This is a case where the law doesn't give you a yes/no answer - it requires you to take "appropriate steps"; so you have to make a judgement based upon the sensitivity/value of the information contained on the slips. Removing the student's name does not get you off the hook under the DPA, as there is still enough information present (ID number) to identify the person when combined with other data held within the University, and equally removing the number but leaving the name there still makes the information subject to the DPA.
Personally, I'd err on the side of caution and shred them.
Charles
Professor Charles Oppenheim
--- On Thu, 17/2/11, Colin Johnston <[log in to unmask]> wrote:
From: Colin Johnston <[log in to unmask]>
Subject: Data protection question
To: [log in to unmask]
Date: Thursday, 17 February, 2011, 12:37
Recently, some of us at Goldsmiths' library have had a discussion about the disposal of our reservation slips - are we legally obliged to shred them? If so, what information would we need to remove from the slip that would allow us to bin them in the traditional fashion.
The information we print at present includes user name, registration number, item title and date when the item could be returned to the shelves. If we remove the student number only (best option for us) is the information retained still fall under the influence of the DPA?
Any and all opinions welcomed.
Best.
Colin
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Colin Johnston
The Library
Goldsmiths, University of London
New Cross
SE14 6NW
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Tel. 020 7917 7155
Fax 020 7919 7165
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