On call/stand by allowances

Response to this request is long overdue. By law, under all circumstances, Central Scotland Police should have responded by now (details). You can complain by requesting an internal review.

Dear Central Scotland Police,

In or around October 2009 a report was submitted about the costs of on call/standby allowances

Could I please have a copy of that report

I believe it was prepared by someone called Gregor and it reached the desk of the Financial Director Mr Shearer?

Yours faithfully,

Mike Roulston

Freedom Of Information, Central Scotland Police

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Dear Mr Roulston,

Freedom of Information (Scotland) Act 2002 – Acknowledgement

Thank you for your request for information received on 7 March 2013, which
is being dealt with in accordance with the Freedom of Information
(Scotland) Act 2002. Your request has been given the unique Reference
Number: 03-012 and this should be quoted on all correspondence.  

Under the terms of the Act, we have a statutory obligation to respond
within 20 working days from the day after your request was received. A
response to your request for information will be sent to you promptly, and
in any event not later than 8 April 2013.

If you require any clarification, please do not hesitate to contact me on
01786 456000 or Email:  [email address].police.uk  . However, if
you are not satisfied with the way in which your request has been handled,
you are entitled, in the first instance, to request a Review of the
decisions made.  Should you wish to request a Review, please write to Head
of Professional Standards, Professional Standards Department, Central
Scotland Police, Police Headquarters, Randolphfield, Stirling FK8 2HD
within 40 working days of receiving this correspondence.

If, after receiving a response to the Review, you remain dissatisfied, you
have six months within which you may Appeal to the Scottish Information
Commissioner who can be contacted at Kinburn Castle, Doubledykes Road, St
Andrews, Fife, KY16 9DS. Phone: 01334 464610 Fax: 01334 464611 or Email
[email address] .

For further information on Freedom of Information you can visit the
Scottish Information Commissioners website at www.itspublicknowledge.info
.

Yours sincerely

Susan

FOI and Information Access Officer

Central Scotland Police
Police Headquarters
Randolphfield
Stirling  FK8 2HD

Tel:       01786 456000
Fax:      01786 456388
Email:   [Central Scotland Police request email]

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Stirling FOI, Central Scotland Police

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Dear Mr Roulston,

Freedom of Information (Scotland) Act 2002 – Extension Request

I refer to your request for information dated 7 March 2013, and is being
dealt with in accordance with the Freedom of Information (Scotland) Act
2002.

It is with regret that I am writing to inform you that we will be unable
to comply with your request within the 20 working days permitted to
provide information, as specified in the Freedom of Information (Scotland)
Act 2002. The reason we are unable to provide this information within the
prescribed timescale is the information you require is held within our
Finance Department and as you can appreciate having moved to the Police
Service of Scotland as well as being the end of the financial year has put
a burden on the departments workload. However, your application remains a
priority and we will endeavour to provide the requested information as
soon as possible and please accept my apologises for the delay.

If you require any clarification, please do not hesitate to contact me on
01786 456000 or Email: stirling[1][email address].police.uk  . If you are
not satisfied with the way your request has been dealt with you are
entitled to request a review within 40 working days of receiving this
letter. Please address your concerns either by email to
[2][email address] or by letter to the Police Service of
Scotland, FOI Central Processing Unit, 173 Pitt Street, Glasgow, G2 4JS.

If, after receiving a response, you remain dissatisfied, you have six
months within which you may Appeal to the Scottish Information
Commissioner who can be contacted at Kinburn Castle, Doubledykes Road, St
Andrews, Fife, KY16 9DS. Phone: 01334 464610 Fax: 01334 464611 or Email
[3][email address] .

Yours sincerely

Susan

FOI and Information Access Officer

Freedom of Information
Forth Valley Division

Police Scotland

Tel:       01786 456000
Fax:      01786 456388
Email:   [email address]

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Dear Stirling FOI,

Thank you for your update

I appreciate that you are probably dependent on the individuals or departments that hold the requested information but I think you may have been fed a pup on this one!

The update gives the impression that all over Scotland there are rooms full of packing cases containing paper files (they used to be orange by and large in my own force) which are temporarily preventing retrieval of individual reports etc

The reality is that we live an electronic age and this report is probably to be found in someone's home directory; indeed if this was a police complaint of the type investigated by Professional Standards then they would undoubtedly access that directory without any delay to retrieve the relevant information

Has anyone considered retrieving this information electronically particularly as the same Gregor I mentioned is either working in (or has recently worked in) that same Professional Standards unit?

Perhaps he could just produce a copy of his own report from his own directory?

If he can't find his copy then there are other home directories in which it might have been stored as the report moved around the system?

