Information Sharing Policy and Procedure

Effective policing is dependent on efficient control of police information which includes communicating and sharing information with a wide range of partners, either in a one off scenario or in on-going relationships, where the sharing will help to achieve a common objective of benefit to both parties.

The purpose of this policy and procedure is to ensure that the sharing of police information is carried out in a lawful manner that is fit for purpose, taking into account the necessity, adequacy, relevancy, accuracy, proportionality and timely provision of the information.

This policy and procedure takes full account of the guidance contained in Authorised Professional Practice (APP) – Information Management.

Aims

In order to fulfil its strategic aim, GMP will:

• Actively seek opportunities to share personal and non-personal information with
• Seek to engage our partners in the information management debate and reach agreement on information sharing where possible.
• Ensure that information sharing takes place in a lawful manner by establishing a policing purpose or other legal gateway prior to disclosure and ensure that the necessity and proportionality of the disclosure are considered.
• Conduct a Data Protection Impact Assessment (DPIA) to assist the Force in making the correct information sharing decision and implement safeguards which have real benefit to the information sharing initiative and the security of shared data.
• Assess each request for information to be shared on a case-by-case basis and make an informed decision about whether or not to disclose.
• Put Information Sharing Agreements (ISAs) in place when there is a frequent and continuing need to share police information. Such protocols will be agreed on the basis that partners will only use police data for lawful purposes, maintain security and confidentiality of police information and formalise the information sharing processes and procedures. These agreements shall be reviewed in accordance with the APP – Information Management, Sharing Police Information section to ensure that they are still fit for purpose and of benefit to the initiative.
• Publish current ISAs to the Force via the intranet to assist those receiving information sharing requests to verify that an organisation is a signed-up partner of GMP.
• Ensure that when information is received from other agencies (e.g. local authorities), its reliability and context is understood before it is recorded on GMP systems or made use of. Methods will also be devised to update that information, where necessary, when it is changed on the source system.
• With advice, guidance, templates and full support from the Information Compliance and Records Management Unit (ICRMU), assist in progressing information sharing
• Ensure that individuals are not permitted access to, or use of, information unless they can demonstrate a legitimate reason for such access, and an understanding of how the information should be handled in accordance with its protective marking under Government Security Classifications (GSC).
• Identify single points of contact (SPOCs) for information sharing initiatives and provide them with clear and useful support and guidance to assist them in their information sharing role.