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 PVG

DATA PROTECTION ACT 1998 FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 PROTECTION OF VULNERABLE GROUPS (Scotland) ACT 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 2002 Introduced 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 form e.g. fax, , 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 be appropriate, 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

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