Would those responsible for data protection and/or freedom of
information in Scottish universities be interested in joining a
practitioners group to discuss common issues of concern, share
experiences and information, explore opportunities for collaboration,
and keep each other up-to-date with the latest developments in the
field?  

The setting up of a practitioners group has been endorsed by the
Universities Scotland Freedom of Information Working Group, and a letter
to Scottish university secretaries, inviting them to nominate people to
join the group, is going out today.  The text of the letter is at the
end of this e-mail.  Please could those working in Scottish universities
watch out for this letter in your institutions, and help ensure that it
goes in the right direction? 

This is not intended to undermine the university group set up by Angela
Vanscolina.  The creation of a Scottish group was discussed at the first
meeting of that group and I hope that we will maintain links with the
other group - travel times and the fact that we have different freedom
of information legislation in Scotland meant that it would be helpful to
have a Scottish group as well.  Any northern English university
colleagues who wish to join the group or attend meetings would be
welcome - please get in touch with me.  


Susan Graham
University Records Manager
University of Edinburgh
Old College
South Bridge
Edinburgh
EH8 9YL

Tel: 0131 6514 100 

TEXT OF LETTER:

Dear

Scottish Universities Data Protection and Freedom of Information
Practitioners Group

I would like to invite you to nominate one person or more from your
university staff to join the above group.  The group is intended for
those working in Scottish universities and responsible for implementing
data protection and freedom of information legislation.  Universities
Scotland has endorsed its establishment.

The purpose of the group is to support Scottish universities in their
work to comply with two related pieces of legislation: the Freedom of
Information (Scotland) Act 2002 and the Data Protection Act 1998.  The
group will discuss common issues of concern, share experiences and
information, explore opportunities for collaboration, and keep each
other up-to-date with the latest developments in the field.  

Other sectors have already gained valuable knowledge in the data
protection sphere by sharing experience with other professionals working
in the same sector.  The benefits include learning about best practice
solutions and sharing knowledge and experience.  The group will maintain
close links with the Universities Scotland Freedom of Information
Working Group, and with other related groups.

Both freedom of information and data protection will have a significant
impact on the way in which universities deal with the information they
hold.  The Freedom of Information (Scotland) Act 2002 is due to come
fully into force on 1 January 2005.  Its introduction will involve a
significant cultural change for Scottish universities as its underlying
assumption is that all information held by universities is a corporate
resource to which anyone, anywhere in the world has a right of access
unless the university can show that an exemption applies.  The Data
Protection Act 1998 is already in force.  It has already led to changes
in the way that universities deal with information about their students,
staff and others, and the consequences of non-compliance can be
damaging.

As a result of informal discussions with the data protection officers at
some other Scottish universities, I have agreed to carry out the
preliminary work to set up this group.  If your data protection and
freedom of information practitioners are interested in joining, please
could they contact Julia Wallace at the University of Edinburgh by
Friday, 12 September, so that we can arrange an inaugural meeting?

Yours sincerely

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