Records Management and Data Protection Statistics

Daniel Hill made this Freedom of Information request to Blaby District Council as part of a batch sent to 64 authorities

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Dear Blaby 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

Freedom of Information Mailbox, Blaby District Council

Dear Daniel,

 

Freedom of Information Request – FOI-20-734

 

I write in response to your request for information dated 17^th July 2020.
In order to proceed with questions 13 – 25 of your request we require some
clarification: 

 

·         What do you mean by, or understand to be, a “digital record”?

·         What do you mean by, or understand to be, a “paper-based”
record? – for example, are you interested in anything stored on paper, or
is the request more specific?

·         With respect to paper-based records, what do you mean by
“storage facilities” – is this a recognised document storage room, such as
a library; or would it include general filing cabinets and cupboards?

·         With respect to “digital records”, what do you regard as
“storage facilities”, does this include all of our multiple sets of backup
copies or archived data, or just “live” records immediately accessible?

 

I can provide the following information at present:

 

1)    Does your Local Authority have an assigned Data Protection Team /
Unit? – Information Governance team are responsible for data protection
alongside other issues

a.    If yes, has it been set up since 2018? – Yes

 

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

a.    If yes, how often does your Local Authority update its Data
Protection policy? – Annual or as needed

 

3)    In 2017, how many Subject Access Requests did your Local Authority
receive? – 11 (3 of which were withdrawn due to not receiving ID or fee)

 

4)    In 2019, how many Subject Access Requests did your Local Authority
receive? – 19 (7 of which were withdrawn for various reasons)

 

5)    What percentage of Subject Access Requests were completed within the
40-day deadline in 2017? – 87.5%

 

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? – 100%

 

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

 

9)    How many Data Protection Impact Assessments had your Local Authority
conducted in 2017? – 0

 

10) How many Data Protection Impact Assessments had your Local Authority
conducted in 2019? – 6

 

11) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2017? – No
information Recorded

 

12) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019? – No
information Recorded

 

13) Does your Local Authority have a Records Management Policy? – 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? –
Incorporated within Information Asset Register

a.    If yes, how often does your Local Authority update its retention or
disposal schedule? – As needed

 

The information provided in response to Freedom of Information requests is
subject to copyright protection.  Where the copyright is owned by Blaby
District Council, re-use is permitted in accordance with the terms of the
Open Government Licence. However, we do ask that you attribute the
information to Blaby District Council when re-using it.

 

Where third party copyright is identified, you will need to contact the
copyright owner directly should you wish to re-use their information.

Should you be unhappy with the way your request has been handled you can
ask for an internal review by emailing: [email address].
The Senior Information Governance Officer will then arrange a review of
your case.

If you are not happy with the outcome of the internal review, you have the
right to apply directly to the Information Commissioner for a decision.
For more information, please visit: www.ico.org.uk.

 

If you have any further queries, please contact me quoting the above
reference number.

                 

Yours sincerely,

 

Emily Henderson

Information Governance Officer

Blaby District Council

[1][email address]

 

Telephone: 0116 272 7592

Visit Our Website: [2]www.blaby.gov.uk

 

 

Please save paper and only print out what is necessary

 

Find out what level of service you are entitled to receive by viewing our
[3]Service Standards

 

To find out about how we use your personal information, please review our
[4]privacy notice.

 

show quoted sections

Dear Freedom of Information Mailbox,

Many thanks for your response

What do you mean by, or understand to be, a “digital record”? By a digital record I mean either a physical records digital copy or a born digital record captured into a system (record- information created, received, and maintained as evidence and as an asset by an organization or person, in pursuit of legal obligations or in the transaction of business)

· What do you mean by, or understand to be, a “paper-based”
record? – for example, are you interested in anything stored on paper, or
is the request more specific? - I am after any physical record (record- information created, received, and maintained as evidence and as an asset by an organization or person, in pursuit of legal obligations or in the transaction of business)

· With respect to paper-based records, what do you mean by
“storage facilities” – is this a recognised document storage room, such as
a library; or would it include general filing cabinets and cupboards? - this is a recognized storage room

· With respect to “digital records”, what do you regard as
“storage facilities”, does this include all of our multiple sets of backup
copies or archived data, or just “live” records immediately accessible? - this would be just live records immediately accessible please

Yours sincerely,

Daniel Hill

Freedom of Information Mailbox, Blaby District Council

Dear Daniel,

 

Freedom of Information Request – FOI-20-734

 

I write in response to your request for information dated 17^th July 2020.

