Shredding of applications for legal assistance and advice (Form C2)

The Police Federation of England and Wales did not have the information requested.

Independent Police Support Group

Dear The Police Federation of England and Wales,

An allegation has been made of forgery of a Form C2 by a Metropolitan Police Federation representative.

When DPS have made enquiries to locate the original C2 they have been informed that the document had been shredded due to difficulties with storage.

Please provide any copies of policy, procedure and practice regarding retention of such documents.

Yours faithfully,

Independent Police Support Group

GenSec, The Police Federation of England and Wales

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Independent Police Support Group

Dear The Police Federation of England and Wales,

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

I am writing to request an internal review of The Police Federation of England and Wales's handling of my FOI request 'Shredding of applications for legal assistance and advice (Form C2)'.

The police federation should have responded promptly and by 8 March 2017 at the latest in any event.

There has been no contact from the Police Federation to explain the delay or provide a date when you believe the information will be supplied.
A full history of my FOI request and all correspondence is available on the Internet at this address: https://www.whatdotheyknow.com/request/s...

Yours faithfully,

Independent Police Support Group

GenSec, The Police Federation of England and Wales

1 Attachment

Dear Sir/Madam

Please see attached letter regarding FOI

Regards

General Secretaries Office
[email address]
01372 352 022

show quoted sections

Independent Police Support Group

Dear GenSec,

The 3 April 2017 had now passed, could you please process our FOI request.

Yours sincerely,

Independent Police Support Group

GenSec, The Police Federation of England and Wales

Dear Sir/Madam

Please review our website on our policies and procedures and follow the correct route to obtain a request.

Kind regards

General Secretaries Office
[email address]
01372 352 022

show quoted sections

Independent Police Support Group

Dear The Police Federation of England and Wales,

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

I am writing to request an internal review of The Police Federation of England and Wales's handling of my FOI request 'Shredding of applications for legal assistance and advice (Form C2)'.

You have been provided with all the information that is required for a valid FOI request.

You have been provided with the name of our organisation and have a valid e mail address via whatdotheyknow.com

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

Yours faithfully,

Independent Police Support Group

Independent Police Support Group

Dear Sirs,

Can I have confirmation that you have received ohr request and also a contact name for who is dealing with the request and the officer conducting the internal review.
Yours sincerely,
Mr J King
Independent Police Support Group

Information Governance Team, The Police Federation of England and Wales

Dear Sirs,
I write to acknowledge receipt of your email dated 2nd May, 2017 requesting an internal review of the Federation’s approach to the handling of your request for information originally dated the 8th February, 2017 and subsequently reiterated on the 25th April, 2017.
I can confirm that the Police Federation is subject to the Freedom of Information Act and we shall respond to valid requests for information in accordance with our obligations under the act.
Your initial request was not valid as it was made before the Police Federation became subject to the Freedom of Information Act. This was explained to you in a letter sent on the 15th March, 2017, where you were also advised to submit a new request on or after the 3rd April.
This course of action was taken after consulting with the Information Commissioner’s Office, who advised the Federation that requesters have no information access rights and no rights to complain through ICO for any requests submitted before the 3rd April. For this reason, it is best to encourage requesters to initiate new requests on or after the 3rd April.
We have reviewed our approach following receipt of your email dated 2nd May and, while we believe our previous advice for you to submit a new request, which was not tagged to the original request, was clear, we are prepared to respond to your correspondence of 25th April as a new request from that date.
Consequently, we shall respond to your request by the 24th May, 2017.
Best regards,
Information Governance Team

Information Governance Team, The Police Federation of England and Wales

Dear sirs,
I write in response to your recent request for information, which was received by the Police Federation of England and Wales.
The Police Federation of England and Wales does not have documented policies or procedures that define retention and disposal arrangements for C2 forms.  The Metropolitan Police Federation also has no documented policies or procedures covering the retention of C2s.
We cannot therefore provide any copies of policy, procedure and practice regarding retention of C2s because the requested documents do not exist.
Although not documented, standard working practices have been established to manage the retention and disposal of C2 forms.  Retention arrangements that are used by the various Federation functions who handle C2s are described below.

The Metropolitan Police Federation
The original paper copies of C2 forms are destroyed once an electronic copy has been created because the Metropolitan Police Federation does not have the facilities to store the large volume of paper copies that are received.

PFEW Claims Department
The Criminal Claims Department and the Civil Claims Department scan all C2 forms received and confidentially destroy the originals (shredding).  They only retain electronic copies, which are erased six years after a file is closed.

In-House Legal
The In House Legal Department only has access to the scanned copies of the C2.  They tend to print these out and keep a hard copy with any research or notes generated in preparing reports.  Those hard copy documents are kept in lockable cabinets, with the intention to destroy them after 6 years.  This is based on good practice rather than a formal document retention policy.

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