Hi Jenny
I think there are a couple of ways of seeing this (although I am probably going to make people frown at my response):
A small piece of personal data, like a name or phone number, is just that, and in itself does not tell you anything about that person (and is information you could possibly get out of a phone book), so leaving it on a bit of paper for a few months is not an issue, because you don't know why the name was written down. It is personal data from a technical perspective, but keeping it or disclosing it (i.e. someone seeing it) has negligible impact.
If they are writing down the full details of phone call which tells an observer something highly confidential about that individual, then yes it should be disposed of confidentially, but again, keeping this in a drawer for a few months is not a serious breach of the retention rule, because it is not being processed, and an annual clear out of drawers would get rid of it.
Re sending contact details by email - again, this is not an issue unless they are sending it to the wrong person, with details of the case or issue, where inappropriate disclosure would cause harm.
The whole issue of email retention opens another can of worms... well discussed on this forum in other posts!
Regards
Madi
Madi McAllister
Information Governance & Records Management Officer
London Borough of Merton
Tel: x 4180
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Jenny Willis
Sent: 23 March 2017 13:28
To: [log in to unmask]
Subject: Creative and practical data protection tips
Dear All
As we are approaching the end of the week I've got a slightly whimsical question...
It's one thing saying that we shouldn't hold on to personal data for longer than needed, but we all know that the day to day pressures of work can make this challenging in practice. For example, someone takes a phone message and writes contact details on the piece of paper that happens to be in front of them. They then copy the details into an email to the relevant colleague, then the paper sits on their desk for a month and then gets 'filed' in a drawer because they still need to refer to the report they happened to scrawl the details on.
Does anyone have creative ideas for dealing with this kind of thing other than just telling staff 'destroy contact details when no longer needed', 'don't leave notes sitting around', 'try not to use email to exchange contact details'. It seems to me, something practical and visible would be good to help to change the culture. Last night I thought about issuing everyone with phone message post-its and introducing 'data pigs': a bunch of brightly coloured piggy banks placed around the office for disposing of said post-it notes messages. Seems a bit more appealing than saying 'stick them in the confidential waste bins' (although I'd have to routinely empty them myself) - am I losing the plot?!
Anyone else have creative ideas?
Thanks, Jenny
The Postal Museum
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