South Buckinghamshire District Council Planning Department Paper Records

Michael Sullivan made this Freedom of Information request to Buckinghamshire Council

Automatic anti-spam measures are in place for this older request. Please let us know if a further response is expected or if you are having trouble responding.

Waiting for an internal review by Buckinghamshire Council of their handling of this request.

Dear Buckinghamshire Council,
I understand South Buckinghamshire District Council Planning Department converted paper planning application records, planning refusal or approval records on property planning applications to electronic format. This electronic data can now be accessed easily by the public.
Data you hold on when this actually took place. Records of council meetings associated with this action. Data on where the paper records are now archived.

Yours faithfully,

Michael Sullivan

Buckinghamshire Council

 

 

 

 

Dear Michael Sullivan

 

Thank you for your information request received on 06 October 2020.

 

We can confirm receipt of your request for information and will handle it
under the most appropriate legislation. 

Your case reference number is FOI 17417

 

You can expect to receive a response by 03 November 2020.

 

The Council will be in touch if we need any further information.

 

Yours sincerely,

Information Management Team

Buckinghamshire Council

[1][Buckinghamshire Council request email]

DISCLAIMER FOR BUCKINGHAMSHIRE COUNCIL

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are not necessarily those of Buckinghamshire Council unless explicitly
stated.

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relevant legislation and the Council’s policies and procedures. All such
monitoring will take place in accordance with relevant legislation
including privacy and data protection legislation. For details of how
Buckinghamshire Council uses personal information please see the Council’s
website.

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been transmitted. You should therefore carry out your own anti-virus
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References

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1. mailto:[Buckinghamshire Council request email]

Buckinghamshire Council

Dear Michael Sullivan

 

Thank you for your request for information received on 08 October 2020
concerning SBDC Planning - Paper Records.

 

This request has been handled under the Environmental Information
Regulation 2004. 

I understand South Buckinghamshire District Council Planning Department
converted paper planning application records, planning refusal or approval
records on property planning applications to electronic format. This
electronic data can now be accessed easily by the public.

Data you hold on when this actually took place. Records of council
meetings associated with this action. Data on where the paper records are
now archived.

This information is not held in the way requested. The officers involved
in the decision making process pre-2008 are no longer with the council and
their network accounts are not available. 

However we are able to advise that planning records for the years
2001-2008 were sent to an external company for scanning, storage and
subsequent destruction.  From 2009-2016 planning records were scanned in
part (statutory register documents) in house, with the complete file
subsequently sent to the external off site storage company.

As part of a wider corporate office move project, following the bringing
together of Chiltern and South Bucks district councils, paper planning
records that were previously stored offsite with the external company were
returned to the new location at the Chiltern and South Bucks Council
offices based in Amersham.

As part of the shared planning service review a project for the
digitisation of those 2009-2016 planning records commenced in late 2019
but due to the formation of the new Unitary Buckinghamshire Council this
project was put on hold. Due to the ongoing nature of the back scanning
project there will be instances where the original paper record will no
longer exist as these may have been disposed at point of preparation
and/or post digitisation.

On 1 April 2020, the new Buckinghamshire Council replaced the five former
councils in Buckinghamshire (Aylesbury Vale District Council,
Buckinghamshire County Council, Chiltern District Council, South Bucks
District Council and Wycombe District Council).

 

All local government services previously provided by the former councils
have now transferred to the new council.

 

If you have any queries about this letter, please contact me. Please
remember to quote the reference number provided in the subject line of
this email in any future communications.

 

If you are unhappy with the service you have received in relation to your
request and wish to make a complaint or request a review of our decision,
you can contact us at [1][Buckinghamshire Council request email] or by
writing to us at Information Governance, Buckinghamshire Council, The
Gateway, Gatehouse Road, Aylesbury, HP19 8FF.

 

If you are not content with the outcome your complaint, you may apply
directly to the Information Commissioner for a decision. Generally, the
ICO cannot make a decision unless you have exhausted the internal review
procedure provided by Buckinghamshire Council.  You can contact the ICO
via their website [2]https://ico.org.uk/make-a-complaint/ or by writing to
them at Information Commissioner's Office, Wycliffe House, Water Lane,
Wilmslow, Cheshire, SK9 5AF.  Alternatively, you can phone them on 0303
123 1113.

