Hi Lewis,
Actually I wasnt thinking of yourself in the previous email. I guess
that means I know of two councils now!! :)
Because organisations (councils in particular it seems) have so many
data sources to search through either manual or electronic means, I was
wondering if the situation where a data-subjects turn round and say "You
havent given me information X that I know you keep", occurs and if there
are processes in place to safe-guard against it, that sort of thing.
Goodluck with the CRM System!!!!
Ben
-----Original Message-----
From: "Lewis Bourne" <[log in to unmask]>
To: "Ben Cawley" <[log in to unmask]>
Date: Fri, 10 Jun 2005 16:17:22 +0100
Subject: RE: [data-protection] Extracting Information From Databases
> No Ben, you know of one Council with over 2,000 repositories of
> personal
> information. Some of them are databases but most are manual filing
> systems. That's if your referring to me of course :-)
>
> We do not have any defined Business Processes for searching those
> repositories other than the good knowledge, honesty and good will of
> the
> virtual team of actioning officers. Without having an ECM system I do
> not know what else you could do to ensure that you would capture
> everything that existed in manual files, electronic centralised
> filestore, PC's, Laptops, mail servers, COLD systems etc.
>
> The good news is that we are moving towards single records for
> customers
> with the introduction of a CRM system, Reference Engine and electronic
> records. So, hopefully, within the next 10 years I will be able to
> lose
> this 2,000 databases tag.
>
> Best wishes, Lewis
>
> -----Original Message-----
> From: This list is for those interested in Data Protection issues
> [mailto:[log in to unmask]] On Behalf Of Ben Cawley
> Sent: 10 June 2005 15:59
> To: [log in to unmask]
> Subject: Re: [data-protection] Extracting Information From Databases
>
>
> I know of one council with over 2000+ databases of personal information
>
> -----Original Message-----
> From: <[log in to unmask]>
> To: <[log in to unmask]>
> Date: Fri, 10 Jun 2005 15:42:37 +0100
> Subject: RE: [data-protection] Extracting Information From Databases
>
> > Are there still organisations who still operate in this way? Server
> > and network management tools/software are so powerful these days that
> > I would have thought that cross-referencing and streamlining
> databases
> > was
> > the norm. Just my own opinion, mind! I may well be wrong....
> >
> > -----Original Message-----
> > From: Ben Cawley [mailto:[log in to unmask]]
> > Sent: 10 June 2005 14:53
> > To: Carter, Antoinette (KIS)
> > Subject: RE: [data-protection] Extracting Information From Databases
> >
> > Thanks for everyones replies so far. So in your case if you have
> only
> > 2-
> > 3 databases its probably not an issue as you say. I wonder about the
> > organisations with many databases however.
> >
> > Ben
> >
> > -----Original Message-----
> > From: <[log in to unmask]>
> > To: <[log in to unmask]>
> > Date: Fri, 10 Jun 2005 13:18:23 +0100
> > Subject: RE: [data-protection] Extracting Information From Databases
> >
> > > To be honest, Ben, we have over the years streamlined all our
> > > information into just two or three main databases so it is simply
> not
> > > an issue for our organisation. One comment I would make though is
> > > that we manage our requests in such a way as to minimise the amount
> > of
> >
> > > information we look for on their behalf. For example, if someone
> > asks
> >
> > > for "all information about me in any format", I would go back to
> > > them and explain that the more information they can give me as to
> > > what
> > data
> >
> > > they actually want and why, the more likely I am to be able to find
> > it
> >
> > > for them, and the quicker they'll be provided with it. Therefore,
> > the
> >
> > > necessity to check every last crook and cranny of every database is
> > > negated by the fact that you can target your searches to respond to
> > > the real purpose of the enquiry....
> > >
> > > -----Original Message-----
> > > From: This list is for those interested in Data Protection issues
> > > [mailto:[log in to unmask]] On Behalf Of Ben Cawley
> > > Sent: 10 June 2005 12:26
> > > To: [log in to unmask]
> > > Subject: Re: [data-protection] Extracting Information From
> Databases
> > >
> > > So are there no business process out there?
> > >
> > > Ben
> > > Manchester Metropolitan University
> > >
> > > -----Original Message-----
> > > From: "Ben Cawley" <[log in to unmask]>
> > > To: [log in to unmask]
> > > Date: Thu, 09 Jun 2005 13:33:16 +0100
> > > Subject: Extracting Information From Databases
> > >
> > > > Hi,
> > > >
> > > > I am interested in finding out the business processes different
> > > > organisations use for extracting information from databases.
> Given
> > > > a DPA SAR and a database, do you have a set methodology for
> > > > searching this database for information. Are there a set number
> of
> > > > stages defined in your organisation for dealing with this
> situation
> > > > which presumably must occur quite often. If for example, you
> find
>
> > > > an instance of the data- subject in the database, how do you know
> > if
> >
> > > > you have extracted all the information? What happens when you
> > > > have
> > > > 1000+ databases of information containing personal information...
> > > >
> > > > Hope you can help.
> > > >
> > > > Ben Cawley
> > > > Manchester Metropolitan University
> > >
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