Records Management and Data Protection Statistics

Response to this request is long overdue. By law, under all circumstances, Fareham Borough Council should have responded by now (details). You can complain by requesting an internal review.

Dear Fareham 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

FOI, Fareham Borough Council

Please note that Fareham Borough Council has activated its business
continuity plan to respond to the Covid-19 pandemic.  It is likely that
many of our Officers will be redeployed to deal with critical Council
services and, whilst there will only be a short delay in acknowledging
your request, we would like to advise you that there is likely to be a
delay in the Council’s final response to your request.

 

We apologise if any delay in experienced and thank you for your patience
and understanding in this matter.

 

This email (and its attachments) is intended only for the use of the
person(s) to whom it is addressed and may contain information which is
privileged and/or confidential. If it has come to you in error, you must
take no action based on it nor must you copy or show it to anyone.

This email is confidential but may have to be disclosed under the Freedom
of Information Act 2000, the Data Protection Act 2018 or the Environmental
Information Regulations 2004. If you are not the person or organisation it
was meant for, apologies. Please ignore it, delete it and notify us.
Emails may be monitored.

 

FOI, Fareham Borough Council

Dear Mr Hill,

I write to acknowledge receipt of your freedom of information request.

Your request is currently being investigated and I will endeavour to provide you with a full response within 20 working days from the date of your request.

If I am unable to do so, I will contact you again to advise of a date when I will be able to provide you with the information requested, or the reason why I am unable to provide it.

Yours sincerely

Emily Roth
Data Protection Administrator
Fareham Borough Council
01329824562

http://www.fareham.gov.uk
http://www.facebook.com/farehambc
http://www.twitter.com/farehambc
http://www.youtube.com/farehambcouncil

show quoted sections

FOI, Fareham Borough Council

Dear Mr Hill,

 

I am writing to you further to your Freedom of Information request to
advise you that Fareham Borough Council has activated its business
continuity plan to respond to the Covid-19 pandemic. It is likely that
many of our Officers will be redeployed to deal with critical Council
services and therefore I am advising you that there is likely to be a
delay in the Council’s response to your request. The Information
Commissioner’s Office have acknowledged this in their “Your data matters
blog” which is published on their website.

 

We apologise if any delay is experienced and thank you for your patience
and understanding in this matter.

 

Yours sincerely,

 

Emily Roth
Data Protection Administrator
Fareham Borough Council
01329824562

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This email (and its attachments) is intended only for the use of the
person(s) to whom it is addressed and may contain information which is
privileged and/or confidential. If it has come to you in error, you must
take no action based on it nor must you copy or show it to anyone.

This email is confidential but may have to be disclosed under the Freedom
of Information Act 2000, the Data Protection Act 2018 or the Environmental
Information Regulations 2004. If you are not the person or organisation it
was meant for, apologies. Please ignore it, delete it and notify us.
Emails may be monitored.

 

References

Visible links
1. https://www.fareham.gov.uk/
2. https://www.facebook.com/farehambc
3. https://www.twitter.com/farehambc
4. https://www.youtube.com/farehambcouncil