FOI Request - Managing Data Retention

Request 101002866775

1. 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
2. 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
3. Do you have any policies or procedures which encourage your employees to destroy paper files and electronic records outside retention periods(please supply)?  

4. 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.

5. 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
6. 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?

7. Adhere to retention schedules and destroy records at the correct time (meet legal requirements) ?

Response 16-09-2021

1. All Council staff are required to adhere to the Council’s Records Management Plan, which is available in full on the Council website and therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002 'information otherwise accessible'. For ease of reference please find a link to the web page here. This includes relevant policies/procedures/guidance made available to staff.

2. The requested information is exempt under section 25 of the Freedom of Information (Scotland) Act 2002 'information otherwise accessible'. Please see Appendix 10 of the Council’s Records Management Plan 

3. The requested information is exempt under section 25 of the Freedom of Information (Scotland) Act 2002 'information otherwise accessible'. See Appendix 10 of the Council’s Records Management Plan.

4. In accordance with section 17 of the Freedom of Information (Scotland) Act 2002 we can confirm that this information is not held.

5. Records management systems used by the Council for these and other purposes are Sharepoint, Carefirst, Uniform, iDox, Seemis

6. In accordance with section 17 of the Freedom of Information (Scotland) Act 2002 we can confirm that this information is not held.

7. In accordance with section 17 of the Freedom of Information (Scotland) Act 2002 we can confirm that this information is not held.