Yours sincerely,

Mike Roulston

Stirling FOI, Central Scotland Police

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Dear Mr Roulston,

Freedom of Information (Scotland) Act 2002

Thank you for your request for information received dated 7 March
2013, which  I have dealt with in accordance with the Freedom of
Information (Scotland) Act 2002.

I apologise again for the late response and can advised that the report
you have requested was destroyed as the report related to a piece of work
that was concluded and there was no need to retain this report. Therefore,
the information you have requested is not held by Forth Valley Division.

As of 1 April 2013, the Police Service of Scotland (PSoS) came into
existence and all requests made to individual Forces, (for this
request Central Scotland Police) pre 1 April 2013 become the
responsibility of PSoS to answer. Therefore, the information provided
below only relates to the information you sought from the previous Force
area and if you made a similar request to another previous Force area, you
will receive a separate response in this regard.
 
If you require any clarification, please do not hesitate to contact me on
01786 456000 or Email:  [1][email address].police.uk  If you are not
satisfied with the way in which your request has been dealt with, you are
entitled in the first instance and within 40 working days of receiving
this letter to request a review of the decision made by the Force.  Should
you wish to do so, contact details are; Police Scotland, FOI Central
Processing Unit, 173 Pitt Street, Glasgow, G2 4JS.

If, after receiving a response, you remain dissatisfied, you have six
months within which you may Appeal to the Scottish Information
Commissioner who can be contacted at Kinburn Castle, Doubledykes Road, St
Andrews, Fife, KY16 9DS. Phone: 01334 464610 Fax: 01334 464611 or Email
[2][email address] .

Yours sincerely,

 
 

Susan
FOI and Information Access Officer

Freedom of Information
Forth Valley Division

Police Scotland

Tel:       01786 456000
Fax:      01786 456388
Email:   [3][email address]

 

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From: Stirling FOI
Sent: 08 April 2013 16:19
To: '[FOI #152352 email]'
Subject: FOI 03-012 Extension Request [NOT PROTECTIVELY MARKED]

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Dear Mr Roulston,

Freedom of Information (Scotland) Act 2002 – Extension Request

I refer to your request for information dated 7 March 2013, and is being
dealt with in accordance with the Freedom of Information (Scotland) Act
2002.

It is with regret that I am writing to inform you that we will be unable
to comply with your request within the 20 working days permitted to
provide information, as specified in the Freedom of Information (Scotland)
Act 2002. The reason we are unable to provide this information within the
prescribed timescale is the information you require is held within our
Finance Department and as you can appreciate having moved to the Police
Service of Scotland as well as being the end of the financial year has put
a burden on the departments workload. However, your application remains a
priority and we will endeavour to provide the requested information as
soon as possible and please accept my apologises for the delay.

If you require any clarification, please do not hesitate to contact me on
01786 456000 or Email: stirling[4][email address].police.uk  . If you are
not satisfied with the way your request has been dealt with you are
entitled to request a review within 40 working days of receiving this
letter. Please address your concerns either by email to
[5][email address] or by letter to the Police Service of
Scotland, FOI Central Processing Unit, 173 Pitt Street, Glasgow, G2 4JS.

If, after receiving a response, you remain dissatisfied, you have six
months within which you may Appeal to the Scottish Information
Commissioner who can be contacted at Kinburn Castle, Doubledykes Road, St
Andrews, Fife, KY16 9DS. Phone: 01334 464610 Fax: 01334 464611 or Email
[6][email address] .

Yours sincerely

Susan

FOI and Information Access Officer

Freedom of Information
Forth Valley Division

Police Scotland

Tel:       01786 456000
Fax:      01786 456388
Email:   [email address]

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Dear Stirling FOI,

There seem to be different replies?

Yours sincerely,

Mike Roulston

Dear Stirling FOI,

There still seem to be different replies.......which one is correct?

Yours sincerely,

Mike Roulston

Stirling FOI, Central Scotland Police

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Dear Mr Roulston,
Thank you for your e-mail. The original response was written in the belief that the document in question, if it was held at all, would be held by our Finance Department. At the time of composition, we had not heard back from that Department. Subsequent enquiry, however, revealed that the document was no longer held, and this information was communicated in the second e-mail.
I hope that this e-mail clarifies the matter you have raised.
Yours sincerely,
John Brims

John Brims
Records Manager

Tel: 01324 678845 Ext : 8845
Email: [email address]

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Dear Central Scotland Police,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of Central Scotland Police's handling of my FOI request 'On call/stand by allowances'.

