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Records Management, Freedom of Information and Data Protection

 

Records Management at the RNCM

Records Management (RM) is an important function which helps us to do our jobs better and saves us time.  RM:

  • supports ease and efficiency of working because we can easily find information we need, when we need it
  • protects individuals and the RNCM by providing evidence of people’s rights and entitlements, shows what the College did and why it did it and gives records a high value as evidence if they are needed in a court of law.
  • reduces costs, particularly storage space: it helps the RNCM not to keep any more records than we need and to know when we can destroy them.  

Records Management Policy

 

Freedom of Information Act (2000)

The Freedom of Information Act (2000) provides a general right of access to information held by public bodies, including colleges and universities, subject to certain exemptions; this is to promote openness and accountability.  To promote public awareness of our activities a lot of information is available through the College Information Guide; please click on the link below.   If the information you are looking for is not accessible you can request it in a different format.  Please contact the Archivist/Records Manager for further information. 

Freedom of Information policy

Freedom of Information complaints procedure

Information Guide

Make a request for information under the Freedom of Information Act.


Data Protection Act (1998)

The Data Protection Act (1998) regulates the processing of personal information to protect the rights and privacy of the individuals concerned.  All personal information processed by the RNCM is done so in accordance with the requirements and safeguards of the Data Protection Act 1998 and the College’s registration with the Information Commissioner.The Data Protection Act provides individuals with the right to see their personal data which is held by the College, subject to certain exemptions. If you would like a copy of your personal data please click on the link below for the Data Subject Access Request form.  There is a maximum charge for this service of £10.

The Information Commissioner’s Office provides further information about the Data Protection Act (1998) and the rights and protection given to individuals under that Act.  Further information on the College’s registration with the Information Commissioner is also publicly available from their website.  Please see www.ico.gov.uk for further details.

Data Protection Policy

Data Subject Access Request Form

 

Security and confidentiality of information: general information

The College expects:

  •  Information about individuals to be kept securely and revealed to third parties only in accordance with strict conditions
  • Members of staff to respond truthfully to enquiries about what information is kept about them
  • Legitimate requests from individuals for access to information about themselves to be acceded to
  • Legitimate requests from individuals for access to information about the workings of the College to be acceded to

Members of staff are expected to take all reasonable steps to ensure that what they write about individuals is:

  • Accurate
  • Justifiable – normally by reference to some other source such as examination marks, performance reports, attendance records etc.
  • Fair and, as far as possible, objective
  • Balanced, in that fact and opinion are clearly distinguished

Members of staff are expected not to:

  • Disclose information to, or provide references for, third parties unless sure of the legitimacy of the request.  Best practice would be to check with the student concerned wherever possible prior to disclosing the information
  • Respond to requests for information from third parties face to face or over the telephone – this includes requests from parents (except where the student’s written consent has been obtained)
  • Make personal comments which could be perceived to be derogatory or insulting
  • Make comments which could be perceived to be discriminatory on grounds of sex, age, race, sexual orientation, personal or family circumstances or disability

Students are expected to:

  • Keep the College informed of any changes in personal circumstances, for instance, name, address, health
  • Make requests for information in the specified ways, preferably in writing
  • Understand that legislation such as the Data Protection Act and Freedom of Information Act gives the College a specified period of time in which to respond to enquiries (40 calendar days and 20 working days respectively).  Enquiries will be answered as soon as possible within those timeframes. 

 

If you have any enquiries about Records Management, Freedom of Information or Data Protection at the RNCM, please contact the Archivist/Records Manager on T 0161 9075211 or
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