The UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.

Logging and tracking requests

Your organisation logs receipt of all verbal and written requests from individuals and updates the log to track the handling of each request.

Ways to meet our expectations:

  • You have processes in place to ensure the log is accurate and updated as appropriate.
  • The log shows the due date for requests, the actual date of the final response and the action taken.
  • A checklist records the key stages in the request handling process, eg which systems or departments have been searched. This is either part of the log or a separate document.
  • You have records of your organisation's request responses, and any disclosed or withheld information from subject access requests.

Can you answer yes to the following questions?

  • Could you locate relevant records easily?
  • Are the records correct?
  • Would a small sample of requests show that your staff follow the policies and procedures?