The Data Protection Act 1998 is operative from 1st March 2000 for electronic records, with manual data (paper records) coming under it's cover from 24th October 2001. The act covers all types of data that refer to, or can be used to identify an individual. It includes computer-based records, paper-based records and CCTV images.

An introductory article by Keith Fisher, the College's Information Security Co-ordinator, gives further information about the act and sets out why complicance is important.

There is a legal requirement to register all datasets held by the College. As with any other College Policy, failure to comply with this policy could lead to disciplinar procedures and you may find legal action being taken against you if by not complying you bring significant harm or distress to a data subject.

Required Action

• Review all personal data currently held (both electronically and on paper). Ensure it is up-to-date, accurate and relevant
• Read the information concerning the completion of the registration forms
• Complete the registration forms and return to Kay Hancox, UG Office

Further Information 

• IC Data Protection Policy (requires Acrobat Reader) 
• Those setting up new databases should read the following documents first:
  • 8 Principles of Data Protection
  • Checklist for recoding and retention of personal data
• Further information about the Data Protection Act and how it relates to the College can be found on intrinsic
• Further information about the Data Protection Act can be found at http://www.dataprotection.gov.uk
• Frequently asked questions 
• Codes of Practice - the DPA Office is in the process of producing Codes of Practice for handling data. These can be found at http://www.dataprotection.gov.uk/dpr/dpdoc.nsf . Copies of relevant Codes will also be posted here.
  • Code of Practice: Employment - Pt 1 Retention and Selection (requires Acrobat Reader)
• Guideline - use of personal data in research (requires Acrobat Reader)
• Guideline - student use of personal data (requires Acrobat Reader)
• Guideline - examination records and performance and course assessment (requires Acrobat Reader)
• Guideline - transmission of personal data by email (requires Acrobat Reader)
• Guideline - provision of references (requires Acrobat Reader)
• Guideline - retention of records containing personal data (requires Acrobat Reader)
• Guideline - disclosure of student data to third parties (requires Acrobat Reader)

The Department's Data Protection Officer is John Oakeshott who is assisted by Anne Hough and Kay Hancox. Any questions can be directed to them.
 

Kay Hancox
16th July 2002