All services must complete an Information Governance (IG) Check MS365 Information Governance Check – My Council Works before collecting any information from members of the public through consultations, surveys, or engagement activities.
No consultation or public data collection activity should go live until an IG Check has been completed and approved.
This applies to all methods of data collection, including (but not limited to):
- Microsoft Forms
- Google Forms
- Online surveys or consultation platforms
- Email or paper-based collection where personal information is requested
Any use of forms or similar tools to gather external responses or personal information requires an IG Check prior to going live.
Purpose of the IG Check
The IG Check allows the Information Governance team to carry out an assessment to ensure that:
- Personal data is collected and processed lawfully and fairly in line with data protection legislation
- Appropriate privacy information and notices are in place
- The lawful basis for processing has been identified
- Data is stored securely and access is appropriately controlled
- Retention and disposal periods are defined and consistent with Council policy
- The activity is recorded appropriately (e.g. within the Information Asset Register where required)
This reflects the Council’s statutory duty to ensure that personal data is managed in compliance with data protection law and that robust policies and procedures support data protection by design and by default.
Why This is Important
Undertaking an IG Check ensures that the Council:
- Complies with the Data Protection Act 2018 and UK GDPR
- Meets its records management obligations
- Protects the rights and privacy of individuals
- Maintains public trust and transparency in how information is handled
Failure to complete an IG Check may result in:
- Unlawful processing of personal data
- Data breaches or complaints
- Delays to publication or consultation launch
Timescales and Planning
The Information Governance function is delivered by a small team, and IG Checks require sufficient time for review and feedback.
Staff should:
- Engage with the team at the earliest possible stage when planning a consultation
- Submit IG Check requests well in advance of intended launch dates
- Allow adequate time for queries, amendments, and approval
Experience shows that late submission can delay projects, as the team must review all aspects of compliance before approval can be given.