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Hi Nick, Not sure about your answer to GDPR but in relation to finding the records with personal names in: in 2010 before we put our data online we ran a few queries to find personal names, a lot of ours contained the person’s title so we search for Mr, Mrs etc to locate most of them as. We did a few others as well which I can’t remember, ways of finding capital letters to return unique terms which you could then search on or something? I don’t have the queries to hand, but if you ask one of the Welsh HERs they may be able to find them for you. Charina From: Issues related to Historic Environment Records [mailto:[log in to unmask]] On Behalf Of Nick Boldrini Sent: 18 January 2018 09:24 To: [log in to unmask] Subject: Re: General Data Protection Regulations (GDPR) I have asked internally about this, but waiting for a reply, so thought I would post this here in case anyone has suggestions. Whilst doing a Data Protection audit (as part of our HER Audit Action Plan) I found that in some of our digital records, there are included personal details of people who have made finds etc. These are often private individuals. Unfortunately, they are also usually just generically in the text rather than a particular field, so its difficult to find them. Had a chat with the local DPA person and agreed that we would just clean these out as we encountered them during other HER enhancement. Under the new regulations would that be4 acceptable? I should also point out that often these are quite old records, ie early 90’s or earlier. Theres not many – but it would be a pain to have to trawl all our records just to find them, as it would literally involving clicking through every record to find them Any thoughts? Best wishes Nick Boldrini Historic Environment Record Officer Ext 267008 From: Issues related to Historic Environment Records [mailto:[log in to unmask]] On Behalf Of Newman, Martin Sent: 16 January 2018 11:53 To: [log in to unmask]<mailto:[log in to unmask]> Subject: Re: General Data Protection Regulations (GDPR) If its details of people in the archive there should be no problem as GDPR doesn’t apply to dead people and the name say of an architect of a building will be in the public domain so that’s ok even if they are still alive. It’s a query I’ve already asked at a workshop I went to. Where it is relevant to HERs (and their host bodies more generally) will be in relation to contacts and customer information, inclusion on the register (as you identify), justifying why you are holding this personal information and gaining apropriate consent to do so. Depending on what you told people whose information you hold at the time of acquiring it you may need to re-consent those you currently hold the details for. Martin [Historic England Logo]<http://www.historicengland.org.uk/> We help people understand, enjoy and value the historic environment, and protect it for the future. Historic England<http://bit.ly/1OuxROd> is a public body, and we champion everyone’s heritage, across England. Follow us: Facebook<https://www.facebook.com/HistoricEngland> | Twitter<https://twitter.com/HistoricEngland> | Instagram<https://www.instagram.com/historicengland/> Sign up to our newsletter<http://bit.ly/1p49z1e> Help us create a list of the 100 places which tell England's remarkable story and its impact on the world. A History of England in 100 Places<https://historicengland.org.uk/100places> sponsored by Ecclesiastical<%20http:/www.ecclesiastical.com/fororganisations/insurance/heritageinsurance/100-places/index.aspx>. This e-mail (and any attachments) is confidential and may contain personal views which are not the views of Historic England unless specifically stated. If you have received it in error, please delete it from your system and notify the sender immediately. Do not use, copy or disclose the information in any way nor act in reliance on it. Any information sent to Historic England may become publicly available. From: Issues related to Historic Environment Records [mailto:[log in to unmask]] On Behalf Of Catherine Dove Sent: 16 January 2018 11:02 To: [log in to unmask]<mailto:[log in to unmask]> Subject: [HERFORUM] General Data Protection Regulations (GDPR) Hello everyone, As I am sure is happening in all your teams, we have been asked to consider the new Data Protection regulations coming into force in May 2018, including filling out a Data Asset Register for the department. The new regulations are basically aimed at a more proactive “opt in” approach to data handling. In relation to the HER, I am anticipating this will involve the cessation of processing data in the archive but may involve some of the information being anonymised. I wondered – has anyone else started to look at this? Kind regards, Catherine Dove Conservation Advisor (Historic Environment) Exmoor National Park Authority Exmoor House, Dulverton, Somerset TA22 9HL Please note my normal working days are Mondays, Tuesdays and Wednesdays. 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