information & compliance unit @ ul university of limerick & ul employees obliged to comply...
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Information & Compliance Unit @ UL
University of Limerick & UL employees obliged to complywith certain legislation, including:
Freedom of Information (2014) www.ul.ie/foi
Data Protection (1988 & 2003) www.ul.ie/dataprotection
Copyright & Related www.ul.ie/copyrightRights Acts (2000 et al)
Official Languages Act (2003) www.ul.ie/ola
Ethics in Public Office (1995 & 2001)- - - - - - - - - - - - - - -
Also: Records Management www.ul.ie/recordsmanagement
Contact:
Dr Maria ConnollyDr Maria ConnollyInformation & Compliance OfficerCorporate Secretary’s Office
Information, Guidance available at
www.ul.ie/corporatesecretary/compliance
Email: [email protected]
Ext: 4393
Room: A1-071
Information & Compliance Unit @UL
Records Management• Records created/received in course of business - official
records of University;
• Evidence of functions executed, activities performed;
• Provide information on how & why decisions were taken.
Records Management & Retention Policy
• Day-to-day efficiency, good office management;
• Support compliance with University policies, relevant legislation;
• ID historic/valuable records, records for archiving;
• Guidance on what records to be destroyed (when & how).
www.ul.ie/recordsmanagement
• Paper records: books, files, letters, loose papers, diaries, post-it notes, computer printouts;
• Electronic records: disks, CDs, e-mails, databases;
• Audio-visual records: films, videos, tape recordings;
• Photographs, maps, plans, x-rays, microfiche, microfilm.
Records in any format: hard or soft copy.
Includes drafts & copies of records.
University subject to FOI & Data Protection ….. records are subject to release.
What is a ‘record’?
www.ul.ie/recordsmanagement
FOI ActProvide legal right for persons to request:
1. Access to records held by public bodies;
2. Correction of personal information - amended if proven to be incomplete/ incorrect/ misleading;
3. Reasons for decisions affecting oneself taken by public bodies.
• Decentralised system of decision makers.
• Supported by internal review & external appeal procedures.
• Legislative deadlines - acknowledgement within 10 working days; decision within 20 working days.
www.ul.ie/foi
• Follow relevant UL policies / systems
• Consistently apply your Area’s prescribed administrative practices;
• Making decisions? Record reasons / ensure decisions supported with relevant facts;
• Due care in prep. of written documents - (accurate, factual, objective, legible);
• Avoid personal comments / inappropriate remarks.
Practical Considerations
www.ul.ie/foi
Data Protection ActsLegally provide for a person’s right to privacy
‘Personal data’“data relating to a living individual who is / can be identifiedfrom the data or from the data in conjunction with other information that is in … the possession of data controller.”
UL is a ‘Data Controller’UL must collect and process personal data of employees, Students, other clients so it can carry out its duties.
Data in records of any format:Personal data may be held in paper or electronic recordsDP Acts apply to all personal data held, regardless of howstored.
www.ul.ie/dataprotection
Data Protection ActsThe Act requires that 8 rules be adhered to:
1. Obtain, process personal data fairly;
2. Keep only for specified, lawful purpose(s);
3. Use, disclose only in ways compatible with purpose(s) for which it was initially given;
4. Keep safe, secure;
5. Keep accurate, up-to-date;
6. Ensure it’s adequate, relevant, not excessive;
7. Retain for no longer than necessary for the specified purpose(s);
8. Provide a copy of his/her personal data to any individual, on request.
www.ul.ie/dataprotection
Follow UL Data Protection Regulations &
Compliance Guide (see link below);
Points to Note:
Rule 4: “Keep personal data safe and secure”• No unauthorised disclosures - access to authorised staff only; • Ensure PC screens, manual files etc not visible to
unauthorised persons (NB. public counters);• Use PC passwords, encryption software on laptops & USBs;
adhere to ITD policies;• Do not use USBs etc for transporting personal data.
Rule 7: relating to “Retention”• Keep Personal Data for as long as needed for purpose only -
Apply UL records management policy.
Practical Considerations
www.ul.ie/dataprotection
Information & Compliance Office @ ULContact:
Dr Maria ConnollyDr Maria ConnollyInformation and Compliance OfficerCorporate Secretary’s Office
Information, Guidance available at
www.ul.ie/corporatesecretary/compliance
Email: [email protected]
Ext: 4393
Room: A1-071