What information we hold

We create, collect, use and dispose of a large amount of information in the course of undertaking our public duties. This information records:

  • What we decide
  • What we do
  • How we do it

We recognise that this information is an important asset and that it needs to be managed carefully to ensure that the record of our activities is accurate and complete. We endeavor to manage it lawfully and comply with current standards of professional practice.

What we hold

You can download our retention schedules below. These show what we hold and for how long.

Not all information can be held indefinitely and we adopt a standardised approach to what should be kept and what should not. This is recognised as good practice by the Scottish Government in The Freedom of Information (Scotland) Act Code of Practice on Records Management.

The length of time we hold information is based on the Scottish Records Retention Schedule for Local Authorities (SCARRS), which is a national recommendation issued by Scottish Council on Archives.

How we look after it

For more information download our Information Governance Policy. To find out how we look after your personal information, visit Information about you.

Re-using information

Public sector information is information produced as part of our public task. ‘Public task’ means our core role and functions, as defined in legislation or established through custom and practice.

You can view the information this produces by downloading our:

You will be able to see what information is currently published and what is not publically available.

What does re-use mean?

Re-use means using public sector information, for a purpose other than the initial public task it was produced for. RPSI is about permitting re-use of information and how it is made available. Accessing information is dealt with under information access legislation (link). RPSI is intended to encourage re-use of public sector information.

How can you apply and what happens?

Information published on our website where we own the copyright, may be copied or reproduced without formal permission. However you must meet the Open Government Licence (OGL) conditions.

If you wish to access and re-use information, firstly you will need to make an information request under either the Freedom of Information (Scotland) Act 2002 (FOISA) or the Environmental Information (Scotland) Regulations 2004 EI(S)R. We will determine if the information can be disclosed and issue a decision on your re-use request.

We have 20 working days to respond, although this can be extended if the request is extensive or raises complex issues.

To make a valid request for re-use request please contact us:

  • in writing (paper, email, or via FOI online form)
  • be clear and specific about what information you want to re-use
  • describe how you intend to re-use the information
  • be reasonable in volume and complexity

Are there any exemptions?

Information cannot be re-used when any of the following situations apply:

  • the rights to the information does not belong to us
  • the information is held by educational and/or research establishments
  • the information contains only logos, crests or insignia

Fees or charges

In most cases the information will be provided free of charge, however, if there is a charge you will be informed of this at the time your request is approved.

Complaints

If you are not satisfied with any aspect of the handling of your re-use request, you have the right to complain. Find out more about our complaints procedure.

Information Commissioner’s Office (ICO)

If you are dissatisfied with how we have dealt with your complaint you have a right of appeal to the ICO. You can write to the ICO at Wycliffe House, Water Lance, Wilmslow, Cheshire, SK9 5AF.