The second provision of the Organic Law 5/1992 of 29 October, regulating the automated processing of personal data (LORTAD), provides that, within the year following its entry into force, the Public administrations responsible for existing automated files should adopt a regulatory provision for such files, when they lack regulation or adapt the existing system to the scheme provided for in that law. That period of one year was extended for six months by virtue of the provisions of the Royal Decree-Law 20/1993 of 22 December 1993.

Finally, Royal Decree 1332/1994, of June 20, has partially developed the Organic Law cited, regarding the notification and registration of these files and the exercise and tutula of the rights of the affected by the same.

In order to comply with the legal mandate, and to ensure maximum transparency in the automated processing of personal data, in the exercise of the powers conferred on it by Article 18 of the Law of University Reform and 99 of the Statutes of the University of Alcalá de Henares, this Rectorate has arranged:

First. -The automated files of the University of Alcalá in which personal data are contained at the entry into force of the LORTAD are listed in the Annex to this Resolution, in accordance with Article 18 of the Law mentioned above.

Second. -Those responsible for the automated reference files will take the necessary measures to ensure that the automated data of a personal character is used for the purposes for which were collected, which are the ones that are concretized in this Resolution.

Third.-The responsibility for the automated files corresponds, under the authority of the Rector of the University of Alcala, to the general secretary of the same, without prejudice to the direct responsibility that in the management and The custody of the files corresponds to the Head of each of the corresponding Services and/or Uni. The rights defined in the fourth paragraph of this Resolution may be exercised before the General Secretariat of the University.

Fourth. -Those affected by the aforementioned automated files may exercise their right of access, rectification and cancellation, where appropriate, to the body specified in this Resolution.

Fifth. -The data recorded in each of the databases is retained indefinitely.

Sixth. This Resolution shall enter into force on the day of its publication in the Official Journal of the State.

Alcala de Henares, July 25, 1994. -Rector, Manuel Gala Munoz.

ANNEX

1. COU/PAU file.

This file is intended for the registration of COU and Selectivity, the preparation of the access tests and the development of the same.

Contains the necessary academic information of each student, and the personal data identifying, domicile and center of origin.

The basic structure of the file is composed of a system indexed in a large system and database in mono-post.

2. Management file alumni first and second cycle.

Its purpose is the academic management of the students of official studies who have completed or have studied first and second cycles.

Contains the necessary academic information and personal data identifying, addresses, telephones, date of birth and family data.

The basic structure of the file is composed of an indexed system on a large system and relational database on another large system.

3. Third-cycle student management file.

Its purpose is the academic management of the students of official studies that they are pursuing, or have completed third-cycle studies.

Contains the necessary academic information and personal data identifying, addresses and telephones.

The basic structure of the file is composed of a mono-post system. 4. File of management students of own studies.

Its purpose is the academic management of the students who are pursuing their own studies.

Contains the necessary academic information and personal data identifying, addresses and telephones.

The basic structure of the file is composed of a mono-post system.

5. Human resources management file.

Its purpose is the administrative management of the human resources of the University of Alcala, both in the field of the teaching staff and the Administration and Services.

Contains personal identifying data, addresses, telephones, employment data, administrative career, and economic and financial data.

The basic structure of the file is composed of mono-position systems and relational database in medium system.

6. Economic management file.

Its purpose is the financial and economic management of the institution.

Contains personal data-financial and fiscal.

The basic structure of the file is composed of systems in mono-post and in a medium system.

7. Files for the management of the research.

Its purpose is the information of lines and research projects, their monitoring and control.

Contains personal data of participants in research projects, as well as information on the projects themselves and documentary profiles.

The basic structure of the file is composed of systems in mono-post.

8. Library management file.

Its purpose is the management of the University Library.

Contains data from the university community as users, or potential users, of library services. It includes identifying data, national identity document, addresses and telephones.

The basic structure of the file is indexed in a large system.

9. Sports management file.

Its purpose is the management of the sports service.

Contains data from the university community as users of the sports service. It includes a national identity card, addresses, telephones, study centres and sports activities in which they are involved.

The basic structure of the file is indexed in mono-post.