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Records Management and Data Protection Statistics

Daniel Hill made this Freedom of Information request to Tendring District Council as part of a batch sent to 75 authorities

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Dear Tendring 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

Corporate Information Manager, Tendring District Council

Dear Mr Hill,

Thank you for your request for information regarding Records Management and Data Protection Statistics, which was received on 17/07/2020. I can confirm that your enquiry is receiving attention.

In accordance with the provisions of the Freedom of Information Act 2000 you should receive a comprehensive reply to your request within 20 working days from receipt of your enquiry.

During the pandemic please be aware that our limited resources may have been diverted away from compliance or information governance work in order to deal with emerging high priority activities. Therefore we thank you for your understanding and assure you that we will continue to respond to information requests as quickly as we are able. The Information Commissioners Office (ICO) has also published information on their website www.ico.org.uk.

The Council’s current activities and up to date changes to our service delivery can be found on our website at https://www.tendringdc.gov.uk/coronavirus

In certain circumstances, a fee may be payable for determining, locating, retrieving and extracting information and/or the cost for disbursements such as photocopying and postage. If this applies, a Fees Notice will be issued to you with details of any costs involved in advance and you will be required to pay this before I can proceed to deal with your request.

Further information about your rights is also available from the Information Commissioner at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF Telephone: 0303 123 1113, www.ico.gov.uk.

Kind regards,

Charlene Haynes
On behalf of Corporate Information Manager
Corporate Services
Tendring District Council

Phone: 01255 686063
E-mail: [Tendring District Council request email]
www.tendringdc.gov.uk
Tendring District Council, Town Hall, Station Road, Clacton-on-Sea, Essex CO15 1SE

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Corporate Information Manager, Tendring District Council

Classification - Official

Dear Mr Hill

Thank you for your request for information about Records Management and Data Protection Statistics, which was received on 17/07/2020. I am contacting you to advise that your enquiry is still receiving attention.

With the current pandemic we have had to prioritise our emergency planning response within every department which has meant we have had to redistribute our resources. Please accept the Council’s apologies for this delay, a response shall be with you as soon as possible.

During the pandemic please be advised that our limited resources may have been diverted away from compliance or information governance work in order to deal with emerging high priority activities. Therefore we thank you for your understanding and assure you that we will continue to respond to information requests as quickly as we are able. The Information Commissioners Office (ICO) has also published information on their website www.ico.org.uk.

The Council’s current activities and up to date changes to our service delivery can be found on our website at https://www.tendringdc.gov.uk/coronavirus

In certain circumstances, a fee may be payable for determining, locating, retrieving and extracting information and/or the cost for disbursements such as photocopying and postage. If this applies, a Fees Notice will be issued to you with details of any costs involved in advance and you will be required to pay this before I can proceed to deal with your request.

Further information about your rights is also available from the Information Commissioner at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF Telephone: 0303 123 1113, www.ico.gov.uk.

Kind regards,

Charlene Haynes
On behalf of Corporate Information Manager
Corporate Services
Tendring District Council

Phone: 01255 686512
E-mail: [Tendring District Council request email]
www.tendringdc.gov.uk
Tendring District Council, Town Hall, Station Road, Clacton-on-Sea, Essex CO15 1SE

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Corporate Information Manager, Tendring District Council

Dear Mr Hill,

Thank you for your request for information regarding Records Management and Data Protection Statistics. Firstly, please accept our apologies for the delay in responding to you. Due to the current pandemic we have had to prioritise our emergency planning response within every department which has meant we have had to redistribute our resources and unfortunately this request was missed.

Please see below the answers to your enquiry. Please be advised that some information you have requested is not recorded and/ or is not accessible due to the current situation.

1) Does your Local Authority have an assigned Data Protection Team / Unit?
Yes – but not a dedicated team, officers have other work associated with their role.
Answer - No

a. If yes, has it been set up since 2018?
Answer - N/A

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 - Annually or more frequently as required.

