Wendy,
I recently contacted the ICO helpline because I had provided someone with
the final, typed minutes of a meeting and they came back asking for the
rough handwritten notes which were used as the basis for the final
minutes.
The ICO advised that as long as the final, definitive minutes were a true
account of what took place, there was no need to disclose the handwritten
notes. This was on the basis that the right of access is to information
and not the actual record / document. The obligation to disclose minutes
of the meeting was therefore discharged by providing a copy of the
definitive minutes.
I consider this a sensible approach, especially when the handwritten notes
are not a verbatim account of the meeting. Note takers often use
abbreviations or key words which, combined with their recollection of the
meeting, allow them to transcribe the minutes. Occasionally, one or more
people who were present at the meeting will ask for the draft minutes to
be altered or added to in order reflect their interpretation of what took
place and thus the notes would not provide an accurate picture of what
took place.
For this very reason, I do advise that once the notes have been
transcribed and agreed by those present (or annotated to reflect a
difference of opinion of what took place), that the notes should be
destroyed.
Many Thanks
David Wilson
Data Protection Officer
01305 225175
Wendy Evans <[log in to unmask]>
Sent by: This list is for those interested in Data Protection issues
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14/03/2011 14:48
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Wendy Evans <[log in to unmask]>
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[data-protection] Hand-written notes
I would like to ask whether anyone has been asked for the actual,
handwritten notes that were taken during a telephone conversation as
opposed to the written-up version of these notes which one might expect to
be on file. Should we be keeping the original notes as well as the
written-up notes?
Grateful for your thoughts
Wendy
Wendy Evans
Head of Library
UCP Marjon
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