Records Management and Data Protection Statistics

The request was successful.

Dear Wirral Metropolitan 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

InfoMgr, FinDMT, Wirral Metropolitan Borough Council

1 Attachment

Dear Daniel Hill

 

Thank you for your recent request made under the Freedom of Information
Act. We apologise for the slight delay in response to you.

 

Wirral Borough Council’s Information section can confirm its response as
follows:

 

 

 

Data Protection Based Questions

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

Yes – Wirral Council has an Information Management Team

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?

Every 2 years or sooner if there is a significant change to the
legislation.

 

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

Wirral Council Information Management Team records can confirm it began
recording Subject Access Request requests corporately and as closed in
month at the start  of financial year 2017/18: prior to this requests were
not recorded corporately, we can therefore provide closed in month
statistics from the start of financial year 2017/18.

We therefore confirm 87 closed April-Dec 2017.

 

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

As referred to in Q3 we closed 246 in 2019.

 

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

As referred to in Q3  96% of subject access requests closed within 40
days[timescale]  April-Dec 2017

 

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

Wirral Council does not have this information recorded held in a format to
provide

 

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

As referred to in Q3 88% Wirral Council reports on subject access requests
as closed in the month.  88% of subject access requests were closed within
a month[timescale] in 2019.

 

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

Wirral Council does not have this information held in a format to provide.

        

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

Wirral Council has no recorded  information to supply to you in relation
to this.  For context, Wirral Council are commencing a piece of work to
identify all DPIAs currently in place.  This piece of work will commence
when there are more resources available and freed up from Covid-19 related
tasks.

 

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

See answer to 9 above.

 

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

Wirral Council have no recorded information to supply to you in relation
to this question.

 

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

See answer to 11 above.

 

Records Management

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

Yes

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

Every 2 years

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

Yes

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

Every 2 years

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

Yes

Yes, multiple

No

Yes, multiple

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:

Response 13a,b 14 15a 15b

Wirral Council has no recorded  information to supply to you in relation
to this.  For context, Wirral Council doesn’t have central oversight of
record behaviour across its various content management systems across its
many service areas.  We are working towards achieving this central
oversight and control by Records Management.

 

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

Please state figure here:

37,500 boxes

 

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:

Response 17 18

Wirral Council has no recorded  information to supply to you in relation
to this. Please refer to response 13-15 above.

 

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

Please state figure here:

35,600

 

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

Please state figure here:

19,500

 

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:

Response 21 22

Wirral Council has no recorded  information to supply to you in relation
to this. Please refer to response 13-15 above.

 

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:

8857 files       

 

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:

5398 files

 

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

No

 

 

We trust this answers your enquiry and is of assistance

 

Yours sincerely

 

Tracy O'Hare

Information Management Officer

Wirral Council

Treasury Building

Cleveland Street

Birkenhead
Wirral
CH41 1AH

Email:[1][Wirral Borough Council request email]

Visit our website: [2]www.wirral.gov.uk

 

 

 

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