Access request checklist

1.  Are you satisfied about the identity of the person making the request? 

2.  Is the request in writing? 

3.  Has the individual used a standard form, if this is required? 

4.  Has the individual paid the correct fee (up to £10), if required? 

5.  Do you have all the information you need to deal with the request?  Determine what additional information you require and request this promptly. 

6.  Make sure you respond to the request within the 40 day time limit - put a prompt in your diary. 

7.  Determine how you will conduct your search.  Identify all the locations of the individual`s personal data, for example, personnel files (computerised and hard copy), payroll, pensions and benefits department, line manager, medical department, training and development departments, surveillance and monitoring records; email and other computer generated data.  Keep a record of what was searched. 

8.  Collate all the individual`s personal data.  This is information about the individual, which identifies him/her (or from which he or she may be identified by using other information within your possession) and includes expressions of opinion and indications of intentions.  The information may be held either electronically or in a relevant filing system (a structured set of information relating to the individual, which is stored or filed in such a way that the individual can be identified).  Decide whether you need to disclose paper files.