Your reply persists in the myth that the requested information only ever existed as a paper document

Given that it was prepared at the request of the Director of Finance, was routed through various line managers before reaching the Deputy Chief Constable (and presumably the Chief Constable) and finally featured in an executive meeting it is hard to belive that it only ever existed as a papaer document/copies thereof.

Your own records retention policy confirms the retention status of such docuemnts and their electronic versions stored on computer servers.

It beggars belief that the author himself cannot now retrieve the electronic version given that he now works in a department whose everyday job is to retrieve emails and Word documents created/sent by police officers

Do you wish me to supply his surname so you can go to the right person directly?

A full history of my FOI request and all correspondence is available on the Internet at this address:
http://www.whatdotheyknow.com/request/on...

Yours faithfully,

Mike Roulston

Stirling FOI, Central Scotland Police

1 Attachment

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Dear Mr Roulston,
Please find attached the response to your request for a review of the
decision notice, dated 10th April 2013, issued in respect of your request
for a report drawn up in or around October 2009 on the costs of standby/on
call allowances.
Yours sincerely,
 

 

John Brims
Records Manager
Forth Valley Division
Police Scotland
Falkirk Police Office  

Tel:       01324 678845  Ext : 8845
Email:   [1][email address]

 

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Stirling FOI,

1 Attachment

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Dear Mr Roulston,
I write to inform you that after very extensive and time consuming
searches of the Home Directories and e-mail accounts of a large number of
individuals, including some with no direct involvement in the business
at hand and others who no longer work in the Forth Valley Division of the
Police Service of Scotland, we have located a copy of the information you
have requested. We are content to disclose the document under the Freedom
of Information (Scotland) Act 2002. Please find it attached.
On behalf of the Police Service of Scotland I regret the significant delay
in locating and providing you with the requested information. The
automated search facility only functions within each individual storage
area. There is no "God level"  access to these storage areas. They
therefore require to be examined one by one. I hope you will accept that
the searches both at initial request and review stages were carried out in
those storage areas where it was reasonable to expect the document to be
held. The document was eventually located in a sub-folder of the personal
e-mail  account of an individual who was not directly involved in the
decision making process.
Yours sincerely,
John Brims
 
 

 

John Brims
Records Manager
Forth Valley Division
Police Scotland
Falkirk Police Office  

Tel:       01324 678845  Ext : 8845
Email:   [1][email address]

 

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Dear Stirling FOI,

I am sorry but this is the wrong document

It is dated November 2009 and I referred to one published in October 2009

The content is incorrect as the document I requested detailed the overtime and other costs actually incurred in what was an ad hoc reward system for those actually providing on call cover

The document you have produced details a plan to provide on call cover in the future (and appears to be slanted to say that the existing ad hoc system was better/cheaper?)

I am amazed that the document I seek (which was circulated to your senior management team and should have been archived according to your own retention policy) seems to have disappeared or is otherwise proving more elusive than the Loch Ness monster

The difference is that we all know that this document existed and if it has been destroyed I would be grateful if you could confirm exactly when it was destroyed and who authorised its destruction?

Yours sincerely,

Mike Roulston

Dear Stirling FOI,

I would be obliged if you could confirm whether you are treating my request for information about the destruction of the document as a new request(in which case a reply is now overdue) or as a continuation of my existing request (in which case a lot of time seems to have been wasted in answering a fairly simple question)

If it helps in clearing up the uncertainty over the month the report was prepared (or indeed which report it was in the first place) I note that the then DCC has made a statement saying "In October 2009....around this time ACC Mauger commissioned work by Chief Inspector Gregor Charles.......in terms of "on call arrangements within CSP".....as a result he presented a report ..... early in November 2009"

I can now why you supplied the report that was written (and possibly presented in November 2009) but my request is directed at the earlier report

Given that the DCC has himself made a statement confirming its existence I would be grateful for early confirmation on whether this October report has been subsequently destroyed, when it was destroyed and who authorised its destruction?

Yours sincerely,

Mike Roulston

Stirling FOI,

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Dear Mr Roulston,
Thank you for your e-mail. The matters you raise are currently under consideration by the Office of the Scottish Information Commissioner, and the Police Service of Scotland is endeavouring to co-operate fully with the Commissioner in her investigation.
Yours sincerely,

John Brims
Records Manager

Tel: 01324 678845 Ext : 8845
Email: [email address]

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Dear Stirling FOI,

I am aware that the first element of my request (a copy of the October report) is being dealt with by the Information Commissioner

The second part (confirmation whether the document has actually been destroyed etc is a separate request)

I have not as yet complained to the Information Commissioner about your response to this request simply because I hadn't received one (or indeed any acknowledgement of either version of that request

Could you please conduct an internal review of your failure to answer the request about destruction of the document, first made last month as detailed above

Yours sincerely,

Mike Roulston

Dear Stirling FOI,

The Information Commissioner has today assured me that they are not currently dealing with the destruction aspect of this request

Yours sincerely,

Mike Roulston

1 Attachment

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Mr Roulston,

Please find attached the force response (a review response) regarding your
request for information.

