Actually name and address are Personal information according to the Data Protection Act, as they help you identify a particular individual (my understanding of what it's really about)
But the real noodle scrambler is the expectation of privacy.
Pre Act, there might have been more of an expectation of privacy than post act. Or even pre Digital revolution the expectation might have been different.
It's one thing to send in a letter and have it filed and only seen by people who visit the office, but another to have the information in that letter published on the internet.
But I can pick my own way through those issues, and come up with ways of dealing with different classes of data - I am more curious to see if anyone else has tackled this, and if so how?
Best wishes
Nick Boldrini
Historic Environment Record Officer
Ext 267008
-----Original Message-----
From: Issues related to Historic Environment Records [mailto:[log in to unmask]] On Behalf Of Chris Webster
Sent: 09 September 2014 10:45
To: [log in to unmask]
Subject: [MASSMAIL]Re: Data Protection and Record Retention
But do your correspondents have any expectation of privacy - they have volunteered information to a public body and their name and address are barely personal information.
Has anyone ever complained that their details have been used for some nefarious purpose? Most that I know are proud to see their name acknowledged.
--
Chris Webster
Somerset Historic Environment Record
Somerset County Council
Somerset Heritage Centre
Brunel Way
Taunton
TA2 6SH
01823 347434
Online HER at www.somerset.gov.uk/her
-----Original Message-----
From: Issues related to Historic Environment Records on behalf of EDWARDS, Robert (Environment)
Sent: Tue 09/09/2014 09:35
To: [log in to unmask]
Subject: Re: Data Protection and Record Retention
Hi Nick,
For the digital part of the record we created a generic 'Written Communication to the HER' source record against which we record these. We usually put the name and date in the reference field i.e. Miggins, M 09/09/2014. The biggest problem is the paper files. Our way round this has been to have two files, a public file and a confidential file. The public file contains a redacted copy of the letter with the relevant personal details blanked out or removed. We've still a long way to go with our paper files. I'm not sure if this makes us 'compliant', but I hope it does show that we are acting to protect the privacy of our correspondents.
Best wishes
Rob
Rob Edwards
Historic Environment Records Officer
Cheshire Archaeology Planning Advisory Service
Tel: 01244 973667
Email: [log in to unmask]<mailto:[log in to unmask]>
Location: The Forum, Chester, Cheshire, CH1 2HS.
From: Issues related to Historic Environment Records [mailto:[log in to unmask]] On Behalf Of Nick Boldrini
Sent: 08 September 2014 16:34
To: [log in to unmask]
Subject: Data Protection and Record Retention
Hey up HEROs
Sometimes I shouldn't learn to bite my tongue, because when I don't I end up with an open can of worms, and mixed metaphors.
So, as part of our HER Audit Action Plan, we have been trying to work out how to make sure the HER is Data Protection Compliant.
This relates to information we have about individuals acting solely as private individuals which is the source of a digital record in the HER, and forms part of the HER Collections. So, for example the letter from Mrs Miggins who found a DMV whilst walking her dog, or the letter (it's usually letters) from John Doe about the handaxe he found whilst digging his allotment etc etc.
And I made the mistake of asking our Corporate Data Protection guru about it.
His comeback is broadly speaking that we shouldn't keep information that makes the individual identifiable for longer than 6 years. He also said there might be exceptions, and that we need to be pragmatic. He also said we should probably have a Privacy notice we point at when people give us information.
I am less interested in going through and discussing his suggestions point by point than finding out if anyone else has gone down this route - of trying to see if their HER is data Protection Complaint - and what you came up with?
If you haven't started this - don't! Delete this email now and eat the computer you read it on!
Durham County Council cannot be held responsible for any internal bleeding that results from following that suggestion... ; )
Thanks in advance
best wishes
Nick Boldrini
Historic Environment Record Officer
Archaeology Section
Design and Historic Environment Team
Planning Service
Regeneration and Economic Development
Durham County Council
County Hall
Durham
DH1 5UQ
Tel: 03000 267008
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www.durham.gov.uk<http://www.durham.gov.uk/>
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