 

1)      Does your Local Authority have an assigned Data Protection Team /
Unit? – Information Governance team are responsible for data protection
alongside other issues

a.       If yes, has it been set up since 2018? – Yes

 

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

a.       If yes, how often does your Local Authority update its Data
Protection policy? – Annual or as needed

 

3)      In 2017, how many Subject Access Requests did your Local Authority
receive? – 11 (3 of which were withdrawn due to not receiving ID or fee)

 

4)      In 2019, how many Subject Access Requests did your Local Authority
receive? – 19 (7 of which were withdrawn for various reasons)

 

5)      What percentage of Subject Access Requests were completed within
the 40-day deadline in 2017? – 87.5%

 

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? – 100%

 

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

 

9)      How many Data Protection Impact Assessments had your Local
Authority conducted in 2017? – 0

 

10)   How many Data Protection Impact Assessments had your Local Authority
conducted in 2019? – 6

 

11)   How many systems which process personal information had your
organisation stopped using and storing personal data on in 2017? – No
information Recorded

 

12)   How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019? – No
information Recorded

 

13)   Does your Local Authority have a Records Management Policy? – 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? –
Incorporated within Information Asset Register

a.       If yes, how often does your Local Authority update its retention
or disposal schedule? – As needed

 

15)   Does your authority have an Electronic Document Record Keeping (or
management) System? – Yes, multiple

a)      If yes, what volume (Mbytes) of digital information was captured
into this system in 2017? – Information is not recorded.

b)      If yes, what volume (Mbytes) of digital information was captured
into this system in 2019? – Information is not recorded.

16)   How many digital records does your organisation have captured in
your storage facilities currently? – Information is not recorded.

17)   What is the electronic volume (Mbytes) of digital information in
your organisation’s system currently? – Information is not recorded.

18)   How many digital records does your organisation have captured into
your system currently? – Information is not recorded.

19)   How many paper-based files/documents and/or boxes does your
organisation have in your storage facilities currently? – Information is
not recorded.

20)   How many digital records were captured by your organisation in 2017?
– Information is not recorded.

21)   How many digital records were captured by your organisation in 2019?
– Information is not recorded.

22)   How many paper-based records were captured/registered by your
organisation in 2017? – Information is not recorded.

23)   How many paper-based records were captured/registered by your
organisation in 2019? – Information is not recorded.

24)   How many digital records/documents did your Local Authority dispose
of in 2017, according to your retention or disposal schedules? –
Information is not recorded.

25)   How many digital records/documents did your Local Authority dispose
of in 2019, according to your retention or disposal schedules? –
Information is not recorded.

26)   How many paper-based files and/or boxes had your Local Authority
disposed of in 2017, based on your retention or disposal schedules: –
Information is not recorded.

27)   How many paper-based files and/or boxes had your Local Authority
disposed of in 2019, based on your retention or disposal schedules: –
Information is not recorded.

 

 

The information provided in response to Freedom of Information requests is
subject to copyright protection. Where the copyright is owned by Blaby
District Council, re-use is permitted in accordance with the terms of the
Open Government Licence. However, we do ask that you attribute the
information to Blaby District Council when re-using it.

 

Where third party copyright is identified, you will need to contact the
copyright owner directly should you wish to re-use their information.

Should you be unhappy with the way your request has been handled you can
ask for an internal review by emailing: [email address].
The Senior Information Governance Officer will then arrange a review of
your case.

If you are not happy with the outcome of the internal review, you have the
right to apply directly to the Information Commissioner for a decision.
For more information, please visit: www.ico.org.uk.

 

If you have any further queries, please contact me quoting the above
reference number.

 

Yours sincerely,

 

Emily Henderson

Information Governance Officer

Blaby District Council

[1][email address]

 

Telephone: 0116 272 7592

Visit Our Website: [2]www.blaby.gov.uk

 

 

Please save paper and only print out what is necessary

 

Find out what level of service you are entitled to receive by viewing our
[3]Service Standards

 

To find out about how we use your personal information, please review our
[4]privacy notice.

 

show quoted sections

Freedom of Information Mailbox, Blaby District Council

Dear Daniel,

 

There was some additional information received relating to your request,
and this is outlined below.

 

Details below for storage used by IDOX DMS and HP TRIM at Blaby District
Council.

The storage used by each application is split between a database and a
separate document store.

Figures are in Megabytes as requested.

 

Application Database (MB) Document Store (MB) Total (MB)
IDOX DMS 8000 504000 512000
HP TRIM 10000 374000 384000

 

Kind Regards,

 

Andrew Hickling Legal and Information Governance Officer

0116 272 7558

 

 

VISIT OUR WEBSITE: [1]www.blaby.gov.uk

 

 Please save paper and only print out what is necessary

 

Find out what level of service you are entitled to receive by viewing our
[2]Service Standards

 

To find out about how we use your personal information, please review our
[3]privacy notice

 

 

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