Author: Nazia Ali

INTRODUCTION

Social workers will not need to complete the procedures as it is a Business Support Function. However they should be aware that if a service user wants access to their records then they should contact

Subject Access Request – How to process

Email is received from the FOI team for a SAR, with the YP details and the deadline.
Search the ‘Documents tab’on CRS to see whether there are scanned copies of the individual files. If not then you will need to request the boxed files from Archive. See procedures for archived/boxed files request below.
If the scanned copies are available, then you will need to copy all the documents onto secured USB stick.
Request a USB stick from Reprographics (3rd Floor Davis House). Contact Shaun Lochinger at . Shaun will provide you with the password for the USB.
Create a folder on your desktop - ‘SAR- YP name and CRS number’.
Documents - Search all the indexed/scanned documents on Info@work. You can select all and copy them to the folder.
Case notes - Create a case note report for all the case notes on CRS. Copy that to the folder.
Forms- Create a PDF of each form and save in the folder. To create a PDF of the form –

Open form

Print form

Click on the PDF icon

Once all the files are copied onto the USB stick. Send an email to Shaun Lochinger, with instructions as to what you require and return the USB stick. See example below –

Hi Shaun

Thank you for the USB stick. I have copied all the files on the stick. It is under the folder named – ‘xxxxxxxxxxxxx’

Please can you print off all the documents on this folder and send them to the attention of xxxx at the below address before xxxxx (date)–

xxxxx

Information Coordinator

Chief Executive’s Department

Business Support Services

Information Team

7th Floor, Zone C

Bernard Weatherill House

8 Mint Walk

Croydon CR0 1EA

Once this is done, please can you send me an email to confirm? Thanks a lot for your help and assistance in this matter. Much appreciate it.

Thanks & Regards

xxxxxx

Follow up to get confirmation of the delivery of files.
Once confirmed, close request.

SAPA Box File Request

On CRS, go to the ‘Additional’ tab.
Click on the file listing (as below):

Copy/paste all of the listed boxes (as below):

Once done, send an email to , copying in Karen Ward. See example below:

Hi Daniel,

Please could you scan and upload the following to SAPPA as soon as:

BX000267 FL11747

BX000267 FL11749

BX000330 FL10611

BX000330 FL10612

BX001877 FL23778

Kind regards,