changes to the way Pocket notebooks are accounted for

Dear Mr IPSG,

Enquiry Ref : 2011/3035

I acknowledge receipt of your enquiry, which we received on 10 February 2011, requesting information concerning:

Following a previous request we were informed that the force is changing its systems with regards to record keeping of pocket notebooks and computerisation.

Please supply any associated documentation with regards to the proposed change in procedures including memos, reports and e mails.

As set out by the Freedom of Information Act, it will be our aim to respond to your request by 10 March 2011. However, it may be that we need to seek further clarification or information from you. This will add to the time in which we are allowed to respond to your request, of which you will be advised, together with the likely timescale within which the response will be provided.

If you have any questions regarding your request please contact me.

Yours sincerely,

Miss J Baynes
Freedom of Information Officer

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Dear IPSG,

Gloucestershire Constabulary Freedom of Information request 2011.3035

On the 10th February 2011 you sent a letter constituting a request under the Freedom of Information Act asking the following:

Following a previous request we were informed that the force is changing its systems with regards to record keeping of pocket notebooks and computerisation.

1. Please supply any associated documentation with regards to the proposed change in procedures including memos, reports and e mails

Under the Freedom of Information Act 2000 s1, I can confirm that the Gloucestershire Constabulary holds some relevant information.

1. The Head of Corporate Information Management Bureau and the lead for the new system have provided the below in relation to your request.

Issue report – Pocket note book and CID Diary retention periods and policy ownership. This document is attached.

Please see below the associated section of the minutes of the meeting the above document was presented to:

Pocket Note Books & CID diaries.
• The PT stated that this Issue Paper should be viewed as sensitive as it relates to an ongoing Employment Tribunal, he reminded the meeting that documents such as this should be GPMS marked and were not to be generally disclosed. He gave an example of where poor management of PNB’s had led to an officer and the force being brought into litigation. AKS identified that Standing Order No. 4 was the only document directing how they should be managed but as SO’s had been superseded by Policies and Procedures on the INTRANET. Dave Reid had written a replacement policy some years ago but it had never been adopted. Paul Boynton has been developing a project to manage these documents.
• There were contra views on the necessity, however after plea by PT, IT accepted that a policy was needed and it be decided between C/Supt LP and DCS PS which should be the owner.
Action: AKS to forward question to Nigel Avron & Gavin Thomas as to which should own the policy as referred to above
Action: AKS to speak to Dave Reid who will be asked to scope cross referencing SO’s against Policies and Procedures and examine which SO’s have been superseded.
Action: Paul Boynton to report to IMPB on development of PNB/CID Diary management

Key to abbreviations in the above minutes:
PT – Force Solicitor
SO – Standing Order
IT – ACC Twydell
C/Supt LP – Chief Superintendant Local Policing
DCS PS – Detective Superintendant Protective Services
AKS – Head of Corporate Information Manager Bureau

Also please find attached three emails in relation to your request.

If you are not satisfied with this response or any actions taken in dealing with your request, you have the right to ask that we review your case under our internal procedure.

If you decide to request that such a review is undertaken and following this process you are still unsatisfied, you then have the right to direct your complaint to the Information Commissioner for consideration.

If we can be of any further assistance please do not hesitate to contact me.

Yours sincerely,

Miss J Baynes
Freedom of Information Officer
Gloucestershire Constabulary

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