It's easy to search for a text string on an NT or Novell server but mainframes
are a different matter as they don't necessarily have all the data loaded at
any one time - it could only be fully automated where automatic media
management is installed. Manual, microfiche etc would obviously be out of the
scope of such a tool. Even if you got a text match someone would have to sift
through the results to find out if it referred to the correct data subject.
As the exemption for backup data has gone this is another area which would give
problems.
As a matter of interest how have other organisations handled subject access to
backup data?
Neil
__________________________________
Neil Chadwick
Stoke-on-Trent City Council
Ian Welton (31/01/01 9:29 pm):
>Have personally come to the conclusion that persons involved in processes or
>particular jobs are not always aware of all of the information which is
>available relating to that job, or any person mentioned within the data in
>their area, and cannot always find it all. I know to my cost that some
>subject access requests which are limited to specific data are not always
>easy to deal with when reliance is placed on human memories or application
>specific search mechanisms.
>
>I would be interested to hear of any software tools which are available and
>in use to search networks in order to compile a response to subject access
>requests.
>
>It is not unusual in my circumstances to receive the occasional subject
>access request for all personal data held, which can be particularly
>difficult to deal with effectively, so any tools which can simplify the task
>would be a great boon. The dream search tool would be able to search e-mail,
>word processing, spreadsheets, databases and other application specific data
>containing personal information across an organisational LAN/WAN. What
>about the security headache then though?
>
>
>Ian W
>
>----- Original Message -----
>From: "Broom, Doreen" <[log in to unmask]>
>To: <[log in to unmask]>
>Sent: Wednesday, January 31, 2001 3:59 PM
>Subject: Re: 40 days or not 40 days that is t
>
>
>> All
>> I note what you say but as I work with a local authority - I always write
>to
>> ask if there is specific information - one of my recent replies:
>> "Please send me the information I am entitled to under Section 7(1) and
>> 7(1)(d) of the DP Act 1998"...this does not give me specific information
>> e.g. Financial information etc...I think rather than be difficult - why
>not
>> give them their information (if they are entitled to it) and I put myself
>in
>> their position - what if it was me requesting the information? We are all
>> entitled to it!
>> Doreen Broom
>> Data Administrator
>> Scottish Borders Council
>> Council HQ
>> Newtown St.Boswells
>> Melrose
>> Borders TD6 0SA
>>
>> Tel: 01835 824000
>>
>>
>> > -----Original Message-----
>> > From: [log in to unmask] [SMTP:[log in to unmask]]
>> > Sent: 31 January 2001 15:15
>> > To: [log in to unmask]
>> > Subject: Re: 40 days or not 40 days that is t
>> >
>> > As far as I am concerned, you can definitely wait until the data subject
>> > has provided all the 'necessary' information before the 40-days begins.
>> >
>> > Regards
>> >
>> > Matthew
>> >
>> >
>> >
>> >
>> > [log in to unmask]@JISCMAIL.AC.UK> on 31/01/2001 15:01:00
>> >
>> > Please respond to [log in to unmask]
>> >
>> > Sent by: This list is for those interested in Data Protection issues
>> > <[log in to unmask]>
>> >
>> >
>> > To: [log in to unmask]
>> > cc: (bcc: Matthew Nunn/Registry/Southampton Institute)
>> > Subject: 40 days or not 40 days that is t
>> >
>> >
>> > Date: 31 January 2001
>> > To: internet EXTERNAL
>> > From: Stuart Roderick GBSAFE00 HR Systems
>> >
>> > Subject: 40 days or not 40 days that is the Q
>> >
>> > /internet
>> > to: [log in to unmask]
>> >
>> > Dear All,
>> >
>> > Under the DPA98 we have to comply within 40 days of receiving a request
>> > from
>> > an individual.
>> >
>> > My question is this- What happens if the individual does not supply
>> > sufficient
>> > data on their letter to enable us to search for them on our systems. If
>> > we
>> > respond to their request and ask for more details and they take 38 days
>to
>> > respond can we start the 40 days from the date of their response or is
>it
>> > from
>> > the initial date of the 1st letter??
>> >
>> > Many thanks for your help
>> >
>> > Stuart
>> >
>> >
>> >
>> >
>> >
>> >
>> >
>> >
>> > Stuart Roderick
>> > HR Systems Executive
>> >
>> >
>> >
>> >
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