Kind Regards

        

Inspector Graeme Cuthbertson

Police Service of Scotland
Freedom of Information Central Processing Unit

Tel: 0141 435 1205
Tie Line: 704 1205

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<<1013 Review Closure.pdf>>

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Dear FOI,

Firstly s there any chance I could have a copy of the review letter that deals with the destruction of the requested document in plain English I.e has or has it not been destroyed as asked etc?

Secondly whilst the first element does sit with the Information Commissioner because of the way that the request has been handled there as yet seems to be no unequivocal statement as to the availability of the October 2009 report?

Yours sincerely,

Mike Roulston

Stirling FOI,

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Dear Mr. Roulston,
Thank you for your latest communication. In response, I would quote that
part of the Review Letter which states - "The Police Service of Scotland
does not hold the information you have requested. This statement should be
read as a notice in terms of Section 17(1) of the Freedom of Information
(Scotland) Act 2002." I'm not sure why you consider this statement to
be not written in "plain English", as, with the greatest respect, its
meaning is clear.
With regard to the "availability of the [alleged] October 2009 report",
this matter is, as you are well aware, the subject of an application to
the Scottish Information Commissioner. You will be notified in due course
of her findings.
Yours sincerely,
John Brims
 

 

John Brims
Records Manager
Forth Valley Division
Police Scotland
Falkirk Police Office  

Tel:       01324 678845  Ext : 8845
Email:   [1][email address]

 

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Dear Stirling FOI,

My original request was about a report which existed in October 2009......there is doubt about that

If you cannot now find it that only because of a filing error for hard copies, a deletion of the electronic copy and/or poor search techniques for the database

I still haven't received an unequivocal statement on whether you have been able to retrieve the October 2009 document

If you can't then there may well have been a bonfire in the backyard of Stirling police station which included the paper copies and/or an electronic deletion by the hard drive fairy

In either event your simple statement that you do not currently hold the information is facile to say the least in the circumstances ; that needs to be qualified by an explanation that deals with my question about the timing of the destruction etc

You could explain that it was destroyed in accordance with your records retention policy, you had a pyromaniac escape from the custody suite who took a particular umbrage with this pile or papers or even a passing magnet was lobbed up by a passer by into the IT room, wiping all the hard drives

In fact there is the sound of silence and a suggestion by your failed attempt to use future publication as an exemption that you are trying to evade a simple question on whether the requested document has in fact been destroyed and if it has, when and by whom?

The answer 'Yes' followed by two 'I don't knows' would be more palatable than the current 'I don't hold the information' response

Finally given that you went outside the process and referred what you have now decided is a separate request before I had actually asked for an internal review I would now ask you to consider whether you have undertaken that review properly given that you appear to be the original decision maker and the internal reviewer

It is also worrying that the procedure seems to have taken place wholly within Forth Valley Division, formerly known as Central Scotland Police, the very force that was the subject if this missing report

I have no objection to a properly I dependent review being conducted, particularly one that concentrates on why this document has mysteriously vanished despite the fact that one of the recipients has formerly requested on several occasions that it should be retained?

I would be obliged if you restrict your replies to what your organisation intends to do about my request rather than speculate about what other organisations might say or do in the future as such comments only creates confusion around a simple request

Assuming that you are not disputing that the October 2009 report actually existed you can either produce a copy or you can't; if you can't you should be able to explain why not, as it must have been destroyed fairly recently given the various investigative teams that may have accessed this document previously ?

Have you at any point checked to see whether Grampian (whose file includes a statement from the then DCC referring to the missing report), Strathclyde, Dumfries & Galloway or even the HMICS to see whether they have a copy? It is possible that the Procurator Fiscal may have a copy as the report formed part of a series of allegations made about the mismanagement of Central Scotland Police?

I can't see what future publication, referrals to the ICO, ticket availability for the Commonwealth Games or any other extraneous matters have got to do the existence and/or destruction of this particular document!

Yours sincerely,

Mike Roulston

Dear Stirling FOI,

I now understand that officers from D&G interviewed officers from CSP about this report which was physically in their possession at the time of said interviews

Have you asked them whether they have an electronic or hard copy?

Yours sincerely,

Mike Roulston

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