Records Management and Data Protection Statistics

The request was successful.

Dear Ashford 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 Requests, Ashford Borough Council

Thank you for submitting an Information request.

Your email will be processed by the Freedom of Information and Data
Protection team.

We endeavour to respond to all Freedom of Information / Environmental
Information requests within 20 working days. If we require anything
further from you we will be in touch.

 

We are a district council which provides services to residents in Ashford,
Tenterden and a large network of surrounding villages.

 

Our services include keeping the streets clean and collecting rubbish,
renting out social housing (council houses and flats), providing leisure
facilities and play areas and processing council tax, business rates and
housing benefits. We deal with local planning applications, issue licenses
for taxis and licensed premises, look after parks and open spaces, and
parking around our borough.

 

Please note - services including primary and secondary education, roads,
pavements and street lighting, libraries and adult education, social
services and care, fall outside our service area and are provided by Kent
County Council. If your request falls into one of these categories please
accept this acknowledgment as our response.

 

You may wish to redirect your request to Kent County Council’s Freedom of
Information team who can be contacted at:

·         Email [1][email address]

·         Write to Information Resilience and Transparency Team, Kent
County Council, Room 2.87, Sessions House, County Hall, Maidstone. ME14
1XQ

 

If your request relates to any of the above KCC matters but you
nonetheless consider it is within our remit for an exceptional reason
please contact us to discuss the matter further.

 

Yours sincerely

 

Freedom of Information Team

Ashford Borough Council

 

Data Protection - Ashford Borough Council is the data controller for any
personal information collected during the process of making an information
request. Your information will be used to administrate your request, and
processing is being conducted relying upon the legal obligation placed
upon the council by either the Freedom of Information or Environmental
Information Regulations. Your data may be shared with other departments
within the council for the purpose of responding to your request. We will
not share your information with any third parties unless we are required
or permitted to do so by law. Your information will be retained along with
your request for 4yrs.

For more information about your data protection rights please see the
Council’s data protection pages which can be found at
[2]www.ashford.gov.uk or contact the Data Protection Officer at, The Data
Protection Officer, Ashford Borough Council, Civic Centre, Tannery Lane,
Ashford TN23 1PL.

 

 

 

 

 

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Ashford Borough Council

1 Attachment

Dear Daniel Hill, Thank you for your recent Freedom of Information
request, please find attached our response. Kind regards Freedom of
Information Team