GDPR Data processing modelManagement and Preservation of Public Archives

PublicLocal Authorities

This processing activity supports the management and preservation of public records for archival purposes in the public interest, in compliance with the Public Records Act 1958 and the UK GDPR. Data may be retained indefinitely where justified and is subject to access and redaction controls. Special category data is processed under Article 9(2)(j) with appropriate safeguards.

Purposes (1)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

To ensure the preservation, accessibility, and long-term integrity of records of significance

To ensure the preservation, accessibility, and long-term integrity of records of historical, administrative, legal, or cultural significance in the public interest. This activity supports: - Government transparency and accountability - Historical and cultural preservation - Protection of citizens’ rights through access to past decisions and documents - Research and public interest journalism - Compliance with archival and public records laws It is especially relevant to organisations designated as public authorities under UK law.

Public interest

➤ Primary Legal Basis: Article 6(1)(e) – “Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.” ➤ If special category data is included: Article 9(2)(j) – “Processing is necessary for archiving purposes in the public interest…” Supported by: Schedule 1, Part 1, para. 4 of the Data Protection Act 2018 – Archiving in the public interest, scientific or historical research, or statistical purposes. 📌 Legal and institutional references: Public Records Act 1958 (UK-wide) Freedom of Information Act 2000 – for public access to certain archived records Data Protection Act 2018, Section 19 and Schedule 2, para. 6

Data categories (1)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Personal data in public archives

Data details

All other data relating to marginal civil status entriesoptional

Scope of parentageoptional

Names, first names, dates and places of birth of parentsoptional

Date and place of marriage, civil union, divorce, civil union breakdownoptional

Date and place of deathoptional

Nationalityoptional

Date and place of birthoptional

Nickname, alias or pseudonymoptional

Name, surname and first nameoptional

Data conservation rules

Active base:

As required for operational or legal use

In accordance with each public body’s records management policy

Intermediate archiving:

Indefinite (permanent preservation)

Where records are selected for permanent preservation under the Public Records Act

Destruction

Data subject (1)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Citizens

Created at:07/08/2023

Updated on:06/14/2025

Nb using:3

GDPR Data processing modelManagement and Preservation of Public Archives

Purposes (1)

Data categories (1)

Personal data in public archives

Data subject (1)

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