And in support of Maurice's point, if you need these to have a required
or desired planning history then your retention schedule is wrong !
Also do not overlook section 33 DPA - likely to be very useful here.
Phil Bradshaw
Information Manager
Citizen & Democratic Service
Room CY4A, County Hall
EMail: [log in to unmask]
Phone: 029 2087 3346
Mobile : 07890 265987
Fax: 029 2087 3349
Share a little Knowledge this Christmas
-----Original Message-----
From: This list is for those interested in Data Protection issues
[mailto:[log in to unmask]] On Behalf Of Maurice Frankel
Sent: 17 December 2009 13:53
To: [log in to unmask]
Subject: Re: [data-protection] Data protection question (back scanning
old planning applications) proportionate?
(1) Are you going to recover planning information (eg about
extensions) from the Land Registry - is there any there?
(2) Will you be able to deal with complaints about alleged long-
standing breaches of planning conditions or building regulations from
the retained information?
(3) Surely the starting point should be whether there may be any
legitimate planning or historical need for the old documents, rather
than whether the authority would be justified in destroying them even if
in accordance with a retention policy? You may end up with perfect
compliance with retention policy but no planning history.
Maurice Frankel
Campaign for Freedom of Information
On 17 Dec 2009, at 12:30, Lawrence Serewicz wrote:
> 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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