Are we not forgetting something here in respect of a Data Protection SAR.  Assuming the minutes are manual, do they form part of a relevant filing system i.e. any set of information relating to individuals to the extent that the set is structured either by reference to individuals or by reference to criteria relating to individuals, in such a way that specific information relating to a particular individual is readily accessible.  In my experience most minutes do not fall into this category e.g. usually filed away in date order.  If they do not, then the person requesting them will have to wait until the rights of access come into force under the FOIA (unless of course you don't mind them having a copy now that is).

Lewis

-----Original Message-----
From: Ian G Dean [mailto:[log in to unmask]]
Sent: 17 July 2002 12:58
To: [log in to unmask]
Subject: Re: Access to minutes


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Hi all

Just to add my bit. I do not believe that an individual making a SAR is entitled
to copies of minutes of all meetings which he/she has attended as part of the
SAR unless those minutes contain a personal oppinion about the subject. In my
opinion it is not sufficient for the minutes to be given just because they
contain the name of the individual. The content of the minutes should be a
factual representation of what was said in a business context and therefore so
long as the information is of a business context the only personal information
is the fact that an individual said it.

In the normal course of events wouldn't the attendees at a meeting be given
copies of the minutes in any case.

If the meeting is about the individual e.g. a performance meeting etc then of
course they do have an entitlement.

Regards

Ian G Dean



____________________Reply Separator____________________
Subject:    Access to minutes
Author: Alison Aiton <[log in to unmask]>
Date:       17/07/2002 11:38 AM

Hi

Any ideas as to what are a data subject's access rights to the minutes of
any meeting he might have attended?  Would he be entitled to the whole
minute, if the only reference to him was in the ''Present' list? Or only to
those sections which refer to him specifically eg where he is minuted as
saying X, Y or Z?  [These minutes are not in the public domain, but relate
to internal departmental meetings.]

How much, if any, 3rd party data ought to be deleted?

Any advice appreciated.

Alison

-
Alison Aiton
IT Services, Butts Wynd
University of St Andrews

Tel: 01334 463528
email: [log in to unmask]

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