Sian Harvey

Developing DP/FOI Strategy for SERC

Aimdevelop how SERC responds to its DP/FPO

formalised approach to establishing a compliant Records Management system

increase SERC’s performance standards within the Department and also its reputation within the FE Sector

ScopeImpact of legislation

SERCs current position

Data research

Objectivesconsistent and compliant processes

support from DEL

to develop an established relationship with the ICO

create an Assembly approved Retention and Disposal Schedule

Data

Legislation

ICO as a regulator

PRONI

Shared Services

Current position

GIS Data (DP enforcement)

GIS Data (FOI Data)

Options to Consider

SERC to develop its Data Protection and Freedom of Information processes independently of the other FE Colleges, build knowledge and processes with the assistance of the internal Records Management Working Group.

SERC to initiate a collaborative approach by contacting the other 5 regional FE Colleges to establish a forum.

Developing Data Protection and FOI strategies for SERC

Option 1SERC will develop its DP/

FOI processes independently

Option 2SERC will initiate contact with all Colleges within

the NI FE Sector to encourage a collaborative

approach

Advantages

Disadvantages

Advantages

Disadvantages

Development may take longer

No support from organisations with similar/identical functions

Strengths of each college will creates stronger processes based on FE scenarios across the entire Sector

PRONI support collaboration as it has proven succesful in the past - Councils

Consistency of processes across the Sector, 1 as opposed to 6 of everything

Inconsistency re policies and processes across the Sector – may cause complaints

SERC recognised for its own achievements

SERC accepts responsibility for its own policies and procedures

Policy development will not be delayed by pace of other Colleges

SERC can develop policies to meet its own business need

Equality re processing of information requests from individuals and organisations

Increased pressure from DEL for Shared Services

Forum will be an communication tool to share ideas across the Sector

Perception of the Colleges working together will reinforce viability of processes

Colleges may not want to collaborate to develop this area or agree on method of development

Time out of SERC to attend meetings

CollaboratePerceptual value is crucial to organisations such as SERC who rely heavily on reputation in influencing people and businesses to invest in its services.

Public opinion will increase as we are seen to be taking steps in enhance security of personal data/public records for which we are responsible.

ICO does not offer specific advice to organisation nor does it have guidelines for the FE Sector > may influence guidance

Vulnerability if working in isolation.

Collaboration will create consistent and fair treatment of all customers who submit information requests > Shared Services

Efficiency will also increase through better decision making and a broader understanding of the bigger picture of activity

Cont’d…..

Generic documents

Established relationship with ICO/PRONI

Recognition of FE effort to meet obligations

New area of ‘Best Practice’ – audit/inspections

SERC reputation – Only Records Manager in Sector > opportunity to lead.

Cost to CollaborateFinancial – no direct cost

Time – attendance at meetings

Cost savingsMinimise risk of breaches - monetary penalty up to £500k

Reputation - customers businesses will continue to invest

Compliant RM system/Schedule – reduce unnecessary storage costs

Actions to date

SERC initiated contact in Aug with other Regional Colleges

Met on 12th Sept 2013

PRONI invited to attend

Discussed immediate areas

Homework!!

Follow up meeting on 8th Nov 2013 (SWC)

Any Questions?