Records Management and Data Protection Statistics

The request was successful.

Dear Hambleton 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

infogov.HambletonDC@veritau.co.uk,

1 Attachment

Dear Daniel,

Thank you for your Freedom of Information Request HDC 3295 on the 17 July 2020.

I can confirm that we do hold this information but unfortunately it is not in an easily retrievable format nor is there an automated mechanism that would allow us to easily collate the requested data. In order to obtain this information the County Council would have to go through 381 boxes at 30 minutes each (290.5 hours) and 30 tall cupboards at 1 hour each (40 hours) providing the information for physical records alone would take a minimum of 220.5 hours

Section 12 of the Freedom of Information Act 2000 states that the County Council is not obliged to comply with a request for information if the authority estimates that the costs of complying with the request would exceed the appropriate limit. The Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulations 2005 has set the appropriate limit as £450, based on a charge at £25 per hour.

The appropriate limit equates to one person spending 18 hours on the following actions:

• determining whether the County Council holds the information requested, and
• locating, retrieving and extracting the information requested.

Unfortunately the large amount of work required to respond to your request, as described above, would exceed this limit. Consequently the County Council is not obliged to respond to your request, however as a gesture of good will the County Council has answered the following questions:

1) Does your Local Authority have an assigned Data Protection Team / Unit?
Yes – externally appointed DPO.

a. If yes, has it been set up since 2018?
Yes
No – DPO was appointed before 2018.

2) Does your Local Authority have a Data Protection policy?
Yes
No
HDC does not have a specific Data Protection policy. The Data Protection Principles are addressed across a suite of policies known as the Information Governance Framework. This consists of the following policies:

Information Governance Strategy
Data Protection Rights Policy
Information Access and Transparency Policy
Information Management Policy
Personal Privacy Policy
Information Security Policy

a. If yes, how often does your Local Authority update its Data Protection policy?
The Information Governance Framework is reviewed annually.

3) In 2017, how many Subject Access Requests did your Local Authority receive?
7 requests received of which 6 were valid requests.

4) In 2019, how many Subject Access Requests did your Local Authority receive?
11 requests received of which 10 were valid requests.

5) What percentage of Subject Access Requests were completed within the 40-day deadline in 2017?
100%

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

7) What percentage of Subject Access Requests were completed within the one month deadline in 2019?
80%.

8) What percentage of total Subject Access Requests were completed after extension in 2019?
10%.

If you are able to narrow the scope of your request, we would be happy to consider whether we could respond to a revised request in under 18 hours [provide any examples to assist the applicant]. Any reformulated request will be treated as a new FOI request.

Please find attached the County Council’s information governance appeals procedure for your information. Please remember to quote the reference number above in any future communications.

Kindest regards

Tanya

Tanya Fleming | Senior Information Governance Officer

show quoted sections

Dear [email address],

Many thanks for your response,

Below is a refined list of questions, please let me know if any are very complex

1) 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?
2) In 2017, how many Subject Access Requests did your Local Authority receive?
3) In 2019, how many Subject Access Requests did your Local Authority receive?
4) What percentage of Subject Access Requests were completed within the 40-day deadline in 2017?
5) What percentage of total Subject Access Requests were completed after extension in 2017?
6) What percentage of Subject Access Requests were completed within the one month deadline in 2019?
7) What percentage of total Subject Access Requests were completed after extension in 2019?
RM FOI
8) 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?
9) Does your Local Authority have a retention or disposal schedule?
Yes
No
a. If yes, how often does your Local Authority update its retention or disposal schedule?
10) 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?
12) How many digital records/documents did your Local Authority dispose of in 2017, according to your retention or disposal schedules?
Please state figure here:
13) How many digital records/documents did your Local Authority dispose of in 2019, according to your retention or disposal schedules?
Please state figure here:
14) How many paper-based records were captured/registered by your organisation in 2017?
Please state figure here:
15) How many paper-based records were captured/registered by your organisation in 2019?
Please state figure here:
16) 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:
17) 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:

Yours sincerely,

Daniel Hill

Hambleton District Council

1 Attachment

Dear Daniel,

 

Thank you for your response to FOI  HDC 3295 on the 10 August 2020, this
refinement has been recorded as a new FOI request and allocated Case ID -
202000030. 

Please see below for Hambleton District Councils response to your
questions.

                                                                    

1) Does your Local Authority have a Data Protection policy?

 

Previously answered in HDC 3295

 

a. If yes, how often does your Local Authority update its Data Protection
policy?

 

Previously answered in HDC 3295

 

2) In 2017, how many Subject Access Requests did your Local Authority
receive?

 

Previously answered in HDC 3295

 

3) In 2019, how many Subject Access Requests did your Local Authority
receive?

 

Previously answered in HDC 3295

 

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

 

Previously answered in HDC 3295

 

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

 

Previously answered in HDC 3295

 

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

 

Previously answered in HDC 3295

 

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

 

Previously answered in HDC 3295

 

 

RM FOI

 

8) Does your Local Authority have a Records Management Policy?

 

Yes

 

 1. If yes, how often does your Local Authority update its Records
Management Policy?

 

Annually or as required

 

9) Does your Local Authority have a retention or disposal schedule?

 

Yes

 

 1. If yes, how often does your Local Authority update its retention or
disposal schedule?

 

As required by the service areas

 

 

10) Does your authority have an Electronic Document Record Keeping (or
management) System?

 

Yes, multiple  (not to be provided – ModernGov Committee management
system, Info@work, Jigsaw, Uniform)

 

 1. If yes, what volume (Mbytes) of digital information was captured into
this system in 2017?

 

Information not held.

 

 2. If yes, what volume (Mbytes) of digital information was captured into
this system in 2019?

 

Information not held.

 

12) How many digital records/documents did your Local Authority dispose of
in 2017, according to your retention or disposal schedules?

 

Please state figure here: Information not held.

 

 

 

13) How many digital records/documents did your Local Authority dispose of
in 2019, according to your retention or disposal schedules?

 

Please state figure here: Information not held.

 

14) How many paper-based records were captured/registered by your
organisation in 2017?

 

Please state figure here: Information not held

 

15) How many paper-based records were captured/registered by your
organisation in 2019?

 

Please state figure here: Information not held

 

16) 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:

 

2 boxes – democratic services

1 box – customer services

 Remaining service areas: Information not held

 

17) 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:

 

2 boxes – democratic services

1 box – customer services

 Remaining service areas: Information not held.

 

Please find attached the District Council's information governance appeals
procedure for your information.  Please remember to quote the new
reference number above in any future communications.

 

Kindest regards

 

Tanya Fleming | Senior Information Governance Officer