FORCE INFORMATION MANAGEMENT

1. FORCE INFORMATION MANAGEMENT

2. 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

3. DATA PROTECTION ACT 1998 • FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 • PROTECTION OF VULNERABLE GROUPS (Scotland) ACT 2007 - PVG

4. Force Information Unit • Information Manager - Sheena Brennan • Data Protection /FOI Manager – Angela Paterson • PVG - Insp Stuart McClymont • - Raymond Murdoch • Records Manager - Alice Stewart

5. 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

6. 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

7. 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

8. 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

9. 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 form e.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 be appropriate, truthful and professional at all times – Embarrassment is not an exemption • Advice and Assistance

10. 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.

11. Records Management • Alice Stewart – Records Manager • Force Records Retention Schedule. • ISPs – Co-ordination Review • IS Project

12. ANY QUESTIONS? IF IN DOUBT, JUST ASK!