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Record of Processing Activity tool in LG Inform Plus
RoPA
Local
Authorities
Kent CC LG Inform
Plus
Community of
records
management
practitioners
Legal
powers &
duties
Guidance
on records
retention
Standard
definitions
Online
tools
Secure
cloud
storage
Councils working together
Retention guidance and the RoPA
RoPA
(your council)
Council type
Business function
Retention
schedule
Template
RoPA
Retention
(generic)
My RoPA
Update
Type of information Who maintains Approx. no.
of fields
Council name, data
controller and DP officer
Completed once for your council 9
RoPA identifier Assigned automatically 1
Retention guidance
Services and their
legislation
Provided centrally 18
Business function
Retention requirements
Assigned centrally, but you can change 2
Data processing officer
Categories
Processing and security
measures
Maintained by your council
with some standard categories offered
15
What’s in the RoPA
Let’s take a look
Contact support@esd.org.uk to try the RoPA

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Lg inform plus records retention and the ropa

  • 1. Record of Processing Activity tool in LG Inform Plus RoPA
  • 2. Local Authorities Kent CC LG Inform Plus Community of records management practitioners Legal powers & duties Guidance on records retention Standard definitions Online tools Secure cloud storage Councils working together
  • 3. Retention guidance and the RoPA RoPA (your council) Council type Business function Retention schedule Template RoPA Retention (generic) My RoPA Update
  • 4. Type of information Who maintains Approx. no. of fields Council name, data controller and DP officer Completed once for your council 9 RoPA identifier Assigned automatically 1 Retention guidance Services and their legislation Provided centrally 18 Business function Retention requirements Assigned centrally, but you can change 2 Data processing officer Categories Processing and security measures Maintained by your council with some standard categories offered 15 What’s in the RoPA
  • 5. Let’s take a look Contact support@esd.org.uk to try the RoPA

Editor's Notes

  1. This short presentation describes the online Record Of Processing Activity (or ROPA) tool added to the LGA’s LG Inform Plus suite. The tools helps local authorities meet the requirements of the General Data Protection Regulation, GDPR.
  2. The ROPA tool is built by and for a community of local authority records management practitioners, some of whom participate in a GDPR forum on the Knowledge Hub. It brings in expertise from Kent County Council’s legal team who identify legislation relevant to local government services. And Kent’s records managers who provide guidance on retention requirements for each service to meet legal and business needs. The outputs are published online via LG Inform Plus which gives: - standard open definitions of the services delivered for each business function, - means of finding the legislation relevant to each service, AND - records retention guidance from which councils construct their own retention schedules
  3. The LG Inform Plus “Records Retention” page suggests which records should be kept according to what rules to meet legal and business requirements. Retention information can be filtered by council type (eg district, county, unitary or fire authority) and by business function You can download matching rows of retention requirements and use them to create your own retention schedule, which should be approved by your council’s legal team before publication. As part of the new RoPA functionality, you can also download a template RoPA spreadsheet with much information pre-populated. Use that spreadsheet to construct your own offline RoPA or fill it in and upload it to LG Inform Plus where you can maintain it as your council’s RoPA.
  4. The RoPA contains a few columns of information which apply to your whole council. You need to fill these in just once. A lot of columns are pre-populated with information on standard retention policy and the legal basis for holding information. You can change a few of these from standard defaults as well as adding all the information local to you, such as the data processing officer, who you share records with and your security measures. We expect these columns to be refined as councils share their experiences of developing RoPAs.
  5. The RoPA functionality is available to councils as a prototype from mid-February 2018. If you want to take a look do email support@esd.org.uk and provide your telephone number if you’d like us to call you. The full RoPA tool will be released in early April. At that time it will be populated with a lot of extra information, added specifically to help filling in the ROPA.