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How We Share and Keep Data

Information is a key asset and with increased partnership working between agencies it is becoming an important shared asset. Having access to accurate information when it is required is essential for the Borough of Poole to understand the varied needs of its residents, to respond to emerging issues, and to signpost people to further resources where these provide additional support. It also allows the Authority and its Partners to monitor and evaluate the initiatives and actions introduced to ensure that their statutory duties are carried out in an effective and efficient manner. However, it is important that the security and integrity of information both before and after it has been shared is maintained.

The following documents detail some of the key policies governing the sharing and management of data and information held by the Borough of Poole.

Records Management Policy

The aim of the Borough’s Records Management Policy is to define a framework for managing the Borough of Poole’s records to ensure that the council:

  • creates and captures authentic and reliable records to demonstrate evidence, accountability and information about its decisions and activities.
  • maintains records securely and enables access to them.
  • maintains records to meet the authority’s business needs.
  • disposes appropriately of records that are no longer required.
  • has a business resumption plan in place if records are unintentionally lost or destroyed, or if the business is affected by unplanned influences e.g. sabotage, fire, flood.
  • meets legal record-keeping requirements and government directives including the Data Protection Act 1998 and the Freedom of Information Act 2000.

Overarching Information Sharing Protocol

The aim of the Protocol (OAISP) is to provide a clear framework, to ensure that the sharing of personal information between authorities and organisations (in order to provide joined-up public services) complies with relevant legislation. It also fulfils the requirement for all councils to have such a framework in place in order to meet one of the elements of the Implementing Electronic Government (IEG6) initiative led by central government.

Information Security Policy

The objective of this Policy is to reasonably protect the Borough of Poole’s information assets from all reasonable threats, whether internal or external, deliberate or accidental. The scope of this policy extends to;

  • All information processed by the Borough of Poole in pursuit of all its operational activities, regardless of whether it is processed electronically or in paper form.
  • All processing facilities used in support of the Borough of Poole’s operational activities to store, process and transmit information.
  • All external companies that provide contracted information services to the Borough of Poole.

Data Matching

The Audit Commission currently requires us to participate in a data matching exercise to assist in the prevention and detection of fraud. Data matching involves comparing computer records held by one body against other computer records held by the same or another body. This is usually personal information. Computerised data matching allows fraudulent claims and payments to be identified. Further information about Data Matching and the National Fraud Initiative can be accessed here.