 

Yours sincerely,

Amy Roscoe

FOI Officer

[3][Buckinghamshire Council request email]

 

[4]SSPB

DISCLAIMER FOR BUCKINGHAMSHIRE COUNCIL

Any views expressed in this email are those of the individual sender and
are not necessarily those of Buckinghamshire Council unless explicitly
stated.

This email and any attachments may contain confidential or privileged
information and is intended solely for the use of the individual or entity
to whom it is addressed. Any confidential, sensitive or protectively
marked material must be handled accordingly.

If you are not the intended recipient you must not disclose, distribute,
copy, print or rely on any of the information contained in the email or
attachments, and all copies must be deleted immediately. If you do receive
this email in error please notify the sender immediately and note that
confidentiality or privilege is not waived or lost. 

Buckinghamshire Council may monitor the contents of emails sent and
received via its network for the purposes of ensuring compliance with
relevant legislation and the Council’s policies and procedures. All such
monitoring will take place in accordance with relevant legislation
including privacy and data protection legislation. For details of how
Buckinghamshire Council uses personal information please see the Council’s
website.

Buckinghamshire Council has scanned this email and attachments for viruses
but does not accept any responsibilities for viruses once this email has
been transmitted. You should therefore carry out your own anti-virus
checks before opening any documents.

References

Visible links
1. mailto:[Buckinghamshire Council request email]
2. https://ico.org.uk/make-a-complaint/
3. mailto:[Buckinghamshire Council request email]

Dear Buckinghamshire Council,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of Buckinghamshire Council's handling of my FOI request 'South Buckinghamshire District Council Planning Department Paper Records'.

You have provided no information on pre 2001 data records, no information on data of any council meetings held as per my request.
No explanation why this has been dealt with under the Environmental Information
Regulation 2004.

A full history of my FOI request and all correspondence is available on the Internet at this address: https://www.whatdotheyknow.com/request/s...

Yours faithfully,

Michael Sullivan

Freedom of Information, Buckinghamshire Council

Dear Mr Sullivan

 

Thank you for your email.  We will ask the relevant service area to review
their response.

 

We will get back to you as soon as possible.  If a full 20 working days is
needed, the deadline for our response will be 2 February 2021.

 

Kind regards

 

Francisca Harpur

Information Management Team

Deputy Chief Executive Directorate

Buckinghamshire Council

 

01296 585771

[1][Buckinghamshire Council request email]

 

The Gateway, Gatehouse Road, Aylesbury, Bucks, HP19 8FF

 

 

 

 

show quoted sections

Dear Freedom of Information,

You have not responded to my request for an internal review, inline with your time frame of 2nd February 2021.
Can you please advise if you need more time, how much time you need and when is a response likely.

Yours sincerely,

Michael Sullivan

Buckinghamshire Council

1 Attachment

Dear Michael Sullivan

 

The service have reviewed their original response and have provided an
updated response based on the original request received on 6 October 2020,
further taking into account your email dated 5 January 2021. Please accept
our apologies for the delay. Please contact us if you would like an
internal review to our revised response.

This request has been handled under the Environmental Information
Regulations 2004 (EIR). The request relates to a planning application. The
ICO guidance therefore considers that it falls within regulation 2(1)(c)
in that it relates to information about measures which impact on the
elements of the environment. Please see further information
https://ico.org.uk/for-organisations/reg...

You have provided no information on pre 2001 data records, no information
on data of any council meetings (associated with this action) held as per
my request.

We hold  planning records back to 1891 in various different formats, as
per Appendix 1 (attached).  From 2009-2016 planning records were scanned
in part (statutory register documents) in house, following the bringing
together of Chiltern and South Bucks district councils in 2017, paper
planning records that were previously stored offsite with the external
company were returned to the Chiltern and South Bucks Council offices
based in Amersham. As part of the shared planning service review a project
for the digitisation of those 2009-2016 planning records commenced in late
2019 but due to the formation of the new Unitary Buckinghamshire Council
this project has been put on hold. Consequently there will be instances
where the original paper record will no longer exist as these may have
been disposed at point of preparation and/or post digitisation. 

Regarding any Council meetings 'associated with this action', interpreted
as the digitisation of the planning records. This is an ongoing piece of
work which, as advised previously, has been undertaken in various
different stages and as part of various different projects involving
multiple officers and members and over an extended period of time. 

