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Records Management and Data Protection Statistics

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Dear Bridgend County 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, Bridgend County Borough Council

5 Attachments

Dear Sir/Madam

 

FOI REQUEST X04-2372

 

We acknowledge your request for information received on 17^th July 2020.

 

We are considering your request and you should receive a response within
the statutory timescale of 20 working days, unless the information is
exempt or we require additional time to consider whether disclosure is in
the public interest in accordance with section 2 of the Freedom of
Information Act.

 

We will try to supply information in electronic format by email, but if
this is not possible we will let you know. If you have any special
requirements e.g. language, audio, large print, etc. then please let us
know.

 

The Act defines a number of exemptions which may prevent release of the
information you have requested. Before we provide the information we will
consider whether it is proper to release it and if any of the exemption
categories do apply then the information will not be released. We will
tell you if this is the case, and you will have a right of appeal.

 

If the information you request contains reference to a third party then
they may be consulted prior to a decision being taken on whether or not to
release the information to you. We will tell you if this is the case.

 

You may have to pay a fee for this information. We will consider this and
let you know. If so you will have to pay the fee before we process and
release the information.

 

If you have any queries or concerns, then please contact me directly. You
can find out more about the Act from the Information Commissioner at:

Information Commissioner’s Office – Wales 2nd Floor Churchill House
Churchill Way Cardiff

CF10 2HH

Telephone: 02920 678400 Fax: 02920 678399

Email: [1][email address]

Website: [2]https://ico.org.uk/

 

Yours sincerely

 

Y Swyddfa Rhyddid Gwybodaeth | Freedom of Ffon / Phone: (01656) 643565
Information Office
Ffacs / Fax: (01656) 657899
Gwasanaethau Gweithredol a Phartneriaethol 
|  Operational and Partnership Services  

Cyngor Bwrdeistref Sirol Pen-Y-Bont ar Ogwr | E-bost / E-Mail
Bridgend County Borough Council [3][Bridgend County Borough Council request email]

Gwefan / Website:
[4]www.bridgend.gov.uk

 

      [5]cid:image001.jpg@01D3E06D.9D3D8C70

 

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      Rydym yn croesawu gohebiaeth yn Gymraeg. Rhowch wybod i ni os mai
Cymraeg yw eich dewis iaith.
      We welcome correspondence in Welsh. Please let us know if your
language choice is Welsh.

 

 

 

 

 

show quoted sections

foi, Bridgend County Borough Council

5 Attachments

Dear Sir/Madam

 

I write in respect of your request made on 17^th July 2020.

 

Unfortunately we are not in a position to respond at this time. We will
endeavour to provide you with a response in the next 10 working days.

 

Please accept our apologies for the delay.

 

Yours sincerely

 

Y Swyddfa Rhyddid Gwybodaeth | Freedom of Ffon / Phone: (01656) 643565
Information Office
Ffacs / Fax: (01656) 657899
Gwasanaethau Gweithredol a Phartneriaethol 
|  Operational and Partnership Services  

Cyngor Bwrdeistref Sirol Pen-Y-Bont ar Ogwr | E-bost / E-Mail
Bridgend County Borough Council [1][Bridgend County Borough Council request email]

Gwefan / Website:
[2]www.bridgend.gov.uk

 

      [3]cid:image001.jpg@01D3E06D.9D3D8C70

 

    [4]FB-f-Logo__blue_72  
Dilynwch [5]Twitter_logo_blue   [6]Insta
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      Rydym yn croesawu gohebiaeth yn Gymraeg. Rhowch wybod i ni os mai
Cymraeg yw eich dewis iaith.
      We welcome correspondence in Welsh. Please let us know if your
language choice is Welsh.

 

 

 

 

 

show quoted sections

foi, Bridgend County Borough Council

Dear Sir/Madam

 

I write in respect of your request made on 17 July 2020. 

 

Unfortunately we are not in a position to respond at this time. We will
endeavour to provide you with a response in the next 10 working days.

 

Please accept our apologies for the ongoing delay.

 

Yours sincerely

 

 

 

Y Swyddfa Rhyddid Gwybodaeth | Freedom of Ffon / Phone: (01656) 643473
Information Office
Ffacs / Fax: (01656) 657899
Cyfarwyddiaeth y Prif Weithredwr|  Chief
Executive’s Directorate  

Cyngor Bwrdeistref Sirol Pen-Y-Bont ar Ogwr | E-bost / E-Mail
Bridgend County Borough Council [1][Bridgend County Borough Council request email]

Gwefan / Website:
[2]www.bridgend.gov.uk

 

 

 

 

[3]Ewch i'n gwefan newydd a chofrestrwch a gyfer Fy Nghyfrif heddiw. Visit
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For information about what we do with personal data see our [9]privacy
notice.

show quoted sections

foi, Bridgend County Borough Council

Dear Sir/Madam,

 

FREEDOM OF INFORMATION REQUEST X04-2372

 

We refer to your email dated 17 July 2020 which contained a request for
information as set out in italics below.  Please accept our apologies for
the delay in responding.   Following consideration of your request, in
accordance with the Freedom of Information Act 2000, I respond to each
point as follows:

 

Data Protection Based Questions

 

1)    Does your Local Authority have an assigned Data Protection Team /
Unit?

