jpg

    35K Download

Thank you for contacting East Ayrshire Council.  This is an automated

response to advise you that your email has been received.

 

Due to the situation regarding Coronavirus (COVID-19) resources within the

Council are being prioritised and it may take longer, than the standard

timescale of responding within 20 workings days, to reply to your freedom

of information request.  Your request will be responded to in due course

unless you inform us that you have withdrawn your request at this
time.    

 

 

If your enquiry concerns any other matter, your email will be passed to
the

relevant section for appropriate action to be taken.

 

 

Regards,

 

FOI Team.

 

 

show quoted sections

Gibson, Robert,

1 Attachment

CLASSIFICATION: PUBLIC

Dear Sir,

I refer to your freedom of information request contained in your email dated 17 July 2020.

The Council is treating your request as a request made under the Freedom of Information (Scotland) Act 2002 (FOISA).

Please find below our reply to your request for information.

Data Protection Based Questions

1) Does your Local Authority have an assigned Data Protection Team / Unit?
Answer :Yes

a. If yes, has it been set up since 2018?
Answer : No, the team were in existence prior to 2018.

2) Does your Local Authority have a Data Protection policy?
Answer :Yes

a. If yes, how often does your Local Authority update its Data Protection policy?
Answer : As an when required, however document will be reviewed every two years.

3) In 2017, how many Subject Access Requests did your Local Authority receive?
Answer : 40

4) In 2019, how many Subject Access Requests did your Local Authority receive?
Answer : 51

5) What percentage of Subject Access Requests were completed within the 40-day deadline in 2017?

Answer : 90%

6) What percentage of total Subject Access Requests were completed after extension in 2017?

Answer : 10%

7) What percentage of Subject Access Requests were completed within the one month deadline in 2019?

Answer : 95%

8) What percentage of total Subject Access Requests were completed after extension in 2019?

Answer : 5%

9) How many Data Protection Impact Assessments had your Local Authority conducted in 2017?

Answer : 6

10) How many Data Protection Impact Assessments had your Local Authority conducted in 2019?

Answer : 12

11) How many systems which process personal information had your organisation stopped using and storing personal data on in 2017?

Answer : None

12) How many systems which process personal information had your organisation stopped using and storing personal data on in 2019?

Answer: None

Records Management

13) Does your Local Authority have a Records Management Policy? YES.

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.

b. If yes, how often does your Local Authority update its retention or disposal schedule?
Continually / when required in line with service needs and legislative updates / SCARRs model updates.

13) Does your authority have an Electronic Document Record Keeping (or management) System?
We do not have a corporate, council wide EDMS

14) How many digital records does your organisation have captured in your storage facilities currently? Please state figure here:
Only paper records are retained within the Council’s storage facility.

15) What is the electronic volume (Mbytes) of digital information in your organisation’s system currently? Please state figure here:
In accordance with Section 17 of FOISA I must inform you that we do not hold this figure.

15) How many digital records does your organisation have captured into your system currently? Please state figure here:
In accordance with Section 17 of FOISA I must inform you that we do not hold this figure.

16) How many paper-based files/documents and/or boxes does your organisation have in your storage facilities currently? Please state figure here:
Approximately 14,220 boxes of records are retained within the records centre.

17) How many digital records were captured by your organisation in 2017? Please state figure here:
In accordance with Section 17 of FOISA I must inform you that we do not hold this figure.

18) How many digital records were captured by your organisation in 2019? Please state figure here:
In accordance with Section 17 of FOISA I must inform you that we do not hold this figure.

19) How many paper-based records were captured/registered by your organisation in 2017? Please state figure here:
In accordance with Section 17 of FOISA I must inform you that we do not hold this figure.
A figure can be provided for the number of boxes/records deposited at records centre between 01/01/2017 – 31/12/2017 which was 1,253 boxes / 12,452 records.

20) How many paper-based records were captured/registered by your organisation in 2019? Please state figure here:
In accordance with Section 17 of FOISA I must inform you that we do not hold this figure.
A figure can be provided for the number of boxes/records deposited at records centre between 01/01/2019 – 31/12/2019 which was 868 boxes / 11,612 records.

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:
In accordance with Section 17 of FOISA I must inform you that we do not hold this figure.

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:
In accordance with Section 17 of FOISA I must inform you that we do not hold this figure.

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:
In accordance with Section 17 of FOISA I must inform you that we do not hold this figure.

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:
In accordance with Section 17 of FOISA I must inform you that we do not hold this figure.

I trust that the above information proves helpful. I have attached a leaflet that confirms your rights with regards to making a freedom of information request to East Ayrshire Council.

Regards,

Robert Gibson
Freedom of Information team
East Ayrshire Council

Email : [email address]

show quoted sections