The College of Policing has developed a code of practice for information management, record keeping and data sharing in the sector.
It said the new code – developed largely in response to the ethical and legal implications of changes in technology – replaces the Code of Practice on the Management of Police Information (MoPI), taking into account corporate governance records as well as records such as case files.
The code has been developed in partnership with the Home Office, key stakeholders and policing experts to ensure information obtained by the police is consistently treated ethically, is in line with appropriate privacy measures and complies with information management regulations.
It includes a requirement for any archived digital records that care must be taken to ensure their long term accessibility, integrity, usability, reliability and authenticity in the face of format obsolescence, including minimising the loss of quality, data or metadata.
Crucial process
Dave Hudson, the college’s policing standards manager for information management, said: “The way we handle information and data underpins all aspects of policing, from busy operational command centres through to offices where staff carry out administrative and clerical work that supports officers to carry out their duties.
“The public, when they provide us with information and intelligence, rightly expect the police will treat it carefully and respectfully. We encourage chief officers to work with their data protection and information management teams to begin implementing the new code and guidance.
“Ensuring consistency, accountability and transparency in the management of police information will help to make sure that policing is better able to handle data and support post-event inquiries without adding to the pain and suffering of those involved.”
The college has also published a document on authorised professional practice for the archiving of records in the public interests.
It reiterates the requirement for care to be taken to ensure the long term accessibility of digital records, saying it may be necessary in some cases to migrate records to newer formats or systems.
