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On the basis of Durrant ...surely it is of less of a "relevant filing
system" than Durrant and it would cause disproportionate effort especially
if the record you required was in the last box you looked at..........
Friday's definitely here..............
D
-----Original Message-----
From: Emma Chilcott [SMTP:[log in to unmask]]
Sent: 23 January 2004 13:16
To: [log in to unmask]
Subject: Subject Access Requests - disproportionate effort
and relevant fili ngsystem
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Hi all,
I'm dealing with a SAR where a former employee is looking for a copy
of his
paper-based training record. The problem we have is that all
training
records for this part of the business were sent to archive in what I
can
only describe as a 'semi' structured filing system.
Rather than filing the training records by individual name, they
were filed
according to the last office the individual worked in. We have
computer
records that show the last office that they worked in so, in theory,
the
information should be easy to retrieve . . . Problem is that for
this
individual's office, there are approximately 266 boxes that are
labelled as
containing training records. The only way of knowing the exact
content of
the boxes would be to look inside each one (we then to pray that the
former
employee's record is there!).
I know the archiving wasn't handled with a lot of thought for future
SARs
(this was highlighted to the business at the time) but this is the
unfortunate situation we find ourselves in. My questions are:
whether our filing of the training records is sufficient to call
it a
'relevant filing system' (I feel that we are halfway to it being
one)?
if the answer above is 'yes', do we have sufficient grounds to
say it
would be a 'disproportionate effort' to find the information (I'm
not
hopeful as it was our decision to file the records in the way
that we
did)?
I'd be grateful for your thoughts, comments, solutions . . .
Happy Friday!
Emma
Emma Chilcott
Compliance Adviser - Data Protection
Tel: 01733 471226
UKLS Financial Services Ltd No. 3715118, NPI Ltd No. 3725037,
National
Provident Life Ltd No. 3641947, NPI Investment Managers Ltd No.
0962757,
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