FORCE INFORMATION MANAGEMENT

INFORMATION MANAGEMENT

• Aim:

• To provide students with an awareness of the Force Information Management and legislation that will impact on their daily work activity.

• Learning Outcomes:

• By the end of this input students will be able to

• 1) Explain the functions of the Force Information Management

• 2) Understand the relevance of

(a) Data Protection Act 1998

(b) Freedom of Information (S) Act 2002

(c) Protection of Vulnerable

Groups (Scotland) Act 2007 - PVG

• DATA PROTECTION ACT 1998

• FREEDOM OF INFORMATION

(SCOTLAND) ACT 2002

• PROTECTION OF VULNERABLE GROUPS (Scotland) ACT 2007 - PVG

Force Information Unit

Information Manager - Sheena Brennan

Data Protection /FOI Manager – Angela Paterson

PVG - Insp Stuart McClymont - Raymond Murdoch

Records Manager - Alice Stewart

Data Protection Act 1998

– MUST be processed fairly and lawfully

– MUST be obtained only for one or more specified

and lawful purposes (as per notification)

– MUST be adequate, relevant and not excessive for

purpose

– MUST be accurate and, where necessary, kept up

to date

Principles of the Act

– MUST NOT be kept longer than necessary for the

specified purpose

– MUST be accessible to the individual concerned

who, where appropriate, has the right to have

information about them corrected or erased

– MUST be surrounded by proper security

– MUST not be transferred outwith EEA except in

certain circumstances

Personal Liabilities

– Passwords are personal - MUST NOT be used by

or disclosed to any other person

– All police computer systems MUST only be used

for the proper purpose - NO PERSONAL CHECKS

– Improper use WILL constitute a criminal and

disciplinary offence

– Information Sharing and Disclosure only in

accordance with Force Guidelines

MOPI – Management of Police Information

• Prompted by Bichard Enquiry

• Consistent approach to be followed by all law enforcement agencies

• Improving way information is managed

• Data Protection, Records Management, Information Security, Freedom of Information, Recording & Dissemination of Intelligence

• Partnership/external version of manual available

Freedom of Information (Scotland) Act 2002Introduced 1 January 2005

– General right of access to information held by Public Authorities refers to recorded information e.g. letters, minutes, STORM,notebooks etc

– Applications must be made in writing or other permanent forme.g. fax, e-mail, video/audiotape etc

– FOI Co-ordinators at Divisions & Departments

– 20 Working Day time limit to respond - so pass it on ASAP

– ALL information may be made available so beappropriate, truthful and professional at all times –Embarrassment is not an exemption

– Advice and Assistance

Protection of Vulnerable Groups (Scotland) Act 2007

• Bichard Inquiry (Soham)

• Checks via Disclosure Scotland – Basic, Standard, Enhanced.

• From 28 February 2011 membership of the PVG Scheme for working with children, protected adults or both.

• Membership of PVG scheme is not compulsory.

• Employers commit an offence if they employ a person to carry out regulated work when Barred.

• CHS will produce information from the PVG Database – sharing membership status.

Records Management

• Alice Stewart – Records Manager

• Force Records Retention Schedule.

• ISPs – Co-ordination Review

• IS Project

• ANY QUESTIONS?

• IF IN DOUBT, JUST ASK!