Issue - meetings

That;

a)    The revised Data Retention Policy and its related schedule are adopted.

b)   The Information Governance and Data Protection Manager be authorised to make any minor amendments that may be required, in consultation with the Head of Legal and Democratic Services.

The Executive Member for Corporate Services submitted a report on the Data Retention Policy.

Councillor Cutting proposed and Councillor Kaye seconded a motion supporting the recommendations in the report. On being put to the meeting and a vote taken, the motion was declared CARRIED.

RESOLVED – That (A) The revised Data Retention Policy and its related schedule are adopted; and

(B)   The Information Governance and Data Protection Manager be authorised to make any minor amendments that may be required, in consultation with the Head of Legal and Democratic Services.

The Information Governance and Data Protection Manager submitted a report that presented the revised East Herts Council Data Retention Policy and the newly drafted East Herts Council Data Retention Schedule.

Members were advised that this policy updated and replaced the previously drafted but not adopted Data Retention Policy of 2018. The policy schedule would ensure that the Council remained consistently compliant with the UK General Data Protection Regulations (GDPR) in terms of keeping data for only as long as was required and also ensuring that the Council remained compliant regarding data subjects rights of erasure.

Members were advised that the policy ensured that the Council minimised data retention wherever possible and also set out procedures for the disposal of data. The Information Governance and Data Protection Manager said that improved retention management would also help to reduce excessive storage of redundant data on Council servers.

Members were advised that the policy also sets out where and how personal data was held and also the protection measures that had been put in place for the retention of data. The policy also set out the roles and responsibilities for ensuring that data retention was enforced.

Members were asked to note that the content of the schedule was being updated with services and Members were being asked to look at the structure of the schedule and column headings.

Councillor Bell proposed, and Councillor Curtis seconded, a motion that the recommendations as detailed in the report be approved. After being put to the meeting and a vote taken, the motion was declared CARRIED.

RESOLVED – that (A) the revised Data Retention Policy and its related schedule be considered and Members provide any observations and suggested amendments to the Information Governance and Data Protection Manager for inclusion in the final version; and

(B)   the revised Data Retention Policy and its related schedule be recommended to Executive for adoption.