Data Sharing Process. The data sharing process is as follows: In addition to the documentary evidence provided prior to the inspection, inspectors will look at detention records such as observation books, detainee management systems, performance data, daily wing entries, care plans and detention and training orders, to corroborate their findings. The inspection team may also gather photographic evidence to illustrate conditions that cannot be adequately described or to emphasise a finding, governed by protocols agreed with the Home Office departments in their respective MoUs. The majority of HO data shared with HMI Prisons will be sent via secure, auditable email accounts - either from HO email mailboxes or from those of contracted commercial suppliers who run HO detention facilities or provide other support services under contract. Where personal data is shared in other ways, either in hard-copy or in other media such as encrypted USB storage devices to share CCTV footage, each party should ensure that a written record is made of the information that has been shared and taken off site by HMI Prisons’ inspectors. In most instances the written record will be in the form of an email between the parties confirming that specific personal data has been requested, shared or received. The manner in which inspections are conducted is set out in an inspection framework published on the HMI Prisons website. The inspection team will ask the establishment to make available a range of information to assist the inspection process and the documentation will be delivered to the team’s base room for the first day of the inspection. Inspectors will be familiar with the information provided which relates to their inspection areas. The documents will be checked before further information is requested from the establishment. Every effort is made to keep requests for documentary evidence and data to a minimum.
Data Sharing Process. The information relating to the business enquiry will be recorded and shared on an ongoing basis.
Data Sharing Process. This section details how the data sharing will be carried out, including how the data will be collected from the adoption agencies.
4.2.1 Transferring Data to the Register
Data Sharing Process. Immediate Urgent Referral Where a young person comes to police notice as a consequence of a live proactive operation, initial referrals are made to R & R verbally (by telephone) for reasons of expedience. This is because the young person may be in need of immediate support and assistance. R & R operate a service where they will attend the location where the young person has been found and assist them to get home. Other referrals In all other circumstances, information will be shared by the MPS file system ‘Box’. Box is a cloud based storage system utilised by the MPS. Sharing will be given at ‘viewer’ level only and access will only be given to those who require it via the Trusted Partner element. It is envisaged that there will be monthly meetings between Operation Orochi and R & R, and information will be shared in advance of these meetings to enable an informed discussion. All MPS data to be shared by box. Data will only be shared on the authority of the Operation Orochi SPOC (Lead Responsible Officer), who will be responsible for reviewing data prior to it being shared Data will be shared with a SPOC in R & R (Operations Manager) Operation Orochi analysts will be responsible for interrogating indices to identify relevant data to be shared. This will be primarily sourced from Merlin (to be replaced by CONNECT) and Operation Orochi’s Box folder containing details of operations in which exploited young people were encountered Information shared by the MPS will be recorded on CrimInt (to be replaced by CONNECT) by the analyst compiling the data to be shared once authority for sharing has been granted All data will be handled in accordance with the requirements of the relevant Government Security Classification – no data with a classification higher than OFFICIAL will be shared. Data will only be retained by partners for as long it is necessary to do so, in all cases remaining compliant with both organisational policy and legislation regarding the retention of data. The R & R SPOC (Operations Manager) will be responsible for notifying the Operation Orochi SPOC of any changes or perceived inaccuracies in the data provided, and the Orochi SPOC is responsible for ensuring that MPS systems are updated where appropriate. No data will be shared outside the EEA at any time.
