FOI Disclosure Log

Customer Request Details

18 August 2021

Under the Freedom of Information Act can you, please provide me with an electronic copy of any policies, procedures or guidance that you issue to staff in relation to the management of electronic files/records within your Organisation?

 

Can you also supply me with a copy of :

 

Managing email

Do you have any policies or guidelines that encourage your employees to delete emails (for example,  declutter your Outlook mailbox guidance) and manage their mailbox efficiently (please supply)?

 

Managing paper and electronic files

Do you have any policies or procedures which encourage your employees to destroy paper files and electronic records outside retention periods(please supply)? 

 

Please send details of any projects or initiatives (for example, an Electronic Tidy-Up Day ) within your Organisation to reduce electronic file storage and data duplication of your files shares to comply with the GDPR and delete data that is no longer necessary in relation to the purposes for which it was collected.

 

Please list any software products used in your Organisation to remove redundant, obsolete or duplicate data or create automatic policies to clean your data or separate your important data for reporting, deleting, archiving.

 

Staff awareness

Please send me a copy of any email bulletins or intranet news and/or notices which encourage employees to manage paper and electronic records correctly within your Organisation?

 



East Herts Council Response

07 September 2021

Thank you for your request for information, this has now been processed and the information that we hold is enclosed.

IT is a function carried out by Stevenage Borough Council as part of a shared services agreement therefore aspects of your request should be sent to [email protected]

 Further contact details are: https://eforms.stevenage.gov.uk/ufs/ufsmain?formid=FREEDOM_OF_INFO_REQUEST

Or in writing to:

Legal Services
Stevenage Borough Council,
Daneshill House
Danestrete
Stevenage
Herts
SG1 1HN

An electronic copy of any policies, procedures or guidance that you issue to staff in relation to the management of electronic files/records within your Organisation 

Attached is the latest version of the Information Management Policy which is currently being reviewed.

Managing email - any policies or guidelines that encourage your employees to delete emails (for example,  declutter your Outlook mailbox guidance) and manage their mailbox efficiently

Attached is our latest Data Retention Policy that advises on data deletion (including emails). Our current retention guidance is available online here and our retention schedule is attached, however, this is currently being reviewed and updated and will, once complete, replace the retention guidance. ICT may have more specific guidance on managing and decluttering outlook.

Managing paper and electronic files - any policies or procedures which encourage your employees to destroy paper files and electronic records outside retention periods

Yes, data retention policy attached in addition to our retention guidance mentioned above and retention schedule attached. 

Any projects or initiatives (for example, an Electronic Tidy-Up Day ) within your Organisation to reduce electronic file storage and data duplication of your files shares to comply with the GDPR and delete data that is no longer necessary in relation to the purposes for which it was collected. 

The Data Protection Officer works with all council services to enforce data deletion in line with the data retention policy, guidance and schedule. As part of an upcoming migration over to Microsoft Office 365, all services will need to add retention policies to data assets to ensure and aid compl*****ce with data retention. 

Please list any software products used in your Organisation to remove redundant, obsolete or duplicate data or create automatic policies to clean your data or separate your important data for reporting, deleting, archiving.

Currently OneTrust is being used for this but this will be replaced by Microsoft Office 365 once migrated over.

Staff awareness - a copy of any email bulletins or intranet news and/or notices which encourage employees to manage paper and electronic records correctly within your Organisation, adhere to retention schedules and destroy records at the correct time

Please see attached Data Protection Policies – Comms which notes new policies and particularly the Data Retention Policy and the expectations within it.

Also attached is comms recently circulated by ICT encouraging email deletion, 

If you have any queries or complaint about the processing of your request please do not hesitate to contact me.

For re-use of information and conditions on the use of personal data  please see

https://www.eastherts.gov.uk/about-east-herts-0/information-requests/re-use-council-information

Alternatively for more information on the Freedom of Information Act contact the Information Commissioner at:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone 0303 123 1113

https://ico.org.uk/

 

It is important that you include the above FOI reference number on all correspondence related to this request.

 

Thank you for your request.