Cofnod Datgeliadau

Cwestiwn

Re: Rregarding Subject Access Requests (SARs) received by your Council.

For ease of response, I have structured this request into clearly defined questions with simple response formats. Where exact figures are unavailable, informed estimates are acceptable.

Section 1: SAR Volume

Please provide the total number of Subject Access Requests received:

Financial Year Number of SARs Received

2022/23 (April 2022 - March 2023)

2023/24 (April 2023 - March 2024)

2024/25 (April 2024 - March 2025)

Section 2: Processing Time and Staff Costs What is the estimated average number of staff hours spent processing each SAR (including searching, collation, review, and redaction)?

Average hours per SAR?

Which salary band best represents the staff primarily responsible for processing SARs?

(Select one)

? Under £30,000 per annum

? £30,000 - £40,000 per annum

? £40,000 - £50,000 per annum

? £50,000 - £65,000 per annum

? Over £65,000 per annum

? Mixed/varies significantly across departments

Approximately how many FTE (full-time equivalent) staff are dedicated to SAR processing?

Estimated FTE for SAR processing =

Section 3: External Costs

Please provide the total expenditure on external SAR support (e.g., solicitors, consultants, redaction services) Costs can be approximate however must be indicated as such:

Financial Year External Spend (£)

2022/23

2023/24

2024/25

If no external services were used, please state "Nil".

Section 4: Compliance and Timeliness

Please provide the following compliance data:

Financial Year Completed Within 30 Days Required Extension Total SARs

2022/23

2023/24

2024/25

How many SARs are currently open or overdue?

Current backlog (open/overdue) =

Section 5: Complaints and Quality

Please provide the following quality indicators:

Financial Year ICO Complaints SARs Requiring Re-work

2022/23

2023/24

2024/25

If none, please state "Nil".

Has the ICO taken any enforcement action regarding SAR handling in the past three years?

? Yes ? No

Section 6: Current Tools and Methods

What software or tools are currently used to manage and process SARs? (Select all that apply) ? Spreadsheet (e.g., Excel, Google Sheets) ? General case management system ? Specialist SAR/DSAR software. Name of software__________________________

? Social Care Case Management System (e.g., Liquid Logic, Mosaic) ? Document Management System (e.g., SharePoint, OpenText) ? Email/manual process only ? Other (please specify): _______________

Is any element of your SAR process currently automated? (Select all that apply) ? Automated searching across systems ? Automated redaction ? Automated tracking and deadline alerts ? Automated response/correspondence generation ? No automation currently in place

Section 7: SAR Processing Responsibility Which role(s) or department(s) are primarily responsible for processing SARs? (Select all that apply) ? Information Governance Team ? Data Protection Officer / DPO ? Legal Services ? HR / People Services ? Children's Services ? Adult Social Care ? Individual service departments (for records within their area) ? External provider ? Other (please specify): _______________

Name the top 3 departments to which SARs were aimed.

1

2

3

Section 8: Complexity Indicators

On average, how many separate systems are searched per SAR? (Select one)

? 1-2 ? 3-5 ? 6-10 ? More than 10

On average, how many pages are reviewed per SAR? (Select one)

? Under 50 ? 50-200 ? 201-500

? 501-1,000 ? Over 1,000 ? Unknown

How many SARs required consultation with third parties (e.g., NHS, schools, police, external agencies)?

Financial Year Third Party Consultations

2022/23

2023/24

2024/25

If any part of this request cannot be answered, please provide what information is available and explain why the remainder is not held or exempt.

Ateb

Section 1: SAR Volume

Please provide the total number of Subject Access Requests received:

2022/23 (April 2022 - March 2023) = 88

2023/24 (April 2023 - March 2024) = 121

2024/25 (April 2024 - March 2025) = 136

Section 2: Processing Time and Staff Costs What is the estimated average number of staff hours spent processing each SAR (including searching, collation, review, and redaction)?

Average hours per SAR?

We do not have an exact figure as we do not record this information. However depending on the volume of data a request can take anywhere from one working day to 2-3 weeks. This does not include retrieval as this is undertaken by the relevant department.

Which salary band best represents the staff primarily responsible for processing SARs?

(Select one)

? £30,000 - £40,000 per annum

Approximately how many FTE (full-time equivalent) staff are dedicated to SAR processing?

Estimated FTE for SAR processing = 1

Section 3: External Costs

Please provide the total expenditure on external SAR support (e.g., solicitors, consultants, redaction services) Costs can be approximate however must be indicated as such:

Financial Year External Spend (£)

2022/23 = Nil – this process is only performed by inhouse staff.

2023/24 = Nil – this process is only performed by inhouse staff.

2024/25 = Nil – this process is only performed by inhouse staff.

If no external services were used, please state "Nil".

Section 4: Compliance and Timeliness

Please provide the following compliance data:

Financial Year Completed Within 30 Days Required Extension Total SARs

Completed within 1 calendar month:

2022/23 = 79

2023/24 = 110

2024/25 = 125

Completed with an extension (maximum of three calendar months)

2022/23 = 7

2023/24 = 10

2024/25 = 11

Responded Late

2022/23 = 2

2023/24 = 1

2024/25 = 0

How many SARs are currently open or overdue?

Current backlog (open/overdue) =

Open = 21

Overdue = 0

Section 5: Complaints and Quality -Please provide the following quality indicators:

Financial Year ICO Complaints SARs Requiring Re-work

2022/23 = Nil

2023/24 = Nil

2024/25 = Nil

If none, please state "Nil".

Has the ICO taken any enforcement action regarding SAR handling in the past three years?

? No

Section 6: Current Tools and Methods

What software or tools are currently used to manage and process SARs? (Select all that apply)

? General case management system

? Email/manual process only

? Other (please specify): Adobe Editor

Is any element of your SAR process currently automated? (Select all that apply)

? No automation currently in place

Section 7: SAR Processing Responsibility Which role(s) or department(s) are primarily responsible for processing SARs? (Select all that apply)

? Information Governance Team

? Data Protection Officer / DPO

Name the top 3 departments to which SARs were aimed.

1 – Children’s Social Services

2 – Education Services

3 – Adult Social Care

Section 8: Complexity Indicators

On average, how many separate systems are searched per SAR? (Select one)

Unknown – departments are responsible for searching the relevant systems.

On average, how many pages are reviewed per SAR? (Select one)

? Over 1,000

How many SARs required consultation with third parties (e.g., NHS, schools, police, external agencies)?

2022/23 = 4

2023/24 = 6

2024/25 = 10