Introduction to Records Management, FOI & Data Protection Short Introduction to Records Management, Freedom of Information & Data Protection Information & Compliance Officer, Corporate Secretary’s Office 16 January 2018 Sub Heading And Date

Introduction to Records Management, FOI & Data Protection All UL employees obliged to comply with certain legislation, including: Freedom of Information Acts (2014) www.ul.ie/foi Data Protection Acts (1988 & 2003) & General Data Protection Regulation (GDPR) www.ul.ie/dataprotection Copyright & Related Rights Acts (2000 et al) www.ul.ie/copyright Official Languages Act (2003) www.ul.ie/ola Ethics in Public Office (1995 & 2001) - - - - - - - - - - - - - - - Also: Records Management www.ul.ie/recordsmanagement Sub Heading And Date

Introduction to Records Management, FOI & Data Protection Records created/received in the course of business are official records of the University. Records: any format / any location Records Management: application of controls/procedures to creation, maintenance, use & disposal/archive of records www.ul.ie/recordsmanagement Sub Heading And Date

Introduction to Records Management, FOI & Data Protection Records Management & Retention Policy – Objectives efficiency; accountability; office management; Support UL’s functions/activities; UL legal, admin, financial, operational, historic needs; adherence to UL policies & to legislation; Ensure timely destruction of records that no longer need to be retained; Preserve records with permanent value.

UL Records Management & Retention Schedule - Sample screen shot 1:

UL Records Management & Retention Schedule - Sample screen shot 2:

Introduction to Records Management, FOI & Data Protection Freedom of Information Act 2014 Provides legal right for persons to: Obtain access to records held by public bodies (records containing personal / non personal information); Amend, delete or correct one’s own personal information; Obtain reasons for a decision that affects oneself. Sub Heading And Date

Introduction to Records Management, FOI & Data Protection FOI Basics… openness; transparency; accountability; Public Sector bodies only; “Record” – very wide definition; Tight legislative deadlines… 20 working days to respond; FOI requests administered centrally by UL’s FOI Unit; Decentralised system of decision makers; Responsibility for searches & initial review of records lies with originating Department/Office/Unit. www.ul.ie/foi

Introduction to Records Management, FOI & Data Protection FOI in your day-to-day business Consistently follow UL policies/systems; Due care in prep. of written documents (accurate, factual, objective, legible); Avoid personal/inappropriate comments; Assume individual to whom information in a record relates, may read record; Consistent records management - accurate recording, filing, retrieval & timely destruction (confidential shredding when appropriate); Don’t retain records ‘just-in-case’. Sub Heading And Date

Introduction to Records Management, FOI & Data Protection Data Protection Acts 1988 & 2003 & General Data Protection Regulation 2016 (“GDPR”) (from 25 May 2018) www.ul.ie/dataprotection The Basics: Provide legal right for: A person’s right to privacy; A person to control the use of one’s own “personal data” Legally require organisations to collect & process personal data fairly & securely. Applies to both Public & Private Sector Sub Heading And Date

Introduction to Records Management, FOI & Data Protection Data Protection in your day-to-day business Summary of key principles (as set out in the Acts) Obtain, process personal data fairly; Keep only for specified, lawful purpose(s); Use, disclose only in ways compatible with purpose(s) for which initially given; Keep safe, secure; Keep accurate, up-to-date; Ensure personal data is adequate, relevant, not excessive; Retain for no longer than necessary for specified purpose(s); Provide a copy of his/her personal data to individual, on request. Sub Heading And Date

Introduction to Records Management, FOI & Data Protection NOTE: More detailed practical awareness sessions in Data Protection, Freedom of Information and Records Management are advertised via HR Learning & Development section. Need more information or have a question? Contact the Corporate Secretary’s Office: Email: Ext: Web: Office: dataprotection@ul.ie foi@ul.ie maria.connolly@ul.ie / ciara.hogan@ul.ie 4393 / 2023 www.ul.ie/corporatesecretary/compliance A1-073 Sub Heading And Date