 

Yes

 

If yes, has it been set up since 2018?

 

Yes

 

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

 

Yes

 

3)    If yes, how often does your Local Authority update its Data
Protection policy?

 

Reviewed annually and updated as and when necessary.

 

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

 

58

 

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

 

117

 

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

 

This information is not recorded however we can advise you at 17 subject
access requests were completed within 40 calendar days.     

 

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

 

This information is not recorded however we can advise you at 13 subject
access requests were completed after extension.  

 

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

 

This information is not recorded however we can advise you at 56 subject
access requests were completed within one month.     

 

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

 

40

 

10) How many Data Protection Impact Assessments had your Local Authority
conducted in 2017?

 

0

 

11) How many Data Protection Impact Assessments had your Local Authority
conducted in 2019?

 

9

 

12) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2017?

 

Unknown

 

13) How many systems which process personal information had your
organisation stopped using and storing personal data on in 2019?

 

Unknown

 

Records Management

 

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

 

Yes

 

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

 

Reviewed annually and updated as and when necessary

 

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

 

Yes

 

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

 

As and when necessary

 

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

 

Yes

 

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

 

Unknown

 

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

 

Unknown

 

16)          How many digital records does your organisation have captured
in your storage facilities currently?

 

Unknown

 

Please state figure here:

 

17)          What is the electronic volume (Mbytes) of digital information
in your organisation’s system currently?

 

Unknown

 

Please state figure here:

 

15) How many digital records does your organisation have captured into
your system currently?

 

Unknown

 

 

18) How many paper-based files/documents and/or boxes does your
organisation have in your storage facilities currently?

 

Unknown

 

 

19) How many digital records were captured by your organisation in 2017?

 

Unknown

 

 

20)          How many digital records were captured by your organisation
in 2019?

 

Unknown

 

 

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

 

Unknown

 

 

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

 

unknown

 

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

 

Unknown. 

 

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

 

Unknown.

 

23) How many paper-based files and/or boxes had your Local Authority
disposed of in 2017, based on your retention or disposal schedules:

 

Unknown

 

24) How many paper-based files and/or boxes had your Local Authority
disposed of in 2019, based on your retention or disposal schedules:

 

Unknown

 

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

 

No.

 

I hope this response satisfies your request. If you are dissatisfied with
the handling of the request, under the Freedom of Information Act 2000 you
have the right to request a review of the Council’s response to your
request for information.  If you wish to request a review, please write to
the below address or email [1][Bridgend County Borough Council request email] .  Following ICO
guidance, a request for a review must be made within 2 months of a
response being received.

 

Monitoring Officer

Bridgend County Borough Council

Civic Offices,

Angel Street

Bridgend, CF31 4WB

 

If you remain dissatisfied with the outcome of that review, you may seek
further recourse by lodging an appeal with the Information Commissioner
at:

 

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 0303 123 1113

E:mail : [2][email address]

Website:  [3]www.ico.org.uk

 

Yours sincerely

--

Freedom of Information Office

Bridgend County Borough Council

Level 4, Civic Offices

Angel Street

Bridgend

CF31 4WB

Tel: 01656 643565

Email: [Bridgend County Borough Council request email]

 

 

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[9]althysbysiad preifatrwydd.
E-bost yn cael ei logio, ei monitro a/neu ei chofnodi yn awtomatig am
resymau cyfreithiol
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Gymraeg ac ni fydd gohebu yn Gymraeg yn arwain at oedi.

For information about what we do with personal data see our [10]privacy
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E-mail may be automatically logged, monitored and/or recorded for legal
purposes.
Please do not print this email unless absolutely necessary.
We welcome correspondence in Welsh. Please let us know if your language
choice is Welsh. Any correspondence received in Welsh will be answered in
Welsh and corresponding in Welsh will not lead to a delay in responding.

This e-mail and any attachments transmitted with it represents the
views of the individual(s) who sent them and should not be regarded
as the official view of Bridgend County Borough Council. The contents
are confidential and intended solely for the use of the addressee. If
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