We want to be as open as possible in answering requests, and to help
people obtain the information they are looking for. Unfortunately, in this
case any information that may be held would not be held centrally in one
area and there is no easy way to conduct an IT search for this
information. Therefore, we would consider that this request in its current
scope would be considered ‘manifestly unreasonable’ under the EIR, as
attempting to retrieve ‘data on any council meetings’ regarding the
digitisation would therefore be likely to involve a significant cost and
diversion of resources from the authority's other work.

The best way that we can help you is therefore to ask you to consider
whether you could narrow down your request, to focus on the precise
information that you are seeking. For example, specific documents or
specific timeframes. We can also advise that the minutes for all public
planning meetings, including historical meetings are a matter of public
record and are published here:
https://buckinghamshire.moderngov.co.uk/....

If you are unable or unwilling to narrow down your request we will, of
course, need to formalise a refusal under regulation 12(4)(b) of the EIR. 
However we wanted to give you an opportunity to reconsider your request
and describe more precisely the information you wish to have so we can
assist you. 

No explanation why this has been dealt with under the Environmental
Information Regulation 2004.

In accordance with the definition given in regulation 2(1) of the EIR:
“any information in written, visual, aural, electronic or any other
material form on – (a) the state of the environment, such as air and
atmosphere, water, soil, land and landscape and natural sites including
wetlands… (b) factors, such as substances, energy, noise, radiation or
waste, emissions…affecting or likely to affect the elements of the
environment referred to in (a); (c) measures (including administrative
measures), such as policies, legislation, plans, programmes…and activities
affecting or likely to affect the elements and factors referred to in (a)
and (b)…” The Council considers that the information in question relates
to ‘measures’ that fall within the scope of regulation 2(1)(c)

If you have any queries about this letter, please contact me. Please
remember to quote the reference number provided in the subject line of
this email in any future communications.

 

If you are unhappy with the service you have received in relation to your
request and wish to make a complaint or request a review of our decision,
you can contact us at [1][Buckinghamshire Council request email] or by
writing to us at Information Governance, Buckinghamshire Council, The
Gateway, Gatehouse Road, Aylesbury, HP19 8FF.

 

If you are not content with the outcome your complaint, you may apply
directly to the Information Commissioner for a decision. Generally, the
ICO cannot make a decision unless you have exhausted the internal review
procedure provided by Buckinghamshire Council.  You can contact the ICO
via their website [2]https://ico.org.uk/make-a-complaint/ or by writing to
them at Information Commissioner's Office, Wycliffe House, Water Lane,
Wilmslow, Cheshire, SK9 5AF.  Alternatively, you can phone them on 0303
123 1113.

 

Yours sincerely,

A Roscoe

FOI Officer

[3][Buckinghamshire Council request email]

 

[4]Stay Home

DISCLAIMER FOR BUCKINGHAMSHIRE COUNCIL

Any views expressed in this email are those of the individual sender and
are not necessarily those of Buckinghamshire Council unless explicitly
stated.

This email and any attachments may contain confidential or privileged
information and is intended solely for the use of the individual or entity
to whom it is addressed. Any confidential, sensitive or protectively
marked material must be handled accordingly.

If you are not the intended recipient you must not disclose, distribute,
copy, print or rely on any of the information contained in the email or
attachments, and all copies must be deleted immediately. If you do receive
this email in error please notify the sender immediately and note that
confidentiality or privilege is not waived or lost. 

Buckinghamshire Council may monitor the contents of emails sent and
received via its network for the purposes of ensuring compliance with
relevant legislation and the Council’s policies and procedures. All such
monitoring will take place in accordance with relevant legislation
including privacy and data protection legislation. For details of how
Buckinghamshire Council uses personal information please see the Council’s
website.

Buckinghamshire Council has scanned this email and attachments for viruses
but does not accept any responsibilities for viruses once this email has
been transmitted. You should therefore carry out your own anti-virus
checks before opening any documents.

References

Visible links
1. mailto:[Buckinghamshire Council request email]
2. https://ico.org.uk/make-a-complaint/
3. mailto:[Buckinghamshire Council request email]

Michael Sullivan

Dear Buckinghamshire Council,

Can you advise why you has chosen to ignore my request for an internal review ...

Yours faithfully,

Michael Sullivan