** Reply to note from [log in to unmask] Thu, 19 Oct 2000 16:25:24 +0100
> Can anyone share with me their experiences of data protection audits. I
> am going to be contacting all staff asking them what types of manual and
> computerised records they hold. I am conscious of the need to avoid
> unnecessary paperwork. What are the problems involved with asking staff
> to complete a form via a staff intranet ? Could I form some kind of
> database in this way ? Any thoughts appreciated.
Two aspects to what you are trying to do (1) inform and (2)register
internally.
1. You might want to give them a short description of what it is all about
and ask them if they hold any personal data in which case they will have to
complete a form.
2. If they hold personal data they MUST become aware of DPA.
2a. In reality nearly everyone will be processing personal data (you might
as well include manual records). Think of a lecturer making reports on
students, giving/receiving references, admissions etc. Think of secretary
accessing your email directory passing out a student's or lecturer's email
address.
In practice you are guaranteed to go mad.
3. Crate an electronic form (loads of sarcastic laughter here) which they
can complete for every kind of data they process. Although registration has
changed with the new act, the data required seem to me to be exactly the
same.
I don't think DPR1 Part B (from the 84 act) has changed. CAN ANYONE TELL ME
IF IT HAS. It runs to 6 pages with 100s of tick boxes and text fields. I
can see no way of making this into a USEABLE electronic form. Of course it
can be made into an electronic (web) form, but it is so biiiig. Getting back
on paper ... you should really enter it in a database so you can create your
matrix of what data you hold and where you get them from and where you
disclose them.
I am mentally stuck in creating such a big electronic form, as I am afraid I
will get a lot of rubbish fed back. Any ideas welcome. My predecessor
worked with paper and clerical support, I have no support so paper is no good
to me.
Another job to do before next October :-(
Charles
==============================================
Charles Christacopoulos, Secretary's Office, University of Dundee,
Dundee DD1 4HN, Scotland, United Kingdom.
Tel: +44+(0)1382-344891. Fax: +44+(0)1382-201604.
http://somis.ais.dundee.ac.uk/
Scottish Search Maestro http://somis2.ais.dundee.ac.uk/
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