Information Governance Support

Tender description

Bòrd na Gàidhlig (BnG) is seeking a service provider to assist the Corporate Services function of the organisation to comply with the requirements of information governance legislation including UK data protection legislation, the Freedom of Information (Scotland) Act 2002 and the Public Records (Scotland) Act 2011. Lot 1: KEY TASKS The key tasks within this support will be divided into three sections; Data Protection, Information and Records Management, Freedom of Information. Data Protection This service will provide the role of a Data Protection Officer (DPO) who must be expert, autonomous and free from conflict of interest. The DPO will: - inform and advise BnG and our employees about our obligations to comply with the UK GDPR and other data protection laws; - monitor compliance with the UK GDPR and other data protection laws, and with our data protection polices, including managing internal data protection activities; raising awareness of data protection issues, training staff and conducting internal audits; - advise on, and to monitor, data protection impact assessments; - cooperate with the supervisory authority; - and to be the first point of contact for supervisory authorities and for individuals whose data is processed (employees, customers etc). One key task for the DPO will be assisting officers in ensuring data protection compliance within published data and research documents. Information & Records Management Bòrd na Gàidhlig recognises that efficient and effective management of its records is necessary to support its core functions and activities, to comply with its legal and regulatory obligations and to contribute to the effective overall management of the organisation. Bòrd na Gàidhlig now seeks a service to ensure the organisation is managing its information and records efficiently whilst meeting the requirements of Public Records (Scotland) Act 2011 (PRSA) and other relevant legislation. Working with the Office Manager, the service provider will identify areas for improvement in information management and produce guidelines as necessary. They will also give practical support in raising awareness of retention schedules; document naming and versioning guidance; and other records management policies and procedures required for Public Records (Scotland) Act 2011 compliance within the Microsoft 365 suite of applications including SharePoint. The tender should include the cost for a training session to ensure all staff have an understanding of the operational requirements. Freedom of Information As a publicly funded organisation, Bòrd na Gàidhlig is committed to complying fully with the Freedom of Information (Scotland) Act 2002. In 2022/23 we received ten Freedom of Information requests, compared with seven in the previous financial year. The successful service provider will advise BnG staff with specific challenging requests, and on any policy and procedure development. Additional information: The anticipated time allocation is expected to be circa 1.5 days per month. The working language of the organisation is Gaelic. All policies and key employment documentation are available bilingually and a translation service is provided.