Dear All,
A DP question, that relates to records management, there is a desire to capture old planning applications from a previous council and to do this electronically. I can see the need to have them captured electronically going forward, but I am not sure about the proportionality or the necessity of it going back over previous years. When I say previous years, I mean outside the normal retention period. My concern is that we are holding personal information longer than needed.
My view is that if the documents are destroyed and a certificate issued, then we are covered. My concern is that if the document is scanned and saved, we are doing a process that is unnecessary and potentially disproportionate.
In other words, if we have disposed of them properly, in accordance with our retention guidelines, then we are covered in that regard and any cost of having to recover documents, say from land registry, is smaller than the cost of scanning and potential breaches of the DPA.
How have people dealt with the proportionality argument with holding or scanning and retaining old planning applications?
I would be interested in your views and experience.
Thanks
Lawrence
Lawrence W. Serewicz
Principal Information Management Officer
Durham County Council
Rivergreen Centre
Aykley Heads
County Durham
DH1 5TS
0191-370-8804
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