Information Governance Support

Concepts

• business services
• inverness
• information management
• information governance legislation
• information governance support
• information & records management
• miscellaneous
• uk data protection legislation
• other data protection laws
• internal data protection activities

Location

Inverness

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.

Total Quantity or Scope

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.

Renewal Options

The contract will be for an initial period of 24 months, with the option to extend for up to further three periods of 12 months each at the sole discretion of Bòrd na Gàidhlig.

Award Criteria

CPV Codes

• 79990000 - Miscellaneous business-related services

Indicators

• Bids should cover the whole contract.
• Renewals are available.
• Staff qualifications are relevant.
• Award on basis of price.

Other 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. Bòrd na Gàidhlig (the Bòrd) is an executive Non-Departmental Public Body established under the Gaelic Language (Scotland) Act 2005. It is the principal body in Scotland responsible for promoting Gaelic development and providing advice to the Scottish Ministers on Gaelic matters, including education. The Bòrd’s vision is that Gaelic is seen and heard daily across Scotland, such that it is widely recognised as an integral part of Scottish life and as a national cultural and economic asset. Much of the Bòrd’s work focuses on developing and overseeing the National Gaelic Language Plan, together with assisting the development and monitoring of Gaelic Language Plans by public authorities. Bòrd na Gàidhlig works to promote Gaelic in partnership with the Scottish Government, Local Authorities, Public Bodies, delivery partners, and communities. The National Gaelic Language Plan 2018-23 positions learning as one of the three priorities, with the opportunities and challenges for developing Gaelic education and learning clearly set out. Bòrd na Gàidhlig has statutory educational responsibilities under the 2005 Gaelic Language (Scotland) Act and the 2016 Education (Scotland) Act. NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=754091. The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx. Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. (SC Ref:754091)