Subject Access Request (SAR). GDPR.

The request was successful.

Dear East Suffolk and North Essex NHS Foundation Trust,

Please provide answers to the following questions relating to data Subject Access Requests (SARs)?

1. How many SARs have been made to your organisation in the last recorded 12 month period?
2. Please provide a breakdown of the specific departments/directorates that these SARs relate to.
3. Is there a central response to SARs or is it devolved to the departments involved?
4. How many staff deal with responses - estimate of Full Time Equivalents needed to provide SAR responses (Alternatively - hours per typical SAR response)?
5. Do you have any software to assist with SAR production (e.g. search over multiple unstructured document files, or automatic redaction of Personally Identifiable Information (PII))?
6. Who has budget responsibility over the costs & resources required to respond to the SARs. Please provide Name: Title: Direct Email: Direct Phone Number:

Yours faithfully,

Jenny Bird

FOI Requests, East Suffolk and North Essex NHS Foundation Trust

Please be advised that we have received your request for information.

 

From 1^st July 2018, Ipswich and Colchester Hospitals merged to become
East Suffolk and North Essex NHS Foundation Trust. Therefore, unless
otherwise specified, responses are on behalf of East Suffolk and North
Essex NHS Foundation Trust.

 

Your reference number is 6582 

 

We shall deal with your request in accordance with the Trust's Freedom of
Information Act 2000 procedures.

 

In the meantime, if you have any queries, please do not hesitate to
contact us. Please direct any responses to the address supplied or email
[1][East Suffolk and North Essex NHS Foundation Trust request email] 

 

Should our response to your request breach the statutory timeframe and you
remain unhappy with our response you have the right to complain to the
Information Commissioners Office and you can contact them at

 

The Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Tel: 0303 123 1113

Website: [2]www.ico.gov.uk

 

There is no charge for making an appeal.

 

 

Kind regards,

Emily White

FOI Team

Email: [3][email address]

East Suffolk and North Essex Foundation NHS Trust

 

 

 

 

 

 

This e-mail and any files transmitted with it are confidential. If you are
not the intended recipient, any reading, printing, storage, disclosure,
copying or any other action taken in respect of this e-mail is prohibited
and may be unlawful. If you are not the intended recipient, please notify
the sender immediately by using the reply function and then permanently
delete what you have received. Content of emails received by this Trust
will be subject to disclosure under the Freedom of Information Act 2000,
subject to the specified exemptions, including the The General Data
Protection Regulation (EU) 2016/679 and Caldicott Guardian principles.
East Suffolk and North Essex NHS Foundation Trust, Turner Road, Essex, CO4
5JL

References

Visible links
1. mailto:[East Suffolk and North Essex NHS Foundation Trust request email]
2. https://gbr01.safelinks.protection.outlo...
3. mailto:[email address]

FOI Requests, East Suffolk and North Essex NHS Foundation Trust

From 1^st July 2018, Ipswich and Colchester Hospitals merged to become
East Suffolk and North Essex NHS Foundation Trust. Therefore, unless
otherwise specified, responses are on behalf of East Suffolk and North
Essex NHS Foundation Trust.

 

 

Thank you for your recent enquiry regarding information held by the East
Suffolk and North Essex NHS Foundation Trust.

 

1. How many SARs have been made to your organisation in the last recorded
12 month period?

2. Please provide a breakdown of the specific departments/directorates
that these SARs relate to.

3. Is there a central response to SARs or is it devolved to the
departments involved?

4. How many staff deal with responses - estimate of Full Time Equivalents
needed to provide SAR responses (Alternatively - hours per typical SAR
response)?

5. Do you have any software to assist with SAR production (e.g. search
over multiple unstructured document files, or automatic redaction of
Personally Identifiable Information (PII))?

6. Who has budget responsibility over the costs & resources required to
respond to the SARs. Please provide Name: Title: Direct Email: Direct
Phone Number:

 

Your enquiry has been dealt with in accordance with the Trust’s Freedom of
Information Act 2000 Policy and Procedures.

 

Unfortunately, we have been unable to determine exactly what information
you require and would be grateful if you could elaborate on the
description of the information and we will do our utmost to identify it
for you.

 

Subject Access Requests are split between Access to Health Records
requests and corporate requests. Which would you like the information for?

 

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 should write to us. Please also contact us if you require a copy of
our Freedom of Information Act 2000 Complaints Procedure.

 

Any complaints you wish to make in relation to Environmental Information
Regulations (EIR) requests, must be sent to us within 40 working days of
receipt of this letter. 

 

If you remain dissatisfied with the handling of your request or complaint,
you have a right to appeal to the Information Commissioner at:

 

The Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 08456 30 60 60 or 01625 54 57 45

Website: [1]www.ico.org.uk

 

There is no charge for making an appeal.

 

Please be assured that once we are able to determine which information you
require, we will consider its release in accordance with the terms of the
Act.

 

Regards,

Emily White

FOI Team

Email: [2][email address]

East Suffolk and North Essex Foundation NHS Trust

 

 

 

 

 

 

This e-mail and any files transmitted with it are confidential. If you are
not the intended recipient, any reading, printing, storage, disclosure,
copying or any other action taken in respect of this e-mail is prohibited
and may be unlawful. If you are not the intended recipient, please notify
the sender immediately by using the reply function and then permanently
delete what you have received. Content of emails received by this Trust
will be subject to disclosure under the Freedom of Information Act 2000,
subject to the specified exemptions, including the The General Data
Protection Regulation (EU) 2016/679 and Caldicott Guardian principles.
East Suffolk and North Essex NHS Foundation Trust, Turner Road, Essex, CO4
5JL

References

Visible links
1. http://www.ico.org.uk/
2. mailto:[email address]

Dear FOI Requests,

Subject Access Requests are split between Access to Health Records
requests and corporate requests. Which would you like the information for?

