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54. The eventual availability of archives for public use is a factor that would make
archiving likely to be in the public interest even if the data by then ceases to
be technically personal data as the individuals are no longer alive. An
important factor is that evidence and information are available for purposes
having public value beyond the immediate interests of the creating
organisation itself. For example, records may provide public accountability via
regulators or historic inquiries, or support use for research having outcomes
of wider value to the public. Bodies may be subject to one, or even both, of
the Freedom of Information (FOI) Acts which means that information must be
provided as a matter of course unless exemptions apply (which is commonly
the case with personal data). Some archive services are within organisations
that are not subject to the FOI Acts but nonetheless allow and indeed promote
research using their archives, or provide information from their archives. There
is an expectation that archiving purposes in the public interest will involve
potential use of preserved data at some stage in the future. That may be direct
public access, or appropriate indirect or limited access with public benefit.
Transparency of operation is particularly important, as this further purpose of
processing is not one which most data subjects will have particularly thought
about. Conversely, the archiving of illegally acquired records or data derived
from illegal processing is unlikely to be in the public interest although it may
still have historical evidential value.
Criteria for archiving purposes in the public interest
55. The public interest is not defined in UK law as it can change over time and
circumstance. Suggested criteria of processing for archiving purposes in the
public interest are below. There may be other factors in particular
circumstances. Not all of these criteria will need to be met (although more than
one would be expected) as they are indicators and circumstances will vary
between sectors and orders of magnitude of the size and resources of the
archive service:
Purpose – the purposes for archiving are enabling research and
investigations of all kinds; long-term accountability; discovery and
availability of personal, community and corporate identity, memory and
history; establishment and maintenance of rights, obligations and
precedents; educational use; and commercial and non-commercial re-use;
Activities – are some or all of the activities outlined at Recital 158 of GDPR
undertaken by or on behalf of the organisation? The activities are to
‘acquire, preserve, appraise, arrange, describe, communicate, promote,
disseminate and provide access to records of enduring value’;
Enduring value – does the archiving relate to records that have been
selected for permanent preservation? Does it relate to appraisal of records
and activities designed to secure their permanent preservation, such as
their safekeeping, preparation for transfer, arrangement and description of
those selected for preservation? Records of enduring value could be held
by creating functions as well as archive services;
Transparency – is the body transparent about the fact and nature of its
archiving of personal data, how it manages that data and how data subjects
can contact it? Does it highlight archiving, e.g. on its website, through
relevant policies, privacy notices or provide online catalogues, guides and