Ethnicity recorded on witness statements

The request was refused by Northamptonshire Police.

Dear Northamptonshire Police,

I would like to submit a Freedom of Information request to obtain the following information about the personal details that are recorded by our officers when witnesses complete a witness form (MG11):

1) Please state the number of cases where contact details forms associated with witness statements have the self-defined ethnicity recorded as "NS not stated" and also include a police defined ethnicity code.

2) For the cases in 1), please list the number cases with a break down of the ethnic codes assigned by the police, e.g.

Year 20XX
Number; Ethnicity (identity code)
11 ; IC1
22; IC2
33; IC3
44 ; IC4

and so on....

Please provide data from the last ten years.

Yours faithfully,

M. Nah.

Freedom of Information,

1 Attachment

Dear Sir/Madam,

 

RE: FREEDOM OF INFORMATION ACT 2000 - REQUEST FOR INFORMATION  Our Ref:
004446/20

 

With reference to your e-mail received 12/08/2020 requesting information:

 

I would like to submit a Freedom of Information request to obtain the
following information about the personal details that are recorded by our
officers when witnesses complete a witness form (MG11):

 

1) Please state the number of cases where contact details forms associated
with witness statements have the self-defined ethnicity recorded as "NS
not stated" and also include a police defined ethnicity code.

 

2) For the cases in 1), please list the number cases with a break down of
the ethnic codes assigned by the police, e.g.

 

Year 20XX

Number;     Ethnicity (identity code)

11 ;                     IC1

22;                      IC2

33;                      IC3

44 ;                     IC4

 

and so on....

 

Please provide data from the last ten years.

 

Although every effort will be made to ensure a response is provided within
statutory deadlines, due to current circumstances delays may be
unavoidable.  We apologise for any inconvenience and will endeavour to
process your request as quickly as is practicable.

 

Freedom of Information requests relating to Coronavirus (COVID-19)

 

There is a National Policing Publication Strategy for Operation Talla
(COVID-19) as detailed by the National Chiefs’ Police Council (NPCC).

 

If you submit any request for information held by Northamptonshire Police
in connection with Coronavirus (COVID-19) it is likely that the
information will be exempt under Section 22 Freedom of Information Act
2000 (Information intended for future publication), in line with the
National Policing Publication Strategy – Operation Talla.

 

Further details can be found on the NPCC website:
[1]https://www.npcc.police.uk/documents/FOI...

 

 

If you wish to discuss this any further then please contact the
undersigned.

 

Northamptonshire Police provides a review and appeals procedure within the
terms of the Freedom of Information Act 2000. If you decide to make an
appeal and, having followed the full process you are still dissatisfied,
you will then have the right to direct your comments to the Information
Commissioner who will give due consideration to the matter. See Appendix
'a' attached.

 

Northamptonshire Police routinely publish information on our website via
the Publication Scheme. The aim of the Publication Scheme is to promote
openness and transparency by voluntarily placing information into the
public arena.

The Disclosure Log contains copies of information that has been disclosed
by Northamptonshire Police in response to requests made under the Freedom
of Information Act 2000. Whilst it is not possible to publish all
responses we will endeavour to publish those where we feel that the
information disclosed is in the wider public interest. The Disclosure Log
will be updated once responses have been sent to the requester.

 

I have provided the relevant link below.

 

[2]https://www.northants.police.uk/foi-ai/a...

 

 

Yours faithfully

 

C0080 Amanda-Jayne USHER

Freedom of Information Officer | Force Information Unit | Professional
Standards Department

 

Tel : 101 | Ext. 341172 (If calling from outside of Northamptonshire,
please call 03000 111 222)

Address : Force Headquarters | Wootton Hall | Wootton Hall Park |
Northampton | NN4 0JQ

 

Northamptonshire Police – Fighting crime, protecting people

 

The content of this email should be treated as OFFICIAL - SENSITIVE unless
otherwise indicated

 

 

 

 

show quoted sections

Barrie Gemma,

1 Attachment

Dear Sir/Madam   

 

RE: FREEDOM OF INFORMATION ACT 2000 - REQUEST FOR INFORMATION Our Ref: 004446/20

 

With reference to your e-mail received 12/08/2020 requesting information
reproduced below:

 

I would like to submit a Freedom of Information request to obtain the
following information about the personal details that are recorded by our
officers when witnesses complete a witness form (MG11):

 

1) Please state the number of cases where contact details forms associated
with witness statements have the self-defined ethnicity recorded as "NS
not stated" and also include a police defined ethnicity code.

 

2) For the cases in 1), please list the number cases with a break down of
the ethnic codes assigned by the police, e.g.

Year 20XX

Number;      Ethnicity (identity code)

11 ;                     IC1

22;                      IC2

33;                      IC3

44 ;                     IC4

 

and so on....

 

Please provide data from the last ten years.

 

The information you are requesting is not held by Northamptonshire Police
in any reasonably retrievable form. The only means of establishing
information of the nature you are requesting would be by way of  manual
examination of each person record. This is because self-defined ethnicity
is not recorded in a searchable format.

 

It is my assessment that the cost of providing you with the information
requested would exceed the 'appropriate level' as set out in the Freedom
of Information (Appropriate Limit and Fees) Regulations 2004.

 

My assessment is that it would cost 275,000 (approximate number of person
records) x 3 minutes each (minimum) = over 13,750 hours at £25 per hour to
respond to your request, which exceeds the 'appropriate limit' (currently
£450 for 'prescribed costs').

 

In view of the above, and in accordance with the provisions of the Freedom
of Information Act 2000, please take this letter as a Refusal Notice.

 

You may wish to refine and resubmit your request so that it reduces the
costs shown above and is then within the 'appropriate limit' shown above.
(I cannot think of a means to refine the request in order to provide the
information you are seeking) but if you would like some further
information about how to proceed with your request then please contact the
undersigned.

 

I trust you find this information to be satisfactory but if you have any
further queries please do not hesitate to contact me.

 

Northamptonshire Police provides a review and appeals procedure within the
terms of the Freedom of Information Act 2000. If you decide to make an
appeal and, having followed the full process you are still dissatisfied,
you will then have the right to direct your comments to the Information
Commissioner who will give due consideration to the matter. See Appendix
'a' attached.

 

Yours sincerely

 

Gemma Barrie

C1374 Gemma Barrie| Freedom of Information Officer and Researcher

Force Information Unit | Professional Standards Department

Northamptonshire Police

 

Telephone: 101 | Ext No. 343701 - (If calling from outside
Northamptonshire, please call 03000 111 222)

Email: [1][email address]

Address: Force Headquarters, Wootton Hall, Wootton Hall Park, Northampton
NN4 0JQ

 

Northamptonshire Police "Putting Communities First"

 

The content of this email should be treated as RESTRICTED unless otherwise
indicated

 

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Dear Barrie Gemma,

Does Northamptonshire Police have two fields of data in the contact details of their witness statements (MG11), i.e. one field for self-defined ethnicity and a second field for police defined ethnicity?
If so then you may hold significant numbers of cases where self-defined ethnicity has been recorded as "NS - Not Stated" and a police defined ethnicity has also been recorded.
If your witness statements only record self-defined ethnicity (and have done so for a period of time) you could reliably and quickly supply me with the information that you recorded zero instances of cases which satisfy my original criteria for that period of time.

Yours sincerely,

M. Nah.