Freedom of information response

Records Management and Data Protection Statistics

Publication date: 
Monday 17 August 2020
Request: 

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

Response: 

1) Yes

a. No

2) Yes

a. As and when legislation requires

3) This is publicly available through published reports – see link: https://democracy.thurrock.gov.uk/documents/s21908/Annual%20Access%20to%20Records%20Report%20201718.pdf

4) This is publicly available through published reports – see link:

https://democracy.thurrock.gov.uk/documents/s27206/Appendix%202%20-%20Data%20Protection.pdf

5) Please see response to Question 3

6) Please see response to Question 3

7) Please see response to Question 4

8) Please see response to Question 4

9) The council are in the process of creating a DPIA log to capture all the DPIAs undertaken since May 2018. Prior to this date DPIAs were not a mandated legal requirement as part of the Data Projection Act, although we carried out a similar style check, the numbers were not centrally recorded.

10) The above log, although currently not fully completed states 18 were completed and approved in 2019, this number may increase as completion of the log progresses.

11) None

12) None

Records Management

13) Yes

13a. As and when legislation requires

14) Yes

14b. As and when legislation requires

15) Yes, multiple

15a) This information is not held

15b) This information is not held

16) This information is not held

17) This information is not held

18) This information is not held

19) 9692 boxes

20) This information is not held

21) This information is not held

22) This information is not held

23) This information is not held

24) This information is not held

25) This information is not held

26) This information is not held

27) 97 boxes

No thank you

With regards to Questions 15a-b, 16-18, 20-26, those specifically that relate to digital records - unfortunately Thurrock Council are unable to provide the information you have requested.  This is because we do not hold this information as it is held by an external vendor.

You are free to use any information supplied to you for your own use, including non-commercial research purposes.  However, any other type of re-use, for example, by publishing the information or issuing copies to the public will require the permission of the copyright owner.

Where the copyright is owned by Thurrock Council, you must apply to the Council to re-use the information.  Please email information.matters@thurrock.gov.uk if you wish to re-use the information you have been supplied. For information where the copyright is owned by another person or organisation, you must apply to the copyright owner to obtain their permission.

Request reference:
FOI 10130