One of our main databases contains a large number of codes. In order to
streamline SARs (not that there have been that many in this particular area)
a software extension was created so that database data downloads and slots
neatly into a format explaining all the codes. One major advantage is that
the codes have had to be demystified once only and the department concerned
can respond to requests quickly. It's not going to be suitable for every
department or every need, but it has been a useful shortcut method in this
particular instance.
Su
-----Original Message-----
From: Chinery, Colin (Finance, IT - Solihull MBC)
[mailto:[log in to unmask]]
Sent: 07 March 2001 09:12
To: [log in to unmask]
Subject: Re: Fees for subject access
I find that the best way to deal with codes if for the department to make
screen prints etc. and I then go through them looking for codes. After that
I get the department DP representative(s) to clarify them and I write the
explanation on the printout.
Especially with prints from such systems as Council Tax, Benefits, Housing
Rents, this proves to be the best way.
Its often the case that people in the department need to look up the
meaning!
Colin Chinery
> ----------
> From: Broom, Doreen[SMTP:[log in to unmask]]
> Reply To: Broom, Doreen
> Sent: 07 March 2001 08:47
> To: [log in to unmask]
> Subject: Re: Fees for subject access
>
> Andrea
> Yes - we thought it would be good practice as obviously we were not really
> geared up for the codes/abbreviations - at least it is showing willigness.
> I have now instructed Departments to try and provide me with appropriate
> codes which may well be obtained from within their various systems. Would
> you say that it was the duty of Departments to provide that information
> when
> they provide the data or is it solely down to me as Data Protection
> Officer.
> Doreen Broom
> Data Administrator
> Scottish Borders Council
> Council HQ
> Newtown St.Boswells
> Melrose
> Borders TD6 0SA
>
> Tel: 01835 824000
>
> > -----Original Message-----
> > From: Andrea Owen [SMTP:[log in to unmask]]
> > Sent: 06 March 2001 20:29
> > To: [log in to unmask]
> > Subject: Re: Fees for subject access
> >
> > I would look at the proportionality - is the likely benefit large enough
> > to warrant the size of the administrative burden, does the data subject
> > realise this and wish to reconsider in light of the imbalance between
> the
> > likely outcome and the costs to the employer? Employers are seemingly
> > given this discretionary power, in order that requests do not become all
> > consuming.
> >
> > The fact that the data subject is requesting an explanation of the codes
> > is however a separate issue, since any abbreviations should always be
> > accompanied by an appropriate explanation. Should you decide to ask a
> > financial professional to meet and discuss the codes within the supplied
> > material may be in excess of this requriement, but good practice none
> the
> > less.
> >
> > -----Original Message-----
> > From: Broom, Doreen [SMTP:[log in to unmask]]
> > Sent: 06 March 2001 09:22
> > To: 'Andrea Owen'
> > Cc: [log in to unmask]
> > Subject: RE: Fees for subject access
> >
> > I work for a local authority. Recently we had a SAR from an employee.
> We
> > answered his SAR (charged him £10) - the amount of paperwork was very
> > large
> > and the amount of time gone into producing this paperwork for all
> > Departments was excessive and well in excess of the £10 charge. Anyway,
> > the
> > employee has since written back (obviously having looked at the DP Act)
> > and
> > has demanded further info e.g. codes/abbreviations to be explained as
> well
> > as many other documents. The amount of work has really been quite
> > extensive
> > and we have agreed that a representative from our Financial Services
> > Department will meet with the employee and explain all codes to him My
> > feeling is where do we draw the line and say that this is
> disproportionate
> > effort.
> > Doreen Broom
> > Data Administrator
> > Scottish Borders Council
> > Council HQ
> > Newtown St.Boswells
> > Melrose
> > Borders TD6 0SA
> >
> > Tel: 01835 824000
> >
> >
> > > -----Original Message-----
> > > From: Andrea Owen [SMTP:[log in to unmask]]
> > > Sent: 05 March 2001 23:36
> > > To: [log in to unmask]
> > > Subject: Re: Fees for subject access
> > >
> > > Have noted that £10 is the going rate, but that it can be waived.
> Seems
> > > that the charge should reflect the administrative burden of producing
> > the
> > > requested data, however, the code mentions that the employer is
> entitled
> > > to make judgements on the level of administrative burden to take on,
> but
> > > that it should be proportionate to the likely benefit which would
> accrue
> > > to the individual as a result of the request.
> > >
> > > However, I am attached to a public sector organisation and they do not
> > > charge (for the moment at least).
> > >
> > >
> > >
> > > -----Original Message-----
> > > From: Peter Wilson [SMTP:[log in to unmask]]
> > > Sent: 02 March 2001 17:10
> > > To: [log in to unmask]
> > > Subject: Re: Fees for subject access
> > >
> > > Gail,
> > > For Educational records (Schedule 11& S68(1)) no access fee may be
> > charged
> > > unless a permanent copy of the info is provided. Photocopy (or other)
> > > fees for permanent copy , I believe, can be charged up to £50 (sliding
> > > scale etc.). (I have been looking, unsuccessfully, for where I read
> > this
> > > - others on list may be able to shed some light)
> > > I can also see both points of view on charging - for what its worth -
> we
> > > do not charge.
> > > Peter
> > >
> > > Peter Wilson
> > > Data Protection Officer
> > > University of Paisley
> > >
> > > >>> <[log in to unmask]> 03/02/01 04:40pm >>>
> > > Am I right in thinking there is no provision for making a charge for
> > > copying
> > > manual data (except for certain school records)? I am quite kken on
> > > dropping
> > > charges altogether but others here refer to the amount of work
> involved
> > > and
> > > wish to retain a fee to deter frivolous requests. They say that other
> > > (unspecified) organisations are making a charge for copying but if I
> am
> > > right, this is unlawful?
> > > Gail Waters
> > > DP Coordinator
> > > Open University
> > >
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