This is an HTML version of an attachment to the Freedom of Information request 'Information Governance & Security'.

UK Border Agency 
 
 
 
 
 
 
 
 
Information Management  
Programme Board  
Terms of Reference 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
March 2009 
 
 
 

PURPOSE OF DOCUMENT 
 
This document sets out the high level terms of reference under which the Information 
Management Programme Board will work.  
BACKGROUND 
The Information Management Programme is responsible for the delivery of the 
Information Management Strategy, approved by the UK Border Agency Board in 
2008.  The Programme aims to deliver improved information management 
throughout our organisation, building upon existing allocated resources.  It will aim to 
make people aware of their personal accountability. 
The Programme Board will manage the UKBA Information Risk Register on behalf of 
the Agency Board.  The Risks are catergorised under four headings: Governance 
and Culture;The Human Dimension; Information Management and Information 
Integrity; and Information Availability and Use. 
The Programme  currently consists of the Records Services Project, which will let a 
new contract for the storage of the Agency’s 9m paper applicant files, using the terms 
and conditions of the contract to embed better information management practices 
within the business and to establish a Retention and Disposal Policy so that the file 
holding is reduced over time; the establishment of the Information Management and 
Compliance Unit,  working under the Agency’s Information Executive to set the 
policies and guidance for information management and to create relevant training 
packages;  the creation and upkeep of a network of Information Advisers ;  data 
sharing, i.e. authorising key UKBA information exchange with external parties and 
ensuring that UKBA systems, processes and practice support the security of the data 
shared; and the dissemination of all relevant legislation, Cabinet Office directives and 
other guidance relating to Information Management, especially Information Security, 
having cleansed it and created an Agency version. 
The Agency’s information is its corporate memory, providing evidence of actions and 
decisions and representing a vital asset in support of its daily functions and 
operations. Information supports policy formulation and managerial decision-making, 
protects the Agency’s interests and the rights of stakeholders including applicants, 
staff and those members of the public who have dealings with it. It helps to provide 
organisational consistency, continuity and transparency. 
 

The first step is to appoint a Senior Responsible Owner (SRO) and Programme 
Board (PB), who will own delivery of the business benefits required by the 
programme. 
 
This is a programme that will change the way UKBA records, manages, stores and 
disposes of its information to ensure maximum business effectiveness and 
information security.  Staff will be expected to take personal responsibility for their 
actions and, in time, this will be reflected in the annual reporting round.   
 
The main requirements of the Programme are:  
 
  To  help  the  business  to  work  more  effectively  by  providing  compatible 
information management systems which support it 
  To  enhance  the  business’s  capability  to  capture  and  exploit  corporate 
knowledge and memory 
  To change the culture within UKBA from ‘need to know’ to ‘duty to share 
responsibly’ 
  To  provide  a  clear  mandate  for  the  domestic  and  international  data 
sharing leads to progress key objectives within their respective fields 
  To ensure that information security stays high on our agenda 
  To provide effective access to information for stakeholders 
  To enable the Business to meet its legal requirements in relation to FOI 
and DPA and 
  To  work  to  improve  the  standards  of  management  information  and  the 
quality of information in UKBA 
 
To do this the Programme will:  
  Bring  structure  and  process  to  the  way  in  which  UKBA  stores  and 
accesses  information,  working  with  other  major  change  programmes 
Support  the  development  and  implementation  of  a  set  of  common 
information standards across all UKBA IT systems 
  Encourage  collaborative  working  and  identify  opportunities  for  greater 
sharing of information and knowledge 
  Contribute  to  the  development  and  application  of  the  HO  Group 
Information Strategy 
  Develop and implement a record review and disposal policy 
  Develop a publication policy that will be applied to all UKBA records 

  Support the work to improve the data quality of key information systems in 
UKBA 
  Raise  awareness  of  personal  and  corporate  responsibilities  through 
training and communications 
  Work  with  Business  Units  to  embed  good  practice  into  their  day  to  day 
activities 
 
ROLE OF THE PROGRAMME BOARD 
The Programme Board will be responsible for:  
 
  Providing strategic direction to the Programme and owning the vision for 
the programme, providing clear leadership and direction through its life 
  Securing the investment required to set up and run the programme, and 
fund the transition activities so that the desired benefits are realised 
  Providing overall direction and leadership for the delivery and 
implementation of the programme 
  Agreeing the benefits the programme will deliver and the strategy for 
delivering this 
  Ensuring the programme is managed in a controlled environment, within 
current HO best practice guidelines 
  Setting a governance structure for the programme   
  Exercising change control at a programme level and agree the first 
baseline programme plan 
  Making decisions on resource allocation within the programme 
  Ensuring programme level risks, issues and dependencies are managed 
and providing an escalation route for the same beyond the programme’s 
control 
  Identifying opportunities for pursuing a shared service approach with the 
HO Group on programme elements, via the HO CIO 
  Ensuring that UKBA and its staff are managed carefully through the 
process of change, that the results are reviewed and assessed 
objectively, and that adjustments are made as necessary 
  Ensuring reviews, both during the programme and following closure, that 
formally assess the programme's: 
 
- continued alignment with its objectives 
 
- capability of delivery 
 
- measurable achievement of benefits  

  Ensuring compliance with OGC Gateway and Common Causes of Failure 
processes 
  In  relation  to  both  domestic  and international  (including  European)  data-
sharing, all activities contributing to the development and management of 
data-sharing for UKBA purposes will be within the scope of the Board. 
 
The Board may delegate authority to make decisions to others, such as the 
Programme Manager, but it retains overall responsibility. 
 
STRUCTURE OF THE BOARD 
The Board will meet at key decision points for the programme (based on the plan) or 
when a project reports entering exception. The Board will meet at least quarterly. Key 
responsibilities for the SRO and Senior Users are set out in Annex A 
The Board will consist of: - 
SRO – Justin Holliday (UKBA SIRO) 
<REDACTED UNDER SECTION 40(2) (PERSONAL INFORMATION)> 
 
The following will also attend Board meetings to provide: - 
Commercial Assurance  [NAME REMOVED] 
Programme Support  [NAME REMOVED] 
Communications  [NAME REMOVED] 
 <REDACTED UNDER SECTION 40(2) (PERSONAL INFORMATION) 
The Board may require the attendance of others, such as Project 
Executives/Managers, on occasion.  
 
If required deputies can be sent with the agreement of the SRO. 
 
8. SIGN-OFF 
By signing this section, the named parties accept these Terms of Reference. 
 
 
 
Signed: …………………………… 
 
Print Name: ……………………………… 
 
 
Date: ………………………………………