Hi Alex
At West Yorkshire Police we follow the guidance issued within the Government Protective Marking Scheme (GPMS) that all Govt depts should follow be it for post or e-mail.
When responding to a subject access request we send the response out by royal mail, following GPMS. This would mean that depending on whether the data is personal or sensitive personal data would determine how its handled.
If we double envelope then the outer envelope should have NO marking on it. The inner envelope should be marked RESTRICTED with our PO Box return on the reverse, if undelivered. We should not be placing a protective marking (eg CONFIDENTIAL) on the outside as these tend to be targeted.
We also invite subjects in to pick up their responses as these can amount to boxes in some cases. They would need to bring in 2 types of ID when collecting. One with Name and DOB and one with Name and current address so this links up with their original request.
Hope this helps
Dave Mason
DP manager
West yorkshire Police
Sent using BlackBerry® from Orange
-----Original Message-----
From: Hodge Alex DCR <[log in to unmask]>
Date: Thu, 5 Apr 2012 08:04:02
To: <[log in to unmask]>
Subject: [data-protection] Post procedures for sending out personal
information
Dear all,
I'm interested in finding out what procedures your organisation has in place for sending out personal information and personal sensitive information by post. For example, for those in local authorities, does your authority send letters to housing benefit claimants containing name, address, and financial details by hand delivery, first/second class post courier, or Royal Mail special delivery.
Also, I'm finding out whether any guidance on post is included in a protective marking scheme.
Any help would be very much appreciated.
Apologies for cross posting.
Kind regards,
Alex
Alex Hodge
Corporate Records Manager
Tel: 0151 443 3705 êFax: 0151 443 3780
Knowsley Council êComputer Centre êWestmorland Road êHuyton êL36 9GL
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