Gail,
There's a business case for keeping a record or there isn't.
I see no business reason to keep duplication of any existing record for any
great length of time, but can certainly see a business reason to keep a
record of transacted business.
The organisation requires a record to evidence that what it says has been
done has indeed been done, the generation of best evidence in this
particular will however demand more than a note of the name and the action
taken.
Perhaps a form for the purpose (after an analysis of the process),
specifying all actions taken/all info sent, recognised as THE RECORD of the
transaction and fully described as such in internal SAR
routines/guidelines?).
Gerry.
Newcastle University.
----- Original Message -----
From: <[log in to unmask]>
To: <[log in to unmask]>
Sent: 14 November 2001 11:17
Subject: Retention period for subject access requests
> What do you think is an appropriate retention period for the data my
office
> collates in order to deal with subject access requests? These are
increasing
> and with the inclusion of manual data, the amount of material is quite
> substantial (& which is itself subject to subject acess!)
> As we in efect duplicate information to send to the individual, would it
be
> appropiate to retain the file for 6 months after our response had been
sent
> and just to keep a note of the name and action taken?
> Gail Waters
> DP Coordinator
> Open University
>
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