Common use of ROLES AND RESPONSIBILITIES UNDER THIS AGREEMENT Clause in Contracts

ROLES AND RESPONSIBILITIES UNDER THIS AGREEMENT. 7.1 Signatories are responsible for ensuring that adequate resources are available within their respective organisations to fulfill the commitments made to the other partners under this agreement. 7.1.1 Signatories must bear in mind that information sharing about individuals will most frequently be subject to legal constraints based on the rights of the individual, and that where information sharing is founded on the voluntary capacity of that person to have their information shared, there is a strong ethical consideration to ensure that the wishes of that individual are respected. Whilst it is outside the scope of this document to prescribe what levels of training and expertise may be required within each organisation, the signatories must ensure that such ethical considerations (as they may each interpret them) are understood and fulfilled by all personnel authorised to be involved in sharing of personal information with other organisations. 7.1.2 This includes ensuring that all personnel and staff who may be involved in sharing information under this ISA are suitably trained and qualified with regard to its requirements, and that sufficient staff resources are in place to cover absences and leave. 7.2 In order that the most appropriate resources within the partner organisations can be brought together as quickly as possible, each signatory will identify one or more individual role-holders to be primary ‘Points of Contact’ (PoC’s) for information sharing under this agreement within their respective organisations. 7.3 The nominated role-holders appointed to act as PoC’s for each organisation will be listed alongside the signatory details in Section 12.6 below. However, the partners agree that although PoC role-holders must be listed, for security reasons their respective contact details will be attached as a separate Appendix (Appendix ‘B’) to this document, to be exchanged privately between the organisations concerned, and not published as part of this agreement. 7.4 The chief responsibility of each PoC will be to ensure that there is no barrier to information sharing, those directly involved in a case are fully and properly informed of any relevant information shared by another partner, and so are as fully equipped as possible to support and protect the interests and welfare of the individuals under their care. 7.4.1 The PoC’s must also ensure that shared information disseminated to those involved in a given case is only used for the purposes for which it was requested or supplied, and that any requests initiated from within their section or department for information from the other partners supports a statutory obligation, statutory power, or other purpose authorised within this agreement. 7.4.2 It is also the responsibility of each PoC to ensure that the contact details listed in Appendix B for their own organisation (or section, or department) are kept up to date and changes advised to the other partners as necessary. 7.5 PoC’s are responsible for ensuring that any information shared by their organisation is accurate and in line with existing national or local standards where applicable. If inaccuracies or errors are later found to exist in information that has already been shared, this is to be notified by the partner discovering the error to the originator, who must then further advise all relevant recipients to whom the incorrect information has previously been sent, as appropriate. 7.6 The PoC acting for each partner will know how to access: i. Records of consent to the sharing of personal data. ii. Records of all information shared with whom and when and why it was shared, and in such format that it can be reviewed and audited at a later date 7.7 Partner organisations who obtain consent from individuals undertake to preserve the original consent forms for as long as the case file retains open, and to supply copies on request to the other partners.

ROLES AND RESPONSIBILITIES UNDER THIS AGREEMENT. ‌ 7.1 Signatories are responsible for ensuring that adequate resources are available within their respective organisations to fulfill fulfil the commitments made to the other partners under this agreement. 7.1.1 Signatories must bear in mind that information sharing about individuals will most frequently be subject to legal constraints based on the rights of the individual, and that where information sharing is founded on the voluntary capacity of that person to have their information shared, there is a strong ethical consideration to ensure that the wishes of that individual are respected. Whilst it is outside the scope of this document to prescribe what levels of training and expertise may be required within each organisation, the signatories must ensure that such ethical considerations (as they may each interpret them) are understood and fulfilled by all personnel authorised to be involved in sharing of personal information with other organisations. 7.1.2 This includes ensuring that all personnel and staff who may be involved in sharing information under this ISA are suitably trained and qualified with regard to its requirements, and that sufficient staff resources are in place to cover absences and leave. 7.2 In order that the most appropriate resources within the partner organisations can be brought together as quickly as possible, each signatory will identify one or more individual role-holders to be primary ‘Points of Contact’ (PoC’s) for information sharing under this agreement within their respective organisations. 7.3 The nominated role-holders appointed to act as PoC’s for each organisation will be listed alongside the signatory details in Section 12.6 below. However, the partners agree that although PoC role-holders must be listed, for both administrative and security reasons their details of individual PoCs respective duties and contact details will be attached as a separate Appendix (Appendix ‘B’) to this document, to be exchanged privately between the organisations concerned, and not published as part of this agreement. 7.4 The chief responsibility of each PoC will be to ensure that there is no barrier to information sharing, those directly involved in a case are fully and properly informed of any relevant information shared by another partner, and so are as fully equipped as possible to support and protect the interests and welfare of the individuals under their care. 7.4.1 The PoC’s must also ensure that shared information disseminated to those involved in a given case is only used for the purposes for which it was requested or supplied, and that any requests initiated from within their section or department for information from the other partners supports a statutory obligation, statutory power, or other purpose authorised within this agreement. 7.4.2 It is also the responsibility of each PoC to ensure that the contact details listed in Appendix B provided are for their own organisation (or section, or department) are kept up to date and changes advised to the other partners as necessary. 7.5 PoC’s are responsible for ensuring that any information shared by their organisation is accurate and in line with existing national or local standards where applicable. If inaccuracies or errors are later found to exist in information that has already been shared, this is to be notified by the partner discovering the error to the originator, who must then further advise all relevant recipients to whom the incorrect information has previously been sent, as appropriate. 7.6 The PoC acting for each partner will know how to access: i. Records of consent to the sharing of personal data. ii. Records of all information shared with whom and when and why it was shared, and in such format that it can be reviewed and audited at a later date 7.6.1 The PoC for Cumbria Constabulary must also ensure that records of information shared under this ISA are recorded as required by Cumbria Constabulary Information Sharing Policy5 7.7 Partner organisations who obtain consent from individuals undertake to preserve the original consent forms for as long as the case file retains open, and to supply copies on request to the other partners.