Information Sharing Workshop Maureen H Falconer Sr Guidance & Promotions Manager MIS Event Glasgow 13 August 2009

Deciding to share personal information –Aims & Objectives –Likely Effect –Alternatives –Strategic Plan –Legal Framework –Privacy Impact Assessment –Grounds The Law: Necessary, Relevant & Not Excessive

Fairness & Transparency Fair Processing Notice: –Who? –Why? –How? Issues to consider: –Subject Access –Schedule Conditions –Consent The Law: Fair and Lawful Processing

Information Standards –Q–Quality of information –C–Compatibility –A–Appropriateness –R–Review and audit –D–Dealing with inaccuracy and rectification The Law: Adequate, Relevant, Not Excessive, Accurate and Up to Date

Retention of Shared Information –R–Retention periods –R–Regular review –L–Legal obligations –A–Archive or Off-line? –R–Return or delete? –I–Is it working? The Law: Not Kept Longer Than Necessary

Security of Shared Information –Identify security needs –Common standards –Devise evaluation procedures –Identify organisational needs –Identify weakest link The Law: Protected by Appropriate Technical & Organisational Measures

Access to Personal Information –Devise subject access procedures –Consider alternative means of access –Advising the public –Be aware of exemptions The Law: Subject Access Rights

Freedom of Information –D–Dealing with requests for personal and non- personal information –I–Including information sharing in publication scheme The Law: Freedom of Information (Scotland) Act

Review Is your information sharing having the desired effect? Is your FPN still relevant for your organisational functions? Are quality procedures effective across all partner organisations? Are retention periods being adhered to and are they still appropriate? Is security still adequate and how are breaches dealt with? Are people exercising their access rights and requests dealt with correctly?

Hanover Street Edinburgh EH2 1DJ