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SARS Processing

Reference: 24-25400

Date response sent: 16/12/2024

Details of enquiry

  1. How many people do you have in your subject access request team?
  2. How many data access requests does the Trust receive annually? Can you please provide data on the last 2 years.
  3. What is the average time spent on a single access request?
  4. How many different systems are checked as part of an access request?
  5. How many responses breached the 30 day timeframe annually? Can you please provide data on the last 2 years.
  6. What IT systems do you currently use to manage your SAR requests?
  7. Does the Trust have an electronic document management system to help manage these requests?
  8. When does the contract for this electronic document management system expire?

Response sent

  1. How many people do you have in your subject access request team?

An external IG Service has been commissioned, and currently provides this support

  1. How many data access requests does the Trust receive annually? Can you please provide data on the last 2 years.

This data is provided in the table below.  Average number of requests received can vary greatly from year to year.

No. of SARs received. Percentage sent out

on-time.

 No. of  Internal Reviews No. referred to ICO. No of staff processing SARs
1st April 2022 – 31st March 2023 273 82% 0 0 N/A. Processed by external IG consultancy and as  part of BAU by staff
1st April 2023 – 31st March 2024 170 87%  0  0 N/A. Processed by external IG consultancy and as  part of BAU by staff
1st April 2024 – to date 139 96% 1  0  
  1. What is the average time spent on a single access request?

The Trust does not hold this information as we do not monitor the average time spent on individual SARs.  We only monitor and report on compliance to final response deadlines.

  1. How many different systems are checked as part of an access request?

One of four Systems are checked – depending on the person’s history with the Trust

EITHER

  • Carenotes, where the patients’ electronic records are stored

OR

  • SITS, (Strategic Information Technology Services), where the students’ electronic records are stored

OR

  • ESR (Employee Staff Records) where the employees’ electronic records are stored
  • And where are indications that emails/paper records may exist (with the latter these would be historical records that pre-date our electronic systems)
  1. How many responses breached the 30 day timeframe annually? Can you please provide data on the last 2 years.

Please refer to above table, this data has been provided

  1. What IT systems do you currently use to manage your SAR requests?

Excel Workbook

  1. Does the Trust have an electronic document management system to help manage these requests?

Due to the low number of requests received an IT system is not required.

  1. When does the contract for this electronic document management system expire?

Not applicable – see above response.

 

  1. How many responses breached the 30 day timeframe annually? Can you please provide data on the last 2 years.

Please refer to above table, this data has been provided

  1. What IT systems do you currently use to manage your SAR requests?

Excel Workbook

  1. Does the Trust have an electronic document management system to help manage these requests?

Due to the low number of requests received an IT system is not required.

  1. When does the contract for this electronic document management system expire?

Not applicable – see above response.

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