3) In 2017, how many Subject Access Requests did your Local Authority receive?
Answer- 9

4) In 2019, how many Subject Access Requests did your Local Authority receive?
Answer - 19

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

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

7) What percentage of Subject Access Requests were completed within the one month deadline in 2019?
Answer - 100%

8) What percentage of total Subject Access Requests were completed after extension in 2019?
Answer - N/A

9) How many Data Protection Impact Assessments had your Local Authority conducted in 2017?
Answer - Not recorded

10) How many Data Protection Impact Assessments had your Local Authority conducted in 2019?
Answer - 19

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?
Answer - No

a. If yes, how often does your Local Authority update its Records Management Policy?
Answer - The Council has a Document Retention Policy and associated Schedule.

14) Does your Local Authority have a retention or disposal schedule?
Answer - Yes

b. If yes, how often does your Local Authority update its retention or disposal schedule?
Answer - Annually or when required

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

Answer - Yes

a) If yes, what volume (Mbytes) of digital information was captured into this system in 2017? Answer - 129,972

b) If yes, what volume (Mbytes) of digital information was captured into this system in 2019? Answer - 688,608

14) How many digital records does your organisation have captured in your storage facilities currently?
Please state figure here: Answer - 1,196,405

15) What is the electronic volume (Mbytes) of digital information in your organisation’s system currently?
Please state figure here: Answer - 2632537 MB

15) How many digital records does your organisation have captured into your system currently?
Please state figure here: Answer - 2632537 MB

16) How many paper-based files/documents and/or boxes does your organisation have in your storage facilities currently?
Please state figure here: Not recorded

17) How many digital records were captured by your organisation in 2017?
Please state figure here: Answer - 129,972

18) How many digital records were captured by your organisation in 2019?
Please state figure here: Answer - 688,608

19) How many paper-based records were captured/registered by your organisation in 2017?
Please state figure here: Not recorded

20) How many paper-based records were captured/registered by your organisation in 2019?
Please state figure here: Not recorded

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: Not recorded

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: Not recorded

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: Not recorded

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: Not recorded

I also have an opinion-based question survey regarding this topic. Would you be happy with me following up regarding this? Please indicate:
Answer -Yes

I hope this information is of assistance to you.

Right to Internal Review:
If you are dissatisfied with your FOI response or with the way your request has been handled under the Freedom of Information Act, you have the right to ask for your request to be independently reviewed. You should set out your representations in writing explaining why you are dissatisfied with this response or the way your request has been handled and send to [email address]. Alternatively, you can post a request for an internal review to Mrs L Trembath, Corporate Services, Town Hall, Station Road, Clacton-on-Sea, Essex CO15 1SE. The review will be conducted in accordance with the Council’s internal review procedure. Further details of this procedure can be obtained from all Council offices or from our website (www.tendringdc.gov.uk). You will be notified of the outcome of the review as soon as possible and in any event within 20 working days from receipt of your representations.

Appeal:
If you should still remain dissatisfied following the outcome of the review, you may apply to the Information Commissioner for a decision by writing to:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF
Telephone: 0303 123 1113, www.ico.gov.uk.

The Council’s current activities and up to date changes to our service delivery can be found on our website at https://www.tendringdc.gov.uk/coronavirus

During the pandemic please be advised that our limited resources may have been diverted away from compliance or information governance work in order to deal with emerging high priority activities. Therefore we thank you for your understanding and assure you that we will continue to respond to information requests as quickly as we are able. The Information Commissioners Office (ICO) has also published information on their website www.ico.org.uk.

Further information about your rights is also available from the Information Commissioner at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF Telephone: 0303 123 1113, www.ico.gov.uk .

Kind regards,

Charlene Haynes
On behalf of Corporate Information Manager
Corporate Services
Tendring District Council

Phone: 01255 686063
E-mail: [Tendring District Council request email]
www.tendringdc.gov.uk
Tendring District Council, Town Hall, Station Road, Clacton-on-Sea, Essex CO15 1SE

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We don't know whether the most recent response to this request contains information or not – if you are Daniel Hill please sign in and let everyone know.