Clarification:
Please provide numbers on any/all categories where 'text file' information has to be read (and redacted) to enable a response. This could be output from Patient Record systems, or docx/xlsx/pptx/odf/ods/odt/rft/pdf and other file formats.

Yours sincerely,

Jenny Bird

FOI Requests, East Suffolk and North Essex NHS Foundation Trust

From 1^st July 2018, Ipswich and Colchester Hospitals merged to become
East Suffolk and North Essex NHS Foundation Trust. Therefore, unless
otherwise specified, responses are on behalf of East Suffolk and North
Essex NHS Foundation Trust.

 

Thank you for your recent enquiry regarding information held by the East
Suffolk and North Essex NHS Foundation Trust:

 

Your enquiry has been dealt with in accordance with the Trust’s Freedom of
Information Act 2000 Policy and Procedures. We are pleased to enclose part
of the information you requested:

 

1.       How many SARs have been made to your organisation in the last
recorded 12 month period?

Between August 2019 and August 2020:

Ipswich Hospital – 2443 (requests for medical records)

Colchester Hospital – 2260 (requests for medical records)

There were 23 non-medical Subject Access Requests made to the Trust

 

2.       Please provide a breakdown of the specific
departments/directorates that these SARs relate to.

Exempt under Section 12, please see below

 

3.       Is there a central response to SARs or is it devolved to the
departments involved?

Central response

 

4.       How many staff deal with responses - estimate of Full Time
Equivalents needed to provide SAR responses (Alternatively - hours per
typical SAR response)?

2WTE – 1WTE at each site

 

5.       Do you have any software to assist with SAR production (e.g.
search over multiple unstructured document files, or automatic redaction
of Personally Identifiable Information (PII))?

Yes

 

6.       Who has budget responsibility over the costs & resources required
to respond to the SARs. Please provide Name: Title: Direct Email: Direct
Phone Number:

Mark Jessup, Head of Digital Records, [1][email address]

 

If you have any queries about the enclosed information please contact us.

 

We confirm that we hold the information requested. However, we regret to
inform you that part of the information requested will not be released to
you. 

 

Under the terms of the Freedom of Information Act 2000 there are certain
circumstances when Trust information will not be disclosed.

 

This information is exempt under Section 12: Exceeds the Appropriate Limit

 

We can confirm that the Trust holds information that falls within the
description specified in your request.  However, due to how the
information is recorded, it has been calculated that to retrieve the
information would exceed the ‘appropriate limit’ as described in the
Freedom of Information Act 2000 Fees Regulations.  The appropriate limit
for the NHS is set at £450.  This represents the estimated cost of one
person spending 18 hours in determining whether the Trust holds the
information, and locating, retrieving and extracting the information. 
Consequently, the Trust is not obliged by the Freedom of Information Act
2000 to respond to your request (see section 12(1)).

 

The Public Sector Information Regulations provide a framework for public
sector organisations to licence the re-use of their information.  Please
request a re-use licence in order to re-use the information. Without the
necessary permission, you can breach our copyright.

 

Brief extracts of any material may be reproduced without our permission,
under the “fair dealing” provisions of the Copyright, Designs and Patents
Act 1988 for the purposes of research for non-commercial purposes; private
study; criticism; review and news reporting. All are subject to an
acknowledgement of ourselves as the copyright owner.  For guidance notes
on a range of copyright issues, see the Office of Public Sector
Information web site.

 

If you are unhappy with the service you have received in relation to your
request you should write to us. Please also contact us if you require a
copy of our Freedom of Information Act 2000 Complaints Procedure.  Any
complaints you wish to make in relation to Environmental Information
Regulations (EIR) requests, must be sent to us within 40 working days of
receipt of this letter. 

 

If you remain dissatisfied with the handling of your request or complaint,
you have a right to appeal to the Information Commissioner at:

 

The Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 08456 30 60 60 or 01625 54 57 45

Website: [2]www.ico.gov.uk

 

There is no charge for making an appeal.

 

We hope that you find the information provided useful and we apologise for
not being able to assist with part of your enquiry.

 

Regards,

 

Amy Witham

Freedom of Information Team

East Suffolk and North Essex NHS Foundation Trust

Email: [3][East Suffolk and North Essex NHS Foundation Trust request email]

 

This e-mail and any files transmitted with it are confidential. If you are
not the intended recipient, any reading, printing, storage, disclosure,
copying or any other action taken in respect of this e-mail is prohibited
and may be unlawful. If you are not the intended recipient, please notify
the sender immediately by using the reply function and then permanently
delete what you have received. Content of emails received by this Trust
will be subject to disclosure under the Freedom of Information Act 2000,
subject to the specified exemptions, including the The General Data
Protection Regulation (EU) 2016/679 and Caldicott Guardian principles.
East Suffolk and North Essex NHS Foundation Trust, Turner Road, Essex, CO4
5JL

References

Visible links
1. mailto:[email address]
2. http://www.ico.gov.uk/
3. mailto:[East Suffolk and North Essex NHS Foundation Trust request email]